• Streamline process for special events
• Eliminate antiquated regulations
• Have more public events
• “Do more good”
Purpose
2
• FY 2011 (prior to DMD contract)
• 17 Special Privilege applications
• 21 Temporary events (block parties)
• FY2012 (partial year of DMD contract)
• DMD processed 20 Special Privilege applications
• City processed 12 Special Privilege applications
• 28 Temporary events (block parties)
Historical Data
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• Team included members from
• Downtown Management District
• City Development Department
• Department of Transportation
• Code Enforcement
• Environmental Services
• International Bridges (Meters Division)
• Parks & Recreation
• 5 meetings to break down each step and requirement in the process
Breaking Down the Process
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• Back and forth between customer and departments
• Customer charged various fees at different times throughout process
• Plan modifications result in fee modifications which result in more time to process
• Even expert planners need assistance through process
• Novice planners need more assistance
• City codes are not the issue
What We Learned
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• Provide customer with a “check list” of all requirements and potential costs
so they know what to submit at time of application
• Traffic Plan
• Site Plan
• Insurance
• Contractor certificates
• Etc.
•Have 1 application with information needed for all affected departments
• City and DMD will have same application
Proposed Improvements
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• Handle like a “case” via Special Events Coordinator
• Special Events Coordinator is mediator between customer and departments
• Customer does not get calls from each department
• Liaison, advocate and offer alternatives
• Establish formula approach for crowd control (security)
• Ex: 5,000 – 10,000 people = X officers
• All information PD required to make decision is requested and provided for
in application
Proposed Improvements
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• Creating a “Parking Meter Layer” in Accela
• Avoids customer having to inventory parking meters
• Costs are calculated and bagging of meters scheduled automatically
• Eliminate “Amplification Permits” – Sections 5.13.28
• Does not “permit” violation of noise ordinance
• Permits issued as part of Special Privilege not charged
• Add language to Title 9.4-Noise Ordinance – “Exterior noise standards apply to any
and all events permitted by Special Privilege Permit/Super Permit”
• Inform organizer of noise regulations
• Eliminate section 5.03.100- Requires filing of Charitable Solicitation financial reports
Proposed Improvements
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• Eliminate non-food vendor permits
• Requires change in code
• Only non-food vendor permits that will remain are those regulated by Flea
Market Ordinance
• Event organizers are responsible for ensuring illegal or counterfeit material is
not sold
• Eliminate need for food vendor permit names
• Food vendors must have Temp. Food Vendor or Mobile Food Vendor permit
• Event organizer must provide number of food vendors for inspector
scheduling purposes
• Inspectors will be prepared to inspect only specified number of food vendors
Proposed Improvements
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• Events requiring approval for alcohol
• Post as standing item on City Council Consent Agenda
• Avoids having to wait for agenda cycle and reduces processing time
Proposed Improvements
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• All individual permits will be related to one SUPER PERMIT
• Affected departments will approve their permit and assess fee
• Example:
• Fire Permits - $48
• Parking Meters - $150
• Park rental - $500
• Charitable Solicitation - $48
• Total fee collected at once, when final permit is issued
Proposed Improvements
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• DMD provided access to Accela and ability to create SUPER PERMIT cases
• Downtown events can be paid directly to DMD
• Eliminates DMD traveling to City Hall with payments for individual permits
• City will bill DMD quarterly for permits issued
Downtown Management District
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• Amplification Permits
• Issued by City Development Department (event w/out Park use) = $0 revenue
• Issued by Parks
• FY 2012 - $2,970 (195 permits)
• FY 2011 - $2,535 (167 permits)
Budgetary Impact of Proposed Improvements
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