Event Fee Waivers 07-01-14

July 1, 2014 Council Meeting Packet Page 119

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CITY OF CARMEL-BY-THE-SEA

Council Report

July 1, 2014

Honorable Mayor and Members of the City Council

Jason Stilwell, City Administrator

Janet Bombard, Library and Community Activities Director

Consideration of a resolution amending City Council Policy C12-02: Event Fee

Waivers

Recommendation(s): Adopt the resolution amending City Council Policy C12-02: Event Fee Waivers.

Executive Summary: At the April 3, 2012 meeting, Council adopted revisions to City Council

Policy C12-02: Event Fee Waivers. In light of the increasing number of

special events and the associated requests for fee waivers, staff

recommends further refining the policy in order to provide consistent

guidelines for the purpose of considering fee waiver requests, applying

policy, and reducing the amount of special event fees waived annually.

Analysis/Discussion: At the June 3, 2014 Council meeting staff asked for, and received from

Council, direction regarding proposed revisions to City Council Policy C12-

02: Event Fee Waivers.

Fee waiver guidelines proposed by staff for Council consideration at the

June 3rd meeting included the following:

• Priority will be given to community-based nonprofit organizations,

organizations that provide educational and/or community

programs and events that are open to the general public free of

charge, and events of which the city is a sponsor or co-sponsor

• Limit the number of years for which an organization will be

eligible for ongoing waivers of fees for the same event to three

years from the inception of the event

• Set a cap of $30,000 on the total dollar amount of fee waivers

authorized each fiscal year.

• Impose a limit of $7,500 in waived fees for an event

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Council direction regarding the proposed guidelines was as follows:

• Remove the requirement for nonprofit organizations and wording

regarding City sponsorship

• Use the cap of $27,500 on the total dollar amount of fee waivers

authorized each fiscal year as specified in the Fiscal Year 2014/15

Cou ncil Discretionary budget fund

• Reduce the imposed limit on waived fees to $5,000

Council also indicated that it would like to see a mechanism whereby

the number of fee waiver requests that require Council's consideration

would be reduced.

In order to facilitate a reduced number of fee waiver requests that

currently must be considered by Council, staff proposes the following

additions to the Event Fee Waivers Policy application process:

• All special event fee waiver requests will first be considered by the Community Activities and Cultural Commission (CA&CC} at a regularly scheduled meeting

• In the case of requests for fee waivers for new events - or established events that have previously received a waiver of fees and are within the three-year window outlined in the proposed guidelines - the CA&CC may make a formal request to the City Administrator to waive eligible fees up to $5000 instead of securing Council approval

Requests for fee waivers for events going into their fourth year or more must come before the City Council after being reviewed by the Community Activities and Cultural Commission; however, a time savings for Council can still potentially be realized by utilizing the CA&CC recommendation, which will be based on the Event Fee Waivers policy.

A draft revised policy (Attachment A) follows. Proposed changes to the policy are in bold font.

The "Criteria" and "Documentation Required with Waiver Requests" sections of the current policy (Attachment B) were combined and added to section IV: Documentation Required with Waiver Request.

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Fiscal Impact: This fiscal year to date Council has waived $38,691 in special event

permit fees. If Council adopts the recommendation to waive no more

than $27,500 per year in special event fees, the City would realize

approximately $10,500 per year in savings. Adopting the limit of no more

than three years of fee waivers for most ongoing events and imposing a

cap on individual fee waivers will realize further savings for the City.

Budgeted (yes/no) Funding Source( general fund, grant, state)

Yes Council Discretionary Fund

Previous Council Action: At the June 3, 2014 meeting Council provided staff with direction

regarding proposed revisions to City Council Policy C12-02, Event Fee

Waivers.

Decision History:

Reviewed by:

City Administrator

Asst. City Admin.

Public Safety Dir

City Engineer

At the April 3, 2012 meeting, Council adopted revisions to City Council

Policy C12-02: Event Fee Waivers.

~ City Attorney 0 Administrative Services 0

D Dir of CPB 0 Dir of Public Svcs D

D Library & CA Dir JRl Other D

D

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ATIACHMENTA

DRAFT

CITY COUNCIL POLICY C12-02 EVENT FEE WAIVERS

I. Purpose II. Community Event Fees III. Application Process IV. Documentation Required with Waiver Request V. Additional Documentation Required for Established Events VI. Guidelines

I. Purpose The City supports and encourages events that have a significant economic, charitable, or community benefit. The City will consider waiving certain fees in order to promote the City and special events. The City is regularly being approached to waive fees for Community Events. This policy is designed to outline the process and criteria for the submittal, and review by Council, of fee waiver requests.

II. Community Event Fees Fees eligible for Waivers:

• Special Event Permit Fee • Fees associated with street closures • Fees associated with events on the beach or at City Parks • Parking stall fees

Fees not eligible for Waivers: • Grant writing expenses • Damage deposits • Overtime costs for City personnel • Costs for personnel with which the City contracts in order to facilitate the event

III. Application Process • An applicant shall submit in writing a request for a fee waiver to the Community

Activities Director • Requests for a waiver of fees for new events must come to the City Council • All special event fee waiver requests will first be considered by the Community

Activities and Cultural Commission (CA&CC) at a regularly scheduled meeting. a. In the case of requests for fee waivers for new events - or established events that have previously received a waiver of fees and are within the three-year window outlined in the Guidelines below - the Community Activities and Cultural Commission may make a formal request to the City Administrator to waive eligible fees up to $5000 instead of securing Council approval

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DRAFT

b. Requests for fee waivers from events going into their fourth year or more must come to the City Council after being reviewed by the Community Activities and Cultural Commission.

• The City Administrator shall be given authority to apply this policy for waivers up to $5000

• Staff or the applicant can appeal a waiver request to the City Council. • Events proposed for co-sponsorship must be placed on a City Council agenda

IV. Documentation Required With Waiver Request • Detailed scope of the event • Proposed budget for the event • Anticipated economic impact to the City and community • Anticipated positive and negative impacts of the event on the community • What charitable contributions will be made (if any), either directly or indirectly, to the

community? What is the anticipated amount or percentage of the contribution(s) and to what organization(s) will it be made?

• Written survey of businesses and/or residents affected by the event indicating their acceptance of the proposed event

V. Additional Documentation Required for Established Events That Have Received Fee Waivers • Past financial statements since inception of event • Documentation showing actual charitable contributions to organizations within the

93921 zip code area since inception of event

VI. Guidelines • The number of years for which an organization will be eligible for ongoing waivers

of fees for the same event should be no more than three years from the inception of the event

• Charitable contributions will be made to charitable organizations within the 93921 zip code area

• The total dollar amount of fee waivers authorized each fiscal year should not exceed $27,500

• The City should waive no more than $5,000 in fees for a special event • Priority will be given to organizations that provide educational and/or community

programs and events that are open to the general public free of charge

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DRAFT

Please note: the following is not intended to be an exhaustive list of charitable organizations within the 93921 zip code area. It is a guide only, to assist you in determining a charitable organization with which you may want to align your special event.

CARMEL ART ASSOCIATION P.O. Box 2271 Carmel 93921 (831) 624-6176

(831) 624-1521 ext.

CARMEL BACH FESTIVAL FOUNDATION INC P.O. Box 575 Carmel 93921 12

CARMEL CHAMBER OF COMMERCE P.O. Box 4444 Carmel 93921 (831) 624-2522

CARMEL FOUNDATION P.O. Box 1050 Carmel 93921 (831) 624-1588

CARMEL HERITAGE SOCIETY P.O. Box 701 Carmel 93921 (831) 624-4447

CARMEL HOST LIONS CLUB FOUNDATION INC P.O. Box 3113 Carmel 93921 (831) 624-5636

CARMEL INTERNATIONAL FILM FESTIVAL P.O. Box 5877 Carmel 93921 (831) 625-3700

CARMEL MISSION FOUNDATION INC P.O. Box 221351 Carmel 93922 (831) 624-3261

CARMEL MUSIC SOCIETY P.O. Box 22783 Carmel 93922 (831) 625-9938

CARMEL POLICE OFFICERS ASSOCIATION P.O. Box 52 Carmel 93921 (831) 624-6403

CARMEL PUBLIC LIBRARY FOUNDATION P.O. Box 2042 Carmel 93921 (831) 624-2811

CARMEL RESIDENTS ASSOCIATION P.O. Box 13 Carmel 93921 (831) 626-1610

CARMEL WOMAN'S CLUB INC P.O. Box 2674 Carmel 93921 (831) 624-2866

CARMELYOUTHCENTER P.O. Box 2399 Carmel 93921 (831) 624-3285

CARMEL-BY-THE-SEA GARDEN CLUB P.O. Box 1972 Carmel 93921 (831) 622-5252

CHERRY CENTER FOR THE ARTS P.O. Box 863 Carmel 93921 (831) 624-7491

CITY OF CARMEL-BY-THE-SEA P.O. Box CC Carmel 93921 (831) 620-2000

FLANDERS FOUNDATION P.O. Box 1414 Carmel 93921 (831) 626-3826

FOREST THEATER FOUNDATION P.O. Box 1087 Carmel 93922 (831) 624-4345

FOREST THEATER GUILD INC P.O. Box 2325 Carmel 93921 (831)-626-1681

FRIENDS OF CARMEL FOREST P.O. Box 344 Carmel 93921 (831) 624-7022

FRIENDS OF HARRISON MEMORIAL LIBRARY P.O. Box 87 Carmel 93921 (831) 626-9067

FRIENDS OF SUNSET FOUNDATION P.O. Box 1950 Carmel 93921 (831) 624-4538

PACIFIC REPERTORY THEATRE P.O. Box 222035 Carmel 93922 (831) 622-0700

ROBINSON JEFFERS TOR HOUSE FOUNDATION P.O. Box 2713 Carmel 93921 (831) 624-1813

ROTARY CLUB OF CARMEL-BY-THE-SEA P.O. Box 774 Carmel 93921 (831) 622-4803

SUNSET COMMUNITY AND CULTURAL CENTER P.O. Box 1950 Carmel 93921 (831) 620-2053

CARMEL ART ASSOCIATION P.O. Box 2271 Carmel 93921 (831) 624-6176

(831) 624-1521 ext.

CARMEL BACH FESTIVAL FOUNDATION INC P.O. Box 575 Carmel 93921 12

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ATTACHMENT B

CITY COUNCIL POLICY C12-02 EVENT FEE WAIVERS

Revised and Adopted April 4, 2012

I. Purpose II. Community Event Fees III. Application Process

I . Purpose The City supports community events and encourages events that have a significant economic, charitable, or community benefit. The City will consider waiving certain fees in order to promote the City and special events. The City is regularly being approached to waive fees for Community Events. This policy is designed to outline criteria for the submittal and review by Council of fee waiver requests.

II. Community Event Fees Fees eligible for Waivers:

• Special Event Permit Fee • Fees associated with street closures • Fees associated with events on the beach or at City Parks • Parking stall fees

Fees not eligible for Waivers: • Grant writing expenses • Damage deposits • Overtime costs for City personnel • Costs for contracted personnel

Criteria: • What will be the economic impact on the community? • What charitable contributions to the community will be made, either directly or

indirectly? Documentation Required With Waiver Request

• Detailed scope of the event • A proposed budget • Past financial statements for established events • Requests need to include the impact of the event on the community (positive and

negative)

III. Application Process • An applicant shall submit in writing a request for a fee waiver to the City Clerk • Staff shall be given authority to apply this policy for waivers up to $5000. Staff or the

applicant can appeal a waiver request to the City Council • Events proposed for co-sponsorship must be placed on a City Council agenda • Waiver of fees for new events must come to the City Council

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL

RESOLUTION NO. 2014-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY THE-SEA AMENDING CITY COUNCIL POLICY C12-02: EVENT

FEE WAIVERS

WHEREAS, the City continues to receive an increasing number of special event permit requests with associated requests for fee waivers; and

WHEREAS, there is a need for consistent guidelines for the purpose of considering fee waiver requests, applying policy, and reducing the amount of special event fees waived annually; and

WHEREAS, imposing limits on the amount ofboth individual and total annual fees waived will result in a savings to the City.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA does hereby:

1. Adopt the revisions to City Council Policy C12-02: Event Fee Waivers

PAS SED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this 1st day of July, 2014, by the following roll call vote:

AYES:

NOES:

ABSENT:

ATTEST:

Catherine Raynor City Clerk

COUNCIL MEMBERS:

COUNCIL MEMBERS:

COUNCIL MEMBERS SIGNED:

JASON BURNETT, MAYOR City of Carmel-by-the-Sea

Documents

Event Fee Waivers 07-01-14