#1 Request from Partners in Prevention to waive special event fees for Family Fun FestLEISURE SERVICES DEPARTMENT MEMORANDUM
August 2, 2011
MEMO TO: City Council
FROM: Shelley Slapak, Acting Recreation Director
SUBJECT: Action on a Request from Partners in Prevention-Rock County to Waive
Special Event Fees for Family Fun Fest
______________________________________________________________________
Summary
Partners in Prevention-Rock County, Inc., a nonprofit organization, submitted a Special
Event Application to conduct the 2011 Family Fun Fest in Riverside Park to be held on
September 10, 2011. This alcohol, tobacco and drug-free event is free and open to the
public. Partners in Prevention-Rock County, Inc. have again requested that the City of
Janesville waive the special event fee of $120 for 2011. Additionally, they are
requesting that the City waive the $148 equipment fee (20 picnic tables, portable stage,
trash barrels, recycling bins and bags), $60 pavilion reservation fee, and $25 deposit
fee for recycling bins for 2011. Partners in Prevention requests that the City of
Janesville co-sponsor this event, and waive all fees.
Recommendation
Leisure Services is in receipt of all required documents to hold their special event,
including, application, certificate of insurance, site map, pavilion permit, recycling plan,
and list of venders. This event meets standards for event approval.
Family Fun Fest does not meet Council Policy #87 for special event permit fee
exemption.
City Manager Recommendation
Partners in Prevention application does not meet the Council criteria allowing Leisure
Services to waive the fees administratively, therefore, I recommend denial of the
request to waive the fees.
The reason for the recommendation is, while I believe this is a worthwhile event, I
believe there are many worthwhile events and this is the reason the policy was
established by Council. We continue to attempt to maintain quality parks activities and
recreation activities and a part of the reason for the fees is to assist the department in
maintaining other quality programs. If we did not have the fees other programs may
suffer due to those resources going into supporting the fee waiver.
Suggested Motion
Staff has no recommendation. Per Council Policy Statement #87 (Special Event
Permits), the City Council reserves the authority to waive any portion of any Special
Event Permit Fee.
Background & Analysis
Family Fun Fest has been an annual event since 2003. The City Council waived fees
associated with the event in 2009 and 2010. Prior to 2009, special event fees were paid
for this event by the event organizer.
Per Marv Wopat’s letter dated July 20, 2011, there are many organizations involved in
this family friendly event. In the past the Janesville Police Department and Fire
Department have had a presence at the event.
The Leisure Services Department is now in receipt of the 2011 Special Event
Application and a letter from Marv Wopat, Chairman of Family Fun Fest., requesting the
City waive the special event fees of $353 (see attached letter). Family Fun Fest
provides 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 Partners in Prevention-
Rock County, Inc. does not meet Council Policy #87 for special event permit fee
exemption for Family Fun Fest.
cc: Eric Levitt, City Manager
Jay Winzenz, Director of Admin. Services/Assistant City Manager
Danny Davis, Deputy Chief of Police
Tom Presny, Parks Director
2