Memorandum

City of Lawrence

Public Works Department

 

TO:

Charles Soules, Public Works Director

 

FROM:

Mark Thiel, Assistant Public Works Director

 

CC:

Tarik Khatib, Chief of Police

Mark Bradford, Fire Medical Chief

Bob Nugent, Transit Administrator

Ernie Shaw, Interim Director of Parks and Recreation

 

DATE:

March 4, 2014

 

RE:

2014 Free State Festival -  Lawrence Arts Center

 

 

The city has received a for a temporary use of right of way event permit and for in-kind services from the Lawrence Arts Center (LAC) for city approvals and support for the 2014 Free State Festival June 25 – 29, 2014, including a $20,000 contribution from the Transient Guest Tax Reserve Fund. Additional information on the various components of their request can be found below. 

 

Event Description

The event has three components: outdoor digital media displays on various private and public buildings throughout the Lawrence Cultural District June 25 – 29; outdoor film showings at the Lawrence Arts Center (South Wall/green space) June 6, 13, 20; and outdoor music on Wednesday, June 25 and Saturday June 28 (see attached map and event flyer).  

 

Neighborhood Notification and City Review

LAC staff mailed notification of the City Commission consideration of this item to properties located near the outdoor event and display sites (See attached notice). In addition, Police, Parks and Recreation, Public Works, Fire Medical, Lawrence Transit, DLI and the Chamber all have reviewed this permit with no issues. The various components of this request for approval/support follow.

 

Monetary Support

The LAC has requested a $20,000 allocation from the Transient Guest Tax Reserve Fund in support of the event. The request submitted by the LAC contains a breakdown of how these funds would be used. A letter of support from the Convention and Visitor’s Bureau is attached.

 

Outdoor Digital Media Displays

LAC plans for outdoor digital media displays (equipment, projections) will not affect Public Right-of-Way, however, there may be individuals in groups viewing the displays along sidewalks.  The addresses for the displays are attached, and permission has been given by all building owners for both equipment and the projections (see attached).

 

Outdoor Movies June 6, 13, 20

LAC plans for outdoor movies June 6, 13, and 20 in the green space located between the LAC building and the Salvation Army beginning at 9PM and ending no later than midnight. These films will not affect the Public Right-of-Way. A letter of support from the Salvation Army is attached.

 

Outdoor Music and Street Parties – June 25 and 28

The LAC has requested a Temporary Use of Public Right-of-Way Permit for the use of New Hampshire Street – between the South Entrance of the 9th and New Hampshire Parking Garage to 9th Street.  The street will be closed from 3PM on Wednesday, June 25, 2014 until midnight; then the street will be closed from 3PM on Saturday, June 28 from 3PM until midnight. A letter of support from US Bank for these closures is attached.

 

Outdoor Music and Street Parties – June 25 and 28

The LAC would place bags on meters on New Hampshire Street at 12PM on Wednesday and Saturday, June 25 and 28. Access to the parking garage will be available at the 10th and New Hampshire entrance (South) and at the 9th Street North entrance.

 

Temporary Sale, Possession and Consumption of Alcohol

The LAC has requested a permit for the temporary sale, possession and consumption of alcohol in the 900 block of New Hampshire Street, from north of the south entrance of the parking garage to 9th street during the outdoor music and street parties on June 25 and 28, from 5PM to midnight.

 

Trash Services

The LAC has requested placement of an additional six trash barrels downtown during the street party and outdoor music events. LAC staff or volunteers will be responsible for emptying these trash barrels as needed.

 

Miscellaneous In-Kind City Services

The LAC has requested a number of other items of support from the city, including use of four saw horse barricades to be placed at either end of the street on New Hampshire. These items can be accommodated by the Public Works Department.

 

ACTIONS:    Approve allocation of $20,000 from the Guest Tax Reserve Fund to the LAC in support of the Free State Festival.

 

Approve temporary use of right-of-way permit for the use of New Hampshire Street on June 25 and 28, 2014 for the Free State Festival.  

 

                   Approve the donation of various city services in support of the Free State Festival.

 

                   Adopt on first reading, Ordinance No. 8974, allowing the possession and consumption of alcohol on Wednesday, June 25, 2014, from 5:00 p.m. – 12:00 a.m. in the 900 block of New Hampshire Street, from north of the south entrance of the parking garage to 9th street and on Saturday, June 28, 2014, from 5:00 p.m. – 12:00 a.m. in the 900 block of New Hampshire Street, from north of the south entrance of the parking garage to 9th street associated with the Free State Arts Festival; provided the sale, possession and consumption are pursuant to City of Lawrence and State of Kansas law.