HomeMy WebLinkAbout02 22 2016 Community Event Policy PresentationFebruary 22, 2016
Direction From Council
7/27/15 Workshop
Promote community events
Develop an easy to follow process or “One Stop Shop”
Base fees on profit/non-profit & Prior Lake/non-Prior Lake
Encourage use of city parks and streets but have a mechanism to restore
Develop annual calendar of events for planning
Need for Ordinance
Increasing number of community events requested
To have a standardized, equitable approach to all events
Provide framework for planning and accomplishing all events
Facilitate staff assistance in all aspects of permits
Assure follow through by event manager
Other Communities
The following communities have comparable
community event ordinances:
Lakeville
Northfield
Eden Prairie
Burnsville
Savage
The Ordinance
Exceptions: A community event permit is not required for the following:
Community events sponsored by the City of Prior Lake
Funerals and funeral processions
Events located on the grounds of any school, playground, place of
worship, hotel, conference center, stadium, school athletic fields, arena,
auditorium, or similar permanent place of assembly when used for
regularly established assembly purposes
Block parties
Non-commercial events held on private property or in public parks such
as weddings, graduation parties or other private social parties.
Events are Categorized by the
Sponsoring Group
Group I -Prior Lake City Government: Any event sponsored by the City of Prior Lake
including, but not limited to, City Council, Board and Commission meetings, City
sponsored/co-sponsored or hosted programs, events and public meetings.
(Co-sponsored events require City Council approval.)
Group II -Prior Lake Civic/Non-Profit Agencies: Any event sponsored by a civic or
non-profit agency which is based in Prior Lake. At least 75% of its membership roster
resides in the City, such groups include but are not limited to, Prior Lake Savage
School District, Prior Lake Rotary, Prior Lake Optimists, Prior Lake Youth Athletic
Associations, Prior Lake Chamber of Commerce and Prior Lake-based religious
organizations.
Group III -Prior Lake Residents and Businesses: Any activity sponsored by a
resident, commercial organization or business located or residing in Prior Lake.
Group IV -Other: Any activity sponsored by any other person, including but not limited
to, League of Women Voters, Town Hall meetings, political conventions, etc.
The Process
This process will help in prompting a check list of all services needed for the event.
Application, with fee, shall be submitted to the city recreation department at least 45 calendar days in advance of the event.
Application is routed to the public works and police departments to review against evaluation criteria.
If approved, event placed upon master schedule.
If denied must use grounds for denial.
Denial may be appealed to city council.
Revocation
An issued permit may be revoked subject to appeal.
Additional Permits that may be required
Alcohol
Outdoor event
Electrical
Health department
Gambling
Insurance
Each event has different risk levels.
New 2017 Fees
Group Application
Fee
*Usage
Fee
At Cost invoicing
for staff &
equipment
Group I –Prior Lake City Government No Charge 1/1/2017 No Charge
Group II -Prior Lake Civic/Non-Profit Agencies No Charge 1/1/2017 Determined per event
Group III –Prior Lake Residents and Businesses $50 1/1/2017 Determined per event
Group IV –Other: Any activity sponsored by any other
person
$50 1/1/2017 Determined per event
*Per event, per location
PAC & CSAC Input
Support of the one-stop shop concept.
Approach this more as a service provider versus a regulator.
Any costs associated with an event above and beyond the City’s day-to-day expenses
be borne by the event sponsor.
A policy needs to be created to help prioritize closures in the downtown area and
address public safety issues.
Permitees need to be made to comply with the terms of the permit.
Creation of groups classes are needed with different requirements for the various
groups.The definition of these groups should give preference to local (Prior Lake)
event sponsors versus outside event organizations.
The policy is needed so that the city might uniformly and consistently address event
applications. Further so that these events are conducted successfully with
appropriate cost recovery for city provided services.
Council Direction
Are the proposed groups acceptable?
Does the process appear logical?
Are the costs understandable?
Does the council wish to encourage or discourage event locations?
Main Street
Unlimited
Maximum use
Cost
Alternative
Implementation process
2016 –Permits only
2017 –Permits and fees
Special cases Farmers Market, Music Fest, others?
Questions & Comments