General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, July 26, 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. June 28, 2017 Meeting Minutes 1-2 E. Non-Action Items 1. Roswell Museum and Art Center Director’s Report 3-4 F. Action Items 1. Special Events and Film Policy 5-22 G. Public Participation H. Adjourn (Next Meeting: August 23, 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: 7-21-17 0Regular Meeting of the General Services Committee Held in the Conference Room at City Hall June 28, 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 3:30 p.m. with Chair Denny presiding; Councilor Henderson present; Councilor Sandoval participating by telephone; Councilor Mackey being absent. Staff Present: Elizabeth Stark-Rankins, Mike Matthews, Jim Burress, Caroline Brooks, Devin Graham, Sharon Coll, Juanita Jennings, Laurie Jerge, Allison Gray and Damian Cheatem. Guest Present: Rita Kane-Doerhoefer and Councilor Savino Sanchez. C. APPROVAL OF AGENDA Councilor Henderson moved to approve the June 28, 2017 Regular General Services Committee meeting agenda as presented. Councilor Sandoval was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval participating by telephone. Councilor Mackey being absent. D. APPROVAL OF MINUTES Councilor Henderson moved to approve the General Services Committee meeting minutes for March 22, 2017. Councilor Sandoval was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval participating by telephone. Councilor Mackey being absent. E. NON-ACTION ITEMS 1. Roswell Museum and Art Center Director’s Report- Caroline Brooks discussed highlights of the staffing at the Roswell Museum and Art Center. Mrs. Brooks stated there are new events for adults that aims to expand the Museum audience. One program is family STEAM night (Science, Technology, Engineering Art and Mathematics). The Museum planned for 50 to 70 people to attend, it was a success with over 400 attendees. Mrs. Brooks discussed the Planetarium renovation that included a digital conservation from Kodak slide projectors, replacement of the lights, seats, and carpet, which the RMAC foundation has undertaken fundraising efforts to raise approximately $380,000 to cover the cost of the project. F. REGULAR ACTION ITEMS 1. Special Events and Film Policy- Elizabeth Stark-Rankins discussed the goal on having a policy in place for special events. The policy outlines the general guidelines and principles that staff will operate to review, approve, and support events. Ms. Stark- Rankins discussed it will outline more clearly what an event holder’s responsibilities are to hold an event. Mrs. Jennings stated Lodgers Tax is a separate policy. Councilor Henderson moved to recommend to full council the Special Events and Film Policy. 1 Councilor Sandoval was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval participating by telephone. Councilor Mackey being absent. G. PUBLIC PARTICIPATION Rita Kane-Doerhoefer discussed concerns on the City services fee schedule for non- profit organizations. H. ADJOURNED The meeting adjourned at 4:09 p.m. 2 Museum Director’s Report to the General Services Committee July 26, 2017 Meeting Submitted by: Caroline Brooks, Executive Director June 2017 Attendance General Visitors 1,664 Membership Figures for June 2017 Classes 99 Current Members 381 New Members 14 Meetings/Bassett 354 Overdue 96 Volunteers 10 Planetarium 926 Renewals 44 School Tours 68 Monthly Revenue $2,560 Exhibit Openings 208 YTD Revenue $20,845 TOTAL 3,329 YTD Attendance 29,992 1. Strategic Planning The 2017-2021 museum strategic plan was approved at the July 17 Board of Trustees meeting. The plan serves as a loose roadmap for the next 3 to 4 years and as we are ready to focus on individual topics of the plan, we’ll have discussions about resources such as staffing and budget, as well as timeline and anticipated outcomes. That way the plan inspires fresh conversation based on available resources and potential roadblocks at that time. The primary highlights are:  Make the museum more accessible, comfortable and engaging through an update of some of the interior spaces such as the lobby and the Robert H. Goddard exhibition and by adding a family-focused discovery gallery.  Increase visitation numbers and audience engagement by adding attractive exterior signage and doing targeted programming for families, young professionals and seniors.  Explore ways to increase revenue to help support these and future initiatives such as charging admission. Since the museum has always been free, a discussion on admission will not be taken lightly and presumably would need to go before City Council for final approval.  More purposefully exploring the role of science in programming which connects well with the upcoming renovation of the planetarium as well as a future reinstallation of the Goddard rocketry collection. We’ll work towards completing elements of the plan gradually with first determining some of the funding priorities and possible sources including grants. Speaking on behalf of the board and staff we’re excited about the possibilities that the plan presents for really invigorating the museum and increasing its relevance for many people in the community. 3 2. UFO Festival The UFO Festival Laser Shows in the Planetarium were well attended with 1100 tickets sold and gross revenue of $5000. The overall sentiment by staff and attendees was that the shows complement the other festival offerings well. Once the planetarium renovation is complete and we are able to explore new programming potentials, the staff will evaluate what we should present during next year’s Festival (i.e. a combination of regular planetarium shows and evening laser shows). We also had approximately 570 visitors to the museum during the festival. 3. Staffing Amberly Meli began as the new Museum Registrar on July 7. She is settling in and working on scheduling and logistics for several upcoming projects including the arrival of art by approximately 125 artists for the RAiR at 50 exhibition, preparations for work to be shipped to Doylestown, Pennsylvania for participation in the Hurd and Wyeth collaborative exhibition with the Michener Museum, and inventory and maintenance for the permanent Aston Collection exhibition West of Beyond. The Membership and Events Coordinator position vacated by Colette Speer is remaining unposted while the Museum awaits administrative approval to potentially modify the position. 4. Planetarium Renovation As a reminder, the planetarium will be closed in August and September during the renovation. Final programming has been taking place this month for Space Camp (July 18-20), Wednesday Public Programs (July 5, 12, 19, and 26), and the showing of Moon (July 29). A grand reopening will be scheduled sometime this fall. Details to be announced. Upcoming Events  Friday, July 28, 5:30-7 pm: Roswell Artist-in-Residence Opening Reception and Lecture: Andrea Jespersen  Saturday, July 29, 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.  Sunday, August 6, 2 pm: Sunday Conversations: Gallery talk by Planetarium Coordinator Jeremy Howe on Robert H. Goddard in relation to artifacts and art on display in the Collecting Roswell exhibition.  Friday, September 8, 6-9 pm: pARTy After Hours, social after-hours event geared for adults that aims to expand Museum audience.  Sunday, September 10, 2 pm: Sunday Conversations: Gallery talk by local artist Dorothy Peterson on her exhibition Painting New Mexico.  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 For more information about upcoming events and exhibitions, refer to the July-September Museum Magazine. 4  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, July 26, 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. The policy has been reviewed by General Services as well as Finance Committee. The changes incorporated into the draft document are reflective of these reviews. Additionally, we included a comparison of proposed fees in the policy to what our current fee schedules show today. There is also a sample event cost review to show how the fees would be implemented and processed based on the event. Finance Committee will also review this draft at their next meeting. 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. 5  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 1 of 13 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 and demonstrations 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 Accountability. Communication. Excellence. Integrity. Teamwork. 6  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 2 of 13 require significant facilitation by City of Roswell personnel. Staffing fees may be applied at the discretion of the Special Event Team. 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 Accountability. Communication. Excellence. Integrity. Teamwork. 7  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 3 of 13 immediately and in some cases following receipt of an insurance certificate, if applicable. 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: Accountability. Communication. Excellence. Integrity. Teamwork. 8  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 4 of 13 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 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. Accountability. Communication. Excellence. Integrity. Teamwork. 9  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 5 of 13 Night time events. Daytime events. Outdoor venues. Indoor venues. Live entertainment. Prior events of similar nature with no history 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: Accountability. Communication. Excellence. Integrity. Teamwork. 10  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 6 of 13 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, 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: Accountability. Communication. Excellence. Integrity. Teamwork. 11  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 7 of 13 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. 13.0 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. 14.0 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. 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 Accountability. Communication. Excellence. Integrity. Teamwork. 12  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 8 of 13 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. 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.a. No tent shall be erected or used unless authorized by the City. Such authorization shall not exceed the length of the event. c.b. 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.c. The ground occupied by a tent and the area within ten (10) feet of a tent shall be Accountability. Communication. Excellence. Integrity. Teamwork. 13  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 9 of 13 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.d. 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.e. 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). 15.0 Assignment/Transfer: It is expressly understood that any permit issued is exclusive to the parties named therein and is not assignable or transferable. 16.0 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. 17.0 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. Once the City has provided those items or services as agreed to for the event, it is the responsibility of the event holder to provide additional items or support to ensure the success of their event. In certain cases, the City may be able to Accountability. Communication. Excellence. Integrity. Teamwork. 14  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 10 of 13 obtain additional resources, but it will be the responsibility of the event holder to reimburse the City for any cost associated with the additional resources. 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 Services Fee Schedule as included with this document. The permit fee will work similar to a deposit for the event and will be applied to the total bill owed the City by the Applicant, but not included as part of the bill for City services. 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. 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. Except where otherwise noted in the fee schedule, location fees for special events will be incorporated into the appropriate permit fee imposed for each event and will not be charged separately. 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 Accountability. Communication. Excellence. Integrity. Teamwork. 15  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 11 of 13 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, Recreation, Sanitation, Special $20 Per Hour Per Person Electronics, Marketing Services, etc.) Required for employee being Call Back Fee $50 called after initial set up Shelter Reservation Fee $40 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 Bathroom 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) $15 (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 Accountability. Communication. Excellence. Integrity. Teamwork. 16  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 12 of 13 Electrical Spiders $100 Per Spider Current Map Design Map Design Fee Per Map Produced Fee 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’ Each Per Event (1 per 25 people Trash Cans - 55 gallon $10 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 19.0 Waiver of Fees: The City Manager may consider a reduction or waiver of fees on a case-by-case basis per event per year. The Public Affairs Department will provide a list of applicable fees and anticipated full cost for the event to the event holder. The event holder must submit a written request to the City Manager to request a reduction or waiver of fees at least 30 days prior to the start of the event. Consideration of the request will be based on the following criteria: a. Impact of the event to the community b. Inability of event holder to raise or obtain other funding Accountability. Communication. Excellence. Integrity. Teamwork. 17  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 7/21/2017 Policy Number: PA0001 Revision Dates: Page 13 of 13 c. Potential impact to Gross Receipts or Lodgers’ Tax d. Scope of anticipated City services to support the event Approved as to Form: Date: City Attorney Policy Approved: Date: Joseph Neeb, City Manager Council Ratification Date: Accountability. Communication. Excellence. Integrity. Teamwork. 18  Special Event Policy Fee Comparison Item SEP Proposed Fee SEP Proposed Unit Current Fee Current Unit Application Fee $35 Per Application New Special Event Permit Fee - $200 (For Profit) 50-150 people Micro Event $100 (Non-Profit) Special Event Permit Fee - $500 (For Profit) 151-300 people Varies within Parks and Rec Fee Small Event $200 (Non-Profit) Schedule – Deposit, Made Special Event Permit Fee - $1,000 (For Profit) 301-500 people consistent Medium Event $500 (Non-Profit) Special Event Permit Fee - $1,500 (For Profit) More than 500 Large Event $750 (Non-Profit) people Filming Permit Fee $50 Per Event New Photo Shoot Location Fee $50 Per Day Per Location Same Same Film Crew Location Fee $100 Per Day Per Location $150 Hour Filming Notification $1 Per Notification New Current Business Business License Per License Same Same License Fee Police Officer $50 Per Hour Provided by Police Police Officer (Sergeant) $60 Per Hour Per Hour, Minimum 2 Fire Apparatus with Crew $237 Hours Per Hour, Minimum 2 Brush Truck with Crew $142 Hours Per Hour, Minimum 2 ATV Ambulance with Crew $142 Provided by Fire Hours Per Hour, Minimum 2 Fire Inspector $57.42 Hours Per Hour, Minimum 2 Standby Firefighter $40.90 Hours Other City Personnel (Parks, Recreation, Sanitation, $20 Per Hour Per Person Same Same Special Electronics, Marketing Services, etc.) Required for employee being Call Back Fee $50 New called after initial set up Per Shelter Per Event Shelter Reservation Fee $40 Same Same Per Day Pioneer Plaza Fee $25/$50 Per ½ Day or Per Day $30 to $75 minimum for 3 hours Other Park Property Fee $15 Per Event Per Day Same 19  Per Site/Per Pavilion Designated Inflatable Sites $80/$90 Site (Includes Same electricity and water) Concession Facility Use $100 Per Facility Per Day New Bathroom Facility Use $100 Per Facility Per Day New Set Up or Tear Down Fee $100 Per Day Same 32 feet x 15 ½ feet, Mobile Stage $1,000 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 Varied – made 1 consistent fee Portable Stage $250 20x20, Each Day Portable Stage Setup & Tear $150 Per Setup Down Shorter/Riser $125 20x20, Each Day PA System $125 Per Event $50 Per Hour Music System $400 Per Event New Microphone/Stand $10 Each per Event $50 Per Day Sound Personnel $30 Per Hour Same Same Podium $100 Per Event New Per Hookup Per Electricity (Park Property) $15 (Max $50) Same Same Event Temporary Pole (Park $100 Per Event New Property) Blue Pole (As Needed) $200 Per Event New Electrical Hookup $50 Per Hookup New Electrical Spiders $100 Per Spider Same Same Current Map Map Design Fee Per Map Produced Same Design Fee Generator (Small) $500 Per Event Same Same Tables $7.50 6 ft, Each Per Day Same Same Chairs $15 Per 50 Chairs Per Day Same Same Tent (10x10) $50 Each Per Day Tent (20x20) $150 Each Per Day Same with $50 setup fee Tent (40x40) $250 Each Per Day 1 Set of 50 Seats, Per Event With Backs: H7’10” x Bleachers $200 $0 L15’5” x W 9’11’’ No Backs: H4’3” x L15’ x W9’ 20  Each Per Event (1 per Trash Cans - 55 gallon $10 25 people New recommended) Trash Bags $20 Per Roll New Additional Clean Up for Litter $150 Per Incident $100 minimum plus hourly charges or Other Incident Roll-Off Including Delivery Current Sanitation Per Roll-Off Same and Pick-up Fees Barricades $25 Each Per Event Pre-Warning Sign $10 Each Per Event Barrels $10 Each Per Event Provided by Streets Cones $5 Each Per Event Informational Sign Boards $200 Each Per Event Current Water Water Service Per Meter Rates Installation Cost ATM Per Site New and $5/Day 21  Event Cost Sample Event 1: Private event for a local non-profit. City block closed for event. 600 estimated attendees. 2 inflatables, 3 vendors with electricity, no alcohol. No City staff. Paid Prior to Permit Issuance: $35 application fee $750 permit fee Additional Charges After Event: $160 2 inflatable sites $100 electrical spider $150 vendor electrical hookup $40 staff time for electricity $10 staff time for barricade setup $100 4 barricades to block street $560 total Returned to Event Holder: $750 permit fee - $560 event costs $190 returned Total Cost for Event: $595 Event 2: Local group holding 1 hour parade on Main Street from 8th Street to 3rd Street. 500 estimated attendees. No vendors with electricity, no alcohol. Paid Prior to Permit Issuance: $35 application fee $500 permit fee Additional Charges After Event: $20 2 pre-warning signs $40 map design fee for DOT $20 staff time for DOT map approval $200 4 police officers $20 staff time for barricade setup $600 24 barricades to block street $900 total Owed to City After Event: $500 permit fee - $900 event costs ($400) owed Total Cost for Event: $935 22