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G10-05 (2) Ordinance No. G10-05 AN ORDINANCE AMENDING CHAPTER 13.25 OF THE ELGIN MUNICIPAL CODE, 1976, AS AMENDED, ENTITLED "SPECIAL EVENTS IN PUBLIC PLACES" BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1. That Chapter 13.25 of the Elgin Municipal Code, 1976, as amended,be and is hereby further amended by adding a new Section 13.25.105 thereto entitled "Special Events Co- sponsored by the City"to read as follows: "13.25.105 SPECIAL EVENTS CO-SPONSORED BY THE CITY: Notwithstanding anything to the contrary in this chapter,in the event persons or entities desiring to conduct a special event on public property are requesting that such a special event be co-sponsored by the city, such special events proposed to be co-sponsored by the city shall also be subject to the procedures and requirements as set forth in the City of Elgin Special Event Co-Sponsorship Guidelines as adopted by the City Council, as amended." Section 2. That all ordinances or parts of ordinances in conflict with the provisions ofthis ordinance be and are hereby repealed. Section 3. That this ordinance shall be in full force and effect upon its passage in the manner provided by law. s/Ed Schock Ed Schock, Mayor Presented: January 26, 2005 Passed: January 26, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Recorded: January 27, 2005 Published: Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk <0°F E-40 Agenda Item No. -Z CI � \d"le City of Elgin TED 1-0 I January 7, 2005 G lam. I :. . M TO: Mayor and Members of the City Council �] FROM: David M. Dorgan, City Manager P149-- RECREATIONAL LEISURE ANt7 CULTURAI C,YYC>R tIINI'i11, Fa->R AI l C-111J1-1,4S Randy Reopelle, Parks and Recreation Director SUBJECT: Proposed Changes to Chapter 13.25, "Special Events in Public Places" PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider revisions to Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places," regarding new application and guidelines for co-sponsored events. RECOMMENDATION It is recommended that the City Council approve the changes proposed to Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places," regarding new application and guidelines for co-sponsored events. BACKGROUND The proposed application and guidelines for co-sponsored events are based on discussions held with City Council at the August 18, 2004, meeting. The original memo is attached for your reference. Staff is requesting that the proposed guidelines be used as supplemental information to amend Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places" to provide for a separate process for reviewing applications for co-sponsored events. The proposed application and guidelines reflect our community's needs and the research completed by staff of surrounding communities' special events policies and are attached for your reference. It is the intent of staff to improve upon the already existing special events permitting process to provide more accurate details for proposed events, provide better coordination and planning, and capture a true cost to the City for all City co-sponsored events. Initially consideration was given to allowing only registered nonprofit corporations and/or 501c3 corporations to be eligible for co-sponsorship. However, upon further consideration, it was determined that events sponsored by for profit businesses had as much potential positive community benefits as those sponsored by nonprofits and therefore they should be allowed to apply for co-sponsorship with the City as well. r • Proposed Changes to Chapter 13.25, "Special Events in Public Places" January 7, 2005 Page 2 To apply for co-sponsorship funding from the City, all applicants will be required to fill out a Special Events Co-Sponsorship Application and submit their initial Special Events Application a minimum of 90 days prior to the date of the proposed event for consideration of co-sponsorship. The Special Events Co-Sponsorship Application requires three main components from each applicant: written description of the project, support requested from the City of Elgin, and supporting documentation. The written description of the project will provide a brief narrative describing the event and how it will benefit the Elgin community as a whole. This description will help provide staff a better understanding of the purpose and intent of each proposed event. To assist applicants in determining the level of support requested from the City, a Co- Sponsorship Worksheet has been provided that details the cost for items that have typically been associated with past special events. This will enable the City to begin to capture the true cost of co-sponsoring special events. Finally, the applicants will be required to submit supporting documentation including a detailed budget for the event listing all other sources of funding, a detailed work plan outlining the embk specifics of coordinating the event, and evidence of economic impact to Elgin (i.e. letters of support from area businesses). This supporting documentation will provide evidence that the applicant is aware of the planning needed to execute a successful event and that they have support from the Elgin community to do so. Within 60 days after the completion of the event, an accounting reflecting the actual revenues and expenses of the event is to be given to the City. A point system has been developed to review applications. This will provide for a more objective approach to reviewing each application. Applications will be judged on a scale of 100 points, with a minimum of 50 points being the minimum threshold for consideration of eligibility. The following criteria will be used to review each application: 1. Community Benefit a. Project proposes a creative approach to uniting the Elgin community in a public event (0 to 10 points) b. Project activities directly benefits and promotes the Elgin community as a whole (0 to 15 points) 2. Participation a. Project includes opportunities to involve volunteers in shaping and carrying out the project (0 to 10 points) b. The project promotes opportunities to form partnerships with other groups or organizations in promoting the Elgin community (0 to 15 points) Proposed Changes to Chapter 13.25, "Special Events in Public Places" January 7, 2005 Page 3 3. Project Feasibility/Need for Assistance a. The proposed budget for the event reflects that the event is financially viable and that there is a need for assistance from the City. (0 to 10 points) b. The proposal demonstrates evidence of direct economic impact to the Elgin community (0 to 15 points) 4. Municipal Compatibility a. Proposal presents a feasible work plan detailing specifics of coordinating event including set-up and clean-up (0 to 10 points) b. Event is consistent with City policy and ordinances (0 to 15 points) Applications will be received and reviewed by a committee of City staff members on a quarterly basis. (See application deadline below). A summary of the applications, including staff recommendations, will be submitted to the City Council for final approval. Final consideration of a Co-Sponsorship Agreement will be contingent on the following items: final approval of Special Events Application, availability of funding for the event, and final approval of Co- Sponsorship Agreement by City Council. APPLICATION DEADLINE rw Event Falls in Application due no later than: January—March October 1 April— June January 1 July— September April 1 October—December July 1 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. //k____ FINANCIAL IMPACT A total of$238,000 is estimated to be spent on direct costs for special events in 2004. Of the overall total, $109,500 was directed to City co-sponsored events. This number does not include administrative costs such as the Special Events Coordinator's salary and benefits or other personnel associated with special events. For the 2005 Budget a new cost center, 801, has been created to specifically account for costs related to co-sponsored special events. A budget of $100,000 has been established--$70,000 is budgeted for overtime earnings in account number 010-801-709.01-02, and the remaining $30,000 is budgeted in various other accounts within the new cost center 801. r Proposed Changes to Chapter 13.25, "Special Events in Public Places" January 7, 2005 Page 4 LEGAL IMPACT \A\Y°V None. ALTERNATIVES 1. Approve the proposed changes made to Chapter 13.25, "Special Events in Public Places,"regarding new application and guidelines for co-sponsored events. 2. Do not approve the proposed changes made to Chapter 13.25, "Special Events in Public Places," regarding new application and guidelines for co-sponsored events. Respectfully submitted for Council consideration. Rh Attachments • yOF ECC 6'. G �\\� City of Elgin Agenda Item No. 1 Z, le1 ��� E L December 10, 2004 G - TO: Mayor and Members of the City Council N FROM: David M. Dorgan, City Manager 042— RCC REA"1-NJNAt.LEISURE nNU CUL:fVRnL OP POR ION MI ES FOR"L 1_C111YEN5 Randy Reopelle, Parks and Recreation Director SUBJECT: Proposed Changes to Chapter 13.25, "Special Events in Public Places" PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider revisions to Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places,"regarding new application and guidelines for co-sponsored events. RECOMMENDATION It is recommended that the City Council approve the changes proposed to Chapter 13.25 of the rElgin Municipal Code, "Special Events in Public Places," regarding new application and guidelines for co-sponsored events. BACKGROUND The proposed application and guidelines for co-sponsored events are based on discussions held with City Council at the August 18, 2004, meeting. The original memo is attached for your reference. Staff is requesting that the proposed guidelines be used as supplemental information to amend Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places" to provide for a separate process for reviewing applications for co-sponsored events. The proposed application and guidelines reflect our community's needs and the research completed by staff of surrounding communities' special events policies and are attached for your reference. It is the intent of staff to improve upon the already existing special events permitting process to provide more accurate details for proposed events, provide better coordination and planning, and capture a true cost to the City for all City co-sponsored events. To apply for co-sponsorship funding from the City, all applicants will be required to fill out a Special Events Co-Sponsorship Application and submit their initial Special Events Application a minimum of 90 days prior to the date of the proposed event for consideration of co-sponsorship. The Special Events Co-Sponsorship Application requires three main components from each applicant: written description of the project, support requested from the City of Elgin, and supporting documentation. Proposed Changes to Chapter 13.25, "Special Events in Public Places" December 10, 2004 Page 2 The written description of the project will provide a brief narrative describing the event and how it will benefit the Elgin community as a whole. This description will help provide staff a better understanding of the purpose and intent of each proposed event. To assist applicants in determining the level of support requested from the City, a Co-Sponsorship Worksheet has been provided that details the cost for items that have typically been associated with past special events. This will enable the City to begin to capture the true cost of co-sponsoring special events. Finally, the applicants will be required to submit supporting documentation including a detailed budget for the event listing all other sources of funding, a detailed work plan outlining the specifics of coordinating the event, and evidence of economic impact to Elgin (i.e. letters of support from area businesses). This supporting documentation will provide evidence that the applicant is aware of the planning needed to execute a successful event and that they have support from the Elgin community to do so. A point system has been developed to review applications. This will provide for a more objective approach to reviewing each application. Applications will be judged on a scale of 100 points, with a minimum of 50 points being the minimum threshold for consideration of eligibility. The following criteria will be used to review each application: 1. Community Benefit rub' a. Project proposes a creative approach to uniting the Elgin community in a public event(0 to 10 points) b. Project activities directly benefits and promotes the Elgin community as a whole (0 to 15 points) 2. Participation a. Project includes opportunities to involve volunteers in shaping and carrying out the project (0 to 10 points) b. The project promotes opportunities to form partnerships with other groups or organizations in promoting the Elgin community (0 to 15 points) 3. Project Feasibility a. Budget reliably represents the activity or event expenses and revenue (0 to 10 points) b. The proposal demonstrates evidence of direct economic impact to the Elgin community (0 to 15 points) 4. Municipal Compatibility a. Proposal presents a feasible work plan detailing specifics of coordinating event including set-up and clean-up (0 to 10 points) b. Event is consistent with City policy and ordinances (0 to 15 points) Applications will be received and reviewed by a committee of City staff members on a quarterly basis. (See application deadline below). A summary of the applications, including staff recommendations, will be submitted to the City Council for final approval. Final consideration Proposed Changes to Chapter 13.25,"Special Events in Public Places" December 10, 2004 Page 3 of a Co-Sponsorship Agreement will be contingent on the following items: final approval of Special Events Application, availability of funding for the event, and final approval of Co- Sponsorship Agreement by City Council. APPLICATION DEADLINE Event Falls In Application due no later than: January—March October 1 April—June January 1 July— September April 1 October—December July 1 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED . None. gfrAjINANCIAL IMPACT A total of$238,000 is estimated to be spent on direct costs for special events in 2004. Of the overall total, $109,500 was directed to City co-sponsored events. This number does not include administrative costs such as the Special Events Coordinator's salary and benefits or other personnel associated with special events. For the 2005 Budget a new cost center, 801, has been created to specifically account for costs related to co-sponsored special events. A budget of $100,000 has been established--$70,000 is budgeted for overtime earnings in account number 010-801-709.01-02, and the remaining $30,000 is budgeted in various other accounts within the new cost center 801. v\ixixvi EGAL IMPACT None. ALTERNATIVES 1. Approve the proposed changes made to Chapter 13.25, "Special Events in Public Places,"regarding new application and guidelines for co-sponsored events. 2. Do not approve the proposed changes made to Chapter 13.25, "Special Events in Public Places,"regarding new application and guidelines for co-sponsored events. Respectfully submitted for Council consideration. rift, rh