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HomeMy WebLinkAbout03/17/1998, C8 - PROPOSED CHANGES TO THE CITY OF SAN LUIS OBISPO BANNER AND FLAG POLICY AND PROCEDURES council °W j ac,Enaa Report , ger C I T Y OF SAN LUIS OBISPO FROM: Ken Hampian,Assistant City Administrative Officer�J Prepared By: Wendy George,Assistant to the City Administrative Officer W SUBJECT: PROPOSED CHANGES TO THE CITY OF SAN LUIS OBISPO BANNER AND FLAG POLICY AND PROCEDURES CAO RECOMMENDATION Adopt a resolution amending the City of San Luis Obispo Banner and Flag Policy and Procedures. DISCUSSION Background In May of 1994, the City Council adopted a new Banner Policy. The policy addresses both the hanging of banners and the displaying of decorative flags. Flags are decorative signs hung vertically from horizontal supports, attached to City streetlights in the downtown core, as opposed to banners which are hung across the downtown streets. The policy was modified in May, 1995, to add an additional banner location on Marsh Street at the Carmel Street intersection. Staff is now proposing additional modifications to that policy in two specific areas. The first modification, proposed at the request of the BIA, is to create a separate section of the policy relating specifically to flags. The second is simply to make changes reflecting the move of administrative responsibility for the policy from the Public Works Department to the Parks and Recreation Department. Proposed Flag Section Several years ago, the BIA purchased brackets to be placed on streetlights in the downtown core from which decorative flags could be hung. Their intention was to have an ongoing decorative flag program. Flags were purchased and hung for some period of time before they became tattered and were no longer used. As part of its Beautification Program for this year's holidays, the BIA purchased new holiday banners and also were able to rehabilitate old Decemberfest banners which were hung to decorate the downtown. A second set of flags has been purchased by the BIA which advertise Farmers' Market. When the holiday decorations came down, the Fanners' Market flags went up, thus saving a separate hanging cost for the Farmers' Market flags. The BIA hopes that these two sets of flags will be the beginning of an ongoing annual flag program. Its plan is to interest other non-profit groups in signing a contract with the BIA to hang their flags on a rotational basis throughout the year. All flags would be purchased through the same supplier, so the supplier would not only remove and store the old flags but hang the new flags, again avoiding a second charge for hanging. Use of the same supplier would also provide C-kl continuity in size and shape. The BIA would be responsible for developing contracts to be signed by other non-profit agencies, arrange for purchase and hanging of the flags and any other administrative responsibilities. In order to accommodate the BIA's proposed flag policy, the old Banner and Flag Policy has been divided into two sections, with the Downtown Association Flag Contract found in a completely separate Section B. Proposed Changes to Banner Section At the same time that the policy was reworked to separate out the flag procedures, staff made some technical changes to the remaining banner section of the policy,-Section A. Basically, those corrections involve changing the department responsible for the policy from Public Works to Parks and Recreation. The Parks and Recreation Department has, in fact, been administering this policy for several years as part of their special events responsibilities. Slight modifications were also made to the annual schedule of sign-ups for banners which assures that all City selections and BIA selections are in place before the calendar is opened to the public. Finally, the policy reflects the BIA's new name, the San Luis Obispo Downtown Association, which is being changed by another Council action on tonight's agenda. Otherwise, the policy is unchanged. CONCURRENCES The Parks and Recreation Department concurs with this recommendation. The Public Works Department is also comfortable with the proposed flag program, as long as the flags are hung and taken down by a professional company to assure that the light poles are not damaged. FISCAL HAPACT There is no fiscal impact to the City from the proposed changes. Attachments Resolution Amending Banner and Flag Policy Legislative Draft of Proposed Policy Changes C— �—Z RESOLUTION NO. (1998 Series) A RESOLUTION OF THE CITY OF SAN LUIS OBISPO AMENDING THE POLICIES AND PROCEDURES FOR ISSUANCE OF BANNER PERMITS WHEREAS, the City Council adopted a Banner Policy in May of 1994; and WHEREAS, that policy has now been divided into two sections, one relating to banners and the second relating to flags; NOW, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: The Banner Policy attached hereto,marked"Exhibit A",revises formal policies and procedures for processing permits to install banners and flags in the downtown area and is hereby approved. On motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this day of , 1998. This resolution supersedes Resolution No. 8411 (1995 Series). ATTEST: Bonnie Gawf, City Clerk Mayor Allen Settle APPROVED AS TO FORM: Y&fo. Jo ens , Ci Attorney c-8-3 CITY OF SAN LUIS OBISPO Banner and Flag Policy & Procedures A. BANNERS DEFINITIONS Banner. A sign which is installed across a public street, above traffic and is temporary in nature. Flag-. deseFative signg veFtmeally ftem a 119FOZeRtal suppeFt Q=«Q Event: Any meeting, display, exhibit, parade or show that is open to the general public and takes place: 1. On public property within the City limits and for which the City has issued a permit specifically authorizing the use of said property. 2. On the Cal Poly campus for which Cal Poly has authorized the use of said property. Banners afld—flags-require a Parks and Recreation Department "Banner Application and Permit" and are exempt from the Municipal Code Sign Regulations. DivisieR. The Special Events Section of Parks and Recreation Department is responsible for the issuance of banner permits. PURPOSE AND APPLICATION Banners are displayed to inform the general public of upcoming events. beautifieetien flags). AFFECTED CITY DEPARTMENTS 1 Parks and Recreation Department Public Works Department (Parks & Street Divisions) Finance Department PERTINENT � eRe. POLICY 1. A banner may be displayed only to announce an event. Bess SLO Downtown Association holiday decorations may be displayed in lieu of banners during the months of November and December. 2. 9 may > displayeden desigRated 2. (a) The name of the event shall be printed in the largest and boldest type. (b) The location and date shall be printed in a type size smaller than that of the event. (c) The name and/or logo of the non-profit organization sponsoring the event may be displayed in a type size smaller than that of the date and location. (d) Other messages or statements are strictly prohibited. Examples: An Old-Fashioned Fourth of July July 4th Mission Plaza City of San Luis Obispo Rib Cook-Off Thursday Night Farmers' Market Business Improvement Association SCOUT-A-RAMA Mission Plaza August 12th Boy Scouts of America 3. Banner wording shall be approved by the City prior to issuance of a banner permit to insure consistency with this policy. The approved wording shall be in the form as shown above and plainly stated on the banner permit. Existing banners which meet the intent but not exact form 2 as shown above shall be allowed until replaced or changed. Deviation from the approved wording is cause for the city to either refuse to install or to remove any banner. 4. Banners shall be installed for a period of one (1) calendar week. A single banner or multiple banners advertising the same event shall not be hung in consecutive time slots. Major events or festivals of at least two weeks' duration may be allowed a banner at a single location for a two-week period (no greater than Q 16 calendar days) if it is demonstrated to the satisfaction of the Publis-WaFks-Parks and Recreation Department that the major event or festival has at least ten (10) prescheduled activities or concerts (broadly publicized and open to the general public for a fee or free) extending over a two-week period. 5. Banners and flags shall be installed and removed by the City's Parks and Streets Division, 6. Banners shall be installed and removed on Mondays. NO EXCEPTIONSI 7. A minimum banner permit fee will be charged. If the City installs and removes the banner, an additional fee shall be charged, which is representative of the City's estimated costs associated with the installation/removal of bannerss. (Note: All fee updates are processed through the Director of Finance and approved by resolution of the City Council.) If the—I-IA--i„stal;s and remeves the banner eRly the—r�ti�►i m .e.vaavv ef the 8. The San Luis Obispo Downtown Association Assesiatien (Bh4) is partially sponsored by the City of San Luis Obispo. Therefore, all fees charged to the _I k- LO Downtown Association will be fifty (50) percent of the normal fee. All banners installed for an event or non-profit organization which is financially co-sponsored by the City or EWA SLO Downtown Association will be charged fifty (50) percent of the normal fee. Events which are solely City-sponsored events will not be charged a fee. 9. A new banner schedule shall be established each year by January 10. be-issued-en-a first eem , fiffit seFyed basis. Banner permit applications 3 C.5.ry from the City and SLO Downtown Association shall be received no later than December 1 of the prior year. All applications from the public shall not be accepted prior to the first Wednesday of Janua[y (excluding holidays) and permits will be issued on a "first come first served" basis. Banner space shall not be reserved, except through the issuance of a banner permit. 10. Banner specifications. Maximum banner size: 4 feet wide x 24 feet long, constructed of a fabric which will be able to withstand typical weather conditions. Support lines shall be 40 feet long with the banner centered. Support lines shall be % inch nylon rope top and bottom, double-stitched across the full length of the banner. Each comer shall be quadruple-stitched for 1 foot from each comer and across the support lines. Banners over 12 feet in length and 2 feet in width shall have wind relief cuts, 1 foot on center (4 inches x 4 inches, horseshoe cuts). 41.. Flag SpesifieatieRfri ..,s shall be designed te be hung fFeFn the Gi%-'s stFeet light pele pFepesals shall be F8Yiewed en a ease by ease basis FegaFdiRg FnateNal, . PROCEDURE y December 15 of each calendar year a schedule for the upcoming year of City and SLO Downtown Association banners shall be established. All City departments and the SLO Downtown Association wishing to reserve a banner location and time shall do so in writing, prior to December 1 with the Parks and Recreation Department Once all initial City and ASLO Downtown Association banners are reserved, all other banner requests (including subsequent City and E4A-SLO Downtown Association banner requests)shall be reserved on a first-come, first-served basis. NO EXEPTIONSI Upon receipt of a written request to hang a bannerFmngiReeNRg --•- sien .-eeopmeFA Rey+e..�ee•e„-Parks and Recreation Department shall verify that the proposed banner complies with City policy and specifications. If staff is uncertain whether a banner complies with City policy, the matter shall be referred to the Pub!'s We*S 9ireGt9FParks and Recreation Director for review/approval. 4 C-9-7 A PubliG WeFks Depwtmwit "Banner Application and Permit" shall be completed and issued and all appropriate fees collected before any banner is installed. Banner permit forms are located at the publie eewnteF at 956 MeFFe Stmeet the Parks and Recreation Department, 1341 Nipomo Street. After a banner permit is completed, the original permit is routed to the City Arborist (Parks Division), a copy is given to the permittee and one copy is filed in the Banner Permit File. At the end of each calendar year, the banner schedule (calendar) and issued permits are removed from the Banner Permit File and placed in an archive file in the EngiRee g DiyiseeR Deyelepmwit Reyiew SeetienParks and Recreation Department until disposal. B. SLO DOWNTOWN ASSOCIATION FLAG CONTRACT Flags in the Downtown core fall under the sole jurisdiction of the SLO Downtown Association and are subject to the guidelines described below. DEFINITIONS Flag: A decorative sign hung vertically from horizontal supports attached to a City street light in the downtown core PURPOSE Flags are displayed to inform the public of upcoming events and/or decorate the downtown in conjunction with the organization's downtown event POLICY 1. Participants must be a nonprofit (501 Q organization or other eligible not- for-profit organization. 2. The event or activity promoted on the flag must occur in the SLO Downtown Association district or promote the SLO Downtown Association goals and programs of promotions and beautification 3. The name of the event or activity shall be displayed on the flag and may also include date and agency. No other messages statements names or paid sponsors' logos are allowed 5 Example: Mardi Gras February 21 Mystic Krewe of Karnival 4. All oarticipants must purchase product and services through the SLO Downtown Association program. 5. All soonsodna organizations must sign a contract for a specific period of time during the year, not to exceed six weeks and this period of time shall be reserved for up to three consecutive years, as determined by the SLO Downtown Association, at which time the application may be renewed 6. When a contract is not renewed by an organization all local non-profit agencies will be provided an opportunity to apply for the vacant pursuant to the terms of the policy, 7. All participants' artwork and messages will be subject to approval by the SLO Downtown Association to insure consistency with the policy, 8. A maintenance/administration fee will be assessed per flag Der day while on display: 9. Any art changes to flags will be billed to permittee PROCEDURE Organizations shall apply to the SLO Downtown Association at any time during the year. Applications will be reviewed by the SLO Downtown Association Beautification Committee and are subject to acceptance on a first-come first- served basis. Applications are available at theSLO Downtown Association office located at 1108 Garden Street Suite 209 If accepted a permit will be issued with one copy given to the permittee and one filed at the SLO Downtown Association office. 6