DATE: May 12, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
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Consideration of Event Permit Application for Bluegrass Along the Harpeth on July 24-25, 2015 sponsored by the Williamson County Cultural Arts Commission (05-26-15 WS)
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Purpose
The purpose of this memo is to outline recommendations for approval of the Bluegrass Along the Harpeth Event application.
Background
Bluegrass Along the Harpeth is an annual event held in Downtown Franklin. This year's event is scheduled for July 24th - 25th. Applicant is expecting up to 6,000 attendees. The request includes the closure on Friday of Main Street from 2nd Avenue to 4th Avenue beginning at 5 p.m. and the closure of all four quadrants of the Square at 5 a.m. It was discussed and recommended at the May 26th worksession that the 5:00 p.m. street closure be moved forward to 5:30.
Recommendation
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Staff recommends the following conditions if the event is approved:
· Applicant will provide a $1,000 refundable damage deposit to City prior to event.
· Applicant will provide a Good Neighbor letter which will be distributed to affected neighborhoods.
· Applicant will provide written permission from First Tennessee Bank, Capital Bank, Fifth Third Bank, and Mellow Mushroom for the closure of the quadrants of the Square on Friday.
· Applicant will consider Bicentennial Park as the location for the event in 2016 or consider starting the event later on Friday or on Saturday.
· Risk Management:
o Applicant will provide certificate of insurance naming the City as additional insured.
· Streets Department:
o Department will utilize electronic message boards to alert motorists of closure and will also post detour signs to direct motorists to alternate routes.
o Department will set-up closure and provide barricades.
o Department recommends closing Main Street at 6 p.m. on Friday.
o Department will close requested quadrants of the Square at 5 a.m. on Friday.
· Police Department:
o Applicant will hire two extra-duty Franklin Police Officers each day
o Applicant has requested amplification on stages located on the Square. Pursuant to Franklin Municipal Code Section 11-403(3), these are the only locations at which amplified sound will be permitted during this event.
· Building & Neighborhood Services Department:
o Electrical permit will be required
· Sanitation and Environmental Services Department:
o Department will provide 10-15 rollout containers for the event.
· Water Department:
o Applicant requests water tap on hydrant at Third Avenue South and the Square.