AgdaPkt 2019-04-22 Joint SA PFA - Laserfiche WebLink

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8.B. - Page 3 of 72 ANALYSIS Historically, all organizations have paid City employees' hourly or overtime rates for services provided, not the fully burdened rate which includes benefits and other indirect costs. The Ad Hoc Committee first met on August 29, 2018, to discuss issues related to special event fees and next steps for community feedback. The Ad Hoc Committee met between August 2018 and February 2019. During that time, they hosted a meeting with several nonprofit organizations which have held special events at Courthouse Square in the past few years. Nonprofit event organizers requested the following adjustments: 1. All inspection or review fees should be included in a single charge. Permit fees for special events should include review time for Parks, Recreation and Community Services staff, Fire Department staff, and Police Department staff to review applications; and 2. "Day of" staff charges should be billed at the hourly or overtime salary -only rate for nonprofit organizations instead of at a fully burdened rate which included the cost of benefits and administrative overhead. The Ad Hoc Committee also received concerns from the public and event organizers about the time- consuming process for obtaining street closure permits surrounding Courthouse Square. The Ad Hoc Committee discussed ways to ease that burden and asked staff to address these concerns. Staff proposed amendments to City Code Chapter 33A, Article I (Temporary Closure of Streets) and Article III (Regulations for Courthouse Square) ("Ordinance"), updates to the Courthouse Square Administrative Guidelines ("Guidelines") to revise application and permit requirements for special events at Courthouse Square, and an updated special event fee schedule ("Fee Schedule") which includes fees for nonprofit organizations that calculate staff costs based on salary only instead of including the cost of benefits and overhead. The major changes proposed in the Ordinance are: 1. Update definitions for "temporary street closure," "block party," and "special event"; 2. Add requirements for block party and special event permits, permit fees, and special event insurance; 3. Add a definition for "Courthouse Square Event Area"; 4. Change the approving official for Courthouse Square Event Permits from the Community Development Director to the Parks, Recreation and Community Services Director; 5. Update permit procedures for use of Courthouse Square; and 6. Delete references to the Redevelopment Agency. The major changes proposed in the Guidelines are: 1. Modification of "Event Categories" to better reflect actual usage of Courthouse Square; 2. Clarification of the preliminary approval process for permits; 3. Guidelines and requirements for Legacy Events, including the ineligibility of non -Legacy Events for City funding that coincides with a Legacy Event; 4. Any conflict between staff and organizers of a Legacy Event will be appealed to the City Council; 5. Application deadlines for special event submissions; 6. Moving the listing of the associated fees and charges to the City's Master Fee Schedule; 7. Clarification on language regarding trash and cleanup of events; and City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 195