Special Event Policy Discussion; Genellie/Domeier
CITY OF HOPKINS
Memorandum
To: Honorable Mayor and Council Members
From: Jim Genellie, Assistant City Manager
Amy Domeier, City Clerk
Copy: Mike Mornson, City Manager
Date: November 10, 2015
Subject: Special Event Policy Discussion
___________________________________________________________________________________________________________
Staff is requesting City Council to consider changes to the current Special Event
Policy. The changes include the following:
1. Revised listing of pre-approved activities
2. Clarifying the City services provided for events
3. Fees and billing
4. Regulations and procedures
Events or organized activities for large crowds that may involve street closures or
require the coordination of city departments or other agencies for the use of
alcohol, on-site cooking, food sales or large-scale temporary structures typically
are reviewed through the City’s Special Event Permit process. Examples include
festivals, parades, run/walks and other planned group activities. The current
Special Event Permit application has been designed to assist event organizers
and serve as a guideline for development of event plans that comply with local
and state codes, law, and policies related to special events.
The City of Hopkins issues Special Event Permits only for the events that
incorporate the use of: City public streets, sidewalks, right-of-ways; City public
parks or other City public property; and outdoor private party, only when the
property is part of a special event vent that includes City public property.
The Special Event Permit $35.00 fee partially offsets the costs of reviewing a
permit application and coordinating the event review process. However, the fee
does not cover any additional costs and fees associated with personnel or
resources provided to the event by City departments.
Staff is requesting feedback on the proposed policy changes.
POLICY 5-D
SPECIAL EVENTS POLICY
1. PURPOSE
1.01 The purpose of this policy is to set forth procedures to be followed by organizers of
Special Events who wish to use city property and/or require city services. Any
organization wishing to sponsor or hold a Special Event in the City of Hopkins will be
required to complete the Special Event Permit Application. The City will conduct a
complete review of any Special Event Permit Application and inform the applicant if the
event is allowed.
Special Events are defined as any parade, race, procession, carnival, community picnic,
celebration, fund raiser, dance, concert, large assembly, or other special event on City
property within the corporate limits of the City of Hopkins.
2. DEFINITIONS
2.01 Basic Services include the setting up and removal of barricades and the portable stage,
and access to electric outlets.
2.02 Special Events are defined as any parade, race, procession, carnival, community picnic,
celebration, fund raiser, dance, concert, large assembly, or other special event on City
property (except parkland) within the corporate limits of the City of Hopkins
2.03 City Sponsored Activities are special events sponsored wholly or in part by the City of
Hopkins. The City both insures and provides Basic Services without charge for these
events.
2.04 Pre-Approved Activities are special events for which the City provides Basic Services
without charge. Pre-Approved Activities include:
a. Music In the Park activities
b. St. Patrick's Day Parade
c. Raspberry Festival
d. Homecoming Parade
e. Sleigh Rides
f. Christmas in the Park
g. Mainstreet Days
h. Farmer's Market
i. Heritage Days
2. CITY SERVICES PROVIDED FOR SPECIAL EVENTS
Pre-Approved Activities:
2.01 Pre-Approved Activities are special events for which the City
provides some basic services without charge. Pre-Approved Activities include:
a. Music In the Park activities
b. St. Patrick's Day Parade
c. Raspberry Festival
d. Old Fashioned Holiday
g. Mainstreet Days
h. Farmer's Market
2.02 Other Events: Approval of the following events is at the sole discretion of the City of
Hopkins. Events must be determined to be in the general interest of the public. Events
must also not require excessive staff support from the City. Approval of an event does not
require the City to approve similar events or even the repeat of the same event. Each
event will be reviewed separately.
Co-Sponsored Events:
2.03 The City may co-sponsor certain events with other organizations,
when the City Council determines that the event is in the general interest to the public
and advances the City’s public image. The City will provide financial support to these
events as determined in the annual budget appropriation. These events must meet the
other requirements of the Special Event Policy and must reimburse the City for any City
costs in excess of the support level authorized by the budget appropriation.
Other Non-Profit Events:
2.04 The City may provide up to $200.00 in City labor costs and
related fringe benefit costs, and use of City equipment to assist Special Events operated
by non-profit organizations. These events must meet the requirements of the Special
Event Policy and must reimburse the City for any costs in excess of this support level.
Groups filing an application as a Non-Profit Event must be able to submit a current IRS
501C3 Statement.
Other For-Profit Events:
2.05 The City may allow other Special Events operated by for-
profit sponsors that are beneficial to the City and the public. These events are subject to
an additional use charge for the use of the public property. In addition, these events must
pay 100% of all City costs related to the event. These events must meet the other
requirements of the Special Event Policy and must reimburse the City for any City costs
in addition to the payment of the established permit rate. The minimum additional use
charge shall be $250.00 per day.
3. FEES FOR SPECIAL EVENTS
Hourly Rate
3.01 shall be the hourly cost for any employee working on a Special Event as
established by City Administration. Please note that these rates are reviewed/adjusted
annually. Please refer to Attachment A to confirm rates. Hourly Rate shall include
expenses related to the employee including fringe benefits.
Purchased or Rental Materials
3.02 shall include all direct costs for all materials purchased
or rented by the City of Hopkins for use at the event.
Equipment Charges
3.03 shall be the current equipment usage rates as established by the
City of Hopkins.
A Replacement Cost
3.04 will be billed for missing and/or damaged equipment and supplies.
4. BILLINGS FOR SPECIAL EVENTS
4.01 Special Event billing by the City shall be itemized by the employee time of Public
Works, Police and Fire; any purchased or rented materials; equipment charges; and any
replacement costs for missing or damaged equipment/supplies.
4.02 If approved, event sponsors who have previously hosted the same event in the year prior
AND paid their bill in a timely manner will be extended the courtesy of paying all City
fees after their event is completed and billed for the current year.
4.03 If approved, new events or events that are repeating annually and did NOT pay their bill
in a timely manner must submit either a cash deposition, check with payment of 75% of
estimated expenses be used as a deposit to be credited against the final payment. Deposit
fees must be paid not less than 30 days prior to the newly scheduled event.
5. REGULATIONS AND PROCEDURES
5.01 Any person or organization wishing to sponsor a Special Event must obtain a Special
Event Permit not less than 45 days before the special event.
3.02 Application for the permit shall be made not less than forty-five (45) days before the
special event.
5.02 Applications for a permit for a Special Event will be available at the City Clerk's office,
and when if approved, shall become a part of the permit. Incomplete applications will be
returned.
5.03 A permit fee in the amount of $25.00 shall accompany the application.
3.04 Special Events which are not sponsored by the City will require Liability Insurance
naming the City of Hopkins as additional insured.
5.04 Special Events which are not sponsored by the City or deemed Pre-Approved may
require a deposit of not less than $200 or as determined by the City Manager.
5.05 The cash deposit will be calculated based on the anticipated and potential cost to the City
of Hopkins, and shall be submitted no less than twenty (20) days before the special event.
5.06 The return of the deposit is conditioned upon the applicant having not requested nor
received services which are a cost to the City of Hopkins and the applicant causing no
damage to the public or private property in the City of Hopkins, and further conditioned
upon the fact that the applicant will remove all dirt, paper, litter, or other debris generated
by its operations, from the site of the event and the adjoining premises upon completion
of the event.
3.08 The amount of the cash deposit shall be determined by the City Manager.
5.07 Issuance of a Special Event Permit does not constitute a waiver of any Federal, State or
Local laws. Applicants are responsible for complying with all applicable Federal, State,
and Local laws.
5.08 Issuance of a Special Event Permit does not, in any way, imply City sponsorship of the
Special Event.
5.09 Traffic Control Measures: Applicant is required to pay all costs for traffic control
measures and traffic control personnel.
5.10 Traffic Barricades: The applicant shall through a bona fide contractor provide, install and
remove all the equipment as stipulated by the Public Works Department. The
installation and removal of barricades by Hopkins Public Works Department is subject to
the Hourly Rates listed in Attachment A.
5.11 Notice to Property Owners: The applicant may be required to be provide a 30-day notice
to all property owners about a Special Event as stipulated by the City Administration.
5.12 Insurance: Special Events which are not sponsored by the City will require Liability
Insurance. The Applicant must file with the City Clerk a liability insurance policy, or
evidence thereof. Insurance must provide coverage in the amount of three hundred
thousand dollars ($500,000.00) for one claimant and one million dollars ($1,000,000.00)
for any number of claimants. Insurance shall specifically provide for the payment by the
insurance company, on behalf of the insured, of all sums which the insured shall become
obligated to pay by reason of liability imposed upon them by law, for injuries or damages
to persons or property arising out of the activities and operations of the insured. The
applicant and the City shall be named as joint insured's on the liability policy.
5.13 Claims: Applicant agrees to defend and hold the City harmless from claims, demands,
actions or causes of actions, of any nature of character, arising out of, or by reason of
conduct of the event authorized by such premise extension, including attorney fees and
all expenses.
5.14. Damages: Applicant will indemnify the City for all damages that may result to City
property as a result of an event.
5.15 Supervision: Applicant will maintain adult supervision of the event at all times.
Applicant will provide security as stipulated by the Chief of Police. Security will be
billed at the Hourly Rate outlined in Attachment A
5.16 Clean-up: Applicant will, at no cost to the City, immediately clean up, remove and
dispose of all litter or material of any kind, which is placed or left on the street because of
the event. If the Applicant neglects or fails to proceed with clean up within a two-hour
period immediately following the end of the event, or if the cleanup is done in in an
inadequate manner, the Director of Public Works is authorized to cleanup and charge
Applicant for clean-up at the Hourly Rate shown in Attachment A.
5.17 Use of City Utilities: The Applicant will not use City utilities for any event unless
permission has been granted by the Director of Public Works. The electrical circuits in
the Central Business District have a limited amperage capacity.
5.18 Food Permits. The Applicant shall obtain a Minnesota Department of Health food license
and shall comply at all times with the applicable health codes and regulations. Proof of
license shall be provided to the City Clerk at least seven days before the event and kept
on site for immediate inspection.
5.19 Termination: The applicant may terminate this agreement at will by giving 14 days
written notice to the City. If less than 24 hours’ notice is given to cancel an event that
required contracted work, staff will be compensated for a 2 hour minimum charge. City
staff has the authority to cancel or stop an event, or place additional restrictions on the
event, if it is deemed that the public health, safety or welfare would be better served with
additional restrictions.
5.20 City staff may place any additional requirements on any event. These requirements may
include specific staff levels for Police, Fire, Public Works or other personnel. Expenses
will be billed to the sponsoring organization under the terms of this policy.
Established: 5/19/88
Revised: 11/16/93
Revised:
City of Hopkins
ATTACHMENT A
SPECIAL EVENT FEE SCHEDULE FOR SERVCIES
(this fee schedule may be reviewed and updated annually by the City Administration)
Public Works Personnel Cost Per Hour (Minimum 2.5 hours per employee call-in)
$36 regular time; $54 OT
General Laborer
$64
Supervisor
Police Department Personnel Cost Per Hour
$70.45
Police Officer
Fire Department Personnel Cost Per Hour
$14.95
Firefighter
Vehicles Cost Per Hour
$55
Garbage truck
$20
Pick Up truck
$55
Dump truck
$55
Boom truck
$250
Fire truck