streamlining the permit process for certain events in devendorf park 06-03-14

8/12/2019 Streamlining the Permit Process for Certain Events in Devendorf Park 06-03-14

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To:From:Submitted by:Subject:

CITY OF CARMEL-BY-THE-SEACouncil ReportJune 3 2014

Honorable Mayor and Members of the City CouncilJason Stilwell, City AdministratorJanet Bombard, Library and Community Activities DirectorReceive and adopt recommendations from the Community Activities andCultural Commission regarding streamlining the permit process forcertain events in Devendorf Park

Recommendation s): Adopt recommendations from the Community Activities and CulturalCommission regarding streamlining the permit process for certainevents in Devendorf Park.

Executive Summary: t the October 2 2012 meeting, the City Council directed the CommunityActivities and Cu ltural Commission to adopt guidelines for streamliningthe Special Event Permit process for monthly events to be held atDevendorf Park. Directions were as follows:

Choose a set Thursday on which to hold the streamlined eventseach 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 proposalsThe Commission chose the fourth Thursday of each month.

Analysis/Discussion: Presently, it takes at least 60 days to secure a special event permit seeAttachment A: City Policy C95 -06, Short Term se of Public Spaces andunicipal 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 publicwhich also requires Council approval)

Any request that involves the support of any commercialenterprise


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Street closures wil l 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: p.m., or event organizers will pay all staff overtimecosts incurred. Staffing levels wil l be determined by theCommunity Activities department.

Event organizers wil l assume all costs for requests thatnecessitate outside or City staf f support (e.g. traffic control, trafficcones, barricades, signage, extra trash pickup)

Requests for exemption from current City codes, rules,regulations, re strictions, and policies governing act ivities on Cityproperty will not be allowed

In order to afford equal opportunity to all, ongoing events will notbe permitted. Recurring events will be eligible for the fourthThursday streamlined process once a year

In addition to the above the Community Activities and CulturalCommission further recommends that:

If a fee waiver is requested, the City Council will grant permissionto the CA CC to make a formal request to the City Administratorto waive eligible fees up to 5000 instead of securing Councilapproval (per City Council policy C12 -02, Event ee Waivers staffis given authori ty to apply the pol icy for waivers up to 5,000)

That the City Council adopt a resolution exempting thestreamlined events from having to secure Council permission touse the park to the exclusion of the general public

All other merits of, and documentation required for events, will bejudged on the basis of criteria already specified in City po licies anddocuments.The structure and time frame of the Special Event Permit process are inplace to ensure a successful event for event organizers and t he City. Asuccessful event benefits from careful planning and the larger the eventthe longer that planning process takes. Therefore, a streamlined permitprocess will probably not lend itself to a new, large event. Given thelimitations that are by necessity imposed on events in order to qualify forthe streamlining, the process will be best suited to small, simple eventsor longstanding events for which the details have been completelyworked through. Examples of the types of events that could easily be


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iscal Impact:

Budgeted yes/no)o

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 atleast 30 days. For very simple events it would be potential ly possible toreduce the time frame even further. In all cases however, the timing ofa 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 Parkevery Thursday from 10:00 a.m. to 2:00p m Tear-down would take anadditional two hours. If the Farmers Market does relocate to DevendorfPark, smaller events taking place during market hours would fit in thepark alongside the market, but could still potentially be impacted bymarket activity. Larger events would need to take place in the lateafternoon or evening.The original impetus for the streamlined event process was to facilitateevents that would attract visitors for extended stays. If the FarmersMarket does relocate to Devendorf Park, Council could considerextending the streamlined Special Event permit process to includeWednesdays as well.If Council adopts the Community Activities and Cultural Commissionrecommendations, staff will develop a Special Event Permit specificallyfor the streamlined events.Additional Attachments:Attachment B: City Council Policy C12 -02, Event Fee WaiversAttachment C: Community Activities Fee Schedule

Up to 5,000 for each event for which a fee waiver is requested andgranted.

Funding Source general fund, grant, state)Council Discretionary Fund

Previous Council Action: At the October 2 2012 meeting, the City Council directed theCommunity Activities and Cultural Commission to adopt guidelines forstreamlining the Special Event Permit process for monthly events to beheld at Devendorf Park.


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Decision History None

Reviewed byCity Administrator City ttorney E Administrative ServicesAsst City Admin Dir of CP Dir of Public SvcsPublic Safety Dir Library Dir g OtherCity Engineer

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CITY OF CARMEL-BY-THE-SEACITY COUNCILRESOLUTION NO. 2014-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THESEA ADOPTING THE RECOMMENDATIONS FROM THE COMMUNITYACTIVITIES AND CULTURAL COMMISSION REGARDING STREAMLININGTHE PERMIT PROCESS FOR CERTAIN EVENTS IN DEVENDORF PARK

WHEREAS, the City Council directed the Community Activities and CulturalCommission to adopt guidelines for streamlining the Special Event Permit process for monthlyevents to be held at Devendorf Park; andWHEREAS, the Community Activities and Cultural Commission has made a list ofrecommendations 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 aformal request to the City Administrator to waive eligible fees up to 5000 instead ofsecuring Council approval.3. Exempt the streamlined events from having to secure Council permission to use thepark to the exclusion of the general public.PASSED 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, MAYORCity of Carmel-by-the-Sea


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Attachment: List ofRecommendations 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 e permitted Structures e.g. stage, tents or canopies) larger than 100 square feet will not e permitted No City staff overtime costs will be incurred. Events can either end before 5:00p.m., orevent organizers will pay all staff overtime costs incurred. Staffing levels will e determined by the Community Activities department. Event organizers will assume all costs for requests that necessitate outside or City staffsupport e.g. traffic control, traffic cones, barricades, signage, extra trash pickup) Requests for exemption from current City codes, rules, regulations, restrictions, andpolicies governing act vities on City property will not e allowed In order to afford equal opportunity to all, ongoing events will not e permitted.Recurring events will e eligible for the fourth Thursday streamlined process once a year

streamlining the permit process for certain events in devendorf park 06-03-14

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