Agenda - Council Work Session - 04/08/2008

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Report Exhibit B which describes what other cities are currently doing with regard to "special events". When processing a Special Events Permit, staff defaults to Section 7.07 Music Festivals. Attached to this Report is the current Section 7.07 of City Code. The Special Events application has taken the place of the Music Festival application. Staff is recommending that City Code Section 7.07 titled Music Festivals be re-titled Special Events and be amended to more clearly reflect the criteria staff follows in accepting and bringing forward Special Events Permit applications. The Code would be amended to require a Special Events Permit for activities that extend to the outside of a facility. (When the event is a single activity, such as a carnival or parade, an application specific to that event is applied for and is currently covered in City Code.) Outdoor wedding receptions, graduation parties, family reunions, etc., would not require a permit regardless of the amount of people in attendance. If live music is part of these celebrations, people are asked to notify their neighbors, have the music -end by 11 :00 -p.m. (Friday & Saturday), and to notify the police incase there are any calls/complaints. Definition of an outdoor event could be: ~ Outdoor recreation which would include, but not be limited to, live music, car shows, auctions, etc. A special event requiring a permit application and an application fee could be: ~ An outdoor event where 200 or more people are expected to attend ~ An outdoor event that will be advertised to the public ~ An outdoor event that includes live music ~ An outdoor event that requires a P A system ~ An outdoor event that deviates from what is currently allowed in a Conditional Use Permit or Interim Use Permit ~ An outdoor event that charges an entrance fee and is for profit Each of these applications would be reviewed by Administration, Police, Fire, Public Works, and Community Development to determine if patrol and fire coverage is needed, traffic management, tent inspections, etc. at an added fee. Criteria to justify fees be waived could be: ~ Applicant is anon-profit organization (youth group, churches, Lions, Rotary, etc.) ~ A neighborhood block party (a separate application could be drafted for this type of use). National Night Out Block parties would be excluded from any application process. Council may be interested in allowing staff to process these types of permits administratively. ~ Event is a community event and there is no fee to participate Council will make the final determination about the approval of the event and the fee at the time the application is brought forward on the Council agenda. -2-