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Event Fee Waivers 07-01-14

Event Fee Waivers 07-01-14

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Published by L. A. Paterson
Carmel City Council Agenda Item
Carmel City Council Agenda Item

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Published by: L. A. Paterson on Jun 27, 2014
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06/27/2014

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July 1, 2014 Council Meeting Packet Page 119
To: From: Submitted by: Subject:
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 Activiti
es
Director Consideration
of
a resolution
ame
nding
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
author
i
zed
each fiscal year. Impose a
limit
of
7,500 in waived fees
for
an
event
 
July 1, 2014 Council Meeting Packet Page 120
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
tot l
dollar
mount
of
fee waivers authorized each fiscal year
as
specified
in
the
Fiscal
Year 2014/15
Cou
nc
il Discretionary budget fund Reduce
the
imposed
limit
on waived fees
to
$5,000 Council also indicated
th t
it
would like
to
see
a mechanism whereby
the number
of
fee waiver requests
th t
require Council's consideration would be reduced. In
order
to
facilitate a reduced number
of
fee waiver requests
th t
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
th t
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
dr ft
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.
2
 
July 1, 2014 Council Meeting Packet Page 121
 iscal
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
sav
ings
for the
City.
Budgeted yes/no) Funding Source general fund, grant, state)
Yes
Council Discretionary Fund
Previous Council Action:
t
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
t
the
April
3
2012 meeting, Council adopted revisions
to
City Council Policy C12-02: Event
Fee
Waivers. City Attorney Administrative
Services
D
Dir
of
CPB
Dir
of
Public
Svcs
D
D
Library
&
CA
Dir
Rl
Other
D
D
3

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