The URL can be used to link to this page

Home My WebLink About2020.0928.TCSM.PacketNOTICE OF MEETING SPECIAL MEETING FOUNTAIN HILLS TOWN COUNCIL Mayor Ginny Dickey Vice Mayor Mike Scharnow Councilmember Dennis Brown Councilmember Gerry Friedel TIME: 5:30 P.M. — SPECIAL MEETING WHEN: MONDAY, SEPTEMBER 28, 2020 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS Councilmember Alan Magazine Councilmember David Spelich Councilmember Art Tolis 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call; a quorum of the Town's various Commission, Committee or Board members may be in attendance at the Council meeting. Notice is hereby given that pursuant to A.R.S. §1-602.A.9, subject to certain specified statutory exceptions, parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings of the Town Council are audio and/or video recorded and, as a result, proceedings in which children are present may be subject to such recording. Parents, in order to exercise their rights may either file written consent with the Town Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made, the Town will assume that the rights afforded parents pursuant to A.R.S. §1-602.A.9 have been waived. REQUEST TO COMMENT The public is welcome to participate in Council meetings. TO SPEAK TO AN AGENDA ITEM, please complete a Request to Comment card, located in the back of the Council Chambers, and hand it to the Town Clerk prior to discussion of that item, if possible. Include the agenda item on which you wish to comment. Speakers will be allowed three contiguous 1Iminutes to address the Council. Verbal comments should be directed through the Presiding Officer and not to individual Councilmembers. TO COMMENT ON AN AGENDA ITEM IN WRITING ONLY, please complete a Request to Comment card, indicating it is a written comment, and check the box on whether you are FOR or AGAINST and agenda item, and hand it to the Town Clerk prior to discussion, if possible. Town Council Regular Meeting of September 28, 2020 2 of 2 NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION Pursuant to A.R.S. §38-431.02,notice is hereby given to the members of the Town Council,and to the general public, that at this meeting, the Town Council may vote to go into executive session, which will not be open to the public,for legal advice and discussion with the Town's attorneys for legal advice on any item listed on the following agenda,pursuant to A.R.S. §38-431.03(A)(3). 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE—Mayor Dickey 2. ROLL CALL—Mayor Dickey 3. CONSIDERATION OF a special event permit for the Fountain Fair(Nov. 13-15) organized by the Fountain Hills Chamber of Commerce. 4. ADJOURNMENT CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a copy of the foregoing notice was duly posted in accordance with the statement filed by the Town Council with the Town Clerk. Dated thj5J ' day of ,2020. Eliz eth A. rk , MMC,Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities.Please call 480-816-5199(voice) or 1-800-367-8939(TDD)48 hours prior to the meeting to request a reasonable accommodation to participate in the meeting or to obtain agenda information in large print format.Supporting documentation and staff reports furnished the Council with this agenda are available for review in the Clerk's Office. ITEM 3. Meeting Date: 09/28/2020 TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Type: Town Council Special Meeting Agenda Type: Regular Agenda Submitting Department: Administration Prepared by: Grady E. Miller, Town Manager Staff Contact Information: Ginny Dickey, Mayor Request to Town Council Special Meeting (Agenda Language): CONSIDERATION OF a special event permit for the Fountain Fair (Nov. 13-15) organized by the Fountain Hills Chamber of Commerce. Staff Summary (Background) Each year the Fountain Hills Chamber of Commerce organizes two arts festivals, the Great Fair which occurs each February, and the Fountain Fair, which occurs in November. The Chamber of Commerce has requested a special event permit for the Fountain Fair to take place November 13-15. Normally, such requests are handled administratively by an internal special event committee and upon meeting the town's requirements, the Community Services Department issues the special event permits. Due to COVID-19 related restrictions on large scale events, such events have not been able to go forward in the past due to Governor Ducey's executive orders prohibiting gatherings larger than 50 people to prevent the spread of the virus. While the Governor has gradually reduced the restrictions on a number of business categories to open to the public, he has left the permitting of large scale events to municipalities. Due to the pandemic and health and safety implications of authorizing the event to go forward, Mayor Dickey scheduled this presentation to the Council and the public outlining the Chamber's plans for ensuring the safety of the event before issuing the special event permit. With this in mind, Chamber and Town staff met in mid -September to discuss options regarding how the Fountain Fair might resume, and what precautions would be required. After review and further discussion with the Mayor, it was decided that the Chamber will be permitted to move forward with the following safety precautions/modifications: • Mandatory face coverings for all vendors, visitors, and all others at the event • Additional security to ensure compliance with face coverings and to encourage social distancing Several hand sanitizing stations at key locations throughout the grounds of the fair • One way access for visitors down the streets to minimize crowding and encourage social distancing • Installation of prominent round disks to help designate social distancing • Mandatory maximum number of visitors in larger booths to encourage social distancing Vendors will be required to minimize the touching of items in their booths by customers and will be required to sanitize their booths • Elimination of the beer garden and live entertainment to prevent congregating of large groups (Town requested as a condition of the permit) • Elimination of dining area tables and chairs to discourage gatherings (Town requested as a condition of the permit) Chamber Executive Director Betsy LaVoie has been invited to the Special Council meeting on Monday, September 28, to present the Chamber's proposed safety measures and modifications to the fair as well as to address the Chamber's plans to ensure that these measures will be adhered to. The Town Council will then consider approving the special use permit; or approving the special use permit with additional conditions; or denying the issuance of the special event permit. It is important to note that should the pandemic conditions worsen, it may be necessary for the Fountain Fair to be cancelled. Related Ordinance, Policy or Guiding Principle CDC safety guidelines and Governor Ducey's Executive Orders Risk Analysis Due to the constantly evolving nature of the Covid-19 pandemic in Maricopa County, it is difficult to forecast the safety and impact of a large scale event taking place seven weeks from now. Recommendations) by Board(s) or Commission(s) N/A Staff Recommendations) Staff previously recommended approval of a special event permit for the Fountain Fair with the Chamber's precautionary measures and additional conditions of eliminating the beer garden and live entertainment and no dining seating areas. Since this has become a policy question for consideration by the Mayor and Council, staff has no recommendation at this time. However, staff will be prepared to answer questions from the Town Council and will implement the Council action. SUGGESTED MOTION The Town Council is requested to take one of the following actions: 1. MOVE to approve a special event permit for the Fountain Fair 2. MOVE to approve a special event permit for the Fountain Fair with the following additional conditions: 3. MOVE to deny a special event permit for the Fountain Fair Inbox Finance Director Town Manager (Originator) Form Started By: Grady E. Miller Final Approval Date: 09/25/2020 Form Review Reviewed By Elizabeth A. Burke Grady E. Miller Date 09/25/2020 12:03 PM 09/25/2020 12:04 PM Started On: 09/25/2020 08:09 AM