AGENDA #7
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Referral of Apple Chill Street Fair Petition to the Parks and Recreation Commission, Process and Time Frame for Receipt of the Report
DATE: October 7, 2002
The attached resolutions would refer a citizen’s petition requesting an evaluation of the Apple Chill Street Fair to the Parks and Recreation Commission and the Manager for further study and recommendations.
Resolution A would request a report back to the Council by May 2003. The Manager recommends adoption of Resolution A.
Resolution B would request a report back to the Council by January 27, 2003.
On August 26, 2002, the Council received and referred a petition from a citizen asking that the Council evaluate the costs and benefits of the current Apple Chill Street Fair and consider other options. Please see attached copy of the citizen’s petition.
At its September 18, 2003 meeting the Parks and Recreation Commission voted unanimously (10-0) to recommend that they be involved in any process to evaluate the Apple Chill fair. Please see attached memorandum from the Parks and Recreation Commission.
Proposed Evaluation: We believe that it would be logical for the Parks and Recreation Commission to lead any evaluation effort. The Commission could work closely with the staff to address the questions raised in the petition, as well as other related issues and concerns. We believe that the evaluation effort should include the Festifall Street Fair.
We recommend that the investigation include the following steps:
· Evaluate both Apple Chill and Festifall street fairs.
· Perform community surveys of user satisfaction of citizens and vendors.
· Hold at least two Public Forums to address issues related to street fairs.
· Meet with affected parties including business owners, church leadership, fraternities, sororities, street fair vendors, and artisans.
· Review financial information and the impact of the fairs on Town Departments.
· Recommend whether either or both fairs should be eliminated or changed and, if so, how.
We would recommend one additional step if the Council decides to adopt Resolution A:
· Surveys could be taken on-site at the 2003 Apple Chill Street Fair. This step would allow us to directly survey visitors of the fair and determine levels of user satisfaction, ideas for change, and place of residence.
Adoption of either of the attached resolutions would refer the evaluation study to the Parks and Recreation Commission and the Manager.
Typical Apple Chill Planning Process: Apple Chill is normally scheduled for the last Sunday in April. The planning process typically starts in June, which provides the staff and volunteers about 10 months of lead time. Following is a typical time line for planning and execution of the fair:
June Secure sponsors including in-kind sponsors needed for marketing
October Begin distribution of applications and start of promotion
November Begin accepting applications for booth spaces
January Begin inter-department planning efforts
January Application deadline for vendors; begin processing applications
February Begin volunteer recruitment
February Jury vendors
March Negotiate contracts for stages, sound systems, entertainment, and events
March Notify entertainers, vendors and civic groups of their status. This is important because many vendors try to schedule other venues if they cannot find space in Apple Chill.
March Coordinate with the University, Planetarium, public safety and Public Works Departments
April Train staff and volunteers
April Detailed preparations including arranging for: supplies, communications, electrical work, location preparation, final publicity, interviews, banners, flyers, sponsor kiosks, handbook, and other details.
The staff has so far delayed planning until a decision regarding Apple Chill 2003 has been reached. As reflected above, the recruitment of vendors would be most affected by a delay which, we believe, would affect the quality and variety of the vendors eventually accepted for the fair.
Potential Impact on the 2003 Apple Chill Street Fair: If the Council adopts Resolution A (report to Council in May) we would immediately resume planning for the 2003 Apple Chill in the same manner as in past years. We would make additional efforts to elevate the levels of communication between the Town and the churches and merchants that would be affected by the fair.
If the Council were to adopt Resolution B (report to Council in January) we would continue to plan for the fair but would notify all parties that the fair could be subject to major change or cancellation. It is important to note that if the Council were to make major changes, the staff would have little time to fully develop and implement a revised fair in the spring of 2003. Because of the logistical issues involved, we believe that canceling the 2003 fair should be considered if the Council wishes to make major changes to the fair format. We could then concentrate on planning efforts for 2004.
Option A – Report back to the Council by May 2003
Resolution A requests that the Parks and Recreation Commission study the costs and benefits of both street fairs and report back to the Council by May 2003.
Resolution A would also direct the Manager to work with the downtown merchants and churches when planning logistics for the 2003 event. The staff has met informally with representatives from two churches who have been negatively impacted by the fair in the past. We believe that more inclusive planning and better communication with downtown churches and businesses would alleviate many concerns.
Advantages of reporting in May:
· The Commission and staff could survey participants of the 2003 Apple Chill Street Fair to determine levels of satisfaction and ideas for change. This survey would give us an opportunity to determine the place of residence of persons visiting the event. We have heard conflicting reports concerning the percentage of Chapel Hill residents who attend the fair.
· We would have 7 months to complete meetings, interviews, public forums, and surveys. This schedule would also allow us more time to analyze the data and reach a broader segment of Chapel Hill residents.
· Vendors interested in the 2003 event would not be faced with uncertainty. Based on conversations with many event participants, we believe entertainers, artists, and other vendors would be hesitant to register now to participate in an event that is subject to significant changes, such as location and size.
· Planning for the 2003 event could progress in an orderly manner without the possibility of major changes midway through the planning process.
Disadvantages of reporting in May:
· The Council would not be able to use the study and recommendations to make major changes to the 2003 Apple Chill fair.
Option B – Report back to the Council no later then January 27, 2003
Resolution B would allow the Council to review the Commission’s recommendations in time to direct major changes, such as potential cancellation, location, day of the week, size, and focus for the 2003 Apple Chill street fair.
Advantages of reporting in January:
· The Council could use the study to determine if the 2003 event should be cancelled or changed.
· If the event is cancelled the Town would realize financial savings by not having large numbers of Public Works and Police employees staff the fair.
Disadvantages of reporting in January:
· If the Council were to use the information to make major changes, the staff would have little time to fully develop and implement a revised fair.
· Vendors, public interest groups and other non-profits, and entertainers often plan for this and other fairs months in advance. The possibility of major changes in the 2003 event would result in a degree of uncertainty that may make planning difficult for these individuals and groups and would, we believe reduce the quality and variety of the vendors.
· The Commission and staff could not survey participants of the 2003 Apple Chill Street Fair to determine levels of satisfaction and place of residence of persons visiting the event.
We believe that it would be logical for the Parks and Recreation Commission to be involved in the evaluation of the Town’s street fairs. We believe that the best way to investigate fully would be to allow the Commission and the staff an opportunity to poll participants and vendors of the 2003 fair. This is the only way we have to estimate where fair goers live. The additional three months would also allow us more time to investigate the issues, involve more citizens, analyze the data and make complete recommendations.
If the Council chooses to receive the Report in January we would notify all effected parties that the 2003 fair could be cancelled or modified. If the Council chooses to make major modifications to the fair structure in January, we would recommend that cancellation of the fair in 2003 be considered, and the revised event initiated, after sufficient planning time, in 2004.
Parks and Recreation Commission Recommendation: The Commission met on September 20, 2002 and recommended that a process be developed that would seek full community input and that they be included in any discussion of the future of the Town’s street fairs. Please see attached recommendation.
Manager’s Recommendation: That the Council adopt Resolution A, referring the petition to the Parks and Recreation Commission and the Manager and authorizing an evaluation of the Apple Chill and Festifall street fairs with a report back to the Council by May 2003.
Resolution B would refer the petition to the Parks and Recreation Commission and the Manager and authorize an evaluation of the Apple Chill and Festifall street fairs that would be returned to the Council by January 27, 2003.
ATTACHMENTS
2. Parks and Recreation Commission’s September 18, 2002 recommendation (p. 9).
Resolution A
A RESOLUTION REFERRING A PETITION TO EVALUATE THE TOWN’S APPLE CHILL STREET FAIR TO THE PARKS AND RECREATION COMMISSION AND THE MANAGER AND REQUESTING THAT THE MANAGER AND COMMISSION REPORT TO THE COUNCIL IN MAY 2003 (2002-10-07/R-7a)
WHEREAS, the Town of Chapel Hill has sponsored the Apple Chill Street Fair for 30 years on East Franklin Street; and
WHEREAS, on August 26, 2002 the Council received a petition from a citizen requesting an evaluation of the Apple Chill Street Fair; and
WHEREAS, on September 18, 2002 the Parks and Recreation Commission requested that it be involved in any evaluation effort;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the citizen’s petition to evaluate the Apple Chill Street Fair be referred to the Parks and Recreation Commission and the staff. The Parks and Recreation Commission and Manager are authorized and encouraged to take the following steps in the evaluation of the Town’s street fairs:
· Evaluate both Apple Chill and Festifall Street Fairs.
· Hold at least two Public Forums to address issues related to street fairs.
· Meet with affected parties including business owners, church leadership, fraternities, sororities, street fair vendors, and artisans.
· Perform community surveys of user satisfaction including surveys taken on-site at the 2003 Apple Chill Street Fair, by telephone, or through the mail. Surveys should also determine where users live.
· Expand the study beyond the Chapel Hill-Carrboro community. How many vendors are from the community, and how many are from other areas?
· Invite Representatives of downtown churches, affected neighborhoods, and downtown businesses to participate on the committee.
· The Council will accept applications and a committee will be appointed to conduct the evaluation. The Parks and Recreation Commission will make a recommendation on the composition of the committee and the Council would then appoint members.
· Review financial information and the impact of the fairs on Town Departments, particularly the impact on police resources and police coverage of the remainder of the Town during the fair.
· Evaluate all impacts, including nuisances, safety, traffic, and cost.
· All Town departments affected by the fair will assign a staff person to the committee.
· Recommend whether either or both fairs should be eliminated or changed and, if so, how.
BE IT FURTHER RESOLVED by the Council that the committee will provide the Council with a preliminary report by January 27, 2003. There will be two preliminary reports: one by staff on issues (with churches, merchants, neighbors, etc.) which are being immediately addressed for the 2003 fair; the other report from the review committee, updating on progress of the public process, etc.
BE IT FURTHER RESOLVED by the Council that the Manager is directed to work with the downtown merchants and churches when planning logistics for the 2003 event.
BE IT FURTHER RESOLVED by the Council that efforts be made to complete the evaluation process and report to the Council by May 2003.
This the 7th day of October, 2002.
Amended 10-8-2002.
RESOLUTION B
A RESOLUTION REFERRING A PETITION TO EVALUATE THE TOWN’S APPLE CHILL STREET FAIR TO THE PARKS AND RECREATION COMMISSION AND THE MANAGER AND REQUESTING THAT THE MANAGER AND COMMISSION REPORT TO THE COUNCIL BY JANUARY 27, 2003 (2002-10-07/R-7b)
WHEREAS, the Town of Chapel Hill has sponsored the Apple Chill Street Fair for 30 years on East Franklin Street; and
WHEREAS, on August 26, 2002 the Council received a petition from a citizen requesting an evaluation of the Apple Chill Street Fair; and
WHEREAS, on September 18, 2002 the Parks and Recreation Commission requested that it be involved in any evaluation effort;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the citizen’s petition to evaluate the Apple Chill Street Fair be referred to the Parks and Recreation Commission and the staff. The Parks and Recreation Commission and Manager are authorized and encouraged to take the following steps in the evaluation of the Town’s street fairs:
· Evaluate both Apple Chill and Festifall Street Fairs.
· Hold at least two Public Forums to address issues related to street fairs.
· Meet with affected parties including business owners, church leadership, fraternities, sororities, street fair vendors, and artisans.
· Review financial information and the impact of the fairs on Town Departments.
· Recommend whether either or both fairs should be eliminated or changed and, if so, how.
BE IT FURTHER RESOLVED by the Council that efforts be made to complete the evaluation process and report to the Council by January 27, 2003.
This the 7th day of October, 2002.