#4 Waive special event fees for Farmers Market
LEISURE SERVICES DEPARTMENT MEMORANDUM
April 16, 2010
MEMO TO: City Council
MEMO FROM: Bonnie Davis, Recreation Director
SUBJECT: Action on a Request to Permanently Waive the Special Event Fee for
the Janesville Farmers Market
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Summary
Janesville Farmers Market, Inc. has submitted a Special Event Application to conduct
the 2010 Farmers Market in downtown Janesville. The Market is scheduled to operate
annually from Mother’s Day week-end, second Saturday of May, through the last
Saturday in October in the same location as previous years. The Board of Directors has
requested that the City of Janesville waive the event fee for the 2010 and beyond. The
Board is also requesting that the City waive the $1,600 equipment fee for 2010 and
beyond. It is the Board’s belief that the event fee ($525) and the equipment rental fee of
($1,600) would be cost prohibitive in operating the market now or any time in the near
future.
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. The cost
would be approximately ($1,600).
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 support a motion to waive the Special Event
Fee of $525 and the equipment rental of $1,600 for the 2010 Farmers Market and
beyond. The Recreation Division also recommends that the Farmers Market Board
recognizes the City of Janesville as a “co-sponsor” at the highest level.
City Manager Recommendation
The City Manager supports the Recreation Division’s recommendation. I believe the
waiver should be for one year with an annual review unless the Council desires to
create a separate Resolution with a unique provision for the Farmer’s Market.
I also support the concept of in consideration of the waiver and equipment usage that
the City be listed as one of the major co-sponsors.
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 Farmer’s Market Steering Committee
to co-sponsor the Janesville Farmer’s 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 Farmer’s Market
could become a viable entity and assume increased responsibility for operating and
financially supporting the activity.
In 2006, the Janesville Farmer’s Market Inc., made the decision to assume a more
significant role in planning and operating the Farmer’s Market. The Farmer’s Market
Steering Committee reorganized into Janesville Farmer’s 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 2010 Special Event
Application and a letter from Randy Thompson, Chairman of the Janesville Farmer’s
Market, Inc. Board of Directors, requesting that the City waive the special event fee of
$525 and rental of equipment fee of $1,600 (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 Farmer’s
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.
cc: Eric Levitt, City Manager
Jay Winzenz, Director of Admin. Services
Tom Malone, Management Analyst
Dan Davis, Deputy Chief of Police
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