HomeMy WebLinkAbout09/01/1992, 2 - REVISIONS TO THE THURSDAY NIGHT ACTIVITIES/FARMERS' MARKET RULES AND REGULATIONS AND FEE STRUCTURE. THE NEW REGULATIONS AND FEE SCHEDULE REFLECT NEEDED CHANGES IN THE MANAGEMENT OF THE EVENT TO CONTINUE THE BIA POLICY OF RUNNING A SELF-SUP u j11/ 1" _ MEETING OATE
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COUNCIL AGENDA REPORT I TEM NUMBER: A
FROM: Lynn Block, -Administrator, Business Improvement Association
SUBJECT: Revisions to the Thursday Night Activities/Farmers' Market
Rules and Regulations and fee structure. The new
regulations and fee schedule reflect needed changes in the
management of the event to continue the BIA policy of
running a self-supporting market.
CAO RECONIlEENDATION
Adopt two resolutions: one approving the Business
Improvement Association' s Thursday Night Activities/TNA
Rules and Regulations and one approving the Fee Schedule.
DISCUSSION•
Background: The Business Improvement Association
works to maintain the original purpose of TNA/Famers '
Market, promoting downtown San Luis Obispo. Through the
Thursday Night Activities Committee and Board of Directors,
the rules governing the event are reviewed annually to
ensure that each application and participant in the event is
treated in a fair and equitable manner.
The TNA Committee deals each week with the operational
issues involved in running the event. The Board of
Directors makes policy decisions about the event based on
the recommendations of the committee and the effect of
the event on the BIA.
Several major changes to the rules are underlined in the
attached copy for City Council review. These changes are as
follows:
* The inclusion of definitions for key terms used
throughout the document. (See Section 2, page 4) . .
* A continued emphasis on member participation was
included with a statement regarding the daily
operation of the business within the BIA district. —
(Section 3 , page 5) .
* No participant is guaranteed a specific location
on the street. (Section 3, page 5) .
* The section on media was added to clarify the
concerns regarding out of district media
participation. (Section 8, page 9) .
* The clause stating that the event was subject to
City Council approval was included to encourage
all participants to treat TNA/Farmers' Market as
a special event and not a regular business activity.
(Section 15, page 13 ) .
* The rain out/cancellation time was changed to 12:00
noon to give the barbecuers an opportunity to cancel
before encountering food and personnel costs.
(Section 15, page 15) .
* The General Rules for all participants were amended to
provide the committee an opportunity to encourage
groups doing fundraisers to be creative in their sales
and avoid competing with downtown businesses.
(Section 17, page 18 ) .
FEE SCHEDULE
The fees for the event were revised in December of 1990.
Due to the increasing costs of garbage service, street
closure services, and equipment rental, the BIA is
recommending the following fee increases:
* Information and Non Profit groups would be charged
$10 per night, up from the current charge of $5 per
night.
* The media charge would be raised from. $10 to $25 per
night.
* The barbecuers would be charged $. 16 per square foot
which represents a 5% increase.
* The fees paid by the Farmers' Association will
increase due to the agreement with them to cover 10%
of the fixed costs which includes garbage,
barricades, and janitorial.
Thursday Night Activities/Farmers Market is an event
designed to benefit the downtown community. The BIA
researched the fees charged by comparable markets in
other cities and found that San Luis Obispo was well —
below the average in the above categories. Based on
this survey and the increasing costs of operating the
event, the fees were increased to maintain the
self-supporting goal established for the event.
Conclusion: The rule revisions are fair and applicable to
participants in the event and do not adversely affect any
particular group. The revisions are simple modifications
noted by the BIA throughout the past year.
The changes in the fee structure reflect the philosophy of
operating a self-supporting event. The attached financial
statement summarizes the need for a fee increase.
CONCURRENCES:
The revised regulations have been approved by the City
Attorney and BIA Board of Directors.
FISCAL IMPACTS-
.
The proposed fee changes would increase the total revenue
for TNA/Farmers Market by $7,000 per year which
would simply offset the $2,000 per year increase in
barricade cost, $500 per year increase in garbage, $2,000
increase in equipment rental, and $4,000 cost of
administrative overhead.
The administrative overhead is attributed to the office
supplies and office rental space that is utilized by
TNA/Farmers Market.
The fee increases are also in keeping with the City' s
philosophy that the BIA should be a financially self-
supporting program.
A7TACB14ENTS-
111" Resolution for Revised Rules and Regulations
112" Resolution for Revised Fee Schedule
"3" Financial Summary for TNA/Farmers Market
�2-3
RESOLUTION NO. ( 1992 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING BIA RULES AND REGULATIONS
FOR THURSDAY NIGHT ACTIVITIES
BE IT RESOLVED, by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Resolution 6941 (1991 Series) is hereby rescinded.
SECTION 2. That the BIA Rules and Regulations for Thursday
Night Activities, attached hereto marked Exhibit "A" and
incorporated herein by reference, have been reviewed and are
accepted. Recommended changes shall be made from time to time by
the BIA Board of Directors for subsequent Council approval.
On motion of seconded
by and on the following roll
call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of
Mayor Ron Dunin
ATTEST:
Pam Voges, City Clerk
APPROVED:
City inistrative Officer
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RESOLUTION NO. ( 1992 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING BIA FEE SCHEDULE
FOR THURSDAY NIGHT ACTIVITIES
BE IT RESOLVED, by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Resolution 6942 (1991 Series) is hereby rescinded.
SECTION 2. That the Fee Schedule for Thursday Night
Activities, attached hereto marked Exhibit "A" has been reviewed
and incorporated herein by reference, is accepted. Recommended
changes shall be made from time to time by the BIA Board of
Directors for subsequent Council approval.
On motion of seconded
by and on the following roll
call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of
Mayor Ron Dunin
ATTEST:
Pam Voges, City Clerk
APPROVED:
d
City A inis tive Officer
t Att rn
=ACM Ein 2 -/�
THURSDAY NIGHT ACTIVITIES/FARMERS' MARKET
FEE SCHEDULE
ALL FEES ARE BASED ON A PER NIGHT BASIS, AND MUST BE PAID IN ADVANCE.
Ongoing participants will be billed quarterly, 30 days in advance of the
start of the quarter with payment due by the 15th of the month starting the
quarter.
BILLING DATES QUARTER DUE DATE
December 1 ( lst)January, February, March January 15
March 1 ( 2nd)April, May, June April 15
June 1 ( 3rd)July, August, September July 15
September 1 ( 4th)October, November, December October 15
Permits will be revoked for non-payment of fees within 30 days of the due
date. An interest rate of 18% will be charged for all late payments (paid
after the due date) .
FEE SCHEDULE:
PER WEER
Barbecue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ . 16
(total square footage x $ . 16per square foot)
BIA Member Food Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10-$30
( $10 per 10 feet of space, 30feet maximum)
BIA Member Direct Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 5-$10
( $5 per 10 feet of space, 20feet maximum)
Direct Sales-Non Profit. . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10
( Four times per year, 8 foot space maximum)
Information-Non Profit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10
( 8 foot space maximum)
Media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 25
( 8 foot space maximum)
Entertainment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 5
Non-Competing Business. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 50-$100
( $50 per 10 feet, 20 feet maximum)
----------------------------------------------------------------------
NOTE: The Farmers' Market Association is charged 1% of its gross sales and
10% of the event' s fixed costs, payable quarterly. Fixed costs include
barricades, garbage collection, janitorial, and administrative costs.
Revised 7/92
EXHIBIT A
FINANCIAL SLIl'•�•�E7
THURSDAYtNIGHT ACTIVITIES -Projected Buuget for 1992-93
49 Thursday's in 1992-93
(Thanksgiving/Christmas Eve/New Year's Eve fall on Thursday)
-�ATEGORY PROTECTED EXPENDITURE PROTECTED REVENUE
PRINTING (rules, posters, etc.) $ 500.00
REPRODUCTION (copies) 150.00
ADVERTISING 300.00
ART & LAYOUT 150.00
STREET CLOSURE 5,323.00
Barricades $4,283.00
Monitors (may-oct) $1,040.00
GARBAGE 6,625.00
JANITORIAL 3,920.00
EQUIPMENT RENTAL 2,425.00
Harvey's $1,225.00
Sound/Lighting $600.00
Misc. $600.00
DOWNTOWN BROWN 980.00
Salary $735.00
Candy. $245.00
ENTERTAINMENT/SPECIAL EVENTS 1,290.00
Snow $100.00
Easter$500.00
Applefest. $400.00
DTB's B-Day $190.00
Misc. $100.00
SPECIAL PROJECT 500.00
OFFICE SUPPLIES 1,921.20
RENT/LEASE 2.135.60 —
Total $26,219.80 $45,439.28'
TNA Coordinator's Salary $18524.51
TOTAL EXPENDITURES $44,744.31
EXCESS AFTER EXPENDITURES $694.97
*This represents projected revenue with fee increases. Actual revenue collected in 1991/92 was
38,296.35.
AT AC�HMENT 3 C4 `�
��►►I►II I I IIIII�II IIID������ pllllll l l 11
cityO sAn WIS OBISPO
990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
August 10, 1992 MEMORANDUM
TO: City Council
FROM: John Dunn, City Administrative Office
J�
SUBJECT: Thursday Night Rules and Fees
Due to one legal issue requiring clarification, and several necessary technical
modifications, the public hearing scheduled for August 18th regarding the BIA's proposed
revisions to the Thursday Night activities rules and fees is being continued to September
1, 1992 by mutual consent.
C. Dunn
Voges
Gray
KH:bw
CCMEM.
J
II IIImII IIpI �
Illl�ulllullllll I�I I III III I�'"III II IIII
II
� city of sAn tuis oBispo
990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
MEMORANDUM
7
TO: Ken Hampian
FROM: Arnold Jonas °
DATE: October 16, 19 1
SUBJECT: Renewal of BIA Thursday Night Sidewalk Sales Permit
Attached for consideration by yourself, John and others as
appropriate is a draft of my approval of an extension of the
referenced BIA permit. The last approval expired on October 11,
1991, prior to which the BIA submitted their request for renewal.
I understand that the City Council was involved in previous
approvals of this permit, either originally or for earlier
renewals. Consequently, there may be some interest in having the
Council involved again especially considering the current barbecue
controversy. I ' ll wait to issue the extension until I have a
response from your office on how to proceed.
The conditions of approval are the same as previously imposed with
a few modifications. Condition number 2 . has been revised to
correspond to the expiration of the BIA insurance coverage on the
event. Condition number 14. has been added to specifically delegate
the responsibility for the barbecues -to the BIA (could be deleted
if considered too sensitive) . we are also considering adding
another condition (or amending number 12 . ) to require development
and implementation of a recycling plan in conjunction with waste
control.
citysAn WIS OBISPO
990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
SIDEWALK SALES PERMIT
PERMITTEE'S AGREEMENT TO HOLD CITY HARMLESS
Address•
- /a 4i �U
Date(s) of sale(s) :
The recipient of this permit hereby agrees to hold the city harmless
from, to defend the city against, and to indemnify the city from all
claims, demands, and suits made against the city, its officers, or
its employees, including attorney's fees and court costs incurred by
the city arising from any act or omission on the part of the
recipient, its officers, employees, subcontractors, agents, guests,
invitees, or those entities participating in any sales activities
sponsored by the recipient, in the prosecution of sales upon the
sidewalks or any portion thereof.
App a is signature
Date