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Home My WebLink About13-063 Resolution Adopting Median Banner PolicyRESOLUTION 13 -063 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING A MEDIAN BANNER POLICY WHEREAS, the City wishes to provide individuals and groups the opportunity to announce non - commercial events to be held in the City of Saratoga that are open to the public with a streamlined process to make use of City medians while at the same time maintaining, protecting, and enhancing the aesthetics of key entrances to and exits from the City, and maintaining roadway safety; and WHEREAS, the Median Banner Policy furthers the goals of the City's sign regulations, City Code Article 15- 30.10, by assuring use of high - quality signs, preventing sign clutter, highlighting activities in Saratoga, protecting public safety by reducing traffic and safety hazards, and providing a reasonable system of sign control; and WHEREAS, the Median Banner Policy institutes guidelines for event banners that define a review process for banners and offers areas in City medians to effectively announce Saratoga events; and WHEREAS, the Median Banner Policy establishes a new Median Banner application process, which sets a clear process for approval that is easy for event organizers to understand and follow; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby adopt the Median Banner Policy (Attachment A). The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 18`x' day of September 2013 by the following vote: AYES: Council Member Manny Cappello, Howard Miller, Vice Mayor Emily Lo, Mayor Jill Hunter NOES: None ABSENT: Council Member Chuck Page ABSTAIN: None Jill Hunter, Mayor ATTEST: 6W1,1,e=; 0 1 g, K t DATE: Crys al Bothelio, City Clerk Median Banner Policy The City of Saratoga owns and maintains medians in City streets and uses seven locations in these medians for banners to promote community identity and civic pride, beautify City streets, and inform the public of community events. The City does not post banners in these medians at all times. For median banner locations not being used for a City- sponsored banner, private banners are allowed in accordance with this policy. The following policy describes the City's procedures for banners in the seven identified City medians. No encroachment or other authorization for private use of City property shall be issued to allow banners or signs in any median except in accordance with this policy. This policy is administered by the City Manager's Office. All references to the City refer to the City Manager or a person designated by the City Manager in writing to administer this policy. The Median Banner Policy furthers the goals of the City's sign regulations found at City Code Article 15- 30.10. This section of City Code states that sign regulations are intended to assure use of high - quality signs, prevent sign clutter, highlight city activities, protect public safety by reducing traffic and safety hazards, and provide a reasonable system of sign control. Policy Goals • Help inform residents and others of events in Saratoga that are open to the public. • Offer event organizers an additional opportunity to promote their Saratoga events. • Preserve the City's aesthetic beauty by establishing guidelines for event banners and offering appropriate areas in City medians to inform the public of community events in Saratoga. • Maintain roadway safety by establishing a clear and concise policy for proper placement of private banners in City medians. Policy Process and Requirements The following Median Banner Policy Matrix specifies the requirements event organizers need to meet in order to have their banners placed in City medians. Item Requirements Median Banner Locations 1) Intersection of Fruitvale Avenue and Allendale Avenue 2) Saratoga- Sunnyvale Road near Walnut Avenue 3) Saratoga - Sunnyvale Road near Prospect Road 4) Prospect Road and Highway 85 (near Plumas Drive) 5) Saratoga Avenue near Westview Drive 6) Saratoga Avenue near Highway 85 Intersection 7) Intersection of Saratoga Avenue and Fruitvale Avenue (Map of locations attached) Private banners may be placed in some or all of these locations when the location is not being used by the City. Permissible Banners Private banners placed in City medians must announce an event that (1) is non - commercial; (2) will be held in Saratoga; (3) is open to the general public; and (4) is held by either (a) a non - profit organization; (b) an individual or group without charge; or (c) an individual or group with a charge for the purpose of cost - recovery or raising funds on behalf of a non- profit organization. A non - commercial event is an event that does not promote a business or the sale of a good, service, or other commodity. Duration of Banner Posting Private median banners may be posted no earlier than 14 days before the date of the event. Banner Size and Other To ensure that banners are highly effective and Requirements meet City requirements: a) Banners must be between two - and -a -half (21/2) to three - and -a -half (31/2) feet in height and five (5) to six (6) feet in length. b Banners must be made from a heavy-duty canvas or vinyl material. c) One -half (1/2) inch inside diameter metal grommets are to be placed at all four corners of the banner. d) Half moon cuts must be made in banners to allow for proper airflow to prevent ripping and /or tearing. e) Banners must be two -sided so as to be seen from both directions of traffic. f) Banners may not include reflective material, flashing or moving parts, streamers, balloons, flares, pennants, twirlers or similar attention- Liettina devices. Application Process I Applicants must: a) Submit an application for use of one or more of the median banner locations at least 10 City business days in advance of the proposed date for installation. The application shall be on the form developed by the City Manager for that purpose. b) Applications may be submitted no more than six (6) months in advance of the date that the banner is proposed for installation. Applications that do not conflict with dates and locations of City signs on the schedule approved by the City Manager at the time the application is received will be accepted on a first come -first served basis. If multiple applications for the same banner location for the same day received on the same day, the conflict shall be resolved by a random drawing. For the purpose of this policy, the day an application is received is the first City business day that City staff have an opportunity to review the application (for example, an e-mail sent on a Sunday and a letter delivered on a Friday when the City offices are closed would both be considered to be received on the first day that the City offices are open following the date on which the e -mail was sent or letter delivered). c) The application shall be accompanied by a fee of $30 per location. Payment must be received to reserve banner locations. The fee 3 shall be refunded if the application is not approved. d) The City Manager shall determine the days that each of the median banner locations will be used by the City and make the schedule available to interested members of the public. Banner Hanging and Removal a) Banners must be submitted to the City Manager's Office no later than three (3) City business days before they are to be installed. Banners that do not meet the requirements set forth in this policy will not be hung and will be returned to the applicant. b) Banners will be removed by City staff no more than two (2) City business days after the event date. c) The City will notify event organizers that their banners are ready to be claimed. Banners must be claimed within five (5) City business days once organizers have been notified. Banners not claimed within that time may be disposed of at the discretion of the City Manager's Office. Annual Exception During the 14 days prior to the first Sunday in May private event banners may be placed in City medians other than the locations described above as follows: a) The alternative locations have been designated by the City Manager as alternative sites that, for the limited duration of the posting, are consistent with the purposes of the City's sign ordinance. b) The banner size, structural design, and hanging and removal procedures meet criteria approved by the City Manager to assure that for the limited duration of the posting, the banners are consistent with the purposes of the City's sign ordinance. c) The City Manager shall specify the alternative locations and the size /structural /hanging and removal procedure requirements referenced above no later than November 15 of each year. d) Applicants must show proof of insurance that 504994.9 satisfies the City's standard insurance requirements. e) Applicants shall follow the application process described above except that if the applicant proposes to hang and remove the banners in the alternative locations no fee shall be required. Liability The City of Saratoga assumes no responsibility of the loss, theft, or damage to banners or loss, damage, or injury caused by the banners. 504994.9 I Median Banner Locationsh Le N N 1 Fruitvale Avenue and Allendale Avenue 2 Saratoga - Sunnyvale Road near Walnut Avenue 3 Saratoga - Sunnyvale Road near Prospect Road 4 Prospect Road and Highway 85 (near Plumas Drive) 5 Saratoga Avenue near Westview Drive 6 Saratoga Avenue near Highway 85 Intersection 7 Intersection of Saratoga Avenue and Fruitvale Avenue