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To:
From:
Submitted by:
Subject:
CITY OF CARMEL-BY-THE-SEA
Council Report
June 3, 2014
Honorable Mayor and Members of the City Council
Jason Stilwell, City Administrator
Janet Bombard, Library and Community Activities Director
Receive and adopt recommendations from the Community Activities and
Cultural Commission regarding streamlining the permit process for
certain events in Devendorf Park
Recommendation(s): Adopt recommendations from the Community Activities and Cultural
Commission regarding streamlining the permit process for certain
events in Devendorf Park.
Executive Summary: At the October 2, 2012 meeting, the City Council directed the Community
Activities and Cultural Commission to adopt guidelines for streamlining
the Special Event Permit process for monthly events to be held at
Devendorf Park. Directions were as follows:
Choose a set Thursday on which to hold the streamlined events
each month
Develop event criteria that qualify for streamlining
Direct staff to develop a thorough permitting procedure that
would have the shortest lead time possible for event proposals
The Commission chose the fourth Thursday of each month.
Analysis/Discussion: Presently, it takes at least 60 days to secure a special event permit (see
Attachment A: City Policy C95-06, Short Term Use of Public Spaces and
Municipal Buildings for Special Events, second page).
Conditions which necessitate a Special Event permit include:
A request for the exclusive use of any portion of any City property
(including Devendorf Park) to the exclusion of the general public
(which also requires Council approval)
Any request that involves the support of any commercial
enterprise
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A request that involves sound equipment greater than a 12 volt
system
Any request that involves the erection of any structure, (e.g.
stage, tents or canopies)
Any request that involves a gathering of 50 or more people
A request that involves special outside or City staff support (traffic
control, cones, barricades, signage, extra trash pickup, etc.)
Any request that involves the use of any internal combustion
engine (a gas generator, for example)
Certain components of special events require City Council
approval, which typically adds more time to the process of securing a
Special Event permit. These include:
Requests for fee waivers and/or insurance waivers
City sponsorship or co-sponsorship of an event
A request for the exclusive use of any portion of any City property
to the exclusion of the general public
Street closures
Any request for exemption from current City codes, rules,
regulations, restrictions, and policies governing activities on City
property
There are also Municipal Code regulations governing the use of
Devendorf Park. Park regulations that could potentially affect events in
the park include the following:
It is unlawful to consume alcohol in Devendorf Park
Dogs are not permitted in the park
It is unlawful to engage in any activity involving the throwing or
kicking of any ball or other object in such a manner as to
endanger other users of the park or lead to damage to plants or
lawns.
The Community Activities and Cultural Commission considered the
Special Event Permit process itself, the issues which affect the time
required to secure a permit, and the regulations involving park use and
came up with the following recommendations to streamline the permit
process:
Preference will be given to events that are open to the public
Preference will be given to events that do not request fee waivers
No alcohol will be served at the events as per the City Municipal
Code
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Street closures will not be permitted
Structures (e.g. stage, tents or canopies) larger than 100 square
feet will not be permitted
No City staff overtime costs will be incurred. Events can either end
before 5:00p.m., or event organizers will pay all staff overtime
costs incurred. Staffing levels wil l be determined by the
Community Activities department.
Event organizers will assume all costs for requests that
necessitate outside or City staff support (e.g. traffic control, traffic
cones, barricades, sign age, extra trash pickup)
Requests for exemption from current City codes, rules,
regulations, restrictions, and policies governing act ivities on City
property will not be allowed
In order to afford equal opportunity to all, ongoing events will not
be permitted. Recurring events will be eligible for the fourth
Thursday streamlined process once a year
In addition to the above the Community Activities and Cultural
Commission further recommends that:
If a fee waiver is requested, the City Council will grant permission
to the CA&CC to make a formal request to the City Administrator
to waive eligible fees up to $5000 instead of securing Council
approval (per City Council policy C12-02, Event Fee Waivers, staff
is given authority to apply the pol icy for waivers up to $5,000)
That the City Council adopt a resolution exempting the
streamlined events from having to secure Council permission to
use the park to the exclusion of the general public
All other merits of, and documentation required for events, will be
judged on the basis of criteria already specified in City policies and
documents.
The structure and time frame of the Special Event Permit process are in
place to ensure a successful event for event organizers and t he City. A
successful event benefits from careful planning and the larger the event
the longer that planning process takes. Therefore, a streamlined permit
process will probably not lend itself to a new, large event. Given the
limitations that are by necessity imposed on events in order to qualify for
the streamlining, the process will be best suited to small, simple event s
or longstanding events for which the details have been completely
worked through. Examples of the types of events that could easily be
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Fiscal Impact:
Budgeted (yes/no)
No
eligible under the proposed criteria and procedures include concerts,
lectures, performances, pop-up or community dinners, and craft fairs.
Staff feels that the above measures could reduce the permit process by at
least 30 days. For very simple events it would be potentially possible to
reduce the time frame even further. In all cases, however, the timing of
a proposed event will be affected by the meeting schedule of the CA&CC
(the second Tuesday of each month).
The Farmer's Market has requested permission to use Devendorf Park
every Thursday from 10:00 a.m. to 2:00p.m. Tear-down would take an
additional two hours. If the Farmers Market does relocate to Devendorf
Park, smaller events taking place during market hours would fit in the
park alongside the market, but could still potentially be impacted by
market activity. Larger events would need to take place in the late
afternoon or evening.
The original impetus for the streamlined event process was to facilitate
events that would attract visitors for extended stays. If the Farmers
Market does relocate to Devendorf Park, Council could consider
extending the streamlined Special Event permit process to include
Wednesdays as well.
If Council adopts the Community Activities and Cultural Commission
recommendations, staff will develop a Special Event Permit specifically
for the streamlined events.
Additional Attachments:
Attachment B: City Council Policy C12 -02, Event Fee Waivers
Attachment C: Community Activities Fee Schedule
Up to $5,000 for each event for which a fee waiver is requested and
granted.
Funding Source( general fund, grant, state)
Council Discretionary Fund
Previous Council Action: At the October 2, 2012 meeting, the City Council directed the
Community Activities and Cultural Commission to adopt guidelines for
streamlining the Special Event Permit process for monthly events to be
held at Devendorf Park.
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Decision History: None.
Reviewed by:
City Administrator
---
City Attorney
E(
Administrative Services D
Asst. City Admin. D Dir of CPB D Dir of Public Svcs D
Public Safety Dir D Library Dir
g)
Other D
City Engineer D
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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE
SEA ADOPTING THE RECOMMENDATIONS FROM THE COMMUNITY
ACTIVITIES AND CULTURAL COMMISSION REGARDING STREAMLINING
THE PERMIT PROCESS FOR CERTAIN EVENTS IN DEVENDORF PARK
WHEREAS, the City Council directed the Community Activities and Cultural
Commission to adopt guidelines for streamlining the Special Event Permit process for monthly
events to be held at Devendorf Park; and
WHEREAS, the Community Activities and Cultural Commission has made a list of
recommendations that will reduce the permit process by at least 30 days.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1. Adopt the attached list of recommendations.
2. Grant permission to the Community Activities and Cultural Commission to make a
formal request to the City Administrator to waive eligible fees up to $5000 instead of
securing Council approval.
3. Exempt the streamlined events from having to secure Council permission to use the
park to the exclusion of the general public.
PASS ED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA this 3rd day of June 2014, by the following roll call vote:
A YES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS
ATTEST:
City Clerk
SIGNED:
JASON BURNETT, MAYOR
City of Carmel-by-the-Sea
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Attachment: List of Recommendations
Preference will be given to events that are open to the public
Preference will be given to events that do not request fee waivers
No alcohol will be served at the events as per the City Municipal Code
Street closures will not be permitted
Structures (e.g. stage, tents or canopies) larger than 100 square feet will not be permitted
No City staff overtime costs will be incurred. Events can either end before 5:00p.m., or
event organizers will pay all staff overtime costs incurred.
Staffing levels will be determined by the Community Activities department.
Event organizers will assume all costs for requests that necessitate outside or City staff
support (e.g. traffic control, traffic cones, barricades, sign age, extra trash pickup)
Requests for exemption from current City codes, rules, regulations, restrictions, and
policies governing activities on City property will not be allowed
In order to afford equal opportunity to all, ongoing events will not be permitted.
Recurring events will be eligible for the fourth Thursday streamlined process once a year