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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
Council 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 CARMEL-
BY-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

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