Council Agenda Report #17 Approve Issuance of a Special Event Permit for an Old Topwn Series of ActivitesMEETING DATE: 8/18/03
ITEM NO.
COUNCIL AGENDA REPORT
DATE: AUGUST 15, 2003
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
I ri
SUBJECT: APPROVE ISSUANCE OF A SPECIAL EVENT PERMIT FOR AN OLD
TOWN SERIES OF ACTIVITIES.
RECOMMENDATION:
Approve issuance of a special event permit for an Old Town series of activities.
BACKGROUND:
Federal Realty Investment Trust and the Old Town Shopping Center have expressed an interest in
holding a series of activities on the Old Town site beginning in September 2003. Town Code section
14.100.020 (b) states, in part, that "No permit shall be issued for any zoning plot for a special event
to the same organization, group, or person more frequently than one (1) time per calendar quarter.
A minimum of 30 days shall separate special events on any zoning plot." Permits can be issued
outside of this restriction upon approval by the Town Council. A special event permit has already
been issued for the "Alive...And Loving Life" music series through August 28, 2003. An Old Town
series of activities would be scheduled within 30 days following the "Alive...and Loving Life" series.
Council approval for the issuance of a special event permit for the Old Town events is necessary for
the event to be lawfully permitted.
DISCUSSION:
The Old Town expansion and remodel was approved through a Planned Development process. Since
there was community support for Old Town to incorporate a performing arts theater, Council
allowed the existing performing arts auditorium space to be converted to retail use while preserving
the right to a theater use by including it as a permitted use in the Planned Development Ordinance.
PREPARED BY: SC TT R. SEAMAN BUD LORTZ��S 14 ��n
COMMUNITY DEVELOP NT
DIRECTOR
CHIEF OF POLICE
Reviewed by: P5Z Assistant Town Manager a- Town Attorney Clerk Finance
Community Development Revised: 8/14/03 4:50 pm
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: APPROVE ISSUANCE OF A SPECIAL EVENT PERMIT FOR AN OLD TOWN
SERIES OF ACTIVITIES
8/15/03
"3. Changing the use of the auditorium to a retail use. A theater use is a permitted use within the
existing auditorium, the amphitheater or elsewhere on the site."
Later, as part of the architecture and Site Approval process, a condition was included to clarify how
the use of the amphitheater would be regulated. Condition 11 of the Architectural and Site
Approval states:
"11. AMPHITHEATER. The amphitheater shall remain as an amphitheater. A conditional Use
Permit application must be filed by the applicant and approved by the Town prior to using the
amphitheater."
Old Town representatives believe that the ordinance language allows a theater use without the
additional requirement of a CUP. They, nevertheless, understand that the Town would be concerned
about the extent of such uses, which is not clear in the ordinance. Staff and Old Town
representatives are working together to resolve this question. In the interim, a special event permit
process creates a mechanism to expeditiously address use of the amphitheater for a series of
activities on an interim basis.
The Police Department issued a permit for the "Alive...And Loving Life" music series in July. That
series concludes August 28, 2003. Federal Realty Investment Trust has expressed its interest in
holding a series of events during the month of September, and possibly through the fall (see
Attachment 1). They include, generally, an outdoor movie in the amphitheater on a weekday evening
for Old Town restaurant customers and children's activities during the day. These events could have
an attendance of up to 300 people. The Police Department would support the approval of single
special event permit for the entire series, as was done for the Alive...And Loving Life special event
The Special Event Permit will require Old Town to make contact with the residential neighbors to
inform them about the planned events.
CONCLUSION:
Staff recommends Council approval of the issuance of a special event permit for the Old Town series
of activities to be defined upon application to the Police Department.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: APPROVE ISSUANCE OF A SPECIAL EVENT PERMIT FOR AN OLD TOWN
SERIES OF ACTIVITIES
8/15/03
FISCAL IMPACT:
There is no fiscal impact to this action.
Attachment:
1. E-Mail from Federal Realty Investment Trust
Distribution:
Doug Badia, Federal Realty Investment Trust
Andrew Faber, Berliner Cohen
Bud. LQrtz - OT Special Events Dealings 8 15 03.doc Page 1 J
Dinner and a Movie Series
SRI Old Town along with California Cafe, Wine Cellar and Steamers restaurant are
seeking approval to sponsor a Dinner and a Movie event. The event will be to show a
movie to a maximum of 400 people per movie at the Old Town Amphitheatre at the rear
of the property. Participants of this event are welcome to park at either the surface lots or
underground parking facility within the Old Town Center.
We will begin this event on September 2, 2003, beginning at sunset for the duration of the
movie, approximately two hours and continuing every Tuesday night. During the movie,
concessions such as popcorn, pre -packaged drinks and candy will be sold to patrons of
the movie. SRI Old Town will provide security and representatives of SRI Old Town will
be available at this event.
Equipment necessary to operate the showing of this movie should not disturb neighbors
or tenants of Old Town. Specifically, a technician will operate the equipment and sound
amplification is limited to 2 JBL speakers with 175 watts per speaker and one floor
mounted speaker at 175 watts.
Advertising for this event will be limited to in-store flyers created by SRI Old Town's
marketing department and advertising in Los Gatos newspapers prior to the event.
Children's Program Series
SRI Old Town is seeking approval to sponsor a Play Day at Old Town event. This event
will incorporate existing children programs provided by tenants of Old Town with
outdoor entertainment focusing on young children and their parents. This event will
begin at 9:00 AM every Thursday with story -time at Borders Books continuing with
entertainment and lunch at Old Town Center. Participants of this event are welcome to
park at either the surface lots or underground parking facility within the Old Town
Center.
We will begin this event on September 2, 2003, and expect a maximum of 300 people to
attend this event. Representatives of SRI Old Town will be on hand at these events and
security will be provided.
Advertising for this event will be limited to in-store flyers created by SRI Old Town's
marketing department and advertising in Los Gatos newspapers prior to the event.
We expect that these to be very successful events for both Old Town and the Los Gatos
community. For further questions, please contact Doug Badia, General Manager at
408/551-2265 or Suki Swaroop, Property Manager at 408/551-4686.
OT Special Events Dealings 8 15 03.doc 8/15/2003
ATTACHMENT 1
cJU Omi Accie
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• M..cy3
Dinner and a Movie Series
SRI Old Town along with California Cafe, Wine Cellar and Steamers restaurant are
seeking approval to sponsor a Dinner and a Movie event. The event will be to show a
movie to a maximum of 400 people per movie at the Old Town Amphitheatre at the rear
of the property. Participants of this event are welcome to park at either the surface lots or
underground parking facility within the Old Town Center.
We will begin this event on September 2, 2003, beginning at sunset for the duration of
the movie, approximately two hours and continuing every Tuesday night. During the
movie, concessions such as popcorn, pre -packaged drinks and candy will be sold to
patrons of the movie. SRI Old Town will provide security and representatives of SRI Old
Town will be available at this event.
Equipment necessary to operate the showing of this movie should not disturb neighbors
or tenants of Old Town. Specifically, a technician will operate the equipment and sound
amplification is limited to 2 JBL speakers with 175 watts per speaker and one floor
mounted speaker at 175 watts.
Advertising for this event will be limited to in-store flyers created by SRI Old Town's
marketing department and advertising in Los Gatos newspapers prior to the event.
Children's Program Series
SRI Old Town is seeking approval to sponsor a Play Day at Old Town event. This event
will incorporate existing children programs provided by tenants of Old Town with
outdoor entertainment focusing on young children and their parents. This event will
begin at 9:00 AM every Thursday with story -time at Borders Books continuing with
entertainment and lunch at Old Town Center. Participants of this event are welcome to
park at either the surface lots or underground parking facility within the Old Town
Center.
We will begin this event on September 2, 2003, and expect a maximum of 300 people to
attend this event. Representatives of SRI Old Town will be on hand at these events and
security will be provided.
Advertising for this event will be limited to in-store flyers created by SRI Old Town's
marketing department and advertising in Los Gatos newspapers prior to the event.
We expect that these to be very successful events for both Old Town and the Los Gatos
community. For further questions, please contact Doug Badia, General Manager at
408/551-2265 or Suki Swaroop, Property Manager at 408/551-4686.
-3823736 8/18/2003
Old Town Los Gatos
Dinner and Iutdoor Cinema
Tuesday Nights in September
September 2 North by Northwest NR
September 9 Bridget Jones Diary R
September 16 Catch A Thief NR
September 23 Catch a Me If You Can PG-13
September 30 Rear Window NR
Enjoy dinner at California Cafe, StamVs GrUl
House, or Wine GeiJar and receive a complimentary
ticket to attend the Outdoor Cinema at the Old Town
Amphitheatre, with any entree purchase.
Tickets are limited to the first 135 dining guests at each of the three
participating restaurants. Simply ask your table server for tickets.
For more information, please call 408-551-4622.
Play Day at
Old Town Los Gatos
Thursdays throughout September
9am
10-11am
1115am-12 : 30 m
p
v 12 : 30-2 :m00
p
•(Th
2-4pm
Enjoy snacks and treats
at Borders Cafe.
Storytime at Borders
Children's Section
Children's Activities
in the Amphitheatre
Mommy and Me
Lunch Specials at
California Cafe,
Steamer's Grill House, or
Wine Cellar.
Mommy and Me Shopping
Time. Visit participating
stores for in-store
activities and promotions.
' For more information, please call 408-551-4622
'��1 �r {-� 1- I'M-. N r- sf -1
41
,
Town Council Minutes August 18, 2003
Redevelopment Agency Los Gatos, California
HEARING CONTINUED
RESERVOIR ROAD/REMOVAL OF RESERVOIR/SAN JOSE WATER/CONT.
Speakers continued:
Shirley Henderson, business owner and resident on Los Gatos Boulevard. Spoke of the great impact
of the project trucks on our new paving, the High School, and the corner of Los Gatos Boulevard and
Highway 9.
Kent Westerberg with Atwood, Haiman & Westerberg, Attorneys, asked Council for denial. He
believes that there is no strong community benefit and submitted a letter delineating his objections to
the proposal.
Michael Thompson, owner of Southern Kitchen, feels that the traffic conjestion will drive away his
customers. Asked that project not last more than 8 days.
Norm Matteoni, rebutted the comments from the audience. He spoke again of rerouting of the sewer
line that the video equipment could not pass through.
Ray Hashimoto, representing HMH Inc, spoke of 8 days of fill operation requiring 620 trucks and
trailer, noting also the demolition of the reservoir which would take 3 days and 140 truck loads.
No one else from the audience addressed this subject.
Council Comments:
Traffic: Council asked for specifics on the impacts of the number of trucks that would be needed to
remove the reservoir. They also asked for itemization of the impacts for removing 4,000 cubic yards
compared to 8,000 cubic yards. Council would like an outline of the directions the trucks would run,
the times they would travel, the specific number of days to be traveled and the mitigation methods for
this heavy impact on the roads, neighborhoods traveled and staging operations. The residential,
business and school neighborhoods to be impacted need to be specified. Also the methods of repairing
the traveled streets need to be specified.
Council asked that the reservoir be removed first and then the site be reviewed for a proposal at that
point. The proponents of the current proposal do not feel that they are able to separate the reservoir
removal from the whole proposal but were willing to discuss an alternative method of dealing with the
sewer line. They are also willing to run tests of the site for toxic wastes before the removal takes place.
Motion by Diane McNutt, seconded by Steve Glickman, to continue this public hearing to November
17, 2003, so that additional testing concerning possible toxins can be made, and that answers regarding
construction traffic and the re -engineering of the sewer line in question can be obtained. Carried
unanimously.
RECESS CALLED AT 9:50
Mayor Decker reconvened the meeting at 9:55 p.m.
SANTA CRUZ AVENUE N. 330/RESTAURANT CUP/ALCOHOL SERVICE (07.15)
Council Consensus to return the draft resolution and/or the conditions of approval on September 2,
2003, to include the addressing of compatible exterior design for lighting, for signage, for attractive
furniture and outside barrier treatment to be discussed during the architecture review.
OLD TOWN/SPECIAL EVENTS PERMIT (17.36&10)
Council & Staff Comments:
The report discussed the event series that are being planned at the Old Town ampitheater. It was also
noted that there have been no complaints regarding the teens holding their musical concerts at this
location. There will be further outreach to the neighbhood in this vicinity to let them know of the
activities planned. The size and output of the speakers will be moderated and parents will be acting
as supervisors for the events. The activities will be concluded by 10 p.m. and the owners and managers
of Old Town were thanked for their help in hosting the teen's activities. Council spoke highly of the
young people who have worked to put on these shows.
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Town Council Minutes August 18, 2003
Redevelopment Agency Los Gatos, California
OLD TOWN/SPECIAL EVENTS PERMIT CONTINUED
The following people spoke to this item:
Chris Miller spoke highly of the teen event. He asked for expansion of this type of activity at Old
Town.
Ray Davis asked that more information on special events be noted for the public. •
Mr. Padilla enjoyed the teen event with his daughters and is looking forward to doing more at the
ampitheater for the whole community.
Lisa Hauck with the wine cellar restaurant was present to support the planned event calendar.
Motion by Mr. Glickman, seconded by Mr. Wasserman, to approve the issuance of a special event
permit for Old Town series of activities. Carried by a vote of 4 ayes. Ms McNutt abstained.
GATEWAY DESIGN WORKING GROUP FORMATION (18.27)
Marty. Woodworth gave an overview of the idea for the formation of this program and explained who
might be asked to serve on this group activity.
Ms McNutt asked that no additional funds be spent on "Welcome to Los Gatos" signs in the downtown
and noted that the Gateway Design Working Group should focus on designing "end caps" (design features)
for the downtown rather than Gateways into Town.
Motion by Ms McNutt, seconded by Mr. Glickman, to move forward on this proposal and approve the
design group of eleven people. Carried unanimously.
ECONOMIC VITALITY ROUNDTABLE FORMATION (19.27)
Marty Woodworth spoke of the formation of the Economic Vitality Roundtable and how the
Chamber's Business Forum is taking on the activities of the roundtable at this time.
Ms McNutt asked that Council not abandon this activity yet. She asked that more be done to get
individuals to participate. Businesses need more time to get involved in the mission that was set out
for this advisory group. The roundtable was envisioned as a group of representative businesses that
would meet and then conference with Council giving insight and ideas on what may be needed to help
and encourage the economic health of our community. She spoke of Council being proactive in locating
and identifying leadership in the business community to serve this advisory roll. She also asked that
the roundtable be held once or twice a year with full community notification on the issues to be
discussed, and that notes be taken and reviewed with Council for further consideration.
Council 1) directed staff to attend and participate in business forums sponsored by the Chamber of
Commerce and to report information back to Council; 2) directed staff to facilitate quarterly Council
Study Sessions at which the Council could receive input on specific economic vitality issues and discuss
issues and actions.
Debra Figone, Town Manager, noted that staff would continue the ongoing partnership with the
Chamber of Commerce and continue planning for workshops and avenues of participation.
Ray Davis spoke against this activity and does not want to see an Economic Vitality Program
implemented in Los Gatos.
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