#1 Waive special event fees for 2009 Farmers Market
LEISURE SERVICES DEPARTMENT MEMORANDUM
TO: City Council
FROM: Bonnie Davis, Recreation Director
SUBJECT: Action on a Request to Waive the Special Event Fee for the
2009 Farmers Market.
DATE: March 12, 2009
Summary
Janesville Farmers Market, Inc. has submitted a Special Event Application to
conduct the 2009 Farmers Market in downtown Janesville. The Market is
scheduled to operate for 25 Saturdays from May 9 through October 31 in the
same location as previous years. The Board of Directors has requested that the
City of Janesville waive the event fee for the 2009 season. It is the Board’s belief
that the event fee ($525) would be cost prohibitive in operating the market. The
Board is also requesting city staff to waive the equipment fee of ($1,600).
Recommendation
Upon receipt of the Certificate of Liability Insurance, the Leisure Services
Department will approve the application for public event for the Market. The
Department supports the request to waive the $525 Special Event Fee, and
would also recommend that we continue to provide barricades, trash barrels and
trash pick up at no charge.
Given the limited financial resources of Janesville Farmers Market, Inc. and the
desire of the City to support events that bring residents to downtown Janesville, it
would be appropriate to support the Market to the best of our ability. The Leisure
Services Department recommends the City Council act on a motion to waive the
special event fee of $525 and the equipment rental fee of $1,600 for the 2009
Farmers Market.
Suggested Motion
I move to waive the $525 Special Event Fee for the Janesville Farmer’s Market.
Background & Analysis
In 2005, the City executed an agreement with the Farmers Market Steering
Committee to co-sponsor the Janesville Farmers Market. The program was
jointly conducted by the two entities with a successful season ensuing. The
intent of the City’s initial involvement was to provide expertise and financial
support until the Farmers Market could become a viable entity and assume
increased responsibility for operating and financially supporting the activity.
In 2006, the Janesville Farmers Market Inc., made the decision to assume a
more significant role in planning and operating the Farmers Market. The
Farmers Market Steering Committee reorganized into Janesville Farmers Market,
Inc. and hired a Market Director who was responsible for day to day operations.
The Department of Leisure Services continued their support of the Market by
hosting special events, assisting with advertisement, and logistical/financial
support in terms of set up, barricade and trash barrel usage. In addition, the City
Council waived the 2006 special event fee. The 2006 season was again
successful and experienced continued growth.
In Both the 2007 and 2008 seasons, the Market continued to be successful,
providing the majority of its own advertising and hosting all of the special events
that were held there. The City again assisted with barricade and trash barrel
usage, as well as trash pickup. The City Council again waived the special event
fee of $525 and the equipment rental fee in support of the Market.
The Leisure Services Department is now in receipt of the 2009 Special Event
Application and a letter from Randy Thompson, Chairman of the Janesville
Farmers Market, Inc. Board of Directors, requesting that the City waive the
special event fee of $525.00 (see attached letter). The Market provides their
own liability insurance.
City of Janesville Administrative Policy regarding special events requires the
payment of fees at the time of application.
City Council support of the waiver request would ensure the continued operations
of the Janesville Farmer’s Market. Given the limited financial resources of
Janesville Farmers Market, Inc. and the desire of the City to support events that
bring residents to downtown Janesville, it would be appropriate to support the
Market to the best of our ability.
By waiving these fees, the Council may receive additional waiver requests from
other community organizations, which could negatively impact recreation division
revenue.
cc: Jennifer Petruzzello, Director of Neighborhood Services
Eric J. Levitt, City Manager
Jacob J. Winzenz, Director of Administrative Services
Steve Kopp, Deputy Chief of Police
2