NAPLES CITY COUNCIL AGENDA MEMORANDUM. Workshop Meeting Date: February 13, 2017

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Rhoda Chase
5 years ago
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1 Prepared By: Dana A. Souza, Director Department: Community Services SUBJECT: Discussion on Special Events Policy and Issues. BACKGROUND: City Council has reviewed Special Events policies and issues periodically. As reported in the City Manager s Annual Report, City staff processed 310 Special Event applications in FY Outdoor special events provide both benefits and challenges to residents, businesses, visitors and the City as an organization. Communities throughout the United States work to find a balance between these benefits and challenges, which may include: Benefits Can help create a positive sense of place Can have a positive impact on the local economy by bringing visitors to business districts Can provide quality cultural experiences to residents and visitor Can encourage better community health through walking, biking, running, etc., events Can generate needed revenue for nonprofit organizations Can improve the profile or image of the City or sponsoring organization Challenges Can congest adjacent residential neighborhoods and connector roads leading to and from residential areas Can disrupt regular customer access to local businesses Can negatively impact City grounds and facilities through high use Can burden City staff resources need to help monitor and provide security for events Can be interrupted or cancelled due to inclement weather Can generate management issues if attendance greatly exceeds projections Results from a Statistically Valid Survey completed in 2015 as part of the City s Park Master Plan process indicates that residents place a high value on concerts/live music and outdoor special events. The survey was mailed to,000 households within the corporate limits of Naples. The households were randomly selected. The City s consultant received 880 completed survey responses which represents 14.7% of the total mailed and provided the consultant with 95% level of confidence in the results. The following provides demographic statistics on the survey respondents. 77.2% reside in the City of Naples 12 months 52.% female and 47.4% male 74.8% were 55+ years old 7% reside in single family homes 32.4 % reside in apartments/condos

music and special events and, show the unmet need for

2 Page Two The following charts illustrate of importance survey respondents placed on concerts/live music and special events and, show the unmet need for the same. In short, special events are important to residents.

3 Page Three City staff views this discussion concerning special events as an opening discussion with City Council. Staff is raising several issues for City Council consideration and recognizes that City Council members may have additional items that staff may need to research. Section 4-39 of the City Code of Ordinances, titled Approval of temporary uses; special event activities addresses Special Event Activities in subsection (c) Staff is seeking direction from City Council for the following items: 1. Events requiring City Council Approval The City Code of Ordinances, Section 4-39(c)(2)(d) states: City Council approval is required for any event which necessitates a. street closings b. off-site parking c. amplified entertainment d. City co-sponsorship e. crowd attendance in excess of 1,500 f. fireworks display Section 4-39(c)(2)(c) authorizes the City Manager to approve special event permits for events not requiring City Council approval. Approval authority is delegated to the Community Services Department. Currently staff submits all repeat events requiring City Council approval, on the Consent Agenda. New events, and/or repeat events that have not performed are placed on the Regular agenda. Staff requests City Council consider: a. Allowing staff to administratively approve all repeat events including those with street closings, etc. These events currently are considered on the City Council Consent Agenda. b. City Council will continue to review and approve/deny: i. Any new event request with street closings, etc. ii. Any repeat events that experienced problems or generated significant public concerns.

4 Page Four 2. Permit Application Included in the packet is a flow chart illustrating the City s Special Event Application and Approval Process, the current Application Form and the Special Event Planning Guide. Also included is information prepared by the Fire Department concerning tents. Staff requests City Council confirmation for the Application and Approval Process, particularly as it relates to: a. returning incomplete applications b. denying application permits that are not submitted 0-days in advance of the event date (as a complete application). The items listed above can be points of contention between City staff and event organizers. That said, City Council support for that actions staff must take when applications are submitted late or incomplete is important as the rejection or denial of an event application may generate calls to City Council members or the City Manager. Staff plans to revise the Application Form, update the Special Event Planning Guide and other department forms during FY Event Management In Charge Assignments The Community Services Department (CSD) primarily serves as the department responsible for processing Special Event permit applications. This includes: a. Accepting applications and reviewing applications to ensure the application is complete. b. Collect application fees. c. Submitting the completed application to other City department for review, comment and staff assignments. This includes police, fire and utilities. d. Communicating with the applicant during application review process. e. Provide public safety contracts to applicant if public safety personnel are required to staff event. Staff expenses are estimates based on public safety departments review of application. f. Approving or denying events that do not require City Council review. g. Preparing Special Event agenda memorandums for events requiring City Council Approval. h. Provide approved permit to applicant. i. Invoice permit holder for fees associated with events. j. Collect and reimburse permit holder for any required deposits.

5 Page Five Except for City events, such as the July 4 th and Christmas/New Year s Eve events, the CSD does not provide staff for on-site management of events. This means the permit holder is responsible for set-up, managing and breaking-down their event without any direct oversight from City staff. Police and Fire Department personnel may be on site to manage crowds, vehicle barricades, provide emergency medical services and inspect tents, but police officers and firefighters are not expected to be event managers. Staff would like guidance from City Council concerning event management and, if there is an expectation for a CSD staff member(s) to be on site for events, particularly large scale events or, if Council expects the organizer to manage events to City expectations. If there is an expectation for City staff to manage events, City staff will need to develop staffing plans for events and assess additional fees to event organizers to cover the expense. This fee would likely be $25 30/hour/person, plus fringe benefits. The department may need to hire part-time staff to provide this service. 4. Special Event Fees The City charges event organizers various fees to conduct an event. These include application fees, solid waste fees and fees for City personnel who are required to work during the event to provide for public safety and management service. The table below illustrates the existing Special Event Fees Description of Fee Special Event Application Fee (Non-refundable) Damage/Clean-up Deposit (Refundable - Only charged for City property) Park Rental/Usage Fees Other Misc. Fees (City Personnel costs, electric fees, etc.) Fee $75/first event; $25/additional events (same organization) $250/event Varies by Park Varies

6 Page Six The Finance Department reports that approximately 70% of Special Event permit holders, who are responsible for staff costs, etc., are delinquent in paying their special event fees. Event fees are due to the City within 30-0 days of the event. In addition, the City does not charge event organizers a Street Closing Fee for events taking place on City streets. This compares to events that take place in City parks where organizers pay a daily fee. (Fee schedule is attached). Staff would like guidance from City Council concerning fee policies for special events. Some options to consider include: a. Establishing a Street Closing Fee that would be comparable to Park Rental/Usage Fees. b. Increasing application and deposit fees which have not been changed since c. Confirming that applicants cannot receive consideration for a new special event permit unless all fees for previous events are paid in full. d. Requiring all permit holders to pay 50% of their estimated fees before the event date. e. Requiring all permit holders who have been delinquent for more than 0 days in the prior year (1-year) to pay 100% of their estimated fees before the City issues another permit. f. Authorizing the Finance Department to assess Late Fees of 5% compounded monthly. 5. Parking Garages Large events taking place in the downtown area typically list City owned parking garages as a location for their event parking. Often, the garages are filled to capacity which has generated some event management issues. These issues generally result from one of two issues: a. Once the parking garages reach capacity, the garage display signs (count) and the sign installed on the traffic signal mast arm at the intersection of 5 th Ave. S. and 8 th St. S. display Full. When the garages are full, the control arms will lower and prevent additional vehicles from entering the garage. When this occurs, vehicles often back up at the garage entry as the drivers hope for spaces to open in the garage. This generates traffic congestion on downtown streets. b. The garage control arms have not been 100% reliable since they have been installed. When malfunctions occur, the signs display incorrect count information, the gates do not drop or, the control arms may drop when there are still vacant spaces in the garages. When the control arms do not drop when the garage is full, patrons continue to enter the garage only to find the garage is full. This, at times, creates significant traffic congestion in the garages and on the streets. Equipment failures result from: i. Faulty equipment ii. Interruptions in network connection iii. Interruptions in power supply iv. Damage from vehicles striking equipment

7 Page Seven Staff would like City Council guidance on requiring attendants (city staff) to be present when event organizers plan to use City Parking garages for event parking. At minimum, four (4) staff members would be required to manage the north and south garage entrances. This is a cost that would be passed along to event organizers. This fee would likely be $25 30/hour, plus fringe benefits. The department may need to hire part-time staff to provide this service.. Future Discussion Staff will schedule time at a future workshop meeting to discuss: a. Items not discussed and/or those requiring following with City Council from the February 13,2017 (today s) workshop. b. The Street Closing Policy and Cambier Park Special Events Policy which is in need of updating. 7. Other Items/Issues Other items City Council would like to discuss. Reviewed by Department Director Reviewed by Finance Reviewed by City Manager Dana A. Souza N/A A. William Moss City Council Action:

MIDWAY CITY SPECIAL EVENT LICENSE EVENT APPLICATION x 6 midwaycityut.org

MIDWAY CITY SPECIAL EVENT LICENSE EVENT APPLICATION 435-654-3223 x 6 midwaycityut.org The Special Event License must be completed and submitted to Midway City no less than 75 days prior to a Special Event.