#4 Action on proposed council policy for special event fee permit
City Manager’s Office Memorandum
February 14, 2011
TO: Janesville City Council
FROM: Al Hulick, Management Analyst
Shelley Slapak, Acting Recreation Director
SUBJECT: Action on a Proposed Council Policy For Special Event Permits
(Council Policy 87).
Summary
At the January 28, 2011 meeting, the City Council directed staff to prepare
Council Policy language to address Special Event Permit Fee Waivers. Staff has
created Council Policy 87 (Special Event Permits) to establish a policy for
Special Event Permits as directed by the City Council. Council Policy 87, as
attached, formally waives all Special Event Permit Fees for the following types of
events:
1. All events in which the City is in sole discretion of the events production
and implementation, or
2. Events hosted by a “Friends Group” in which the event’s sole intent is to
benefit a City Facility, or
3. All Veterans Group Events that honor Armed Forces Veterans.
Staff Recommendation
City Staff recommends that the City Council adopt Council Policy 87 (Special
Event Permits) which establishes a policy for Special Event Permits.
City Manager Recommendation
The City Manager concurs with the recommendation.
Suggested Motion
To make a motion to adopt Council Policy 87 (Special Event Permits) which
formally establishes a policy for Special Event Permits.
Background
Special event applications and permit fees are required whenever an event takes
place on City property. The event fee varies depending on the number of
attendees, the length of the event, what facility is being used, equipment rentals,
and any scheduled or unscheduled work completed by City employees (see
attached Special Event Permit Application). It is important to note that these fees
attempt to recover all City costs associated with the event, but rarely match the
actual costs. However, historically the City has not charged a special event fee
for School District events held at athletic facilities, Veterans events, or events
that the City of Janesville hosts or co-sponsors.
In the Fall of 2010, the City Council asked that staff provide information regarding
Special Event permit waivers for the past several years. At the January 28, 2011
meeting, the City Council directed staff to prepare Council Policy language to
address Special Event Permit Fee Waivers that would formally waive fees for all
City Sponsored events, all “Friends Groups” events, and Veterans Groups
events, and all Rock County events that take place on Courthouse Park
Since that time Staff has researched Councilmember Steeber’s concerns
regarding Rock County sponsored events being charged a fee for the use of
Courthouse Park. Councilmember Steeber indicated that it was his
understanding that Rock County was responsible for the maintenance of Court
House Hill Park and therefore was concerned that the County was being charged
for the use of a park facility that was owned and maintained by the County.
According to the a 1863 agreement between the City of Janesville and Rock
County, Courthouse Park is owned by Rock County, but the City of Janesville
maintains this park (See attached Agreement). The City is responsible for trash
pickup, mowing and several community and city-sponsored events take place
there each year. The County does not provide the City any funds to maintain this
park. Therefore, Staff felt it was appropriate to continue to charge Rock County
for the use of Courthouse Park to help recoup those costs associated with the
maintenance, equipment rentals, trash service, and any other labor associated
with an event taking place in Courthouse Park.
Staff has created Council Policy 87 (Special Event Permits) to establish a policy
for Special Event Permits as directed by the City Council. Policy 87, as attached,
formally waives all Special Event Permit Fees for the following types of events:
1. All events in which the City is in sole discretion or co-sponsors the events
production and implementation, or
2. Events hosted by a “Friends Group” in which the event’s sole intent is to
benefit a City Facility, or
3. All Veterans Group Events that honor Armed Forces Veterans.
Staff feels it important to note that item Number 2 specifically denotes the event
must solely benefit a City Facility. Staff believes this is an important provision
which provides a defined parameter to issue a waiver.
The City Council will continue to reserve their right to hear and grant any fee
waiver request from any other group not governed by Council Policy 87.
cc: Eric Levitt
Jay Winzenz
CITY OF JANESVILLE Policy No. 87
Page 1 of 1
CITY COUNCIL POLICY STATEMENT
Date Issued 2/14/11
General Subject: Administration
Specific Subject: Special Events Effective Date 2/14/11
Permits
Cancellation Date
Supersedes No.
PURPOSE:
To clarify, record, and establish City policy on Special Event
Permits.
STATEMENT OF POLICY:
Special event applications and permit fees are required whenever
an event takes place on City property.
SPECIAL EVENT PERMIT FEES:
Special Event Permit Fees include all costs associated with the
type of event, the length of the event, the number of event
attendees, which facility is being rented, any equipment rented,
and any scheduled or unscheduled work completed by City Employees
in preparation for the event or clean up and/or repairs after the
event.
SPECIAL EVENT PERMIT FEE EXEMPTIONS:
All events that take place on City property are required to
submit a Special Event Application. However, the following
events are exempt from Special Event Permit fees:
1.All events in which the City is in sole discretion or
co-sponsors the events production and implementation,
or
2.Events hosted by a “Friends Group” in which the event’s
sole intent is to benefit a City Facility, or
3.All Veterans Group Events that honor Armed Forces
Veterans.
SPECIAL EVENT PERMIT FEE WAIVERS:
The City Council reserves the authority to waive any portion of
any Special Event Permit Fee