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Home My WebLink AboutSS2 - Special Events-Fee WaiversAgenda Item No. SS2 May 11, 2010 Policy Direction on Community E Newport Beach City Council Study Session Tuesday, May 1 1 , 2010 What's the Issue? Granting community event fee waivers and not billing total costs. All waivers not authorized by Council Policy or municipal code. Equals a significant amount of money annually Totaled $432K in 2009 Inconsistent practices re: billing and waiving fees. Unfair and financially unsound. Full cost billing may cause some worthy events to stop occurring in NB. Are there ways to reduce City costs by changing service models? Can we require event planners choose less impactful routes? What's the Issue? What about our costs - are they correct? We think so, yes. Extensive cost analysis has gone into them. Many of the events are not covered by SEAC. Special Events Advisory Committee will look at those requesting > $20k Some events miss that threshold because they ask for waivers rather sponsorship. Shouldn't we capture all requests and be consistent? Context of Discussion Current fees were set after an extensive study to recover costs. - It costs the City money and staff time to provide these services. We cut our programs and events to help close the $8 million budget gap. We have fewer resources to accommodate events than we did even six months ago. Shouldn't our going- forward actions reflect this resource reduction? About our Costs Special Event Permit Fee o Four levels c, Residential preference rates The SEP fee covers: Processing and issuance of Special Event Permit Review of event logistics by involved departments Logistical meeting with event coordinator to assure policy compliance and safety measures are in place ► Recovering Remaining Costs Police - traffic control, road closures General Services - traffic control equipment Fire - Event inspection and safety provisions Examples - 2009 OC Marathon received a $50k grant, was billed $53k for other fees / costs Spirit Run $8K for permit & fees, had $4K in costs waived March for Babies paid fire permit fee ($1 87) all fees ($10.5k), except for a Race for the Cure received $7500 grant, $7500 in- kind and several other costs not billed NB Film Festival received $108k in grants, some costs waived ($3900), others paid ($2k) CDM Christmas Walk received $15k grant, some costs waived ($210 and some billed ($510 Existing Policies and Code Council Policies: B -3 (City Co- Sponsored Events) B -7 (Special Event Permit Processing) B -1 Z (Bike, Footrace, and Surf) NB Municipal Code §3.36.030 - Cost Recovery Percentages Section E - CM can only waive $1 K per event Special Event Permits Cost Recovery set at 80% §11.03.060 - Permit Review Procedures Section D - Fee for review/ processing + other costs §l 1 .03.1 10 - Permits and Fees Categorize Community Events At least five categories: Competitive athletic events with a significant participant entry fee where the primary purpose of the event is the competition. There may or may not have charities linked (OC Marathon, PC Tri, NB Tri, Toshiba Classic). Athletic events with low entry fees where the primary purpose is not competition but fundraising for a charity (Race for the Cure, Spirit Run). Tourism - promoting events (Film Festival, Ensenada Race) Neighborhood festivals or gatherings - primary purpose is social or community - building for local associations (Art Walks, BI Garage Sale); Private events not open to the entire community that still may impact city streets or facilities. staff Recommendations Estimate full cost of each event up -front (to applicant, Council, staff) Offer service options or require modifications where possible Establish event categories Consider re- setting % -age of costs waived: Ask Special Events Advisory Committee to advise. Some event categories may get more costs waived. Bring to Council early in the year to reconsider or retain last year's waiver percentages. Transition Year = FY 2010-11 - Bring formal changes to Council NBMC and Council Policies Implementation Year = FY 2011-12 Further Guidance to Council Council should consider setting aside $ - - -- in the annual budget for Event Support. Non - profits submit applications for funding. Applicants must be non - profits that demonstrate value to the Newport Beach community. Have formal agreements with all. Community Events Calendar Year 2009 c.'. Grantor Actual Event Sponsorship Costs (staff lima, Event Costs Event Costs Est Total Est. IRW Event Debts, Involved 5arvem or Funding Provided Amount 5 3000000 SUDRIM. t S 2 1950 S 187 W $ 2.19500 $ 18700 Billed Staff 1 Hours N n 7 Notes Council poLry R 1: City Co.spornson 4' of July Firworks at the Dunn City Manager Recreation Fire Event Sponsorship Event Permit Fee Waiver (level 3; Fire Permit Fire Fire Inspection $ 1.12500 $ 1.125.00 1 5 Fire Parade Participation $ 9.668 00 S 9,64800 26 72 po" Traffic Control S 400000 4.000 00 8 24 Subtotal 30 000.00 171 3 17.15&Q0 4th Of July Mariners Park Recreation Staff Time $ 1.220.00 $ 1.22000 11 Recreation Supplies 6 services $ 4.53500 $ 4.535.00 Recreation Permit waiver S 42900 $ 429.00 Pudic Works parking plarn $ 152.00 $ 15200 Subtotal S - S 6,336.00 S 6,336.00 S - _ 4th of July- West Newport Fire Standby 5 10,53700 $ 10.537 00 6 72 Public Works Traffic Engineering S 1.52000 $ 1,520.00 1 10 Police General Services Crowd Control. Traffic Commit Staff Time 6 Equipment $ 176,412.00 $ 3.000 00 S 176,412.00 $ 3.00000 289 8 60 251 officers support staff t)tilitms Staff Time 6 Equipment 76000 750 DO 2 6 Subtotal ll, 181 682.00 181 662.00 Arts In the Park Recreation [S 4 Evew Permit 1 f 37300 1 f 373 00 S Balboa Island Artwalk Police Staff Time 5 '. 91808 5 1978 08 3 24 Recreation Permit fees 5 2,195 00 S 2.195 W General Services Staff Time 8 Equipment S 28522 S 4,45830 S 5 28522 1 6 Subtotal _ S 4,45830 Balboa Island Parade City Manager Recreahon Permit Fees c 1 c 114 00 5 1,00C 0l. $ 774 W $1.000 waned by City Manager Police Police Traffic Control Explorers $ 2,273.82 S 400.00 S 45230 S 621 52 $ 40000 1 9 29 40 $1,000 waned by City Manager General Services Staff Time 8 Equipment $ 1,329.67 $ 1.32967 2 23 Public Works Traffic Engmaenng S 30400 $ 304 00 1 2 _ utilities utilities - Flags and Flag Holders $ 20000 S 20000 1 3 Subtotal S 5.28t 49 S 1,956,30 f 3.325. 19 Balboa Chili Cook -Off Fne Stand B f 1 206.00 i 206 00 3 9 Bloomin dales Fashion Show Fire ISlano B S S 2412.00 241200 61 18 Breakers Tennis Tournament Police Crowd Control S 5.85182 585182 10 75 Not a" as of 512010 for FY 08 or 09 costs Recreation Permit c 2.195 00 S 7 19500 Fire Permit S 184 00 S '.84 00 1 1 Fire Inspection $ 230 00 Bdfi082 _ S S 230 00 1 1 Subtotal 846082 _ _ CDM 5K' City Council Grant Early event marketing S 5.000 00 Paid to COM Chamber Recreation Recreation Recreation Permit Fee Waiver Staff time SUPpbes 8 Services S 2.195()1 5 1,100 00 S 32,00000 S 2.19500 S 1.100.00 $ 32,000.00 Dept manages event GROSS Revenue from event $100.000 Partner Payment Police 112 of nel revenue Traffic Control S 25.000 00 S 3.801 00 S 25,000.00 $ 3.801.00 1 47 Partner Payment c.'. Community Events Calendar Year 2009 Event OW06 Involved Services or Funding Provided Grant or Sponsorship Amount Actual Event Costs (staff time, supplies, permits) Event Costs Waived Event Costs Billed Est. Total Staff Est. t Hours N Police Fxplorers I ib/ '.i I It 13 127 All Staff time expenses waved e.•epl for PD Explorers General Services Utilities Fire General Services Banner Installation Inspection f 4.75900 5 50000 $ 45000 S 4.75900 f 50000 S 45000 10 2 1 99 4 2 Subtotal 1 f 3,000,001t; 71070.00 59805-001 $ 1265.00 CDM Christmas Walk City Council Grant Recreation Library Police Public Works Event Operations Permit CDM Branch Staffing Crowd Control Traffic E Engineering S 15.000 W S 774 W S 1.500 W S 4 458 00 S 45600 S 1.500 W S 45600 S 774 Ott iIl 20 20 3 Paid to COM Chamber $ gift from Library Friends Not paid as of 5162010 $ 4.458.00 Subtotal S 15,000.00 f 7,168.00 f 1,956.00 f S.T3200 Christmas Boat Parade Police Recreation Traffic Control Permit S 10.00000 S 2.195.00 S 10.000 00 S 2.19500 4 80 PD works off shift Subtotal f 15 12195.00 16 10000.00 16 2195.00 ______ Christmas Santa Delivery Fire Spam of Love Toy drive 11006.00 is 1,005.0015 4 8 Coastal Clean Up Day Recreation Fite Pudic Works General Services Permit fee waver (level 3 resident) Stand by - Fire crews Staff Time Staff time 8 equipment S 2.195 00 S 2,41200 S 30400 S 421 00 S 2,195 00 $ 2,41200 S 30400 S 421 00 3 1 2 18 2 8 County event B.IIed la staff costs Subtotal f f 5,332.00 f 5,332.00 f Coastline Car Classic Police Traffic Control $ 65936 S S 65936 2 4 Fire Antique Fire Engine $ 2.41200 S 2,41200 S 3 18 Recreation Permit $ 55300 S 55300 Subtotal f f 3624.36 f 2412.00 S 1212.38 Easter Egg Hunt Recreation Recreation Recreation Public Works Staff Time Supplies 6 services Permit weever Parke n f 1.30000 $ 7.19200 S 42900 $ 152.00 $ 1,300.00 S 7,192 00 S 42900 S 15200 27 Subtotal f s 9073. s 9 07100 f ECO FA13 Recreation Recreation Facility Rental Fee Special Event Fee f 10,746.00 735.00 f 10,746.00 f 735.00 f - Subtotal f $ 11481,00 f 11481.00 f Harbor Heritage Run Recreation Public Works Police General Services Permit Fee Waiver Traffic Engineering Traffic Controi Staff Time 8 Equipment S 2.195 00 S 60800 S 2.10070 S 1.827 41 $ 2.19500 S 60800 S 210070 1 S 1827 41 1 7 7 4 30 32 Subtotal f S 6,731.11 f 2,803.00 f 3.928.11 Komen Race for the Cure Gty Council Grant Recreation Police Event sponsor Permit Ice waver (level 3 nonresident) Traffic Control $ 7.50000 $ 4.194 00 S 6.533 17 S 4,19,400 S 6.533 17 12 84 All staff time expenses waived except PD Explorers Councl authorized 57.500 of Imkmd ServKes/wawers o�navc:c r's' � Community Events Calendar Year 2009 ry.f Grant or Actual Event Sponsorship Amount Costs (staff thine. sultatiflit Dia"lls) Event Costs waived - Event Costs 81111411111 Est Total sun Est Hours HOW* Pot" ir FAarafinis Plavidad Explorers $ 1.33000 S 1.33000 Biicd separately General Services Staff Time $ 5,89340 S 589340 12 114 Pubic Works Traffic Engineering $ 1,06400 S 1.06400 1 7 Fire Fire - Inspection $ 45000 S 45000 1 2 Fire Fire Stand B $ 1,50400 $ 1.504 00 2 8 Subtotal 7501 S 20968.57 S 19878.57 1330.00 Imagination Celebration Library Cultural arts programs S f 2,501 S 2,500.00 t 24 Paid for by Friends of the Library Lido Isle Garage Sale Recreation General Services Permit not issued Work w/ RCA to organize event $ 4.000 00 S 400000 6 120 No Pefm1 Issued corre Line not annual event Public Works Traffic Englinei $ 45600 S 45600 1 3 Subtotal 4456.00 4456.00 Magic Shoe SK (Note 1) General Services Recreation Staff time Permit S 2.611 74 S 2.195 00 $ 2.611 74 S 2,195 00 Public Works Traffic Engineering $ 3.1740 00 S 304000 1 20 Engineering will be $0 in 2010 Police Traffic Control $ 3.745 08 $ 3.74508 11 45 Police Explorers S 36000 1 S 360 00 _ Subtotal S 11951.82 S 7040.00 $ 11.91 1.82 March for Babies General Serves Staff lime 8 Equipment S 2.681.85 $ 2.681 85 Recreation Permit S 4,194.00 $ 4.19400 Pubic Works Traff¢ Engineering $ 1,21600 S 1,216.00 1 8 Fire Fire Permit $ 18700 $ 187.00 Police Traffic Control $ 3.00331 S 3.00331 9 45 Police Explorers S 70000 $ 710 00 Subtotal 11 962.18 1,40300 10 579.16 MS Bay to Bay Bike Ride Police Traffic Control S 82420 $ 82420 2 10 Recreation Permit 419410 $ 4.19400 S 5018.20 $ 501820 Subtotal S NB Film Festival City Council grant Recreation Event sponsorship Permit fee waiver (level 3 resident) S 100,00000 $ 2.195.00 S 2.195 W Permit was paid in 2010 (52.524) Recreation Newport Navigator Ad S 55000 $ 55000 Public Works Traffic Engineenng S 60800 S 60800 1 4 Police Staff time (opening night) $ 1,236.30 S 1.23630 3 12 Police Explorers $ 15000 S 15000 Library Meeting Rooms deposit S 20500 $ 20500 1 40 Library / Arts CommrssW Cultural Ans Grant 8.00000 Fire Inspection S 68000 $ - $ 68000 1 3 Fire Fire Perils _ S 108 000 00 $ 37400 $ 37400 S 3.93200 2 066,30 Subtotal f S 9➢8.J0 Newport Beach Triathlon General Services Staff time 6 equipment 5 3.19545 S 3.19545 10 37 Recreation permit $ 4,194.00 S 4,194 00 Police Traffic Control S 3.91394 S 3.91394 11 50 Police Explorers $ 700.00 S 70000 14 70 Pubic Works Traffic engineering S 1.216.00 S 1,216.00 1 8 Lifeguards S 1.48800 S 148800 ry.f Community Events Calendar year 2009 Event De ts.lnvol M vlded Grant or $pereforpi Actual Event Costa (staff time, ties rmrts Event Costs Waived Event Coats Billed 11MIESLIM Subtotal S f 14.70739 S 1,21600 S 13.49139 Newport to Ensenada Race City Council grant Mayor ! Council budget Public Works Fire E. vent sponsorship Reception 6 gifts Traffic engineering Inspection $ 25.000 00 S 4.16761 $ 15200 $ 450.00 S 4.16 �.'1 S 15200 1 S 45000 1 1 1 2 3 yr sponsor Commitment ends in FV'11 Mayors reception 8 gibs annual exp No even) rmlt issued/ needed Subtotal _ 6 25000.00 $ 4769.61 S 4,119.61 f 450.00 Newport Ridge Community Association Recreation Permit S - $ 1.00000 $ 1.00000 1 24 Paid for by Friends of the Library OC Marathon (Note if Gly Council grant Recreation Public Works Pudic Works Police Police Police General Services Lifeguards Fire Event sponsorship Permit Traffic Engineering Preparation Traffic Engineering Traffic Control Explorers Staff time 6 egupmenl Planning Staff Time Fire Planning Meetings $ 50.000 00 S 2,19500 S 16.240.00 S 1,46155 S 35.306 79 s 2.945.00 S 10.657 56 $ 80000 $ 71500 $ 46000 $ 18,240.00 $ 80000 $ 46000 S 2.19500 S 1.461 55 S 35.306 79 S 2.945.00 S 10.657 56 S 71500 S - 1 1 66 3 1 120 130 300 20 2 Pre -event not billed Traffic Engineer was billed Per GS Ibis rs PD Subtotal f 50.000.00 1 f 72.780.90 S 19.500 00 $ 53,280 90 OC Fan Fire Rim Prevention Boom Is 1 206.00 i $ / 206.00 1 S 3 9 Pacific Coast Tnathlon Recreation Police Police Public Works Permit Fee (level 3 resident) Traffic Control Explorers Traffic enameermit S 2195 00 S 3.98200 S 50000 $ 1.21600 $ 2.195 00 S 3.98100 $ 1.21600 s 50000 10 1 50 8 Permit was paid in 2010 $2.524 6YDtebl S $ 7,893.00 S 7,39100 1 S 500.00 Pacific Life Chnstmas Party Fire Spark of Love Toy Drive S S 2.71500 $ 2,715.00 1 $ 7 21 Persian New Year Subtotal Recreation utilities Police Park Patrol Parking Lot Lights Traffic Control $ 50000 S 1.000 00 S 1500000 S 50000 $ 1.000 00 S 15,000 (70 2 2 6 $ f 16,500.00 $ 16.500.00 $ Public Safety Day Police Fire Staff time and expenses Standby $ 17.73500 S 1.38000 $ 17.735 00 $ 1.38000 35 2 210 12 City event Subtotal f 19115.00 $ 19115.00 f Relay for Life Recreation utilities Board. Chair Logistics Comm Generators and portable light lowers S 500 00 S 1.000 W S 500 W S '!M (7(1 2 2 48 8 No Permit Subtotal S - f 1,500.00 f 1.00 s - Rehrement Homes Christmas Party Fire Card Delivery $ - $ 1,206 00 $ 1,106 00 S - 3 9 Spirit Run Recreation Public Works Fire Fire Permit fee waiver (level 3 resident) Fire -Pama Inspection I S 2 19500 S 1.216 00 S 18700 I S 4-,0()0 S 2.19500 S 1.216 00 S 187 00 S 45000 t 1 8 2 Permit was paid in 2010 ($2,524 '�Y.1 Community Events Calendar Year 2009 GRAND TOTAL ............................................................................... ............................... f 240,500.00 S 648,175.74_$ 508"493.50 S 139,683.24 Special Event Grant 7 Sponsorship Amount City Event Cost Special Event Waiver Amount Total City Cost of Special Events Amount billed but unpaid as of 9412010 $10,309 .82 Blue denotes a city event S 240.50000 316,989.00 191,524 50 f 748.993.50 Note 1 New events or new routes (Magic Shoe. OC Marathon( take additional PW staff time for reviewing traffic control plans PIN typically waives the fees for Temp Street Closure permits for special events ($52) Note 2 New rates were approved for 2010 per fee study so permit waivers will cost more in the Succeeding years . a t-1. osnawlo „ Grantor Actual Event Sponsorship Costs (staff time. Event Costs Event Costs Est Total Est _ Event 1 or Fundino Provided Amount Supplies. permits) Waived Billed Police Traffic Control c S 5.330.92 65 Police EsOlwrrrs < 60000 13 60 Billed separately General Serves Staff timed equipment 5 r / r $ 3.011 71 11 68 Subtotal S $ 12,990 69 $ 4.048 00 f 894269 Taste of Newport Recreation Police Permit lee waiver (level 3 resident) Crowd Control S 2,195 00 S 39.673.00 S 2.195 W f 39.673.00 26 200 Council approved 2008 waiver. staff erroneously waived again in 2009 General Services Staff time 8 equipment S 1,206.02 $ 1.206.02 3 15 Pudic Works Traffic engineering f 1.216.00 S 1,216.00 2 4 Fire Fire Inspection $ 1,38000 S 1.380.00 2 6 Fire Fire Permits S 37400 S 374001 f Subtotal S f 46044.02 46041.02 Toshiba Classic Fire Inspection 8 Pre Event Mtg $ 460.00 S 46000 Police Crowd Control $ 2.04000 S 204000 4 32 Recreation Permit 5 2.19500 $ 219500 Bill se rate) Subtotal f - f 4,695.00 S $ 4.695.00 Track Meet Recreation Staff Time $ 2,25000 S 2.250.00 Sponsored by Newport - Balboa Recreation Supplies 8 services S 7.000.00 f 7,000.00 Rotary GuD - $2.500 utilities Staff time 8 equipment $ 72600 $ 72600 2 4 Revenue generaled . S7625 PnUuoes rotary aonatan Subtotal f f 9976.00 $-----9.97600- f Winter Wonderland Recreation Staff Time $ 2,821.00 $ 2,82100 42 Recreation Supplies 8 sernces $ 22,876.00 $ 22.876 00 Recreation Permit waiver S 42900 $ 42900 Public Works Parkin Ian 152.00 $ 15200 _ Subtotal f 12797.00 9 12797.00 f Woodrow Wilson Feld Trip Lifeguards Staff time f S 341-00 S - $ 341 00 GRAND TOTAL ............................................................................... ............................... f 240,500.00 S 648,175.74_$ 508"493.50 S 139,683.24 Special Event Grant 7 Sponsorship Amount City Event Cost Special Event Waiver Amount Total City Cost of Special Events Amount billed but unpaid as of 9412010 $10,309 .82 Blue denotes a city event S 240.50000 316,989.00 191,524 50 f 748.993.50 Note 1 New events or new routes (Magic Shoe. OC Marathon( take additional PW staff time for reviewing traffic control plans PIN typically waives the fees for Temp Street Closure permits for special events ($52) Note 2 New rates were approved for 2010 per fee study so permit waivers will cost more in the Succeeding years . a t-1. osnawlo „