#03 Request to waive fee for Rock County Historical Society
LEISURE SERVICES DEPARTMENT MEMORANDUM
September 2, 2009
TO: City Council
FROM: Rebecca Smith, Management Assistant
SUBJECT: Action on a request to waive the Special Event Fee for the Rock
County Historical Society cemetery tour
______________________________________________________________
Request
The Rock County Historical Society (RCHS) has submitted a special event
application and first time financial gain request to conduct a cemetery tour at
Oakhill Cemetery. The event is scheduled to take place on October 10 from 1-
3PM. Along with the application, Madge Murphy of the RCHS requested the City
of Janesville waive the event fee ($110). Under City ordinance all requests for
fee waivers must be approved by the City Council.
Joel Van Haaften, director for the Rock County Historical Society, will be present
at the September 14 council meeting in case there are questions for him.
Staff Recommendation
This event has taken place for several years at the cemetery; however, this is the
first time it would take place on city property due to the recent transfer of the
cemetery’s ownership and responsibilities to the City. Staff has brought forward
the financial gain request for this first-time event on tonight’s agenda.
The recommendation to waive fees is a difficult decision. Each year, the City has
many non-profit organizations that provide a variety of educational, beneficial and
fun events for our community. As fees are waived, more requests are expected
to come forward.
Waiving this fee could establish precedence that will impact future revenue
recovery. As the City is facing budget reductions that will include service level
decreases, it is problematic to walk away from revenue sources. In addition to
reaching revenue goals, these fees are in place to recoup a portion of the staff
time required to facilitate special events and the preparatory work required for a
special event. For example, the Parks Division would plan to complete any
mowing, leaf blowing or other grounds work necessary prior to the event to make
the tour pleasant for participants.
With this information in mind, staff does not recommend the fees be waived for
this event; however, this decision is largely one of policy and service level.
City Manager recommendation
I concur with the concerns brought forward. One other option would be to charge
direct costs for any maintenance needed for the event.
Suggested Motion
I move that the request to waive the special event fees for the Rock County
Historical Society cemetery tour be denied.
Analysis
The City of Janesville facilitates for many special events throughout the year.
Fees are established and charged for all events including walks, block parties,
parades and many private functions. Fees collected are directly related to the
size and length of the event, equipment needs, and types of facilities requested
for use. These fees are designed to help offset the cost of supporting these
events and maintaining equipment and facilities.
In a typical year, Leisure Services facilitates between 80 – 100 events, including
numerous non-profit events. Revenue from those events vary from $5,000 to
$6,000. Event fees are established as a part of overall revenue projections which
in turn reduce the tax impact of these services.
cc: Eric Levitt, City Manager
Jacob J. Winzenz, Asst. City Manager/Director of Administrative Services
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