General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, June 28, 2017 at 3:30 p.m. City Hall Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Tabitha Denny Committee Vice Chair: Natasha Mackey Committee Members: Steve Henderson, Art Sandoval Staff Coordinator: Elizabeth Stark-Rankins A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. May 3, 2017 Meeting Minutes 1 E. Non-Action Items 1. Roswell Museum and Art Center Director’s Report 2-3 F. Action Items 1. Special Events and Film Policy 4-22 G. Public Participation H. Adjourn (Next Meeting: July 26, 2017) NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 16-69. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575- 624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 6-23-17 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall May 3, 2017 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 16-69. B. ROLL CALL The meeting convened at 3:31 p.m. with Chair Denny presiding; Councilors Mackey and Henderson present. Councilor Sandoval being absent. Staff Present: Elizabeth Stark-Rankins, Kevin Dillion, Joe Neeb and Jim Burress. Guest Present: Miranda Howe. C. APPROVAL OF AGENDA Councilor Mackey moved to approve the May 3, 2017 Regular General Services Committee meeting agenda as presented. Councilor Henderson was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. D. APPROVAL OF MINUTES Councilor Mackey moved to approve the General Services Committee meeting minutes for March 22, 2017. Councilor Henderson was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. E. NON-ACTION ITEMS 1. PRO-Roswell Electrical Box Art Competition Selections-Miranda Howe discussed that the group conducted a local artist competition for the art to be installed on the electrical boxes within the City. 31 entries were received. Ms. Howe stated they are working on their sponsorship. They will raise $1,000 per box which gives $700 to the artist and $300 to cover materials. Ms. Howe stated this is phase one. F. REGULAR ACTION ITEMS 1. Nancy Lopez Golf Course at Spring River RFP 17-002 Award-Ms. Stark-Rankins discussed Nancy Lopez Golf Course RFP for operations of the pro shop. The committee has completed the review process. The committee reviewed the submissions based on the qualifications, experience, management, organizational approach and interviews. Ms. Stark-Rankins discussed the scores on each management group and how the applicants were ranked. Councilor Henderson moved to recommend the highest applicant of the Nancy Lopez Golf Course at Spring River, RFP 17-002, the Award. Councilor Mackey was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 3:48 p.m. 1 Director’s Report to the General Services Committee June 28, 2017 Meeting Submitted by: Caroline Brooks, Executive Director May 2017 Attendance Membership Totals in May General Visitors 1,060 2017 2016 Classes 55 Current Members 367 n/a* Meetings/Bassett 284 New Members 3 3 Volunteers 27 Overdue 29 2 Planetarium 99 Renewals 50 44 School Tours 254 Monthly Revenue $3,895 $3,030 STEAM Night 415 YTD Revenue $19,155 $17,330 *record wasn’t created due to staff transition in TOTAL 2194 2016 1. Staffing Amberly Meli, from Richmond, Virginia, will be joining the Museum staff as Registrar on July 7. She has both BA and MA degrees from George Washington University and has worked in collections management at the President Woodrow Wilson House and the National Trust for Historic Preservation, both in Washington, DC. Membership and Events Coordinator Colette Speer recently resigned to become a part-time librarian at the Roswell Public Library. We are very sad to be losing her, however the new position will allow her more time to concentrate on her writing. While at the Museum, Colette increased membership, helped coordinate special events and enhanced community partnerships. We wish her the very best and anticipate seeing her as a guest at future Museum events. 2. Family STEAM Night Success Family STEAM Night (Science, Technology, Engineering, Art and Mathematics) was held on May 4 at the Museum and was a rousing success with lots of fun activities and over 400 attendees! Our Curator of Education Amanda Nicholson did a wonderful job organizing it and received supplies and activity training through a small grant program. The event is a great foundation for our STEAM Festival which is being planned for May 2018. 3. Strategic Planning The 2017-2021 strategic plan draft process is underway. A day-long workshop was held in February to develop key goal areas with representatives from the museum staff, Board of Trustees and the RMAC Foundation. A plan has been drafted and we anticipate approval at the July 17 board of trustees meeting. Highlights include audience development, increasing organizational capacity, revenue and marketing. 2 4. Audience Building Staff are working on plans for audience building in alignment with our strategic plan discussion from February. One of the targeted audiences is young professionals, and as such the staff is developing a pilot project for a series of evening events titled pARTy After Hours with the first being held on September 8. YPAC (Youth and Professionals for the Arts Collective) is collaborating with the museum for the events and funding support is being provided by the RMAC Foundation. 5. Tin Chandelier Returns One of our Founders Gallery’s tin chandeliers was recently reinstalled after being conserved in Santa Fe by Bettina Rafael. The chandeliers are original to the 1937 section of the museum and were made on site by WPA craftsperson Eddie Delgado. Conservation included analysis, cleaning, soldering failing joints, rewiring and replacement of the chain. Conservation arrangements hope to be made soon for the third (and last) chandelier. 7. Planetarium Renovation A major planetarium renovation, including a digital conservation from outdated Kodak slide projectors and replacement of the effects lighting, seats, and carpet as well as painting of the interior of the dome, will take place in August and September. The upgrades will provide a full-dome experience, new STEM programming, and an overall greater viewing and educational environment. The RMAC Foundation is planning a grand reopening celebration this fall. The RMAC Foundation has undertaken fundraising efforts to raise the approximately $380,000 to cover the cost of the project. The original planetarium was built in 1969 in collaboration with RISD and has provided programming to thousands of children and adults from around the world. 8. Exterior Painting and Repairs The southside (front) of the museum was painted in 2016 and the remaining sides are now being painted as well as having cracks filled. The black exterior railing underwent a repair last month from damage when a vehicle presumably dented a portion and loosened a lengthy, 40 ft. section from its footings. The entire railing is also scheduled for a repaint. Selection of Upcoming Events  Thursday, June 29 – Saturday, July 2: Planetarium Laser Shows. See website for details.  Friday, July 28, 5:30-7 pm: Roswell Artist-in-Residence Opening Reception and Lecture: Andrea Jespersen  Saturday, July 30, 1:30 pm: Feature Film: Moon, British science fiction film that follows a man who experiences a personal crisis as he nears the end of a 3-year solitary mining stint on the far side of the Moon.  Friday, September 8, 6-9 pm: pARTy After Hours, social after hours event geared for adults that aims to expand Museum audience.  Friday, September 22, 5:30-7 pm: Roswell Artist-in-Residence Opening Reception and Lecture: Shanti Grumbine  Friday, October 6: Opening Reception for RAiR at 50, an exhibition of current work by past participants in the Roswell Artist-in-Residence Program 3  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, June 28, 2017 at 3:30 p.m. ACTION REQUESTED: Special Events and Film Policy BACKGROUND: Staff have been working to create a cohesive and more manageable process for reviewing, approving, and supporting special events held within the City. This change in process is meant to improve the experience of the event holder as well as staff and, hopefully, lead to improved events within the City. In order to support the change in process, a guiding policy is needed. This policy outlines the general guidelines and principles under which the staff will operate to review, approve, and support events. This also outlines more clearly what an event holder’s responsibilities are to put on an event. FINANCIAL CONSIDERATION: A fee schedule for City services is included in this policy. Each event will have fees assessed depending on their needs and requests. The goal with this policy is also to lessen the burden on the City financially in support of many of these events so that basic City services can be funded more appropriately. LEGAL REVIEW: The City Attorney has reviewed this policy. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council of the Special Events and Film Policy. STAFF RECOMMENDATION: Approve and send to City Council the Special Events and Film Policy as presented. 4  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 1 of 12 1.0 Purpose: The purpose of this policy is to facilitate events and activities which are safe, enjoyable, and well-coordinated, to provide guidelines by which the reviews, approvals, administration, and implementation of special events are consistent in nature, and attention is given to the use of City resources and infrastructure in support of such activities. The City of Roswell strives to work well with residents, businesses, area organizations, schools, churches, and other entities in the provision of special events. 2.0 General Guidelines and Definitions: In doing so, the City has established a Special Event Team (SET) consisting of representatives from the departments of Police, Fire, Parks and Recreation, Public Affairs, Public Works, Administration, and other appropriate departments. In addition, the City has appointed the Tourism and Event Manager to be the main point of contact for all Special Events. The Tourism and Event Manager, as a function of the Public Affairs Department which is ultimately responsible for the coordination and implementation of events, is responsible for accepting applications, reviewing proposals, and working with applicants to ensure that the process is as efficient as possible and the events are in keeping with City guidelines and policies. The City of Roswell is committed to achieving a process that is responsive to the applicant, provides accurate and clear information, and encourages community events that are safe, enjoyable, and well-coordinated. Special events are defined as any request(s) by residents, businesses, community organizations, schools, churches, or other organizations to conduct specific activities and events on a non-regular basis that are open and available for attendance by the general public and may impact City operations, services, and infrastructure. Events that occur wholly within a park property and do not affect other areas, such as Streets, are not required to follow this policy, but will continue to be authorized through a Special Use Permit process in the Parks and Recreation Department. Construction related street closures will also be permitted through the Special Use Permit process. City Organized Events: Events organized and facilitated by City of Roswell personnel. No staffing fee will be applied. City Sponsored Events: Events organized and facilitated by private entities determined by the City of Roswell to warrant significant financial investment from the City and/or require significant facilitation by City of Roswell personnel. Staffing fees may be applied at the discretion of the Special Event Team. Accountability. Communication. Excellence. Integrity. Teamwork. 5  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 2 of 12 City Sanctioned Events: Events organized and facilitated by private entities to provide entertainment or financial benefit to the community without additional financial investment or facilitation from the City, but have been authorized under the terms of this policy to occur. Staffing fees may or may not be applied at the discretion of the Special Events Team. Commercial Filming: Filming for the purpose of creating a final product intended for broad public consumption beyond personal use. Parades: Events that require the blocking of streets for purposes of entertainment progressing down the street for public viewing. Parades provide a unique contribution to the City by promoting community identity and providing cultural enrichment. Block Parties: Events that require the blocking of streets for purposes of neighborhood resident gatherings. Block party events are neighborhood supported events and are designed to assist with creating a sense of community. Demonstrations: Events where individuals will gather in a public location to promote an issue verbally and may display signs, posters, or other means of notification. Demonstration events are supported strictly by the requesting group. These events must be approved if public property will be utilized. (For the purposes of this document the term City shall be used to represent both the governmental organization and Special Event Team). 3.0 Application Process: 1. Application Process: The Tourism and Event Manager is available to assist and work with the Applicant during any part of the application process. The process is intended to be convenient to the Applicant and involves several easy steps: a. Obtain and fill out a Special Event Questionnaire and Application available on- line or by contacting the Tourism & Event Manager at (575-624-6860). b. Submit application to the Tourism & Event Manager in person, via e-mail, or by fax (575-624-6709). c. The Special Event Team will review the application at its next regular meeting, request follow-up information if necessary, consider the application including costs, if any, and provide a response to the applicant in most cases no later than ten working days from the date of the meeting. Approvals are forwarded immediately and in some cases following receipt of an insurance certificate, if applicable. Accountability. Communication. Excellence. Integrity. Teamwork. 6  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 3 of 12 d. If the Applicant is requesting Lodgers’ Tax funding to support the event, attendance at a committee meeting is required by the Applicant for Lodgers’ Tax Funding. 2. Applicant: Applicants requesting a special events permit must be eighteen (18) years of age or older. 3. Applications: Applications should be completed in full using the approved City application form. To promote effective and timely reviews, applications should be submitted no sooner than one (1) calendar year in advance of the event and no later than one hundred twenty (120) calendar days prior to the event. Due to time restrictions, reviews of applications received less than one-hundred twenty (120) calendar days in advance of the requested special event date are not guaranteed to be considered during this time frame. Unfortunately, in most cases, the City is unable to accept applications received less than thirty (30) calendar days prior to a proposed special event date due to time constraints. In cases of commercial filming, the application must be submitted no less than fifteen (15) calendar days prior to filming. a. Lodgers’ Tax Funding: Any Applicant who is also applying for Lodgers’ Tax Funding is subject to that policy and the requirements thereof. 4.0 Location of Events: In an effort to promote an enjoyable and safe atmosphere, special events conducted on either public spaces or private property shall be reviewed by the City on a case-by-case basis and evaluated to confirm that the proposed location does not cause a public nuisance, evoke safety concerns, promote the misuse of public resources, or result in any damage to infrastructure. Persons participating in commercial filming activities on private property shall obtain written permission prior to completing the permitting application. On-site commercial filming activities beyond the usual hours of 7 AM to 10 PM requires special permission of the Public Affairs Department and may incur an additional fee to provide notice to affected residents or business. 5.0 Frequency of Events: As a means to reduce the impact on any particular area of the community, no more than four special events, excluding commercial filming activities, per twelve-month period may occur in any one location without the consent of the City. Under this same Accountability. Communication. Excellence. Integrity. Teamwork. 7  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 4 of 12 philosophy, the total number of special events within the City that require the closure or disruption of City streets and/or pedestrian pathways shall also be limited to no more than four per calendar year within the same general location, excluding the MainStreet Roswell districts, without the consent of the City. 6.0 Security: Security of an event should always remain a top priority for both the community and the Applicant. As such, the City of Roswell, at its sole discretion, reserves the right to require event security and recommend the levels of personnel required in all instances in which the City determines circumstances may warrant security in order to protect the health, welfare and safety of the citizens of Roswell and/or event participants. The Applicant shall be responsible for staffing costs resulting from the use of a security firm or may request to hire or use police officers to provide necessary event security. The Applicant must hire licensed security personnel or peace officers who have jurisdiction within the City of Roswell. The City shall recommend the number of security personnel or peace officers an event warrants. Private Security is required for any special event in which alcohol is served or sold. Security may be required for any event with admission fees and any event in which the anticipated attendance or the planned activity may affect public safety. EMS and fire protection will be required as needed on a case-by-case basis. Listed below are the recommendations for the Applicant. Estimated Event 501- 1,001- 2,001- Greater than 0-100 101-200 201-500 Attendance 1,000 2,000 3,000 3,000 4 5 2 Officers for Recommended 6 Officers 1 to 2 2 4 Officers Officers each 500 Minimum 2 Officers Officers Officers 1 1 additional Staffing Sergeants Sergeant Sergeant attendees **All events should be individually assessed to ensure proper public safety manpower is provided.** Factors which may increase threat level or Factors which may decrease threat level or staffing needs: staffing needs: Need for personal protection for speakers, Historically minimal attendance. performers, or guests. Events with multiple locations. Patron screening. Night time events. Daytime events. Outdoor venues. Indoor venues. Live entertainment. Prior events of similar nature with no history Accountability. Communication. Excellence. Integrity. Teamwork. 8  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 5 of 12 Venues with multiple entrances. of safety issues or police action. Traffic control needs. Private security staff at event. Specific threat to the event. Other agency assistance. Events involving alcohol sales. Other factors determined by RPD staff. Other factors determined by RPD staff. If requesting support from City entities for these purposes, please refer to the fee schedule listed below. 8.0 Cleanliness: We ask the Applicant to help us protect our City resources by returning the public spaces to a clean and orderly condition and placing all City property back in its original location. The Applicant shall agree to pay for the cost of replacement or repair of any damage to the facility or equipment within that public space caused from the use thereof. In order to preserve and protect the aesthetics of our community the Applicant shall refrain from applying any permanent or semi-permanent markings to roads and pedestrian pathways. 9.0 Damage or Loss of Materials: For events that are not operated or sponsored by the City, the City shall not be responsible for damage or loss of materials used or left in any public spaces and does not assume liability on groups or individuals attending an event within said public spaces. Damage to City facilities, trails, equipment or other City property will require the Applicant to pay for the costs of the repair or replacements plus $500. 10.0 Denial of Future Use: In an effort to provide for a well-coordinated, enjoyable and safe event, it is important that Applicants abide by City Ordinances, State and Federal laws, and this and other City of Roswell Policies. Unfortunately, failure to do so may result in the denial of usage of the public space(s) and/or the issuance of a special event permit both at the time of the infraction and in the future. 11.0 Indemnity: Applicant must agree to indemnify, hold harmless and defend the City, its officers, agents and employees from and against all liability for any and all claims, suits, Accountability. Communication. Excellence. Integrity. Teamwork. 9  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 6 of 12 demands, and/or actions for damages, injuries to persons (including death), property damage (including loss of use), and expenses including court costs and attorney’s fees and other reasonable costs occasioned by or arising out of Applicants use of public spaces and/or activities conducted in connection with or incidental to the requested permit and arising out of or resulting from the intentional acts or negligence of Applicant, its officers, agents, employees or persons participating in the event sponsored by Applicant. Applicant must further agree that they shall, at all times, exercise reasonable precautions on behalf of, and be solely responsible for the safety of its officers, agents, employees, participants, visitors, and other persons, as well as their property, while in or on the public spaces or involved in activities in connection with or incidental to the permitted use of the public spaces under this permit. It is expressly understood and agreed that City shall not be liable or responsible for the negligence of Applicant, their agents, servants, employees, customers, visitors and participants. It will be further agreed with respect to the above indemnity, that City and Applicant will provide the other with prompt and timely notice of any event covered in any way, directly or indirectly, contingently or otherwise affect or might affect the Applicant or City, and City shall have the right to compromise and defend the same extent of its own interests. Applicant will further agree that this indemnity provision shall be considered as an additional remedy for the City and not as an exclusive remedy. 12.0 Insurance: To protect the City and its citizens, the Applicant shall agree to provide liability insurance insuring the above indemnity provisions, and products/completed operations coverage, where applicable, in the following amounts: 1. Bodily injury: $100,000 per person 2. $1,000,000 per occurrence 3. AND 4. Property damage: $100,000 per occurrence Applicant shall further expressly agree that with respect to the above required insurance, the City shall: 1. Be named as additional insured/or an insured as their interest may appear. 2. Prior to execution of a permit, be provided with the original certificate of insurance or their insurance policy evidencing the above requirements. Accountability. Communication. Excellence. Integrity. Teamwork. 10  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 7 of 12 13.0 City Services: In certain instances, the Applicant may request services from the City in order to conduct their special event. The City will make every effort to assist the Applicant while keeping costs to a minimum; however, the City cannot guarantee the availability of these services and must also remain cognizant of the impact on City resources. If requested and agreed to by the City with the granting of a special event permit, the Applicant shall be responsible for expenses to the City connected with the holding of a special event. This may include such things as additional clean up, barricades, police officers, damage, or other expense to the end that the City shall be protected from the gross expenditure of funds. Prior to the issuance of a permit, the Applicant must provide an application fee. The Applicant will also provide to the City a permit fee based on the size of the event in accordance with the approved City Service Fee Schedule as included with this document. The permit fee will be applied to the total bill owed the City by the Applicant. Remaining fees owed the City will be billed to the Applicant within thirty (30) days of the close of the permitted event. Unused portions of the permit fee will be returned to the Applicant within thirty (30) days of the close of the permitted event. If applicable, Applicant may be required to deposit with the City the estimated sum in full for services the City has agreed to provide in accordance with the approved City Services Fee Schedule as included with this document prior to the issuance of a permit. 14.0 Special Event Use of City Personnel Salary and overtime expenses for City personnel may be included as a City expense and will be incorporated into the consideration of each event’s application and anticipated support levels. However, salary or overtime for City personnel shall not be charged directly to the Applicant. Rather, these expenses will be absorbed through the City budget, Lodgers’ Tax award of funding, or as fees assessed per the City Services Fee Schedule included with this document. 15.0 Special Provisions: 1. Food or Beverage Sales: If serving food and/or beverage to the public, the Applicant must coordinate through the Health Department to obtain necessary permits and information on proper dispensing and handling procedures. The Applicant must have a Business Registration and license with a Tax ID #. The Applicant must have City approval to serve or sell alcoholic beverages on public property as part of an event. Accountability. Communication. Excellence. Integrity. Teamwork. 11  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 8 of 12 To serve or sell alcoholic beverages at public events, it is the responsibility of the Applicant to obtain the proper licensing and training from the New Mexico Alcoholic Beverage Commission. 2. Restroom Facilities: For special events, it is the responsibility of the Applicant to provide an adequate number of toilet facilities, including mobility impaired accessible units, at the expense of the Applicant. This could also include hand washing stations for purposes of Food and Beverage permitting. 3. Trash Pick Up & Removal: If not properly managed, the accumulation of trash and debris can create a nuisance both during and after an event. In an effort to avoid this, the Applicant is responsible for the removal of trash and litter during and after the event. Groups in excess of 100 persons are required to remove bags of trash from the public space the same day of the event and depending upon the number of anticipated participants and type of activity may be required to rent a front-load or roll-off container through the City’s solid waste provider. After the event, the public space shall be left in as good or better condition than existed prior to the event. The Applicant may request assistance with trash removal from the City per the fee schedule included with this document. 4. Parking: In order to deter traffic disruptions and create a safe environment for pedestrians, Applicants must ensure that adequate parking is available for the special event. Applicant agrees that parking on non-paved surfaces shall be limited to only those areas specifically designated by the City, if on public property. 5. Pyrotechnics/Special Effects: Use of pyrotechnics or certain special effects require City of Roswell Fire Department standbys. All use of pyrotechnics or special effects should be disclosed and discussed with the Public Affairs Department to ensure appropriate on site assistance. Such standbys may require an additional fee. 6. Vendor Business Licenses: Vendors and event holders are required to obtain a business license in order to host these activities. A business license may be obtained as part of this application process. 7. Barricades: The amount of barricades needed for an event will be determined by the Streets department, Police department, and the event organizer. 8. Electrical Service: When required, all electric service shall be installed by a licensed electrician. Any event requiring heavy electrical usage must identify needs with the Tourism and Event Manager. Electric extension cords shall be utilized properly. Gauge size of cords used must be compatible with equipment. They shall not be frayed. Accountability. Communication. Excellence. Integrity. Teamwork. 12  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 9 of 12 They shall be completely covered with tape or other method to prevent tripping. They shall be properly grounded. 9. Hydrants and Water Service: To use a metered adapter on a hydrant, approval will be required from the City of Roswell Public Works. Any event requiring hydrant usage must identify needs with the Tourism and Event Manager. 10. Amusement Rides: Amusement rides must meet the requirements set forth by New Mexico Codified Law and Roswell City Ordinance Chapter 7. All required inspection affidavits, licenses, and fees shall be presented at the time of application for such event. 11. Tents: a. No tents shall be erected closer than six (6) feet to a property line, ten (10) feet to any building or structure, or closer to the street line than building line. Tents may be erected in a street with approval from the City. b. No tent shall be erected or used unless authorized by the City. Such authorization shall not exceed the length of the event. c. Tents shall not be treated with any substance or preparation which would increase the rate of combustibility of the fabric. Tents shall not be erected or used when subject to overloading by sleet or snow. d. The ground occupied by a tent and the area within ten (10) feet of a tent shall be cleared and maintained free of all flammable or highly combustible material or vegetation. The provisions of this section shall not preclude the use of necessary food for animals or other necessary materials incident to the purpose of the tent. e. The provisions of this section, except as to safety, do not apply to temporary tents under 120 square feet erected for the purpose of providing shelter at a cemetery for a funeral, special occasions (such as picnics, private receptions, and similar affairs lasting not more than one (1) day, Boy Scouts, or similar youth organizations) when erected and used under the direction of properly trained supervisors. f. Any tent or canopy used for food warming or having an area greater than 120 square feet (10 x 12) and not used for cooking requires a 2-A: 10-B:C minimum rated fire extinguisher in the appropriate number. (Travel distance to the nearest extinguisher shall not exceed 75 feet). 16.0 Assignment/Transfer: It is expressly understood that any permit issued is exclusive to the parties named therein and is not assignable or transferable. Accountability. Communication. Excellence. Integrity. Teamwork. 13  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 10 of 12 17.0 Event Marketing and Advertising: The Public Affairs Department will coordinate the efforts of all marketing and promotion of any City Organized Event. The Public Affairs Department will oversee and approve any logo usage for any event and will approve or deny any marketing or promotion for a City Sponsored Event. Any sponsorships will be managed by the Public Affairs Department including monetary or in-kind sponsorships of staff, equipment, etc. Any request for assistance with this from the Applicant will also be managed through this department. 18.0 City Services Fee Schedule: Below is a list of fees that may be imposed depending on the needs of the Applicant. These fees are adopted and approved by the City Council with the approval of this policy and can be amended by the City Council at any time. Items not included in this list, but that may be requested by the Applicant, may have an associated fee determined by staff at the time the item is needed until it can be formally incorporated into this policy. Item Cost Unit Application Fee $35 Per Application Special Event Permit Fee - Micro $200 (For Profit) 50-150 people Event $100 (Non-Profit) Special Event Permit Fee - Small $500 (For Profit) 151-300 people Event $200 (Non-Profit) Special Event Permit Fee - Medium $1,000 (For Profit) 301-500 people Event $500 (Non-Profit) Special Event Permit Fee - Large $1,500 (For Profit) More than 500 people Event $750 (Non-Profit) Filming Permit Fee $50 Per Event Photo Shoot Location Fee $50 Per Day Per Location Film Crew Location Fee $100 Per Day Per Location Filming Notification $1 Per Notification Current Business Business License Per License License Fee Police Officer $50 Per Hour Police Officer (Sergeant) $60 Per Hour Fire Apparatus with Crew $237 Per Hour, Minimum 2 Hours Brush Truck with Crew $142 Per Hour, Minimum 2 Hours ATV Ambulance with Crew $142 Per Hour, Minimum 2 Hours Fire Inspector $57.42 Per Hour, Minimum 2 Hours Standby Firefighter $40.90 Per Hour, Minimum 2 Hours Other City Personnel (Parks, $20 Per Hour Per Person Accountability. Communication. Excellence. Integrity. Teamwork. 14  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 11 of 12 Recreation, Sanitation, Special Electronics, etc.) Required for employee being Call Back Fee $50 called after initial set up Shelter Reservation Fee $25 Per Shelter Per Event Per Day Pioneer Plaza Fee $25/$50 Per ½ Day or Per Day Other Park Property Fee $15 Per Event Per Day Per Site/Per Pavilion Site Designated Inflatable Sites $80/$90 (Includes electricity and water) Concession Facility Use $100 Per Facility Per Day Set Up or Tear Down Fee $100 Per Day Mobile Stage $1,000 32 feet x 15 ½ feet, First Day Mobile Stage Extra Staging $250 8 feet, First Day Mobile Stage $500 Each Additional Day Mobile Stage Extra Staging $125 Each Additional Day Portable Stage $250 20x20, Each Day Portable Stage Setup & Tear Down $150 Per Setup Shorter/Riser $125 20x20, Each Day PA System $125 Per Event Music System $400 Per Event Microphone/Stand $10 Each per Event Sound Personnel $30 Per Hour Podium $100 Per Event Electricity (Park Property) $10 (Max $50) Per Hookup Per Event Temporary Pole (Park Property) $100 Per Event Blue Pole (As Needed) $200 Per Event Electrical Hookup $50 Per Hookup Electrical Spiders $100 Per Spider Generator (Small) $500 Per Event Tables $7.50 6 ft, Each Per Day Chairs $15 Per 50 Chairs Per Day Tent (10x10) $50 Each Per Day Tent (20x20) $150 Each Per Day Tent (40x40) $250 Each Per Day 1 Set of 50 Seats, Per Event With Backs: H7’10” x L15’5” x Bleachers $200 W 9’11’’ No Backs: H4’3” x L15’ x W9’ Trash Cans - 55 gallon $10 Each Per Event (1 per 25 people Accountability. Communication. Excellence. Integrity. Teamwork. 15  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 6/22/2017 Policy Number: PA0001 Revision Dates: Page 12 of 12 recommended) Trash Bags $20 Per Roll Additional Clean Up for Litter or $150 Per Incident Other Incident Roll-Off Including Delivery and Pick- Current Sanitation Per Roll-Off up Fees Barricades $25 Each Per Event Pre-Warning Sign $10 Each Per Event Barrels $10 Each Per Event Cones $5 Each Per Event Informational Sign Boards $200 Each Per Event Water Service Current Water Rates Per Meter Installation Cost and ATM Per Site $5/Day Approved as to Form: Date: City Attorney Policy Approved: Date: Joseph Neeb, City Manager Council Ratification Date: Accountability. Communication. Excellence. Integrity. Teamwork. 16 EVENT QUESTIONAIRE Yes No Will any part of the event take place on a bike trail or open space? Yes No Will there be food served sold or provided at the event? Yes No Will there be food trucks at this event? Yes No Will public toilets be provided or made available? Yes No Will any part of this event be fenced? Yes No Will there be more than 200 chairs arranged at this event? Yes No Will alcohol be served at the event? Yes No Will there be outside amplified sounds at the event? Yes No Will commerce be conducted on-site during the event? Yes No Will there be tents or canopies at the event? Yes No If there will be tents or canopies at the event, will you be using a tent company? Yes No If there will be tents or canopies at the event, will there be cooking under the tents or canopies? Yes No If there will be cooking under the tents or canopies, will you be using propane? Yes No Will there be generators at this event? Yes No Will there be fireworks at this event? Yes No Will there be jumpers, bounce houses, or inflatables at this event? Yes No Will there be carnival rides at this event? Yes No Will there be open flames at this event? ROSWELL 17 EVENT CHECKLIST Special Event Application received approval from the City? Provided your Certificate of Insurance? Has your insurance company named the City of Roswell as the additional insured? **CERTIFICATE HOLDER IS NOT ADEQUATE** Developed a detailed site map? Received proper permits or licenses for any food concessions, road closure outside city jurisdiction, sales tax, or alcohol sales? Barricades requested? Arranged for use of electricity? Rented generator? Rented portable toilets for the event? Rented and arranged delivery of tents, stage, sound equipment, tables, chairs, etc.? Verified parking requirements? Designated handicapped parking? Prepared signage? Designed a plan for inclement weather? Arranged for trash receptacles? Arranged for recycling options? Planned for clean-up of the event site? ROSWELL 18  ROSWELL Approved By: Permit #: Date: Permit Application New Application Revised Request Lodgers’ Tax Funding (complete additional application) Event Name: Event Date: Organization: ABOUT Event Address: Website: Phone Number: Email: Organizer: Cell: 2nd Organizer: Cell: DESCRIPTION Must also submit a map with street closures and barricades Fire Services Police Services EMS Ambulance Stage Sound Tents Trash Cans # Roll-Offs # 10x10 # Tables # Chairs # CITY SERVICES 20x20 # Community Service 40x40 # Road Closure *TC City Property *Traffic Control PRICE TC Closure Barricade setup time: Removal time: On: From: To: EB WB NB SB STREET STREET STREET TC Closure Barricade setup time: Removal time: On: From: To: EB WB NB SB STREET STREET STREET 19  Permit #: ROSWELL Lodgers’ Tax Application Only complete if you are requesting sponsorship from Lodgers’ Tax. Any funding from Lodgers’ Tax must follow the Lodgers’ Tax Policy. Please be sure you have read and understood the policy • You must attach a copy of your marketing budget/plan. • Please feel free to add addtional pages, ad samples, artwork, etc. Estimated # of Attendees From Estimated # of Attendees: Outside Chaves County: ABOUT Amount Requested: (Send Check) Address / City / State / Zip: -Budget Plan Example- Eligible Expenses: Local Amount: Out-of-Town Amount: Total Amount: Newspaper $120 $180 $300 Magazine $0 $500 $500 Radio $200 $300 $500 Television $450 $1050 $1500 Internet $210 $490 $700 Printing $360 $840 $1200 20  OFFICIAL USE ONLY Department Signatures All required signatures must be attained to become a permit Permit #: 128 W 2nd St Approve Roswell, NM 88201 Deny POLICE DEPT. (575) 624-6770 Commander Date N/A PA System: Barricade: N/A Required Comments: 200 S Richardson Ave Approve Roswell, NM 88203 Deny (575) 624-6800 N/A Chief Date Emergency Access Lane Fire: N/A Required FIRE DEPT. Hydrant Access: N/A Required Fire Extinguisher Standby Needed: N/A Required Emergency Team Needed: Yes No Rescue Pumper Special Considerations: N/A Required Comments: 515 N Main St Approve Roswell, NM 88201 Deny N/A Transit Director Date TRANSIT (575) 624-6766 Comments: 515 N Main St Approve SPECIAL SERVICES Roswell, NM 88201 Deny (575) 624-6766 N/A Director of Special Services Date Business License Issued: Yes No Comments: 21 Department Signatures Permit #: 1101 W 4th St Approve PARKS & REC Roswell, NM 88201 Deny (575) 624-6720 N/A Parks & Rec Director Date Comments: 425 N Main St Approve PUBLIC AFFAIRS Roswell, NM 88201 Deny (575) 624-6700 N/A Public Affairs Director Date Comments: I, _______________________________________, do hereby declare that the enclosed scheduled event will be conducted in accordance with the requirements and recommendations made by the special event team. I understand that violations of ordinances or statutes will not be encouraged or permitted. I also understand that this permit, if approved, may be revoked by any member of the special event team, if, in their own opinion, any of the following occur: the event becomes a public nuisance, violations of statues or ordinances are committed by any participant, any of the recommendations herein referred to as the "EVENT PERMIT" are not met. I understand that any significant changes (date, time, logistics, location and the like) to the event after the date it was reviewed by the special event permit committee will require that I resubmit the "EVENT PERMIT" to the committee members and/or obtain approval of the changes from the respective departments. Additionally, I understand that the City of Roswell and the special event team,will not be held responsible for changes made by the event organizer or participating entities prior to or during the event. Signature of Applicant Date 22