#7 Fee Waiver - Partners in Prevention Family Fun Fest
LEISURE SERVICES DEPARTMENT MEMORANDUM
August 19, 2010
TO: City Council
FROM: Eric J. Levitt, City Manager
SUBJECT: Action on a request to Waive the Special Event Fee for
Partners in Prevention Family Fun Fest.
______________________________________________________________
INTRODUCTION
Partners in Prevention has submitted a Special Event Application to conduct the
th
2010 Family Fun Fest in Riverside Park for its 16 annual event. The event is
scheduled to take place on Saturday, September 11, 2010. Partners in
Prevention has requested that the City of Janesville waive the event fee, pavilion
rental fee and rental of equipment charges for a total of $553.
CITY RECOMMENDATION
The Leisure Services Division has administratively approved the application for
this public event. The recommendation to waive fees is a difficult decision. Each
year, the City has many non-profit organizations that provide great family fun for
our community. While I have no recommendation on this request, I recommend
that if approved, the City Council authorize the City Manager to reevaluate our
fees and restructure the fee system going into 2011.
As the City is facing budget reductions that will include service level decreases, it
is problematic to walk away from revenue sources. Revenue goals are put in
place at the time of budget and expectations are that we make every attempt to
reach those goals.
This decision is largely one of policy and service level.
SUGGESTED MOTION
I move that the request to waive the special event fees for Partners in Prevention
be approved (denied).
CITY MANAGER RECOMMENDATION
Staff has many valid concerns over the waiver of special event fees. However,
given the economic conditions facing Janesville the City Council may want to
consider granting this request.
REQUEST
The fee waiver has been requested by Partners in Prevention and
Councilmember Truman. The request is to waive the event fee ($110), pavilion
rental fee ($47) and equipment charges ($10 trash cans at $1 each 20 picnic
tables at $5 each, large PA system for $40, and portable stage for $20.) Under
City ordinance all requests for fee waivers must be approved the City Council.
BACKGROUND
Family Fun Fest is in its fifteenth year of operation. The event is free and open to
the public. A variety of activities are planned including games, live music, pony
rides, food, a Janesville Police Department display and other family activities.
Partners in Prevention is a non for profit organization. In 2009, they lost their two
major funding sources, General Motors and UAW. Ms. Baldwin has indicated that
with this loss of funding reducing their expenses is key in providing the
community with this event. With the local economy and the affect it has on
families, Partners in Prevention would like to keep this healthy event as a source
of free family activity for the Janesville Community.
In the past, the City Council has approved fee waivers for the Janesville Farmer’s
Market for 4 years, and the Janesville Jaycees for 2 years (2007&2008).
ANALYSIS
The City of Janesville provides facilitation 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 varies 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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