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HomeMy WebLinkAbout2014-107 RESOLUTION NO. 2014-107 APPROVING POLICE SERVICES POLICY AND RELATED FEES BE IT RESOLVED, by the City Council of Stillwater, MN that the Police Services Policy and fees for services described as follows is hereby approved. Police Services requested for EVENTS, SPECIAL EVENTS and EVENTS w/CONTRACT 1. EVENTS, SPECIAL EVENTS and EVENTS w/CONTRACT definitions/thresholds are as described in Exhibit A, Resolution 2010-204, resolution establishing polices related to review of Event applications. 2. Event permit application to be reviewed by the Stillwater Police Department to determine the number of Police Department employees and/or Police Reserves needed. The Stillwater Police Department retains the right to require more services than requested if determined to be necessary. 3. Fees for Police Department employees will be charged at the on-duty overtime rate per employee; with a two (2) hour minimum. The total estimated cost will be invoiced and paid to the City of Stillwater prior to the event. 4. Fees for Police Department volunteers (Police Reserves) will be charged at$15/hr. per reserve; with a two (2) hour minimum —as previously approved by Resolution 2013-040. The total estimated cost will be invoiced and paid to the City of Stillwater prior to the event. (Reserves will not be hired in lieu of employees, but as a supplement to employee staffing.) Police Services requested for other activities that do not fall under EVENTS, SPECIAL EVENTS or EVENTS w/CONTRACT. 1. Activity to be reviewed by the Stillwater Police Department at the time of request. The Stillwater Police Department retains the right to require more services than requested if determined to be necessary. 2. Fees for Police Department employees will be charged at the off-duty officer rate of$40/hr. per off-duty officer; with a three (3) hour minimum. This rate will be paid directly to the off-duty officer at the time of the event. 3. Fees for Police Department volunteers (Police Reserves) will be charged at $20/hr. per reserve; with a three (3) hour minimum. This rate will paid directly to the reserve officer at the time of the event. 4. (Reserves will not have priority over employees in staffing any activity; if the activity cannot be staffed with employees, the opportunity will then be offered to members of the reserve program.) Adopted by the City Council of the City of Stillwater this 17th day • e une, 2014. 7./ Ken Har J, ayor ATTEST: / , � 1 L L 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 any 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 page) (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 by 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. i. 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 5 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. i. 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 special event occurs completely required within a city park. If it does not,then neighborhood notice is required. No public comment required No public comment required Neighborhood meeting is required, unless the event is"grandfathered".1 No post-event questionnaire No post-event questionnaire required A post-event questionnaire is required. required This requirement also applies to "grandfathered"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 variance. 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. 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. 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 $10.00 /table/day Orange Fencing $2.50 /lineal foot Trash Containers $8.00 /container/day Refuse Collection Cost of staff time Portable toilets $60/event/unit Portable toilet— Handicapped $150/event/unit Electrical use (Parks, except Lowell Park) $10.00/day Electrical use (Lowell Park) $20.00 per elec. box/day Barricade 4' to 12' $2.00/barricade/day Barricade 4' to 12' with flasher $5.00/barricade/day • Drums $1.00 /drum/day Reflective Cones $1.00 /cone/day Traffic Sign on stand $2.00/sign/day PD No Parking Signs $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, ' 0. " arycki, ayor ATTEST: Diane F. Ward, City Clerk