General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, September 20, 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. July 26, 2017 Meeting Minutes 1 E. Non-Action Items None F. Action Items 1. Robert H. Goddard Planetarium Cost Recovery Guideline 2-9 2. Special Events and Film Policy 10-24 G. Public Participation H. Adjourn (Next Meeting: October 25, 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: 9-15-17 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall July 26, 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 Henderson Sandoval and Mackey present. Staff Present: Elizabeth Stark-Rankins, Juanita Jennings, Caroline Brooks. Guest Present: Lisa Dunlap. C. APPROVAL OF AGENDA Councilor Sandoval moved to approve the July 26, 2017 Regular General Services Committee meeting agenda as presented. Councilor Henderson was the second. A voice vote was 4-0 and the motion passed. D. APPROVAL OF MINUTES Councilor Sandoval moved to approve the General Services Committee meeting minutes for June 28, 2017. Councilor Henderson was the second. A voice vote was 4-0 and the motion passed. E. NON-ACTION ITEMS 1. Roswell Museum and Art Center Director’s Report- Caroline Brooks stated the 2017- 2021 museum strategic plan was approved at the Board of Trustees meeting. Ms. Brooks discussed increasing visitation numbers and audience by targeting programs for families, young professionals and seniors. The Roswell Museum and Art Center and the Roswell Independent School District have been discussing possibilities for students to tour the Museum to learn about art and science and enhance the relationship between the two groups. F. REGULAR ACTION ITEMS 1. Special Events and Film Policy- Elizabeth Stark-Rankins stated the policy changes have been reviewed by the General Services and Finance Committees. Ms. Stark- Rankins discussed the changes that have been incorporated into the draft document, such as removing the waiver fee, adding an item to City Services and deleting item number 11.a under Special Provisions. Ms. Stark-Rankins explained the Special Events permit fee is more of a deposit after all charges have been added with the event. Further discussion was held by committee members regarding the policy. Councilor Henderson moved to recommend to full council the Special Events and Film Policy. Councilor Sandoval was the second. A voice vote was 4-0 and the motion passed. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 4:02 p.m. 1  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, September 20, 2017 at 3:30 p.m. ACTION REQUESTED: Robert H. Goddard Planetarium Cost Recovery Guideline BACKGROUND: The Robert H. Goddard Planetarium will complete a renovation of the facility, including upgrades to digital projection, in mid- October. With the re-opening of the facility, new and enhanced programming will be developed to provide more frequent and educational opportunities to the public. Tuesday night, Wednesday afternoon, and Saturday programming will initially be developed to be provided in the off-season. Day programming will be developed during the summer season to provide access to our enhanced tourism visitors. Along with this programming comes the need to establish the level of financial support desired from the Council and where admission fees should make up the difference. Attached is a cost recovery guideline that has been developed to help guide the Museum staff to implement appropriate fees for this service. The guideline reviews the principles and considerations that should factor into setting the fees. Additionally, while fees are listed in the guideline, flexibility is given to staff to make changes to the fees to maintain the required level of cost recovery. In this case it is 30 to 50%. FINANCIAL CONSIDERATION: Establishing guidelines for the staff to work within is crucial for the operation of our facilities and services. This type of guideline sets the expectations by the Council and leaves the staff responsible to ensure it is followed through. This also allows flexibility, within certain parameters, for the staff to react appropriately to certain conditions. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council of the Robert H. Goddard Planetarium Cost Recovery Guideline. STAFF RECOMMENDATION: Approve and send to City Council the Robert H. Goddard Planetarium Cost Recovery Guideline as presented. 2  CITY OF ROSWELL COST RECOVERY GUIDELINE ROSWELL MUSEUM AND ART CENTER Robert H. Goddard Planetarium I. PURPOSE The Cost Recovery Guideline will provide a performance indicator for the City Council, City Manager, and staff; consistency in rationale for the development of fees and charges; and direction and contribution to decision making by administration. Cost recovery is the amount of direct costs that each program, service, or facility will recuperate utilizing fees, charges, or alternate funding sources versus tax-based resources. II. AUTHORITY: City Council Ratification Date: ___________ III. COST RECOVERY GUIDELINE PRINCIPLES This guideline identifies principles that govern decisions regarding facility use at the Roswell Museum and Art Center and Robert H. Goddard Planetarium (RMAC). It is also recognized that these principles impact decision making around fees and costs. Fee calculations will align with the RMAC principles of: 1. Working in partnership with individuals, groups, and organizations. 2. Encouraging and supporting local groups and organizations in co-coordinating and organizing activities and events. 3. Enabling the growth of individuals and families and educating citizens and school- age children through access to arts and culture, STEM programming, and social activity. 4. Organizing and fostering access to activities, programs, services, and opportunities based on the greatest public benefit, accessibility, convenience, and safety in a friendly, welcoming, and clean environment. 5. Providing a spectrum of membership and programming options to fit a variety of needs for individual involvement. IV. PLANETARIUM RECOVERY TARGET The overall recovery target, including the revenues and direct program subsidies, will be 50% with a minimum target of 30%. Cost recovery will be calculated by identifying direct facility operating costs and comparing to direct revenues plus the annual subsidy / discounted fees. This will allow for annual tracking and comparisons. It also ensures that the City’s contribution to groups, organizations, and individuals will be identified and recognized. 1|Roswell Museum and Art Center Cost Recovery Guideline 3 V. COST RECOVERY PLAN DEVELOPMENT AND METHODOLOGY The following shall serve as the guideline and methodology for establishing the cost recovery fee structure plan, developing annual programming budgets, and establishing fees to be charged for services: 1. The thresholds shall include both minimum and target levels of cost recovery. 2. Strategies for achieving the minimum and target thresholds shall be established by staff. These strategies may include immediate or gradual action depending upon the best interests of developing and maintaining a strong program, achieving the target within a reasonable time period, and current fiscal conditions. 3. The inability to meet the minimum threshold after these strategies have been applied shall be reviewed by the staff for consideration of recommending appropriate action which could include reducing costs, reducing the cost recovery target, increasing fees, or eliminating the service. 4. Services that have achieved or exceeded their target threshold shall be evaluated to determine if the target can/should be increased. 5. The cost recovery plan shall, where appropriate, also include specific other fee considerations (i.e. benchmarking to a specific competitor) that may supersede cost recovery target considerations. 6. Once a cost recovery plan is established, and within that context, staff shall have the authority to set and adjust fees, except that no fee increase/decrease shall exceed 20% within a one-year period that has been established without approval of the City Council. 7. As part of the annual budget process, the staff shall review the Cost Recovery Plan and the performance of the service as compared to the plan and make any recommendations for changes to the plan. 2|Roswell Museum and Art Center Cost Recovery Guideline 4  Methodology Flow Chart Determine: Costs Services Market Conditions Demand General Fund Capacity Set Cost Recovery Targets Set Pricing Unsuccessful? Implement Pricing Successful? Review Fees Review Fees Reduce Costs Increase Cost Recovery VI.Reduce Recovery Target VII. Eliminate Service VIII. 3|Roswell Museum and Art Center Cost Recovery Guideline 5 VI. COST RECOVERY PLAN The Cost Recovery Plan will be based on an overall cost recovery target of 50% with a minimum of 30%. Cost recovery is based upon regular operational and replacement expenses. The Cost Recovery Plan will be reviewed for possible adjustments annually for fixed fees and rates as visitation and costs are better understood and tracked. The Fee Structure and Discount Plan to achieve the Cost Recovery Plan is listed below. User Category Fee Description Adult (13-59) $5 Regular admission Child (4-12) $3 Tots (3 and under) Free Senior (60+)/Military $3 RMAC Member Free With valid RMAC ID Roswell Resident $3 With ID showing Roswell, NM Group Admission (Up to 30 People) $90 per presentation Large groups or booked Group Admission (Up to 60 People) $110 per presentation events including birthday Group Admission (Up to 96 People) $130 per presentation parties Interactive Add-Ons Cost of Program If requested for a group Other plan elements include the following considerations: 1. Track and review planetarium visitation to determine optimal service times and opportunities for program growth. 2. Track and review RMAC visitation to determine opportunities to capture other visitors to the facility. 3. Review opportunities to service larger groups and book specific events such as birthday parties. 4. Determine appropriate programming availability with respect to the types and timing of programs. VII. FEE SETTING METHOD 1. Due to the specific nature of this service, the most important consideration when setting the fees will be the comparable services in the market. 2. The direct costs for this service will also be a main driver of determining the fees and using this amount in conjunction with the cost recovery target. 3. Items 1 and 2 will be evaluated based on the anticipated minimum number of participants to determine the fees. 4. Reduced fees shall be established for youth, senior, and military categories of users. 5. Non-residents use City services without making significant, compulsory tax contributions to help support these services. It is reasonable to establish non- 4|Roswell Museum and Art Center Cost Recovery Guideline 6  resident differential fee rates for that service's indirect costs. Identification reflecting a Roswell address will be required. 6. Individuals who purchase memberships to the RMAC shall have this service included as part of their membership fee. 7. Group rates shall be established to allow for reservation of the facility and associated services for groups, organizations, and special events. 8. Other group programming and the associated fee for groups such as the Roswell Independent School District will be dependent on the services requested and the level of participation. These services will be determined with the group and the Museum Director. 9. Cancellation fees will be determined based on the number of cancellations and the cost already incurred to prepare for the service. 10. Specialty programs such as laser shows shall have temporary fees established for that specific program to ensure 100% cost recovery for those specific programs. 5|Roswell Museum and Art Center Cost Recovery Guideline 7 Supplementary Planetarium Data Current Anticipated Annual Expenses Category Estimated Annual Expenses Planetarium Staffing Salary + Benefits $61,209 Annual Digistar Maintenance Plan $5,000 Annual Starball Maintenance $4,500 Utilities (based on 1750 sf) $1,313 Future Equipment Replacement (lifespan of projectors $31,250 (approximated total expense of ~8 years) $250,000 in 2025) Future Facility Enhancements (chairs, carpet, sound $4,050 (based on current renovation system, ~20 years) contributions of $81,000) New Planetarium Shows $3,500 Cost $7,000-$12,000 each. Anticipate ordering 1 every 2 years. Supplies and Bulb Replacement $4,900 TOTAL $115,722 30% Cost Recovery = $34,717 50% Cost Recovery = $57,861 FY2017 Planetarium Attendance Numbers JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN General 143 59 33 161 133 114 107 196 312 99 181 1,538 Visitation RISD Schools 75 256 30 459 185 560 1,565 Private Schools/ 44 85 85 10 59 158 237 20 204 902 Groups Birthdays 26 26 Space Camp 40 40 Pre-K Class 20 20 Special Events 870 180 66 100 447 1,663 TOTALS 914 254 144 298 476 199 100 295 655 734 679 832 5,640 Collected revenues for above visitation was: $6,610 or $1.17 per visitor (5.7% Cost Recovery) Admission and fees for Pre-K Class, Birthday, Private Schools/Groups, and UFO Festival Laser Shows were charged. RISD contributed toward planetarium maintenance fees in exchange for school tours. All other programming was free of charge. Without a change in visitation, a 30% cost recovery would equate to $6.16 per visitor on average. This goal could not be achieved without a growth in visitation even considering the varied types of services that will be provided including admission and group services. However, the goal would be to increase visitation to current and future programming. 8 Comparable Planetarium Admission Prices New Mexico Museum of Space History Admission Fees, Alamogordo Planetary Galactic Universal Triple Visitor Category Museum Film Planetarium Combo (M+F) Combo (M+P) Combo (M+F+P) Members Free $6.00 Free $6.00 Free $6.00 Adult (13-59) $7.00 $7.00 $5.00 $12.00 $10.00 $15.00 Senior (60+)/Military/NM $6.00 $6.00 $4.00 $10.00 $8.00 $12.00 Resident Children (4-12) $5.00 $5.00 $4.00 $8.00 $6.00 $10.00 Tots (3 & Under) Free Free Free Free Free Free Planetarium at the Museum of Natural History Admission Fees, Albuquerque Adults (13-59) $7.00 Seniors (60+) $6.00 Children (3-12) $4.00 9  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, September 20, 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 has been reviewed by General Services as well as Finance Committee. The changes incorporated into the draft document are reflective of these reviews. Pending a final approval from General Services, this policy will move straight to the next regular Council 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 improve the cost recovery on these events to ensure that basic City services can be funded more appropriately while still providing the best service possible to event holders. 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. 10  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 1 of 14 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. (For the purposes of this document the term City shall be used to represent both the governmental organization and Special Event Team). 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. Scope: This policy applies to special events and commercial filming as defined in this policy. Private events are not subject to this policy. Events that occur wholly within a City park property and do not affect other areas, such as streets, or do not require special assignment of City resources are not required to follow this policy, but will continue to be authorized through athe separate Special UseParks Permit process in the Parks and Recreation Department. Construction related street closures and demonstrations or vigils will also be permitted through the Special UseParks Permit process. Additionally, this policy shall not apply to City-operated event locations, such as the Convention Center, that host events regularly as part of their normal business operations. If these venues are included as part of a larger special event, this policy will apply in those cases. Accountability. Communication. Excellence. Integrity. Teamwork. 11  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 2 of 14 Private Events: Events wholly contained on private property and organized by the property owner. These events are not subject to this policy. Special Events: 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 require the assignment and use of City operations, services, and infrastructure beyond normal business operations. City Organized Events: Events organized and facilitated by City of Roswell personnel. No staffing fees will be applied. City Sponsored Serviced Events: Events organized and facilitated by private entities that require substantial assignment and use of City resourcesdetermined 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. Appropriate fees will be applied. City Sanctioned Authorized Events: Events organized and facilitated by private entities that do not require substantial assignment and use of City resources and/or facilitation by City of Roswell personnelto 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.Appropriate fees will be applied. Commercial Filming: Filming or photo taking for the purpose of creating a final product intended for broad public consumption or viewing of a market audience beyond personal use. and require the assignment and use of City operations, services, and infrastructure beyond normal business operations. 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. Normal Business Operations: Services provided through City departments as part of their standard service model to meet routine, day-to-day citizen needs. Examples include roll-off containers, pothole repair, and maintenance or repair of facilities. Accountability. Communication. Excellence. Integrity. Teamwork. 12  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 3 of 14 3.0 Application Process: 1. Application Process: The Tourism and Event Manager is the responsible staff personavailable 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. 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. Accountability. Communication. Excellence. Integrity. Teamwork. 13  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 4 of 14 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. Locations fees will be incurred as included in the City Services Fee Schedule when the City property is included as a site of the event and it cannot be utilized for other purposes including shelters, Pioneer Plaza, park property, inflatable sites, concession facilities, and bathroom facilities. Persons participating in commercial filming activities on private property shall obtain written permission from the property owner prior to completing the permitting application. Commercial filming that requires the use of City property where others will not be able to utilize the location for the duration of the use will incur a fee as included in the City Services Fee Schedule. On-site commercial filming activities beyond the usual hours of 7 AM to 10 PM require special permission of the Public Affairs Department and maywill incur an additional feeFilming Notification 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, the City shall review and limit the number of events in any one locationno more than four special events, excluding commercial filming activities, per twelve-month period at its sole discretionmay 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 district, 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 in all instances in which the City determines circumstances warrant security in order to protect the health, welfare, and safety of the citizens of Roswell and/or event participants. Private security is required for any special event in which alcohol is served or sold. Security required will be determined by the City for any event with admission fees and any event in which the anticipated attendance or the planned Accountability. Communication. Excellence. Integrity. Teamwork. 14  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 5 of 14 activity affects public safety. EMS and fire protection will be required as needed on a case-by-case basis. As a tool for the Applicant, we have included recommended levels of personnel for events that do not require security, but the event holder wishes to provide it as an extra precaution. 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. If police officers are utilized for event security, the minimum staffing levels included below will be required. Listed below are the personnel level standards for the City and recommendations on minimum staffing for security 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 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 City support from City entities for these purposes, please refer to the fee schedule listed below. Accountability. Communication. Excellence. Integrity. Teamwork. 15  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 6 of 14 7.0 Cleanliness: We ask the Applicant toTo help us protect our City resources, Applicants are required to by returning the public spaces to a their original clean and orderly condition and placeing 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. 8.0 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. 9.0 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, Ffailure 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. 10.0 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, 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, Accountability. Communication. Excellence. Integrity. Teamwork. 16  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 7 of 14 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. 11.0 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: $100500,000 per person; 2. $1,000,000 per occurrence; and 3. Property damage: $100200,000 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. 12.0 Special Event Use of City Personnel: Salary and overtime expenses for City personnel maycan 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. Accountability. Communication. Excellence. Integrity. Teamwork. 17  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 8 of 14 13.0 Special Provisions: 1. Food or Beverage Sales: If serving food and/or beverage to the public, the Applicant must coordinate through the Health Departmentappropriate authority 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 and provide copies of such approval to the City. 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 frontside-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 maycan 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 City of Roswell business license, unless exempt, in order to host these activities. A City of Roswell business license maycan be obtained as part of this application process. Accountability. Communication. Excellence. Integrity. Teamwork. 18  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 9 of 14 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 including Chapter 7. All required inspection affidavits, licenses, and fees shall be presented at the time of application for such event. 11. Tents: a. No tent shall be erected or used unless authorized by the City. Such authorization shall not exceed the length of the event including setup and tear down time. 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 snowenvironmental impacts. c. 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. 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. 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). Accountability. Communication. Excellence. Integrity. Teamwork. 19  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 10 of 14 12. Department of Transportation (DOT) Permit Approval: The Applicant is responsible to apply for and obtain the necessary approval to close streets within DOT jurisdiction including Main Street. The City can assist to generate the necessary maps and traffic control plans for submission to DOT with the permit. An approved permit from DOT must be submitted prior to issuance of a Special Event Permit from the City. 14.0 Assignment/Transfer: It is expressly understood that any permit issued is exclusive to the parties named therein and is not assignable or transferable. 15.0 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 City logo or intellectual property 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. 16.0 City Services: In certain instances, the Applicant maycan request services, personnel, and/or equipment 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 maycan 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 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 and other required documents. The Applicant will also provide to the City a permit fee based on the size of the event or a filming permit fee for filming permits in accordance with Accountability. Communication. Excellence. Integrity. Teamwork. 20  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 11 of 14 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 maywill 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. 17.0 City Services Fee Schedule: Below is a list of fees that may will be imposed depending on the needs ofresources used and approved for 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. No City staff member, group, or department shall waive or fail to impose the charging of fees for resources used and approved for purposes of the event being held. 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 Accountability. Communication. Excellence. Integrity. Teamwork. 21  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 12 of 14 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 Mobile Movie Screen Fee $25 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 Electrical Spiders $100 Per Spider Accountability. Communication. Excellence. Integrity. Teamwork. 22  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 13 of 14 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 18.0 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 c. Potential impact to Gross Receipts or Lodgers’ Tax Accountability. Communication. Excellence. Integrity. Teamwork. 23  City of Roswell Policy Policy Name: Special Events and Film Effective Date: 9/15/2017 Policy Number: PA0001 Revision Dates: Page 14 of 14 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. 24