CITY COUNCIL: Resolution Approving a Fee Waiver for the 2012 Carmel Art Festival

Meeting Date: April 3, 2012
Prepared by: Heidi Burch Assistant City Administrator



City Council
Agenda Item Summary

Name: Consideration of a Resolution approving a fee waiver in the amount of $12,475 for the 2012 Carmel Art Festival.

Deseription: The organizers for the Cannel Art Festival, scheduled this year for May 17-20, 2012, have requested that the City waive fees associated with this annual event. This is the first year that the City has billed the Art Festival for all of the fees associated with the event, as last year's event was held prior to the fee schedule adopted in July 2011 by Council.

Overall Cost:
City Funds: $12,475, including fees for the use of Devendorf Park, closure of Mission Street, signage and barricades, sound pennit and processing fees. The deposit for damage to the park is refundable and is not included in the waiver request.

Grant Funds: N/ A
Staff Recommendation: None

Important Con~ideradons: At the June 14, 2011 Budget Workshop, Council requested that the Community Services Department evaluate its fee schedule. At the July 12 meeting, Council approved the Community Services revised schedule which more accurately covers the costs of providing services associated with special events held in the City.

Prior to the adoption by Council of the fee schedule, the Art Festival had been paying a
flat fee of $500.

Decision Reeord: On July 12,2011, City Council approved Resolution 2011-38, adopting Community Services fees. Among the fees covered under this Resolution are use of the streets, beach and Devendorf Park and related event expenses such as A-frames, parking signs and barricades.

Reviewed by:

Jason Stilwell, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
STAFF REPORT

TO: MAYOR MCCLOUD & MEMBERS OF THE CITY COUNCIL
FROM: HEIDI BURCH, ASST. CITY ADMINISTRATOR
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
DATE: APRIL 3, 2012
SUBJECT: CONSIDERATION OF A RESOLUTION APPROVING A FEE WAIVER IN THE AMOUNT OF $12,475 FOR THE 2012 CARMEL ART FESTIVAL

BACKGROUND
The organizers for the Carmel Art Festival, scheduled this year for May 17-20, 2012, have requested that the City waive fees associated with this annual event. City Council approved a new fee schedule for City special events on July 12, 2011 (Resolution 2011-38) as a means to better reflect actual costs to the City. The 2011 Art Festival was held two months before the fees were approved, so this is the first time the organizers have been billed for expenses such as use of Devendorf Park, the closure of Mission Street and
items such as signs, A-frames and barricades. Until now, the Carmel Art Festival paid the City a flat fee of $500.

FISCAL IMP ACT
The impact to the City would be $12,475, including fees for the use of Devendorf Park,
closure of Mission Street, signage and barricades, sound permit and processing fees. The
deposit for damage to the park is refundable and is not included in the waiver request.

RECOMMENDATION
None.

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION 2012-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
APPROVING A FEE WAIVER IN THE AMOUNT OF $12,475 FOR THE 2012 CARMEL ART FESTIVAL

WHEREAS, on July 12, 2011, the City Council adopted Resolution 2011-38, adopting Community Services fees associated with special events in the City; and

WHEREAS, these fees, which include the use ofDevendorfPark and beach, the closure of streets, and other miscellaneous event-related fees were meant to more accurately cover the expenses of having special events in the City; and

WHEREAS, the organizers of the Carmel Art Festival have requested that the
City waive the $12,475 in fees associated with its event, scheduled for May 17-20, 2012.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF
THE CITY OF CARMEL-BY-THE-SEA DOES:
1. Approve a waiver of fees for the 2012 Carmel Art Festival in the amount of
$12,475.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-
THE-SEA this third day of April2012, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
SIGNED:
SUE McCLOUD, MAYOR
ATTEST:
Heidi Burch, City Clerk
74
CITY OF CARMEL-BY-THE-SEA
COMMUNITY SERVICES
PO Box CC
Carmel, CA 93921
Phone 831/620.2020
FAX 831/624.2132
December 27, 2011
SPECIAL EVENT INVOICE
To: Carmel Art Festival/Carmel Gallery Alliance
Carmel Art Festival Thursday-Monday, May 17-20, 2012
A breakdown of costs are as follows (per city council resolution of July 2011):
Devendorf Park - $400 first 4 hours X 4 days =
(7 am to 11 am)
Devendorf Park - $300 each hour thereafter X 4 days =
(12 Noon to 7 pm)
Closing Mission (24 hours) - $365 X 4 days =
NO PARKING signs- $3 each X 10 spaces X 4 days=
2 each long barricades - $65 X 2 X 4 days =
2 each A-frames - $25 X 2 X 4 days =
Sound permit (when music is requested) $25
Processing fee for special event permit =
Sub-Total
Damage Deposit (refundable if no damage is found at the park)
Total
This invoice is due and payable upon receipt.
Please make check payable to: City of Carmel-by-the-Sea
Mail to: Carmel Community Services
Attn: Cindi Lopez
PO Box CC
Carmel, CA 93921