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Home My WebLink About03/01/1988, C-10 - CITY CHANGES TO SPONSORING GROUPS FOR SPECIAL EVENTS 1I`I��y`II^,�III A _ MEETING DATE city of san iuis oBispo March 1, 1988 COUNCIL- AGENDA REPORT M6 FROM: John Dunn, City Administrative Officer SUBJECT: City Charges to Sponsoring Groups for Special Events CAO RECOMMENDATION It is recommended that the City Council adopt the attached resolution_ authorizing the City Administrative. Officer to grant exceptions to Resolution No. 4954 and directing the CAO to develop specific criteria and guidelines for approving exceptions-; and direct staff to study the policy on charges for special events and its financial implications as part of the City's overall financial study. BACKGROUND The basic issue is whether those groups sponsoringpublic events should P pay for the cost of City support services (primarily Police and Public Works) or whether the costs for such City support should be subsidized, and if so, to what extent. Current City Council policy as expressed in Resolution No. 4954 (attached) is clear: sponsoring groups will be charged for City personnel expenses except for events attracting fewer than 200 persons and not involving the sale of alcoholic beverages. The administrative practice for .the past two years has been to waive the Police support services costs for the Mardi Gras and Portuguese parades. The practice for LaFiesta has varied; last year, LaFiesta was charged for part of the costs but. also received a PCC Grant. Over the years the City Council has encouraged special events within the community for the enjoyment of our citizens, to recognize our Community heritage, and to provide community benefit. That implicit policy to some degree contrasts with the explicit City Council policy regarding full cost reimbursement to the City. Under present circumstances, with .some vacillation back and forth between the two concepts, the City is subject to (and frequently accedes to) pressure from the sponsoring organizations. One staff member has observed that "everything keeps getting bigger" , reflecting the concern that City resources committed to these special events are growing larger over the years, with the obvious implication that there is a reduced level of staff time and resources available for other City purposes. More specifically, the use of the Police overtime account for the support of special events reduces departmental flexibility to deal with other high priority community law enforcement issues such as the homeless, maintaining quiet in the downtown area, and monitoring activities occurring in some of our parks. �� ►�IIIIIII�II�� G��III city of San vJIS OBISpo COUNCIL AGENDA REPORT ALTERNATIVES 1 . The City Council could reaffirm Resolution No. 4956. With that direction, staff would fully comply with the extent of the Resolution by charging groups sponsoring special events, including Mardi Gras and the Portugese Parade. 2. As recommended by the staff, the City Council could authorize the CAO to administratively waive these charges for the time being until staff can return with a comprehensive recommendation on fees and charges. 3. The City Council could defer decision until it has more information. This leaves unresolved the current issue of whether or not to charge the group sponsoring Mardi Gras. FISCAL IMPACT The annual cost for Police over-time for special events, not currently charged, is estimated at $10,000. Other departments (primarily Fire and Public Works) also incur costs which have not been estimated. RECOMMENDATION It is recommended that the City Council adopt the attached resolution authorizing the CAO to grant exceptions to Resolution No. 4954 and directing development of specific criteria and guidelines for granting exceptions. It is further recommended that the City Council direct staff to study the policy on charges for special events and its financial implication as part of the City's overall financial study. The results of the study of fees and charges are expected in about six months RESOLUTION NO. (1988 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING THE CITY ADMINISTRATIVE OFFICER TO GRANT EXCEPTIONS TO RESOLUTION NO. 4954 REQUIRING CHARGES FOR SPECIAL EVENTS WHEREAS, in 1982 the City Council adopted Resolution No. 4954 which established a policy regarding the reimbursement of overtime expenses for special events; and WHEREAS, in the last few years administration of this policy has been inconsistent; and WHEREAS, the City intends to undertake a comprehensive review of City fees and charges; NOW THEREFORE BE IT •RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. The City Administrative Officer is authorized to grant exceptions to Resolution No. 4954 until such time as the City Council can review and act on a comprehensive study of fees and charges. SECTION 2. The City Administrative Officer shall prepare criteria and guidelines for the granting of exceptions to Resolution No. 4954. On motion of seconded by and on the following roll call vote: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this day of 1988. ATTEST: City Clerk Mayor APPROVED: ity Ad inistrative Officer City At Lney RESOLUTION NO. 4956 (1982 Series) A RESOLUTION OF TETE COUNCIL OF THE CITY OF SAN LUIS OBISPO ESTABLISHING REGULATIONS COVERING REIMBURSEMENT FOR OVERTIME INCURRED BY CITY EMPLOYEES IN CONNECTION WITH SPECIAL EVENTS AND RESCINDING RESOLUTION 83453 WHEREAS, from time to time, persons, firms and corporations desire to stage public events in the city which require public safety personnel for crowd control or other purposes and which services cannot be provided by the city with its normal complement; and WHEREAS, such events may also necessitate overtime by other city personnel; and WHEREAS, the city believes it equitable and proper that persons, firms or corporations staging such public events reimburse the city for the extra costs incurred by it in furnishing such personnel; NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: Section 1. When a person, firm or corporation wishes to stage a public event in the city requiring personnel for crowd control or other purposes and it is necessary to call personnel back and pay them overtime, the following rules shall apply: (a) The police chief and fire chief shall determine the number of personnel required and shall cause the person, firm or corporation to be billed in advance for the base salaries plus overtime and fringe benefits. The funds shall be paid to the city within five days prior to the event. If such payment is not made by the applicant, the permit for the event will not be issued. Safety personnel shall not be furnished until after receipt of payment. (b) In cases where there will also be charges for city personnel other than public safety, these shall be included in the basic invoice. R 4956 Section 2. Whenever a public event is limited to 200 persons and does not involve the issuance of an alcoholic beverage permit, then the following agencies shall be exempt from payment of overtime fees. All other applicable fees including cleaning and administrative charges are required. (a) Public and/or non-profit educational institutions; and (b) Non-profit corporations where net profits from the special event do not go to the profit of any person, firm or corporation. Section 3. It shall be the policy of the city as implemented through its police department not to feel obligated to supply manpower for exempt agencies above a bare minimum. If the agency wishes additional personnel, it should arrange to obtain and pay for the same. , Section 4. Resolution R3453 is hereby rescinded. On motion of Councilman Settle , seconded by Councilman Dunin , and on the following roll call vote: AYES: Councilmembers Settle, Dunin, Dovey, Griffin and Mayor Billig NOES: None ABSENT: None the foregoing resolution was passed and adopted this 21st day of September , 1982. YOR LAME C. BI G ATTEST: CITY LERK PAMELA V04S APPR c!•' . J A -Js•S L Cit Administrative Offi er Polic Chief City A ne ) R 4956 -JI Fine ea Director — S