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#1 Action on request to waive special event fees for 2012 Rock Aqua Jays ski tournaments LEISURE SERVICES DEPARTMENT MEMORANDUM May 1, 2012 MEMO TO: City Council MEMO FROM: Shelley Slapak, Acting Recreation Director SUBJECT: Action on a Request to Waive Special Event Fees for 2012 Rock Aqua Jays Ski Tournaments ______________________________________________________________________ Summary Rock Aqua Jays Water Ski Club, Inc., a nonprofit organization, submitted three Special Event Applications for water ski tournaments to be held in Traxler Park on the Rock River in 2012. Two events, the Mercury Open Water Ski Show Tournament held in June and the National Water Ski Show Tournament held in August are recurring financial gain events. The World Water Ski Show Tournament to be held in September is a first time financial gain event. The Rock Aqua Jays are requesting that all special event fees associated with all three tournaments be waived. In past years, the Rock Aqua Jays have paid all special event fees for the Mercury Open and National Water Ski Show Tournament. The Rock Aqua Jays are requesting that the special event fees for all three tournaments be waived including, $1,250 in special event fees, $905 in pavilion rental fees and $384 in equipment rental and $200 in tent permits totaling $2,739. The Rock Aqua Jays feel these events have a significant financial impact on the City of Janesville, and the club puts significant funding into Traxler Park projects. However, there is significant staff time associated with preparing the park for these tournaments, as well as potential lost revenue in not being able to reserve the pavilions. These tournaments are financial gain activities. Recommendation Leisure Services is in receipt of all required documents to hold all three tournaments including, applications, certificate of insurance for each event, pavilion permits, and recycling plans. These tournaments meet the standards for event approval. Rock Aqua Jays Water Ski Club, Inc. does not meet Council Policy #87 for special event permit fee exemption. The exemption qualifications are as follows: 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. Based on Council Policy Statement #87, staff cannot recommend the waiving of fees, but staff recommends consideration of waiving fees associated with the special event application ($450) and equipment rental ($160) associated with the World Water Ski Show Tournament as a one-time waiver. Per Council Policy Statement #87 (Special Event Permits), the City Council reserves the authority to waive any portion of any Special Event Permit Fee. City Manager Recommendation both The City Manager recommends $610 of the $1040 in fees for the Nationals and World Water Ski event based on the fact that the estimated economic impacts for the community are $3.5 million associated with the World Water Ski event and $2 million for the Nationals event. Even though it does not meet Policy Statement #87, these are unique events that provide positive economic benefit to the community and are unique in nature. Suggested Motion I move to waive the following fees _______ for the following events _________. Background & Analysis The Leisure Services Department is now in receipt of the 2012 Special Event Applications for all three Rock Aqua Jays tournaments, including the Mercury Invitational Water Ski Show Tournament, National Water Ski Show Tournament and World Water Ski Show Tournament, in addition to letters from each Tournament Director requesting the City waive all associated special event fees for each tournament. Event fees for the Mercury Invitational Water Ski Show Tournament total $659. This includes a special event fee of $350, pavilion rental fees of $245, equipment rental fees of $64. Event fees for the National Water Ski Show Tournament total $1,040. This includes a special event fee of $450, pavilion rental fees of $330, equipment rental fees of $160, and a tent fee of $100. Event fees for the World Water Ski Show Tournament total $1,040. This includes a special event fee of $450, pavilion rental fees of $330, equipment rental fees of $160, and a tent fee of $100. This matter is being brought before the City Council because the Rock Aqua Jays Water Ski Club, Inc. does not meet Council Policy #87 for special event permit fee exemption for their tournaments. A letter from the each Tournament Director for their respective tournaments and their special event applications are attached and outline more details about the event. 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