TO: Mayor and Commissioners
FROM: Francine Ramaglia, Assistant City Manager
THROUGH: Donald B. Cooper, City Manager
DATE: September 8, 2016
Title
RESOLUTION NO. 42-16 ADOPTING THE SPECIAL EVENTS POLICY AND SPECIAL EVENTS GUIDEBOOK
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 42-16 adopting the Special Events Policy and the Special Events Guidebook.
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Background:
The Special Events Task Force requests the City Commission adopt the Special Events Policy and the Special Events Guidebook as presented to the City Commission for discussion on August 23, 2016.
Special Events Policy Highlights
1. Sets forth the purpose of the policy.
2. Defines authority for the policy.
3. Provides definitions of special events, Special Events Office (SEO) and the Special Events Technical Advisory and Assistance Committee (SETAC).
4. Provides for classification for types of event permits, including annual permits.
5. Provides event permit application timelines.
6. Provides certain exemptions from the policy.
7. Provides anti-discrimination clause.
8. Provides for General Policies including the following:
a) Requires an event permit for all events.
b) Provides for SEO to approve all event permits except for new major public events in the Downtown core which shall be approved by the City Commission.
c) Restricts major events to one per month within the downtown core during the months of October - May (season).
d) Restricts the number of events occurring in the Downtown Core during the period of October - May (season) by prohibiting simultaneous events
e) Restricts the number of athletic events, using city roads, to two per month and allows no more than 12 closures of A1A per year.
f) Provides for preference for Hometown events.
g) Provides that events on OSS must be approved per OSS management and per OSS management and lease agreements.
h) Set conditions for road closures and limits the use of Swinton and Atlantic Avenue.
i) Emphasizes event vendors may not block storefronts unless approved by SEO.
j) Requires site plans to be finalized no later than 30 days prior to event.
k) Bans amusement rides from the downtown core
9. Provides for waivers pursuant to various ordinances including, but not limited to, noise, open containers of alcohol, animals, sale of merchandise, event signs, outdoor retail display and temporary parking areas.
10. Provides grounds for denial/revocation of special event permit.
11. Outlines other terms and conditions including the requirement for notification of the event; deposits and payment of fees through a contract and discount of fees under certain conditions.
12. Provides for and defines city sponsorship with approval authority by the City Manager (below $50,000) and City Commission (above $50,000).
13. Provides for event fines and penalties, including the cost of any damages and/or required repairs.
14. Notes the use of a Special Event Guidebook to help interpret the policy.
15. Provides for at least an annual review of event fees, charges, guidebook and policies.
16. Provides for an effective date of October 1, 2016.
Special Events Guidebook Highlights
The Guidebook details the procedures and processes that will be followed by the applicant and the City for granting of a Special Event Permit in support of the adopted policies. Where there may be conflict between the guidebook and policy, the policy will prevail.
The Guidebook also provides forms and more detailed information concerning the various aspects of the Special Events Policy, other requirements and useful information for the event producer.
City Attorney Review:
Approved as to form and legal sufficiency.
Timing of Request:
The new Special Events Policy is to be effective for events held on or after October 1, 2016.