Title
Staff Report: Special Event Cost Summary and Recommendation
Executive Summary: During 2015, City Council directed staff to cap the City’s out-of-pocket costs for special events at 2014 levels. Services that the City provided to any new events, or significantly expanded events, would be charged back to the event sponsor. At the end of this year, Council asked that staff provide a cost summary and a recommendation that would help hold costs steady without increases.
Body
Legislative History
Resolution No. 08-127, Waiving all Costs, Fees and Charges for City Services Provided to Special Events Permitted by the City during July 6 - September 17, 2008, passed September 17, 2008.
Ordinance No. 08-158, Adopting a Revised Special Events Policy and Handbook, passed December 17, 2008.
Purpose & Explanation
Staff has compiled a cost summary of out-of-pocket and total event costs for 2015 for Council’s review which is provided in the attached separate report. To maintain our out-of-pocket costs at current levels, staff is recommending charging back the cost of City services to new events and to current events that expand their need for services.
Timing Considerations
If the recommended changes to the fee structure were to be made, ideally legislation should be in place by February of 2016 in order to begin the new program with 2016 events.
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required.
Recommendation
Suggested Action
We recommend that City Council consider and adopt the recommendations for fee changes for special events.
Submitted by,
Jane Howington, City Manager
Jody Roberts, Communications Manager