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HomeMy WebLinkAbout2013-069RESOLUTION NO. 2013-069 RESOLUTION AMENDING RESOLUTION 2010 -204, RESOLUTION ESTABLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATION AND RESOLUTION 2013 -040, RESOLUTION ESTABLISHING A POLICE RESERVE FUND WHEREAS, the Stillwater Events Task Force established policies for review of event applications in 2009 -10; and WHEREAS, the Stillwater Events Task Force recommended approval of those policies to the City Council; and WHEREAS, the City Council on December 21, 2010 adopted Resolution 2010 -204, establishing policies related to review of event application; and WHEREAS, the policy states that should an event require overtime of a city employee or extra paid personnel are needed the Special Event requires a contract with the City, and WHEREAS, the City Council approved Resolution 2013 -040; resolution establishing a Police Reserve Fund, approving the charge of $15.00 per hour to be paid to the City for the time a Reserve Officer is used at a Community Event which has the effect of requiring many smaller events to have a contract; and WHEREAS, Resolution 2013 -040 inadvertently approved that the Police Reserve amount would only be charged to for - profit events; however the Special Event Task Force intent and recommendations were that charges be applied to all events whether the applicant was an individual, a for - profit organization or a non - profit organization; and WHEREAS, the Police Chief and Community Development Director have recommended that the policy be amended to read as follows: "Contract with City Required — Overtime of City employees is necessary, OR extra paid personnel are necessary and their overtime and/or wages Tweed $1,000.00, OR extra — ordinary City employee support or City materials are necessary, OR any out -of packet expenses are incurred by the City" NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby approves the following: Resolution 2010 -204, RESOLUTION ESTABLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATION is hereby amended to read as follows: Contract with City Required — Overtime of City employees is necessary, OR extra paid personnel are necessary and their overtime and/or wages exceed $1,000.00, OR extra — ordinary City employee support or City materials are necessary, OR any out -of packet expenses are incurred by the City" BE IT FURTHER RESOLVED, that the Stillwater City Council hereby approves the following: Resolution 2013 -040, RESOLUTION ESTABLISHING A POLICE RESERVE FUND is hereby amended to include the following: The Police Reserve officer charge of $15.00 per hour shall be applied to all individual, for - profit and non- profit events to retain the intent and recommendations of the Special Event Task Force. Adopted by the Stillwater City Council this 71h day e ATTEST: Larry D. Hai en, City Administrator Ken RESOLUTION NO. 2013-040 RESOLUTION ESTABLISHING A POLICE RESERVE FUND WHEREAS, the City maintains a Police Reserve Unit that serves the City as a supplement to its police force during Community Events; and, WHEREAS, the Police Chief has requested that the City establish a fee of $15.00 per hour for each member of the Police Reserve that is devoted to Community Events; and, WHEREAS, the Police Chief has suggested that the net proceeds received from the established charges be kept in a fund devoted to the recruitment, training and betterment of the Police Reserve; and, NOW, THEREFORE, BE IT RESOLVED: 1. That the Fund is hereby created to be known as the Police Reserve Fund to be held and administered by the City Finance Director. 0 2. That the Fund expended for the recruitment, training and betterment of the Police Reserve Force of the City. 0 3. That the charge of $15.00 per hour be established as an amount to be paid to the City as reimbursement for the time a Reserve Officer is devoted to Community Events and the amount received in reimbursement be paid over and held in the fund so created. Adopted by the Stillwater City Council this 19th day of March, 2013. CITY OF STILLWATER Ken Harms, Mayor ATTEST: Diane F. Ward, City Clerk • RESOLUTION 2010 -204 • RESOLUTION ESTABLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATIONS WHEREAS, in the past, the review of event applications has been somewhat inconsistent; and WHEREAS, the City Council established a Special Events Task Force to study issues related to events and directed them to develop recommendations for addressing those issues; and WHEREAS, the Special Events Task Force met for 18 months to develop recommendations, which were presented to the City Council on October 5, 2010; and WHEREAS, the City Council considered the Task Force recommendations for several months and found them to be reasonable and acceptable. NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby approves policies and procedures for reviewing event applications as follows: 1. For the purpose of determining which gatherings will be required to submit an event application to the City for review, the following thresholds will apply: Event Special Event Special Event With Contract A gathering is considered an A gathering is considered a special A special event requires a event when any one of the event when anK one of the contract with the city if: following thresholds applies: following thresholds applies: 1) Closure of street — One block of 1) Closure of street — One block of a a residential street is closed for up residential street is closed for more to 5 hours; or any portion of a than 5 hours, or more than one block commercial street is closed for up to of a residential street is closed for any 2 hours. length of time; or any portion of a commercial street is closed for 2 hours or more. 2) Public parking lot use —1 to 9 2) Public parking lot use —10 or spaces in a public parking lot are more spaces in a public parking lot reserved. are reserved. 3) Street use — The event has a 3) Street use — The event has a route route on a public street(s), such as on a public street(s) (such as a race, races, walks, or parades. walk or parade) that requires street closure, traffic control, street sweeping, or the use of "no parking signs' along the route. continued on next page) continued on next a e continued on next page) • Event Application Policies Page 2 of 5 4) Number of people in a park - 250 or more people are expected at a time in a public park. (Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold). Contract with city required — Overtime of city employees is necessary, OR extra paid personnel are necessary, OR extra- ordinary city employee support or city materials are necessary, OR any out -of- pocket expenses are incurred bv the city 2. The following policies related to public notification and public comment will apply: a. Organizers of gatherings small enough to be considered an "event" (as distinguished from larger gatherings that are considered "special events ") are not required to provide public notification or an opportunity for public comment. . b. Organizers of "special events" that occur entirely within a park (and do not require a contract with the city) are not required to provide public notification or an opportunity for public comment. c. Organizers of "special events" that are not entirely within a park are required to provide public notification to immediately adjacent property owners. L For special events that are not located entirely within a park and DO NOT require a contract with the city, public notification to immediately adjacent properties will be in the form of a simple flyer. 1. A public notification form will be included in the special event application materials available from the city. 2. The public notification must include the organizer's name and contact information for questions. 3. The public notification must be approved by city staff before it is distributed by the organizer. ii. For special events that REQUIRE a contract, notification to immediately adjacent properties must be in the form of a direct mailing or hand delivered flyer. 1. A public notification form will be included in the special event application materials available from the city. 2. The public notification must include the organizer's name and contact information for questions. 3. The public notification must be approved by city staff before it is • distributed by the organizer. Event Application Policies Page 3 of 6 4. The public notification must be distributed by the organizer at least 7 days before the special event. 5. The public notification must state that a post event questionnaire will be available on the city's website. Any comments on the event may be posted there. 6. If there is a website for the special event, the website address must be included in the notice. The link for the website should also be provided on the city's website. d. Special events that REQUIRE contracts will need to provide an opportunity for public comment. L Public comment must be in the form of a neighborhood meeting that must occur prior to consideration of the special event request by any of the applicable Commissions or the City Council. Notices for the neighborhood meeting will be prepared and mailed by the city to immediately adjacent property owners. The city will host the neighborhood meeting. A staff member will be in attendance, as will the Councilmember whose ward the event occurs within. The costs for mailing notices by first class mail and the costs of hosting the meeting must be paid by the applicant for the special event permit together with any applicable permit application fees. ii. Any special event that has a contract with the city in 2010 will be considered "grandfathered ". This is to say that these special events will not have to conduct a neighborhood meeting before their contracts are renewed each subsequent year, unless there are substantive changes to the event that impact city services or neighborhoods. iii. Whether a special event operating under a contract is "grandfathered" or not, all special events with contracts will be required to conduct a post -event questionnaire. The questionnaire will be offered on the city's website. [It will consist of three to five questions the same questions would be used for all special events. The questionnaire should also include the chance for anyone to submit general comments.] The comments will be tabulated and given to the event organizer within 30 days of the event and the results will also be included in the review of the next year's special event application request. e. A fully completed application form must be received by the city at least 60 days prior to a "special event" or "special event with contract ", and 30 days prior to an event. Any applications that are incomplete, or received after the deadline will be rejected by the city. • Event Application Policies Page 4 of 5 A summary of the public notice and public comment policies follows: Event Special Event Special Event with Contract No neighborhood notice required Neighborhood notice not required if Neighborhood notice by event host overtime pay for city employees, equipment that the city would need to special event occurs completely required within a city park. If it does not, then • b. "Event" application fee - No application fee will be charged for a gathering neighborhood notice is required. that meets the definition of an "event ". An application for this type of No public comment required No public comment required Neighborhood meeting is required, "Special event" application fee - A $50 application fee will be charged for a unless the event is ° randfathered ".' No post -event questionnaire No post -event questionnaire required A post -event questionnaire is required. required This requirement also applies to by the application fee. " randfathered" special events. Reviewed only by city staff, unless Reviewed by City Council, city staff, Reviewed by City Council, city staff, a noise variance is requested. The and applicable Commissions and applicable Commissions Council must review a noise e. Equipment - Equipment operated by city personnel to support an event will variance. not be paid for by the event organizer, unless the equipment has to be 3. The following fees will apply: a. Out -of- pocket expenses - Fees for city services will be limited to the city's out -of- pocket expenses. Out -of- pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. , • b. "Event" application fee - No application fee will be charged for a gathering that meets the definition of an "event ". An application for this type of gathering is reviewed only by staff, so out -of- pocket costs are very low. c. "Special event" application fee - A $50 application fee will be charged for a gathering that meets the definition of a "special event". An application for this type of gathering requires review by city staff, the Park Commission and /or Downtown Parking Commission, and by City Council. Production and distribution of the agenda packets for these groups would be covered by the application fee. d. "Special event with city contract" application fee — A $50 base application fee will be charged. In addition the cost of mailing notices (first class postage, letterhead, envelopes) for the public input meeting for this type of gathering must be paid by the applicant. e. Equipment - Equipment operated by city personnel to support an event will not be paid for by the event organizer, unless the equipment has to be rented by the city specifically for the event. y f. Materials - Since event use of materials owned by the city (e.g. barriers, cones, signs) creates wear and tear on those materials, that use must be paid for by the event organizer. As long as the equipment and services are appropriate for the event, and the event can be run safely in the • ' Any special event that already has a contract with the City during 2010 is considered "grandfathered" and as its contract is renewed annually, it is not required to provide an opportunity for public comment, unless there are substantive changes to the event, U • Event Application Policies Page 5 of 5 estimation of city staff, the organizer could contract for services and materials elsewhere. The fee schedule for city materials is: Picnic Tables Orange Fencing Trash Containers Refuse Collection Portable toilets Portable toilet — Handicapped Electrical use (Parks, except Lowell Park) Electrical use (Lowell Park) Barricade 4' to 12' Barricade 4' to 12' with flasher Drums Reflective Cones Traffic Sign on stand PD No Parking Signs $10.00 /table /day $2.50 /lineal foot $8.00 /container /day Cost of staff time $60 /event/unit $150 /event/unit $10.00 /day $20.00 per elec. box/day $2.00 /barricade /day $5.00 /barricade /day $1.00 /drum /day $1.00 /cone /day $2.00 /sign /day $1.00 /sign /day g. Park Usage Fee — Standard park reservation and facility use fees will apply. In addition, a $500 Park Usage Fee may be charged. Whether the $500 Park Usage Fee is charged or not will be left up to the Park ' Commission with advice from the city park maintenance department. The $500 fee is charged if an event is expected to produce extraordinary wear - and -tear on park turf. In the case of events that occur annually, if the turf sustained an extraordinary beating one year, the Park Commission should require a $500 Park Usage Fee the next year. Adopted by the Stillwater City Council this 21St day of December, 2W 0. ATTEST: Diane F. Ward, City Clerk arycki,