HomeMy WebLinkAboutDAC Hot Summer Nights - City Hall Plaza Use AgreementRevised June 2022
NAME OF ORGANIZATION Downtown Auburn Cooperative CONTACT NAME Cheryl Rakes ADDRESS 262 E Main St. Auburn, WA 98002 DAYTIME PHONE 253.368.6838 NATURE AND PURPOSE OF ACTIVITY Hot Summer Nights – Craft Fair / Festival SPECIFIC FACILITY/CITY REQUESTED City Hall Plaza – area depicted in TMP22-0008_________ attached as Exhibit “A”
DATES TO BE USED 7/8/22, 8/12/22 & 9/16/22 DAY OF WEEK Friday TIMES OF DAY/EVENING: FROM 2pm AM/PM TO 8pm AM/PM
AGREEMENT The person or organization (“User”) entering into an agreement with the City of Auburn for the use of the City Hall Plaza area and described above certifies that the information given in this application is current. The User further states that he/she has the authority to make this application and agrees that the applicant will observe all rules and
regulations. The User further agrees to reimburse the City of Auburn for any damages arising from the applicant’s use of said facilities. Any accident involving injury to any employees, volunteers, guests, invitees or damages to facilities or equipment occurring during the use of the City of Auburn’s facilities will be reported to the City of Auburn immediately. HOLD HARMLESS AND INDEMNIFICATION User shall defend, indemnify and hold harmless the City, its officers, officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss or damage to property, which arises out of the use of Premises or from any activity, work or thing done, permitted, or suffered by User in or about the Premises, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Auburn.
User shall procure and maintain for the duration of the use or rental period insurance against claims for injuries to persons or damage to property which may arise from or in connection with the use of the Premises and the activities of the User and his or her guests, representatives, volunteers and employees. User’s maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the User to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity. User’s required insurance shall be as follows:
General Liability insurance shall be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, operations, products-completed operations and contractual liability. The City shall be named as an additional insured on User’s General Liability insurance policy using ISO Additional Insured-Managers or Lessors off Premises Form CG 20 11 or an endorsement providing at least as broad coverage. The General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $1,000,000 general aggregate.
The insurance policy shall contain, or be endorsed to contain that the User’s insurance coverage shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the User’s insurance and shall not contribute with it.
If the User maintains higher insurance limits than the minimums shown above, the City shall be insured for the full
available limits of Commercial General and Excess or Umbrella liability maintained by the User, irrespective of whether such limits maintained by the User are greater than those required by this Agreement or whether any
certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the User.
The User shall provide a certificate of insurance evidencing the required insurance before using the Premises.
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
DocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE
Revised June 2022
RULES AND REGULATIONS
• The User, and all rights under this Agreement, will be governed by the laws, regulations, and ordinances of the
City, of the State of Washington, and King County. Venue for any action will be in King County.
• User is solely responsible for the safety and conduct of its participants and spectators.
• User warrants that it has all necessary licenses and certifications required for the activity.
• Satisfactory supervision must be provided by the User. Security may be required for some activities.
• Use of tobacco, and/or drugs is prohibited.
• Access to City facilities and services is expressly excluded.
• Alterations to the field/facility are prohibited without prior written approval. This may include such things as hanging signs, erecting barrier, placing goals, using masking tape on walls and floors, etc. unless otherwise
required by the Washington State Liquor and Cannabis Board.
• User is responsible for all set-up requirements and clean up, including returning the facility to its original condition immediately following the event.
• User may not discriminate regarding any services or activities through contracts, hiring, or other arrangements on the grounds of race, color, creed, religion, national origin, sex, age or where there is a presence of any sensory, mental, or physical handicap.
• Cancellations by applicants require at least a 24-hour notice. Otherwise, related actual costs shall be borne by the applicant.
• Facility use is cancelled when facility/building is closed due to an emergency.
• The City of Auburn reserves the right to refuse or revoke any authorization issued for the use of the facility at any time and for any cause.
• Adhere to all requirements set out in the City of Auburn Temporary Use Permit _____TMP22-0008____ attached as Exhibit “A” (If Applicable).
SIGNATURE OF APPLICANT Date
DocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE
6/30/2022
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Temporary Use Permit Application
!!! OFFICE USE ONLY – DO NOT WRITE !!!
TEMPORARY USE PERMIT APPROVAL
Event Description:_____________________________________________________________________________
Event Location: ____________________________________ Event Date(s): ______________________________
CONDITIONS OF APPROVAL:
1.This permit is non-transferable and is valid for the above named applicant or an agent of the above named applicant only.
2.The Temporary Use shall take place on _________________________________, and observe the following timeframes:
•Set up: ___________________________________________
•Event: ____________________________________________
•Take down: ________________________________________
3.Temporary structures (i.e. tents) on-site shall not exceed 75’ in height and must be located such that it does not create a sight
distance, impede vehicle or pedestrian circulation in a manner that results in a public safety concern.
4.Temporary structures (i.e. tents) in excess of 400 square feet must apply for and obtain a tent permit and inspection from the
Valley Regional Fire Authority (VRFA) in advance of the event.
5.Applications for small (such as 10 ft. by 10 ft.) individual tent sizes set up side by side totaling no greater than 700 SF for events
and vendors will not require a tent permit. A 12-foot clear area separation is required when tents are grouped side by side and
exceed 700 aggregate square feet. (Example: seven (7) 100 SF tents in a row must provide a 12-foot separation prior to another
tent).
6.Tents or membrane structures and their appurtenances shall be adequately roped, braced, and anchored to withstand the
elements of weather and prevent collapse.
7.There shall be no on-site vehicle washing, detailing or repair authorized by this Temporary Use Permit.
8.Fluid or waste disposal into manholes, catch basins, or surface waters is prohibited.
9.Any items associated with the event, such as tents and fences, shall not obstruct the visibility of traffic on adjacent roads,
driveways, and parking areas.
10.Food trucks must receive an inspection by VRFA in advance of the event, but no more than 6 months prior to the event. To
schedule an inspection, please contact the VFRA Fire Marshall’s office at 253.288.5870 at least 48 hours prior to the event. A fee
will be charged for inspections scheduled outside of regular business hours.
11.The applicant shall maintain an unobstructed 20-foot fire lane between the public right-of-way and the entrance of the event and
shall not block access to fire hydrants.
12.The event shall maintain compliance with ACC18.46A.080 “Approval Criteria” at all times.
13.________________________________________________________________________________________________________
________________________________________________________________________________________________________
14.________________________________________________________________________________________________________
________________________________________________________________________________________________________
APPROVAL, subject to the conditions stated above and compliance with the approval criteria stated on page 5:
_______________________________________________ Signature: _______________________ Date: _______________ Community Development & Public Works Department
Auburn Hot Summer Nights Market
City Hall - Outside July 8, August 12, September 16, 2022
July 8, August 12, September 16, 2022
2pm on the day of each event date (see above)
3pm - 8pm each event date (see above)
8pm on the day of each event date (see above)
Nicole Benert 6/29/22
DocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE
Supplemental Name: TMP Special Event
Please describe the nature and purpose of the event (please be specific).
Bring people downtown for a summer market.
When is the scheduled opening and ending of the event? (dates and times).
3 to 8 pm on July 8th, August 12rh, September 16th 2022
When will the event be set up and taken down (dates and times).
Will be set up starting 2 pm and take down at 8 pm on July 8th, August 12th and September 16th 2022
How many people are expected to participate in, or attend, the event, and how many staff or organizers will be on site?
There will be up to 21 vendors on site and DAC staff of at least 4 to 5 will be on site. I don't know expected because we have not had this event
before but maybe 100 to 150
If the event is held in a parking lot, how many parking stalls will the event occupy? Will the event result in changes to vehicle traffic
patterns and queuing? If so, please show on the site plan.
no parking stalls are being used. Street parking and 3 hour lots will be used
Will the event result is changes to pedestrian traffic patterns and queuing? Please describe and show on the site plan any fences or
other measures proposed to redirect or control pedestrian circulation.
no
How many stalls will there be available for participants of the event (visitor parking)?
no parking stalls are being used. Street parking and 3 hour lots are being used
Will there be music? If so, please provide the specific times. If amplification is needed please indicate how power will be supplied.
no
Will there be a stage? If so, will it be covered, and what is the height above grade? Please describe.
no
Will there be tents or any other temporary structures? If so, how many and what sizes?
Note the following:
1. Temporary structures (i.e. tents) on-site shall not exceed 75’ in height and must be located such that it does not create a sight
distance, impede vehicle or pedestrian circulation in a manner that results in a public safety concern.
2. Temporary structures (i.e. tents) in excess of 400 square feet must apply for and obtain a tent permit and inspection from the Valley
Regional Fire Authority (VRFA) in advance of the event.
3. Applications for small (such as 10 ft. by 10 ft.) individual tent sizes set up side by side totaling no greater than 700 SF for events and
vendors will not require a tent permit. A 12-foot clear area separation is required when tents are grouped side by side and exceed 700
aggregate square feet. (Example: seven (7) 100 SF tents in a row must provide a 12-foot separation prior to another tent).
4. Tents or membrane structures and their appurtenances shall be adequately roped, braced, and anchored to withstand the elements
of weather and prevent collapse.
To apply for tent permits (issued by Valley Regional Fire Authority) select: Auburn | Fire | Any Project Type | Special | Temporary Tent
only tent that they will be allowed is 10x10 for this event.
Will there be food vendors? If so, which and how many? (Note: Food vendors must be self-contained and dispose of all wastes
properly offsite). If there will be food vendors, under 'File Upload' please include a copy of your health department approval. Food
trucks must be inspected by Valley Regional Fire Authority (VRFA) prior to the event.
no except pre packed food that the vendor makes and it will be up to each vendor to have a health department approval if they need one.
Will there be portable toilets? If so, how many, and will there be hand sanitizer or hand-washing stations provided in or outside the
unit(s)? If hand-washing stations are provided please describe the waste storage/disposal system.
Jurisdiction:Auburn
Project Name: Auburn Hot Summer Nights Market
Application ID: 1158955
DocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE
no
Will there be a crowd control fence? If so, please describe and show on the site plan.
No
Will generators be used? If so, please describe and explain where they will be located and show on the site plan.
No
Describe and show locations for emergency vehicle access on the site plan (answer "yes" or "no" if this is required/shown).
No
Please provide any additional information that will assist City Staff in reviewing this application and providing an expedient response.
This is a small scale craft fair with a hope of getting people downtown. If it does well we can grow it each year and make turn it into a street craft
fair. Because of construction we are limited to where we can have it and since most of the population is down in that area this is the best choice
and the parks department has informed us that next to the senior apartments being build that area will not be available.
Jurisdiction:Auburn
Project Name: Auburn Hot Summer Nights Market
Application ID: 1158955
DocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE
City Hallxxxxxten feet between rows of vendorso+ city hall signx = 10 x 10 tents10 ft between tent rowsp = picnic tablesppppxxxxxxxxxxxxxxx0xEntrancesidewalkPlantersBenchesStepsPlanter/BenchessidewalkSidewalkDocuSign Envelope ID: 086B2704-38CD-4E84-8410-F82868147BAE