HomeMy WebLinkAbout11 - Special Events Process & Fee PresentationSpecial Events Process &t Fee
Recommendations
FY 2011 -2012
Past Practice
• Requests handled individually
• Departments responded directly,
independently
• Grants, sponsorships, waivers - some
groups received some, all, or nothing
Proposed Practice
• Centralize process
• Contain costs for both the City and Event
Organizers
• Continue event support
Proposed Process
• One annual funding cycle
• All applications due on same day &
reviewed concurrently
• All requests reviewed and approved by
Council
Process Details - Review
1. Call for applications & firm deadline
2. Special Events Advisory Committee reviews
& ranks applications
3. Staff committee assigns funding
recommendations
4. Event rankings & recommended support
forwarded for Council approval
Key Changes
• No waivers or support without Council
approval
• Reduced hourly rates charged for City staff
time
• All event costs estimated and agreed to
upfront
Since March 8 Study Session
• Notified event organizers by mail & e -mail
• Held meeting with organizers on March 18
• Further developed fee changes
• Deleted two of the proposed criteria:
• Event must be principally within City
• Set percentage of proceeds must go to
non - profit
Recommended Fee Changes
Police Officer
$172.26
$74.72
Police Sergeant
$226.18
$83.06
Parking Control Officer
$103.09
$43.97
Fire Engineer
$154.32
$46.67
Paramedic
$151.63
$50.86
Sr. Civil Engineer
$206.70
$87.39
Jr. Civil Engineer
$158.16
$65.19
Proposed Timeline - 2011
Wednesday, March 23
Applications available through Recreation Dept &
www.newport beachca.gov
• Friday, April 15
Applications due no later than April 15 at 5 p.m.
2011 Timeline Continued
• Late April - early May
SEAC review & staff committee funding
recommendations
• Late May - June
Item placed on a City Council agenda for review,
discussion, adoption and / or amendment.
Next Steps
• Publicize & open application process
• Return to Council with revised SEAC scope
& composition
• Add Police Uept. representative
• Reassign Staff Liaison role