#1 Waive special eevnt fee for Farmers MarketLEISURE SERVICES DEPARTMENT MEMORANDUM
MEMO TO: City Council
MEMO FROM: Shelley Slapak, Acting Recreation Director
SUBJECT: Action on a Request to Waive the Special Event Fee for the
Janesville Farmers Market
DATE: March 22, 2011
______________________________________________________________________
Summary
Janesville Farmers Market, Inc. has submitted a Special Event Application to conduct
the 2011 Farmers Market in downtown Janesville. The Market is scheduled to operate
annually from Mother’s Day weekend (May 7) through the last Saturday in October
(October 29) utilizing the 100 and 200 blocks of North Main Street. The Board of
Directors has again requested that the City of Janesville waive the event fee for 2011.
The Board is also requesting that the City waive the $832 equipment fee for 2011. It is
the Board’s belief that the event fee ($550) and the equipment rental fee of ($832)
would be cost prohibitive in operating the market now or any time in the near future.
The Farmers Market Board may be purchasing equipment on their own and in turn
would not need to rent our equipment (barricades and trash receptacles).
Recommendation
The Janesville Farmers Market, Inc. does not meet Council Policy #87 for special event
permit fee exemption.
Assistant City Manager Recommendation
The City Council recently approved changes to Council Policy #87 which establishes
criteria for waiving special event fees. The waiver request from the Farmer’s Market
does not meet the criteria contained in that policy, however, in that policy the City
Council reserves the authority to waive any portion of any Special Event Permit Fee.
This is appropriately a policy question for the City Council.
Suggested Motion
Move to either approve or deny the request from Janesville Farmer’s Market, Inc. to
waive the 2011 special event and equipment rental fees.
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
Marketing 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.
In 2009, the Farmers Market board requested a fee waiver again. The council voted
and approved the waiver unanimously.
In 2010, the Janesville Farmers Market Inc. Board of Directors requested to the City
Council a fee waiver for 2010 and beyond. At that time, City Council approved the
waiver of the 2010 special event fee of $530 and associated equipment charges totaling
$832, but asked the Farmers Market Board to return in 2011 if requesting a fee waiver
again.
The Leisure Services Department is now in receipt of the 2011 Special Event
Application and a letter from Bryan Meyers, Chairman of the Janesville Farmer’s
Market, Inc. Board of Directors, requesting the City waive the special event fee of $550
and rental of equipment fee of $832 (see attached letter). The Market provides their
own liability insurance (see attached). Leisure Services is also in receipt of their
recycling plan (see attached).
This matter is being brought before the City Council because Janesville Farmers
Market, Inc. does not meet Council Policy #87 for special event permit fee exemption.
cc: Eric Levitt, City Manager
Jay Winzenz, Director of Admin. Services
John Olson, Deputy Chief of Police
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