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HomeMy WebLinkAbout2012-0305 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, March 5, 2012 at 5:30 p.m. Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1 . Look Ahead Review 2. Will Council provide staff direction on policy issues for the proposed special events policy? [60 Minutes] In compliance with the Americans with-Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at(541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUN(;II M I [ IINGS ARE) 13R(OADC-AS1 :_)VP ON ('11;1NNFL 9 VISI I I11 CI1'Y OF AS)ILA ND S WITH SI I A I %A \V I ILANO.OR.1�5 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Departments Ss cc ss cc ss cc BDGT BDGT BDGT ss cc BDGT BDGT BDGT ss cc ss cc ss cc SIM ss cc ss Responsible 3119 3120 412 413 4116 4117 4119 4123 4126 4130 511 513 517 5110 5114 5115 614 615 6118 6119 6126 712 713 7116 ins �fltud'ISession InTSiski ou Roum'� 3i1s ' Discussion of Lights and memorial bench on central Ashland Electric PW 1 bike path and other community suggestions on safety Admin Police SS improvements Lee/Mike/Daverrer 3/20 -Re ular CouncillMe'eGn a120 2 Approval of Public Art Commission endorsement of SOAR program,for banner hanging u oses Ann Admin CONS 3 Approval of Council Goals for 2012 Dave Admin CONS a MOU with Parks Lee/Dave Finance Legal CONS 5 Historic District Design Standards Amendments(Bill) PR CD I ORD-1 1 ORD-2 s 1ADDroval of ouidelines for Special Events Ann Admin PW NEW 7 AFN Update Lee IT NEW e Green Code Amendments Bill CD ORD-2 Ordinance Amending AMC 2.10.090&2.10.100 Boards and 9 Commission Expenditure Approval Via Resolution(Dave L.) Le al ORD-1 ORD-2 a/2 �St'ud7$ession inTSiski ou Roum�11- ® 47 10 Discussion on Wildlife no-feeding ordinance(Mayor) Admin SS 11 Discussion of AWAC RecommendatioMMike PW ss 12 Discussion of Wastewater Recommen PW ss -6e uular CouncillM ® a/3 13 Arbor Week Procl amation Diana/Mike Admin CD PROC 1a Annual Re ort from RVCOG Michael Admin PRES 15 Annual Use of Force Re ort Ter Police NEW 16 Historic District Desi n Standards Aml CD ORD-2 Ordinance Amending AMC 2.10.090& rds and 17 Commission Expenditure Approval Via Resolution(Dave L.) Le al ORD-z 1e Corrections to Fireworks Ordinance John Fire ORD-1 5RD-2 rpm ans �Stud'ISession inI51SI i ou Room 1 Page 1 of 6 3/1/2012 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE"' Departments ss cc ss cc ss cc :. Responsible 3119 3120 412 413 4116 4117 4/19 4123 4126 4130 511 513 517 silo 5114 5115 614 615 6118 6119 6126 712 7/3 7116 a/1a �Re ular councillMe'a aiw s FireWise Proclamation John Fire PROC 20 CDBG Grant Awards Bill CD PH 21 Approval of Wastewater Master Ian Mike PW NEW 22 Approval of Water Maste Ian Mike PW NEW 23 Corrections to Fireworks Ordinance John Fire ORD-2 24 Sewer line service policy(Mike) PW ORD-1 ORD-2 4/19 Bit:,;._:_ _ . ... - �, d"�et Meetin--: s'•. ..,. .-,., ., •. < �" :•;�aii"s.:. 25 Parks Department BDGT 411 ": , f", ..4123 26 Police Fire Corn unity Development, CDBG BDGT 4/2e. �. :Bud"et Meetin`.. . ':: - ,- �a//z6 27 City Recorder Admin, HR Legal,Admin Svcs. a/3o �Stud'ISess[on iZSislii ou Roomer Discussion regarding a new model for telecommunications IT Legal 26 franchise agreements and application of rights-of-way usage Finance SS - Lee/Dave M®Re uular Councill Meetin 29 lResolution regarding Wireless Fees Bill CD CONS 30 Sewer line service policy(Mike) PW ORD-2 31 Misc. Fees&Charges Resolution Update(Lee) Finance PH RES 513 Budget Meeting 513 . 32 Electric Conservation and Information Technology BDGT 57 Budget Meeting5n 33 Public Works BDGT 5/10 - Budget Meeting - `-i 5110 34 Wrap up&Set Tax Rate BDGT M�St'ud'ISession in IUl ou Roum� 1 11111101 REM 35 Discussion on Wireless Ordinance Bill/David CD Legal SS 5/1s ®Re uular CounctIIIIMeetin I♦ 6/4 �St'ud'Isession t1T5i'ski ou Rosm' 6/s Re ulalr concitlMeetin r Ilr®®ll ®® s/s 36 Public Hearing on Ordinance to levy taxes(Lee) PH Finance ORD-1 ORD-2 37 Resolution to qualify for state revenues Lee Finance RES 36 Resolution to receive state revenues Lee Finance RES 39 Resolution setting appropriations Lee Finance RES ao Update to Wireless Ordinance Bill/David CD Legal ORD-1 ORD-2 6/16 �Std-ylSession inTSiski ou Room' s/16 M�@e uularCouncillMe'etin 41 Ordinance to levy taxes Lee Finance ORD-2 42 Update to Wireless Ordinance Bill/David CD Legal ORD-2 sns: S`eciahQouniilMeetie if needed .�. • ; -- '-' " ' +' • "' °' - -6/zs 43 1 Final Budget Adjustments if needed Lee Finance Page 2 of 6 3/112012 1 Departments SS CC 55 CC SS CC BDGT BDGT BDGT SS CC BDGT BDGT BDGT SS CC SS CO SS CC SM SS CC SS Responsible 3119 3120 412 413 4116 4117 4119 4123 4126 4130 511 513 517 5110 5/14 5115 614 615 6118 6119 6126 712 713 7116 o - .. . D000000000000©00000000��� , • r,: : • .. • is 1 CITY OF ASHLAND Council Communication Study Session: Special Event Policy Meeting Date: March 5, 2012 Primary Staff Contact: Ann Seltzer Department: Administration E-Mail: ann @ashland.or.us Secondary Dept.: Police, PW, Fire, Parks Secondary Contact: Mike Faught, Terry Holderness Approval: Dave Kanner. \_-AL Estimated Time: 60 minutes Question: Will Council provide staff direction on policy issues for the proposed special events policy? Staff Recommendation: The objectives of the special event policy are to: • Clarify the use of the public right of way for special events, • Minimize City expenses associate4 with special events, • Provide options and minimize expenses for special event coordinators, • Minimize safety risks to the event participants and the general,public, • Minimize the disruption of public services. Staff recommends Council discuss and provide direction on the following policy issues included in the attached draft policy: 1) Page 1. Scope: "This policy does not apply to the following community events: July 41h celebration, Children's Halloween Parade, Festival of Lights Parade." Staff Rationale: These events are long standing community-wide events. 2) Page 2. Fees: "All event applicants pay the base fee of$130." Staff Rationale: This is the current base fee for events that do not require staff overtime and is intended to cover, in part, the administrative work associated with the application. 3) Page 2. Fees: "Events that require City staff overtime (determined by the City). City staff will review the proposed route and determine how much City staff overtime will be needed. In addition to the base permit fee of$130, the event applicant will be charged 60%of actual costs." Staff Rationale: Special events can enhance the community, bring people together and have a positive economic impact. And, some events require significant city resources, including staff overtime costs home by Public Works and Police. 4) Page 3. Rolling Road Closure: "Some special events on roadways with two or more lanes of traffic in each direction can be accommodated with a rolling road closure of one lane of traffic. A rolling road closure event is one that lasts 45 minutes or less, does not block intersections for more than 5 minutes and can be managed with a minimum number of on-duty city staff. These events are subject to the $130 base fee and will not be charged a Rush Fee (see below). Permit Page ] of4 �r, CITY OF ASHLAND approval is subject to staff availability." Staff Rationale: Some events occur at the last minute. For example: When Ashland High School wins an athletic championship they have requested a parade though town the week after the win. 5) Pape 3. Application and Deadline Rush Fee: "With the exception of rolling road closures, applicants for a special event permit who cannot meet the 90 day requirement will be charged a Rush Fee of$250 if requisite City staff can be made available within the time frame requested. Otherwise the permit will be denied and the $250 refunded." Staff Rational: Last minute permit applications require significant amount of staff time to respond to the request, meet the applicant's needs and to minimize the disruption of public services. For example: Permit applications for film and video that require the use of the right of way usually are submitted just days in advance of actual filming. Prior to meeting with event organizers, staff met with representatives of Southern Oregon Film and Television and were told, the industry rarely, if ever, is able to meet an advance deadline for the use of the right of way. We were told the industry is accustomed to paying a "rush fee" to secure needed permits. 6) Pape 3. Time Limit for Road Closure: "Roads will be closed for no longer than two hours." Staff Rational: Road closures, particularly in the downtown and business areas of the community can have a negative impact on local businesses by impeding customers access. A maximum closure of two hours mitigates the impact on businesses. 7) Page 3. Bicycle Races: "The downtown area, particularly the Plaza, becomes extremely busy. with pedestrians, vehicles, merchants etc. For the safety or the general public and due to the high number of cyclists and the speed of travel, all bicycle races must clear the downtown area 9:30 a.m." Staff Rationale: The downtown and the Plaza become very congested with participants. An early start time reduces potential conflict with the general public. For example: Race participants on or near the Plaza for a start time inevitably spill onto adjacent streets and sidewalks creating safety concerns for pedestrians and motorists. 8) Page 4. Neutral Start for Bicycle Races: "A neutral start is used at the beginning of bicycle races to create a parade atmosphere as the event gets underway This controlled pace protects, riders, pedestrians and vehicles in highly congested traffic zones. A neutral start will be used until the signal is given by an event official. City staff will determine at what point the neutral start ends and the racing begins." Staff Rational: Last year the bicycle race on Ashland Street/Highway 66 created some serious safety concerns that can be mitigated using a neutral start. 9) Page 4. Certificate of Insurance and Hold Harmless Agreement: "The City of Ashland requires a Certificate of Insurance in the amount of no less than one million ($1,000,000) dollars to protect the City against claims for personal injury or property damage that could that could occur because of the event. The certificate will name the City as an additional insured. A copy of the certificate must be submitted with the completed permit application. In addition, the City requires the applicant sign a hold harmless agreement (provided by the City) in order to receive a permit. Staff Rational: This requirement protects the City (and ODOT) from possible loss or damage that could occur as a result of the event and the hold harmless agreement Page 2 of 4 Mr, CITY OF ASHLAND protects the City should an event participant become injured. However, this requirement could prove difficult for some special event applicants, such as ad hoc "freedom of speech" protest marches. The Council could decide that the City assumes liability for property damages and personal injury damages for these types of events. Background: In June of 2011, the City Council approved Resolution 2011-22 for interim fees for special events and directed staff to come back to the Council with a policy for special events and an adjusted fee schedule. An internal team of representatives from Public Works, Police, Parks, Administration and Fire have been meeting regularly over the past several months to evaluate the current practice to approve/deny special event permit applications and to identify challenges and opportunities for changes to the current practice. The group evaluated the many different types of special events, the labor associated with the various events, safety for the general public, spectators and event participants, and the impacts, both negative and positive on the general public and the disruption of public services. In September, the team met with six event coordinators each of whom organizes an annual special event in Ashland. One of the suggestions that surfaced during that meeting was the use of trained volunteers for intersections not on State Highways rather than the use of police or public works staff. State law requires police or ODOT certified flaggers on State Highways. Staff has arranged for ODOT to provide a class for flagger volunteers in Ashland in early April. Information about the class has been send to event organizers. Another idea that surfaced during the meeting was for the City to determine pre-approved routes with general information about the resources required for that route. Staff has developed a number of pre- approved routes that will assist organizers to plan and develop their event. Some of the organizers feel the fees should only reflect the amount of time the participants are actually on City streets and not the time needed for set-up and take down. One organizer suggested using the USFS formula to calculate the fee (e.g. gross income less sponsor cost of prizes x 5% = permit fee). Recently, the Public Works Director and the Police Chief met with event organizers who coordinate the Mt. Ashland Hill Climb. One suggestion was to eliminate the base fee of$130 when the event is the same as the previous year. Staff is not recommending this change, since each application must be reviewed each year. Staff has done considerable research of special event permits and fees in other Oregon cities and has modeled the attached draft policy on Bend and Eugene. The Bend Special Event Coordinator in the Police Department receives the completed permit application, reviews the proposed route and determines the number of required barricades, cones, and delineators and the number of trained volunteers for traffic control. The event organizer is responsible for placing the required barricades and cones (either rented or owned) and enlisting trained volunteers who have completed an ODOT flaggers class to man the identified intersections on non-State roads. If police are needed, the event organizer pays the actual costs at a four hour minimum per officer. On the Page 3 of 4 CITY OF ASHLAND day of the event, the Special Event coordinator checks the route and the placement of fiaggers/volunteers prior to allowing the race to begin. The fee is $174. Eugene is the process of revising their process. Currently, the base fee is $25 and the event organizer pays the actual costs of police and public works. The actual cost for the Eugene marathon is between $15,000 and $20,000. Most recently in early September was the Eugene half marathon. That route was primarily along the bike path and the actual cost to the event organizer was $3,000. Related City Policies: Resolution 2011-22 AMC 11.12.050 Council Options: Staff is seeking input on the policy discussion points and will bring the Special Event Policy to the City Council for approval on March 20. Attachments: • DRAFT Special Event Policy • Pre-approved routes • Spreadsheet of special events since June 2011 and actual costs • Resolution 2011-22, Interim Special Event Fees Page 4 of 4 CITY OF ASHLAND DRAFT Special Event Policy Overview Ashland values special events as a means of bringing people together to enrich lives and strengthen our community through the celebration of arts, sports, culture, commerce and more. A Special Event is an organized activity, such as a parade, race, street fair, athletic event etc. that requires the exclusive use of public right of ways or city-owned property including but not limited to sidewalks, streets, parking spaces, parking lots, alleys etc. or that reroutes or delays the normal flow of pedestrians and vehicles thereon. The City of Ashland regulates these types of events to ensure the safety of the event participants, spectators and the general public and to minimize inconvenience to the general public and disruption of public services. NOTE: This policy does not apply to neighborhood residential block parties. Purpose The purpose of this policy is clarify the use of the public right of way and city property for special events; to minimize City expenses associated with special events; to provide options and minimize expenses for special event coordinators; and to minimize safety risks to the event participants and the general public. Scope This policy applies to all persons requesting the use of any public right of way which has been determined by Police Department and or the Public Works department to require unimpeded access and controlled traffic for the safety of the event participants and general public. This policy does not apply to the following events: July 4`h celebration, Children's Halloween Parade, Festival of Lights. [Policy Decision for Council] Use of City parks and facilities is subject to policies set forth by the Parks and Recreation Commission. Use of the Plaza requires a separate permit available at www.ashland.or.us/plazapermit. Permit Permits are required for all special events. Special Event Permits are available on line at www.ashland.or.us/specialevent. 1 Note: Applicants requesting use of State Highway 99 (North Main, East Main through downtown, Lithia Way, Siskiyou Blvd.) and/or Highway 66 (Ashland Street) must secure a permit from the Oregon Department of Transportation, in addition to a permit from the City of Ashland. Applicants requesting use of East Main from Walker east to the city limits and/or Crowson Road must secure a permit from Jackson County. Fees All applicants pay an administrative fee of$130 when the application is submitted. If the application is not approved or if the applicant withdraws the request $60 is refunded to the applicant. ]Policy Decision for Council] 1) Events that do not require City staff overtime (determined by the City): City staff will review the route proposed in the permit application and determine the location of barricades, traffic safety cones and traffic control locations that require a ODOT trained traffic volunteer. The event coordinator is responsible for securing and placing barricades, cones and volunteers at each designated location at least 60 minutes in advance of the start of the event. The event cannot begin until authorized City personnel drive the route prior to the race to make sure barricades, cones and volunteers are in place and then informs the event organizer of approval. If event organizers are unable to secure the required number of volunteers and therefore require city staff, the applicant will pay 50%of actual cost for staff overtime. Note: Trained volunteers may not be used on State Highways e.g. North Main, East Main, Siskiyou Boulevard and Ashland Street. Special Events making use of these roads will require-ODOT certified flaggers (public works personnel, police officers, hired flaggers). Actual costs for trained personnel are in addition to the base permit fee of$130. ,2) Events that require City staff overtime (determined by the City) City staff will review the proposed route and determine how much City staff overtime will be needed. In addition to the base permit fee of$130, the event applicant will be charged 60%of actual costs. ]Policy Decision for Council] Meeting with City Staff After receiving the completed Special Event Permit, a meeting between City staff and the applicant will occur so both parties can review the proposed route and traffic management plan and are clear on the expectations, limitations and costs of the event. Trained Volunteers The Oregon Department of Transportation (ODOT) provides day-long traffic/flagger training for event volunteers. If using ODOT trained volunteers, the applicant must submit a list of the volunteers who will work the event to the City at least 30 days prior to the event. 2 Pre-approved Routes The City has identified a number of different special event routes within Ashland, on both State and non-State Highways. The approximate resources and requirements associated with traffic control for each pre-approved route are available for event coordinators planning a special event. Rolling Road Closure Some special events on roadways with two or more lanes of traffic in each direction can be accommodated with a rolling road closure of one lane of traffic. A rolling road closure event is one that lasts 45 minutes or less, does not block intersections for more than 5 minutes and can be managed with on-duty city staff. These events are subject to the $130 base fee only and will not be charged a Rush Fee (see below). Permit approval is subject to staff availability. [Policy Decision for Council] Application and Deadline The application for a special use permit is posted on the City's website at www.ashland.or.us/specialevent or can be obtained from the Public Works Department at 541-488-5587. Completed applications should be submitted to the Public Works Department no later than 90 days in advance of the event date. It can take up to three months for City Departments to coordinate traffic plans, police services, public work services and more. Applicants will be notified of permit approval at least 60 days after the application is submitted. Rush Fee: With the exception of rolling road closures, applicants for a special event permit who cannot meet the 90 day requirement will be charged a Rush Fee of$250 in addition to the base fee of$130 if the requisite City staff can be made available within the time frame requested. 'Otherwise the permit will be denied and the $250 will be refunded. ]Policy Decision for Council] Time Limit for Road Closure Roads will be closed for no longer than two hours. Event organizers should plan accordingly. Road closures, particularly in the downtown and business areas of the community, impact local businesses and can impede customer access. A maximum road closure of two hours ensures those businesses are not adversely impacted by the special event. ]Policy Decision for Council] Bicycle Races The downtown area, particularly the Plaza, becomes extremely busy with pedestrians, vehicles, merchants, etc. For the safety of the general public and due to the high number of cyclists and the speed of travel, all bicycle races must clear the downtown area no later than 9:30 a.m. ]Policy Decision for Council] 3 Neutral Start for Bicycle Races A neutral start will be used until the signal is given by an event official. A neutral start is used at the beginning of bicycle races to create a parade atmosphere as the event gets underway This controlled pace protects, riders, pedestrians and vehicles in highly congested traffic zones. City staff will determine at what point the neutral start ends and the racing begins. Special Event applicants may be denied future permits if racers pass the lead police vehicle. (Policy Decision for Council] Notification of Businesses find Neighbors Event organizers are responsible for posting notification signs along the event route 24 hours in advance of the event. In addition, event organizers must notify businesses and homes along the route of the street closure, as well as cul-de-sac streets that intersect with the route, fourteen days in advance. At a minimum, the notification must include the date and length of time road will be closed. Public Works may require signatures to be collected indicating the property owners have been advised of the closure. Public Safety Safety of participants and the general public is the highest priority. The final decision on public safety requirements rests with the Ashland Police Department and Public Works. The Oregon Department of Transportation requires certified flaggers or police personnel on State Highways at locations that require traffic control. Volunteers who have completed an ODOT.traffic control class may be used at specific locations on non-State Highways. Certificate of Insurance and Hold Harmless Agreement The City of Ashland requires a Certificate of Insurance in the amount of no less than one million ($1,000,000) dollars to protect the City against claims for personal injury or property damage that could that could occur because of the event. The certificate will name the City as an additional insured. A copy of the certificate must be submitted with the completed permit application. MOT also requires a Certificate of Insurance if the event occurs on ODOT right of way. In addition, the City 'requires the applicant sign a hold harmless agreement (provided by the City) in order to receive a permit. ]Policy Decision for Council] Other Permits/Contacts The Special Event Permit covers the use of the sidewalk(s) or street(s). It is possible your event may need additional permits such as a noise permit or a Parks permit. The following questions will help you determine if you need additional permits. Questions Contact Phone Will the event begin, end or Parks and Recreation 541-488-5340 4 ass through a city ark? Will a public address . Administration 541-488-6002 system or amplified music be used? Will your event interfere RVTD, Field Operation 541-779-2877 with a bus route or Coordinator schedule? Will food be served at the Jackson County Health 541-774-8206 event? Division Ashland Fire &Rescue 541-482-2770 ' Will alcoholic beverages be Oregon Liquor Control 541"-776-6191 sold? Commission Ashland Fire & Rescue 541-482-2770 Will your event include Ashland Fire Department 541-482-2770' tents, canopies, booths, cooking, pyrotechnics etc.? Is your event a film or Administration 541-488-6002 video? Ashland Fire & Rescue 541-482-2770 Does your event involve the Administration 541-488-6002 Plaza? Will you event occur on Oregon Department of 541-774-6328 North Main, East Main Transportation 541-774-6360 Lithia Way, Siskiyou Blvd. (Highway 99), Ashland Jackson County Roads (541) 774-8184 Street (Highway 66 Do you need reserved Public Works 541-488-5857 parking? Criteria for Approval/Denial of application In issuing a permit for a special event, the City considers whether: 1) Another event is scheduled for the same day/weekend 2) The event is reasonably likely to cause injury to persons or property 3) The event will substantially interfere with the safe and orderly movement of pedestrians and vehicular traffic in the area 4) The proposed location is adequate for the size and nature of the event 5) City equipment, staff and services are available 6) All permit requirements have been met 7) ODOT and/or Jackson County Permits secured 8) All required insurance documents are submitted 9) Previously identified issues have been addressed in the application Included in this packet: Special Event Permit Application Pre-approved routes Parks and Recreation Special Event Permit Application 5 Sanitation and Recycling The permit application requires the applicant submit a plan for clean-up and recycling. Ashland Fire & Rescue Permits are required for the following: An additional permit from the fire department may be required when the event is held in public or private property within the city limits and includes any one or more of the following: • Cooking or open flames including fire dancing, candle light vigils, sweat lodges, and ceremonial events • All outdoor fire and regulated by the fire department through the Ashland Municipal Code • Open flames inside a building other than approved, fixed appliances • Tents or canopies • When an activity occurs in a building outside its normal use • Carnivals, fairs, beer gardens, haunted houses • An event where the public gather within boundaries delineated by a physical barrier such a snow fencing, metal gates or tape • Events in private homes or on private property that are open to the public OR charge a fee • Other unique activities not listed may require a permit. Approved: Date: Dave Kanner, City Administrator Reviewed as to form: Date: David Lohman, City Attorney 6 aq °m go,YAyy yO yC AOIV R' RZ € r3 _a e e -+ o mo $ EmU1Em�iSEmu o mom 'Qp $ meel1aecye ce Ogcc Wm o o ;�� aii�oo �°c o0 0:� ` of R o W 900 y"` o»o OYw OpU z w00 �y �d oz U 0 �..' �• ol yLp 0 nusawvy y W d Qr uuwe p_ 4 2 i umw� p a u Q � 3 o � y b� Q 0 O O mm d 3 =R � o� 8 0 00 W Q O� ma 0 0� rb 31 I I G m vw W N O S z,b n �� Nwg�°� ai z co 8 Qrw�o w� WOmW QZ a co LU m Uz0 m OO J x 1 �F FogKSi E i s� S W � oQ m �: V(A m � dP=z m W U N fW c OYy°� od�n J.e-o x0 / 8 JONLLt�(f�aMW C�� � 11 z / m O rc~U O c W W.w Z c m ¢m raaQm o<m ao 60'0 a O m m c c N O a 2 O o o O 12 apa 1911 W- - _ 1SA3lNN UpOZOO 0O0 ° @ >Z 00 LL y v m� ro K N f NIA t 1 F 1{{ N m 2 t, 3 w rC, svewi _ W r • r Ai U cu N 0 0 S j r r K W 3 � 5 C l xg �� O o� M 9 UwN� n u o o GyyvW jor LL W {) C 10 � W > 6 Z $ -,m0 � O� ICU a.0 c UUrOOU uj Q WJyU >om a o ppp m � r f N S °h a ( '3 6 8 ! f F s of Streets PD Date of Event Event Name Event • otal Cost Rationale Ashland Mtn Challenge June 17 aka Super D (Bike) Bill Roussel $130.00 N/C N/C N/C Basic event(no city staff) June 25 Mountain Lakes Challenge Nancy Keeley/Jon Williams $130.00 N/C N/C N/C Basic event(no city staff) July 4 Ashland 4th of July Run Rachel Dials N/C *$156.52 $156.52 Small event/less than 4 hours/entry fee Large event/4 hours or more entry fee July 4 Ashland 4th of July Parade & Fireworks Chamber of Commerce/Kelsey N/C **$5,817.03 $6,051.80 $11,868.83 City sponsored event July 9 Southside Tattoo Car Show' Steve Fuller $130.00 N/C N/C N/C Basic event(no city staff) Aug 6 Mt Ashland Hill Climb(Run) Rob Cain $130.00 N/C $570.14 $570.14 Basic event(no city staff) Aug 20 Anytime Fitness 5k Run/Walk Michael Sotos $130.00 N/C N/C N/C Basic event(no city staff) Sept 18 Mt Ashland Hill Climb (Bike) Allan Goffe ***$260.00 $391.35 $589.60 $980.95 Small event/less than 4 hours/entry fee Sept 18 Pine to Palm 100 Mile Endurance Run Hal Koerner/RV Runners $130.00 N/C N/C N/C Basic event(no city staff) Small event less than 4 hours/no entry fee Sept 22 International Car Free Day Stephen Ryan N/C $86.14 N/C $86.14 City sponsored event Sept 23 Ashland HS Homecoming Parade Ashland HS N/C N/C $401.80 $401.80 Basic event(no city staff) (Martha waived fee) Sept 24 Siskiyou Challenge Tracy Harding/Deborah Gordon $1,000.00 $688.26 $1,118.67 $1,806.93 Large event/4 hours or more/entry fee Large event T4 hours or more/no entry fee Oct 1 Southern Oregon Pride Parade Gine DuQuenne N/C $1,585.90 $1,211.72 $2,797.62 City sponsored event Oct 29 Monster Dash Run/Walk Jeanne Walsher/ Kiwanis ***$500.00 $1,571.28 $828.72 $2,400.00 Large event/4 hours or more/entry fee Oct 31 Children's Halloween Celebration/Parade Chamber of Commerce/Sandra $350.00 $1,477.69 $1,488.14 $2,965.83 Small event/less than 4 hours/no entry fee Nov 5 Lithia Loop Trail Marathon Hal Koerner/RV Runners $700.00 $142.38 $530.20 $672.58 Small event/less than 4 hours/entry fee Nov 25 Santa's Parade&Grand Illumination Chamber of Commerce/Sandra $350.00 $1,892.82 $1,295.89 $3,188.71 Small event/less than 4 hours/no entry fee ***Mt. Ashland Hill Climb Bike and Monster Dash Run Total Gost STS' Total Cost PD Total Cost ° k Total+Paid put-by City applications were submitted prior to Resolution 2011-22 I Combined $3,940.00 $13,809.37 $14,086.68 $27,896.05 $23,956.05 RESOLUTION NO. 2011- A RESOLUTION ADOPTING INTERIM FEES FOR SPECIAL EVENTS RECITALS: A. Section 1 1.12.050 of the Ashland Municipal Code authorizes the temporary closure of a City street to traffic when deemed necessary for parades,dances, races,or other special events. B. The City of Ashland has been approving such events for many years, charging the applicant actual city costs including overtime and equipment. C. The number of types of special events is increasing. Such temporary closures can have an impact on city services including-Police,Ashland Fire and Rescue, Parks and Recreation and Public Works. D. On May 17, 2011 the City Council authorized staff to develop a new Special Events Permit and to implement interim special event fees. E. Special events have an economic benefit to the community and yet can increase the city's costs. The proposed interim special event fees below reflect an average cost-per-type of event that splits the city-incurred expenses between the applicant and the City. F. A Special Event is an organized activity that reroutes or delays the normal flow of pedestrians and traffic, such as parades, races, athletic events or other processions in streets, on sidewalks or pedestrian pathways. G. The interim Special Event Permit requirements do not apply to neighborhood block parties or to activities for which the City has previously established fee and requirements, suchas film and video production activities. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: Section 1. The following interim special fees are set forth in Table 1 and are hereby approved and established. TABLE 1 Event Type Interim Fee Large Event four hours or more with Entry Fee $1,000 Large Event four hours or more no Entry Fee $850 Small Event less than four hours with Entry $700 Fee Small Event less than four hours no Entry Fee $350 Basic Event no city staff required) $130 City Sponsored Event $0 Page I of 2 Section 2. This resolution was duly PASSED and ADOPTED this day of X ,2011, and takes effect upon signing by the Mayor. Barbara Christensen,City Recorder SIGNED and APPROVED this 1212 day of 12011. "ZCTt. Mn Stromberg, Mayor Reviewed as to form: i D A Lohman, ity Attorney Page 2 of 2