AGENDA #4i

MEMORANDUM

TO:                  Mayor and Town Council

FROM:            W. Calvin Horton, Town Manager

SUBJECT:       Request for Temporary Street Closing on August 20, 2000 for a University Orientation Event (Fall Fest)

DATE:             June 12, 2000

INTRODUCTION

The attached resolution would approve a street closing requested by the University of North Carolina on the night of Sunday, August 20, 2000.

BACKGROUND

University representative Aaron Nelson requests that South Road from Stadium Drive to Raleigh Road be closed between 6:00 p.m. on Sunday, August 20 and 5:00 a.m. on Monday, August 21 to allow "Fall Fest" on the night of the 20^th. The Fall Fest activities are planned for 9:00 p.m. to 1:30 a.m. in the area of the Student Union, Fetzer Gym, and the Student Recreation Center.

The event will include sports, games, information booths, and performances by student musical groups. The Fall Fest is intended to provide an alternative to a past tradition of Sunday night activities such as a party near South Columbia Street (Big Fraternity Court) in which some new students have participated in the past.

This is the fourth year that Fall Fest has been planned for the Sunday when students are returning to the UNC campus. The first and third Fall Fests (second was rained out) attracted large crowds and the organizers expect 5,000 participants this year.

DISCUSSION

We commend the purpose of the Fall Fest event and believe that the requested street closing would not significantly affect Town services. A minor detour of bus routes would be necessary.

The Town’s Noise Ordinance has an exemption for two all-campus events per year. The Police Department has advised that a noise permit would not be needed for the Fall Fest.

Although the street closing is requested for 6:00 p.m. on the 20th to 5:00 a.m., the Fall Fest activities are proposed from 9:00 p.m. to 1:30 a.m. as noted above.

The attached resolution includes a condition specifying that the Fall Fest event would end at 1:30 a.m. and that the street may be further closed until 5:00 a.m. to clean up and remove items such as booths and staging.

The resolution also includes:

·        prohibiting alcohol use and possession in the closed street area; and

·         requiring that the University:

a.                   insure that emergency vehicles would have access into and through the closed street area,

b.                  clean debris from the closed street,

c.                   designate a liaison to the Town,

d.                  receive approval of a traffic control plan,

e.                   receive all required permits, and

f.                    comply with directives of the Town

·        giving the Manager administrative authority to approve future street closures for future Fall Fests.

RECOMMENDATION

That the Council adopt the attached resolution with conditions approving the requested street closing, and authorizing the Manager to approve minor adjustments in the location and time of the street closing; and, that the Manager be given administrative authority to approve future street closures for future Fall Fests.

A RESOLUTION APPROVING A TEMPORARY STREET CLOSING ON AUGUST 20, 2000, AS REQUESTED BY THE UNIVERSITY OF NORTH CAROLINA (FALL FEST) AND GIVING THE MANAGER ADMINISTRATIVE AUTHORITY TO APPROVE FUTURE REQUESTS FOR TEMPORARY STREET CLOSING RELATING TO FALL FEST (2000-06-12/R-10)

BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby approves the University’s request to close the part of South Road from Stadium Drive to Raleigh Road from 6:00 p.m. on August 20, 2000, to 5:00 a.m. on August 21, 2000, subject to conditions to be set forth by the Town Manager or Manager’s designee, which may include the following:

1.      The Fall Fest activities for students shall end by 1:30 a.m., and the street may be closed until 5:00 a.m. for the purpose of clean-up and removal of materials.

2.   The University shall receive approval of all permits and plans required by Town ordinances and other laws and regulations, such as a traffic control and safety plan for temporary activities in the street.

3.   No alcohol shall be possessed or consumed in the street right-of-way.  Personnel shall be on duty at the ends of the closed street areas to ensure access for Town, University and other emergency vehicles into and through the closed area if needed.

4.   The University shall designate a contact for coordination and communication with the Town regarding the street closing.

5.   University personnel in charge of the activities in the closed street area shall comply with directives of the Police and Fire Chiefs or other designee(s) of the Town Manager.

BE IT FURTHER RESOLVED that the Council authorizes the Manager to approve minor adjustments in the time and location of the requested street closing.

BE IT FURTHER RESOLVED that the Manager is given administrative authority to approve future street closures for future Fall Fests which are not substantially different in length, location and format from the plans of Fall Fest 2000.

This the 12^th day of June, 2000.