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Home My WebLink About35. 20-32 JANUARY 14, 2020 20-32 RESOLUTION (CARRIED 5-1 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE CHARGES FOR EXTRAORDINARY SERVICES FOR SPECIAL EVENTS- 2020 INITIATED BY: CITY ADMINISTRATION WHEREAS, the City of Oshkosh adopted a Special Events ordinance which allows the City to recoup charges for extraordinary services which may result from Special Events; and WHEREAS, the ordinance requires the Common Council to adopt each year a list of standard fees and charges which will be used to determine the amount of charges attributed to Extraordinary Services provided to Special Events by the City of Oshkosh. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that the attached schedule of fees and charges for Extraordinary Services provided to Special Events by the City of Oshkosh is hereby approved for events occurring on or after January 1, 2020. City Oshkosh TO: Honorable Mayor and Members of the Common Council FROM: Russ Van Gompel, Finance Director DATE: January 6, 2020 RE: Approve Charges for Extraordinary Services for Special Events—2020 BACKGROUND On March 9, 2010, the Common Council adopted a Special Events, Marches, and Public Assemblies Ordinance which allows the City to recover certain costs related to extraordinary services provided to specific special events. The ordinance provided that the Common Council would establish a list of standard fees and charges by hourly rates or flat fees on an annual basis by resolution. In November 2018, the Common Council approved a resolution to recover costs for employees providing services to a special event. The cost reimbursement is for employees working regular or overtime hours and to recover the cost of equipment designated for the event. The policy for equipment usage is based upon the current Federal Emergency Management Agency (FEMA) Schedule of Equipment Rates. When the policy was first created, the Council approved that 25% of the FEMA Rates would be charged to the event and that the equipment rates would gradually increase to the full rate. In 2019, 50% of the FEMA rate was billed out. The 2019 rates to reimburse the City to recover employee costs were developed utilizing a methodology used in previous years. The rates used a fully loaded labor rate which included the value of employee's benefits within the hourly rates. Employee benefits include the benefits directly associated with wages (such as social security, Medicare, and retirement), accrual for paid time off (such as vacation, floating holidays, and sick leave) and non-wage benefits (such as the cost of health insurance, life insurance, worker's compensation coverage, and unemployment benefits). ANALYSIS Following discussions with key staff members, and the need to conduct a periodic review of the fees, I reviewed the past practice of the City regarding the establishment of fees for special events. It is my recommendation that the City continue on the path for full implementation of Finance Department City Hall,215 Church Avenue P.O.Box 1130 Oshkosh,WI 54903-1130 920.236.5005 http://vwwa.ci.oshkosh.wi.us the equipment rates of the FEMA rates. For 2020, the equipment rates billed will be 75% of the FEMA rates. I would like to recommend that the City adjust its charges to recover employee costs for special events. While the methodology to charge "fully loaded" rates might be justifiable from an accounting standpoint, the City should evaluate if the "fully loaded" costs are the most appropriate way to bill to special events. Some of the fully loaded benefit costs are not directly related to the hours worked and are the responsibility of the City whether the employee is working on a special event, or not. These costs may include the accrual or additional paid time off and related insurances. Therefore, my recommendation would be to charge the "direct" benefit costs (such as social security, Medicare, and retirement) along with a general administration fee of 10%. For 2020, that would be an additional 30% for protective employees and 25% for non-protective employees. The Council has previously waived all costs related to community-wide parades and residential neighborhood block parties. The Council recognized that neighborhood block parties promote many of the values of community policing and encourage relationships between persons and their neighbors which provide many other benefits to the City as a whole. In addition, traditional neighborhood block parties do not have a "sponsor" nor are they commercial in nature, so raising the funds for these types of events can be problematic for neighborhoods. Similarly, Council waived costs related to parades, recognizing the traditionally non- commercial nature of parades as well as their community-wide appeal. Staff is recommending that this practice be continued. Staff believes the value of continuing to promote these types of activities outweighs the costs which may fall upon the City as a whole from these events. FISCAL IMPACT With the proposed methodology referenced in this analysis, the hourly labor rates may go down for most categories. At this point it is not certain what the total impact to expense reimbursement will be. However, it is estimated that the City will still receive a reasonable reimbursement for expenses and will remain competitive if organizers of special events are considering other options for municipal services. RECOMMENDATION Staff recommends approval of the charges for 2020 extraordinary services for Special Events. Respectfully Submitted, Approved: Russ Van Compel Mark A. Rohloff Finance Director City Manager Finance Department City Hall,215 Church Avenue P.O. Box 1130 Oshkosh,WI 54903-1130 920.236.5005 http://www.ci.oshkosh.wi.us City of Oshkosh Proposed Event Fees Schedule -2020 2020 Old 2020 2018 Fees 2019 Fees Proposed Method Fees SPECIAL EVENTS APPLICATION FEES Single Day Event $ 25.00 $ 25.00 $ 25.00 $ 25.00 Multi Day/Event $ 35.00 $ 35.00 $ 35.00 $ 35.00 EXTRAORDINARY SERVICES FEES Note: Staffing rates are per hour of service POLICE SERVICES Community Service Officer (Straight Time) $ 16.00 $ 15.59 $ 14.79 $ 14.69 Community Service Officer (1 1/2 Time) $ 19.97 $ 19.71 $ 20.36 $ 22.03 Community Service Officer (Dbl Time) $ 26.63 $ 26.29 $ 27.15 $ 29.38 Patrol Officer (Straight Time) $ 67.22 $ 68.15 $ 69.35 $ 50.10 Patrol Officer (1 1/2 Time) $ 79.87 $ 81.82 $ 84.86 $ 75.15 Patrol Officer(Dbl Time) $ 104.09 $ 106.43 $ 110.28 $ 100.20 Supervisor-Lieutenants (Straight Time) $ 74.31 $ 75.69 $ 77.16 $ 56.59 Supervisor-Lieutenants (1 1/2 Time) $ 90.08 $ 92.64 $ 96.04 $ 84.89 Supervisor-Lieutenants (Dbl Time) $ 117.42 $ 120.54 $ 124.84 $ 113.19 Supervisor-Sergeants (Straight Time) $ 72.69 $ 74.01 $ 66.34 $ 55.11 Supervisor-Sergeants (1 1/2 Time) $ 87.75 $ 90.24 $ 93.55 $ 82.56 Supervisor-Sergeants (Dbl Time) $ 114.37 $ 117.41 $ 121.59 $ 110.21 FIRE SERVICES Fire Inspection (per hour) $ 59.00 $ 62.73 $ 62.73 $ 62.73 Paramedic Crew $ 114.72 $ 143.08 $ 167.14 $ 147.46 Airport Rescue Firefighting Crew $ 114.72 $ 143.08 $ 167.14 $ 147.46 Engine/Fire Crew $ 172.08 $ 214.62 $ 250.71 $ 221.19 Fire Personnel (Straight Time) $ 48.21 $ 49.01 $ 50.56 $ 35.11 Fire Personnel (1 1/2 Time) $ 57.36 $ 71.54 $ 83.57 $ 73.73 Fire Personnel (Dbl Time) $ 74.48 $ 92.60 $ 105.92 $ 98.31 Fire Battalion Chief(Straight Time) $ 61.68 $ 62.60 $ 63.87 $ 46.79 Fire Battalion Chief-EMS (Straight Time) $ 77.28 $ 77.54 $ 79.07 $ 60.82 PARKS SERVICES Seasonal(Straight Time) $ 13.89 $ 12.85 $ 12.82 $ 13.39 Seasonal(1 1/2 Time) $ 16.33 $ 17.47 $ 17.47 $ 20.08_ Seasonal(Dbl Time) $ 21.77 $ 23.29 $ 23.29 $ 26.78 Parks Full Time (Straight Time) $ 47.75 $ 47.75 $ 47.44 $ 33.19 Parks Full Time (1 1/2 Time) $ 51.64 $ 53.49 $ 54.58 $ 49.79 Parks Full Time (Dbl Time) $ 67.41 $ 69.81 $ 71.29 $ 66.39 ** 75%of the hourly FEMA equipment rate shown will be charged in 2020 (excluding signs, barricades, cones, barrels) City of Oshkosh Proposed Event Fees Schedule -2020 2020 Old 2020 2018 Fees 2019 Fees Method Proposed Fees TRANSPORTATION SERVICES Sign Personnel (Straight Time) $ 43.18 $ 38.79 $ 37.05 $ 23.99 Sign Personnel (1 1/2 Time) $ 45.03 $ 40.55 $ 39.56 $ 35.98 Sign Personnel (Dbl Time) $ 58.75 $ 52.89 $ 51.63 $ 47.98 Electrician (Straight Time) $ 51.74 $ 53.38 $ 53.94 $ 38.95 Electrician (1 1/2 Time) $ 57.41 $ 61.62 $ 63.98 $ 58.72 Electrician(Dbl Time) $ 74.96 $ 80.44 $ 83.58 $ 77.90 Streets Personnel(Straight Time) $ 47.69 $ 45.53 $ 44.67 $ 30.73 Streets Personnel(1 1/2 Time) $ 51.55 $ 50.29 $ 50.57 $ 46.10 Streets Personnel (Dbl Time) $ 67.29 $ 65.61 $ 66.04 $ 61.47 INSPECTION SERVICES Plumbing Inspection No Fee No Fee No Fee No Fee Electrical Inspection No Fee No Fee No Fee No Fee GENERAL SERVICES/LICENSES/PERMITS Temporary Class "B"Retailers License $ 10.00 $ 10.00 $ 11.00 $ 11.00 Electrical Permits Min. $30.00 Min. $30.00 Min. $30.01 Min. $30.01 actual cost of metered or estimated cost if metering Utilities (multi-day or large event usage) is impractical Health Permits(County fees subject to change without notice) **may not be required for non-profits hosting single day events unless hosting more than 3 events annually** Non profit selling, serving or giving away restaurant $ 90.00 $ 93.00 $ 96.00 $ 96.00 foods to public For profit selling, serving or giving away restaurant food to public $ 165.00 $ 172.00 $ 178.00 $ 178.00 Non profit or for profit selling, serving or giving away confectionary items $ 85.00 $ 89.00 $ 93.00 $ 93.00 Bonfire Permit $ 33.00 $ 33.00 $ 33.00 $ 33.00 Pyrotechnics Permit $ 33.00 $ 33.00 $ 33.00 $ 33.00 Temporary Use Permit Waived for Special Events EQUIPMENT FEES/RENTALS (vehicle rates based on 2017 FEMA rates) No Parking Signs (per day) Less than 20 signs No Fee No Fee No Fee No Fee 20-49 signs $ 11.00 $ 11.00 $ 11.00 $ 11.00 50-99 signs $ 16.50 $ 16.50 $ 16.50 $ 16.50 100 or more signs $ 27.50 $ 27.50 $ 27.50 $ 27.50 ** 75% of the hourly FEMA equipment rate shown will be charged in 2020 (excluding signs, barricades, cones, barrels) City of Oshkosh Proposed Event Fees Schedule -2020 2020 2020 Old 2018 Fees 2019 Fees Proposed Method Fees EQUIPMENT FEES/RENTALS CONTINUED (vehicle rates based on 2017 FEMA rates) Traffic Cones (per day) Less than 20 signs No Fee No Fee No Fee No Fee 20-49 signs $ 11.00 $ 11.00 $ 11.00 $ 11.00 50-99 signs $ 16.50 $ 16.50 $ 16.50 $ 16.50 100 or more signs $ 27.50 $ 27.50 $ 27.50 $ 27.50 Street Barricades &Signs (each) $ 5.50 $ 5.50 $ 5.50 $ 5.50 Street Barrels (each) $ 2.50 $ 2.50 $ 2.50 $ 2.50 All Terrain Vehicle (ATV) Engine 125 cc $ 8.50 $ 8.50 $ 8.67 $ 8.67 All Terrain Vehicle (ATV) Engine 400 cc $ 11.64 $ 11.64 $ 12.20 $ 12.20 All Terrain Vehicle (ATV) Engine 450 cc $ 12.40 $ 12.40 $ 13.07 $ 13.07 All Terrain Vehicle (ATV) Engine 650 cc $ 13.20 $ 13.20 $ 13.86 $ 13.86 Aerial Lift,Truck Mntd Max. Platform Height 40ft. $ 11.38 $ 11.38 $ 11.63 $ 11.63 Aerial Lift, Truck Mntd Max. Platform height 61 ft. $ 20.54 $ 20.54 $ 21.99 $ 21.99 Aerial Lift, Truck Self Propelled Max. Platform Height 37 Ft Ht $ 8.95 $ 8.95 $ 9.02 $ 9.02 Ambulance $ 40.50 $ 40.50 $ 41.18 $ 41.18 Auger, Truck Mntd Max. Auger Size $ 34.28 $ 34.28 $ 34.93 $ 34.93 Automobile, Police (stationary w/engine running) $ 15.69 $ 15.69 $ 16.05 $ 16.05 Back-Pack Blower $ 1.50 $ 1.50 $ 1.53 $ 1.53 Boat, Runabout 13'X5' $ 12.00 $ 12.00 $ 12.55 $ 12.55 Broom,Pavement $ 24.50 $ 24.50 $ 25.28 $ 25.28 Bus to 150 $ 20.95 $ 20.95 $ 21.60 $ 21.60 Bus to 210 $ 25.45 $ 25.45 $ 25.82 $ 25.82 Bus to 300 $ 38.35 $ 38.35 $ 39.65 $ 39.65 Crane, Truck Mntd. Max.Lift Capacity 24000 lbs $ 14.90 $ 14.90 $ 1.00 $ 1.00 Derrick, Hydraulic Digger Max.Boom Length 60 Ft $ 34.15 $ 34.15 $ 35.07 $ 35.07 Flat bed utility trailer 6 ton $ 3.10 $ 3.10 $ 3.21 $ 3.21 Fork Lift Capacity 6000 lbs $ 13.00 $ 13.00 $ 14.73 $ 14.73 Loader, Crawler Bucket Capacity 2CY $ 68.10 $ 68.10 $ 69.24 $ 69.24 Loader, Skid-Steer Operating Capacity 2000 lbs $ 37.00 $ 37.00 $ 35.47 $ 35.47 Loader, Wheel $ 35.50 $ 35.50 $ 36.87 $ 36.87 Light Tower Trex/Amida AL 4000 w/(4)500 watt lights $ 10.68 $ 10.68 $ 11.11 $ 11.11 Mobile Command Center 2007-Freightliner MT-55 $ 45.50 $ 45.50 $ 47.12 $ 47.12 Pavement Sweeper 72 in $ 96.80 $ 96.80 $ 78.79 $ 78.79 Plow, Cable depth 24" $ 12.00 $ 12.00 $ 13.77 $ 13.77 Pump, Trash Pump 10MTC 2" Pump $ 7.25 $ 7.25 $ 7.87 $ 7.87 ** 75%of the hourly FEMA equipment rate shown will be charged in 2020 (excluding signs, barricades, cones, barrels) City of Oshkosh Proposed Event Fees Schedule -2020 2020 2020 Old 2018 Fees 2019 Fees Proposed Method Fees EQUIPMENT FEES/RENTALS CONTINUED (vehicle rates based on 2017 FEMA rates) Skidder model Cat 525B $ 62.90 $ 62.90 $ 64.79 $ 64.79 Striper, Truck Mntd Paint Capacity 120 Gal. $ 78.60 $ 78.60 $ 45.28 $ 45.28 Striper,Walk-behind Paint Capacity 12 Gal. $ 4.00 $ 4.00 $ 4.23 $ 4.23 Trailer, Office 8'X24' $ 1.95 $ 1.95 $ 2.31 $ 2.31 Trencher Wheel Mounted $ 16.30 $ 16.30 $ 16.91 $ 16.91 Truck, Pickup 1/2 ton Pickup Truck 4X2-Axle $ 12.30 $ 12.30 $ 12.78 $ 12.78 Truck, Pickup 3/4 ton Pickup Truck 4X2-Axle $ 13.40 $ 13.40 $ 14.32 $ 14.32 Truck, Pickup 3/4 ton Pickup Truck 4X4-Axle $ 20.80 $ 20.80 $ 22.64 $ 22.64 Truck, Pickup 3/4 ton Pickup Truck&Plow 24" depth $ 25.40 $ 25.40 $ 28.09 $ 28.09 Truck, Pickup 3/4 ton Pickup Truck&trailer 8'X24' $ 15.35 $ 15.35 $ 16.63 $ 16.63 Truck, Pickup 1-ton Pickup Truck 4X2-Axle $ 17.65 $ 17.65 $ 12.78 $ 12.78 Truck, Pickup 1-ton Pickup Truck 4X4-Axle $ 22.85 $ 22.85 $ 22.99 $ 22.99 Truck, Pickup 1 1/2 ton Pickup Truck 4X4-Axle $ 26.75 $ 26.75 $ 26.82 $ 26.82 Truck,Fire 1500 GPM $ 78.90 $ 78.90 $ 81.10 $ 81.10 Truck, service fuel and lube up to 26,000 gvwr $ 38.65 $ 38.65 $ 40.19 $ 40.19 Truck Tractor 1997 Freightliner F120 $ 54.90 $ 54.90 $ 56.81 $ 56.81 Van, Custom Special Service Canteen Truck $ 18.00 $ 18.00 $ 18.35 $ 18.35 Vehicle,Small $ 6.40 $ 6.40 $ 6.41 $ 6.41 FACILITY RENTALS Park Shelters Small Open Shelters-Residents-WEEKDAY $ 35.00 $ 35.00 $ 35.00 $ 35.00 Small Open Shelters-Residents-WEEKEND/HOLIDAY $ 45.00 $ 45.00 $ 45.00 $ 45.00 Small Open Shelters-Non Residents-WEEKDAY $ 45.00 $ 45.00 $ 45.00 $ 45.00 Small Open Shelters-Non Residents- WEEKDAY/HOLIDAY $ 55.00 $ 55.00 $ 55.00 $ 55.00 Medium Enclosed/Open-Residents-WEEKDAY $ 45.00 $ 45.00 $ 45.00 $ 45.00 Medium Enclosed/Open-Residents- WEEKEND/HOLIDAY $ 55.00 $ 55.00 $ 55.00 $ 55.00 Medium Enclosed/Open-Non Residents-WEEKDAY $ 55.00 $ 55.00 $ 55.00 $ 55.00 Medium Enclosed/Open-Non Residents- WEEKEND/HOLIDAY $ 65.00 $ 65.00 $ 65.00 $ 65.00 Large Shelters/Concession Stands- Residents- WEEKDAY $ 55.00 $ 55.00 $ 55.00 $ 55.00 Large Shelters/Concession Stands - Residents- WEEKEND/HOLIDAY $ 65.00 $ 65.00 $ 65.00 $ 65.00 ** 75%of the hourly FEMA equipment rate shown will be charged in 2020 (excluding signs, barricades, cones, barrels) City of Oshkosh Proposed Event Fees Schedule - 2020 2020 Old 2020 2018 Fees 2019 Fees Proposed Method Fees FACILITY RENTALS CONTINUED Large Shelters/Concession Stands-Non Residents- WEEKDAY $ 65.00 $ 65.00 $ 65.00 $ 65.00 Large Shelters/Concession Stands-Non Residents - WEEKEND/HOLIDAY $ 75.00 $ 75.00 $ 75.00 $ 75.00 Baseball/Softball Fields-Tournament Use &Field Prep Tournaments-per field, per day,no lights (residents) $ 25.00 $ 25.00 $ 25.00 $ 25.00 Tournaments-per field, per day,no lights (non residents) $ 35.00 $ 35.00 $ 35.00 $ 35.00 Tournaments-per field, per day, lights (residents) $ 50.00 $ 50.00 $ 50.00 $ 50.00 Tournaments-per field,per day, lights (non residents) $ 60.00 $ 60.00 $ 60.00 $ 60.00 Field Preparation-per field (residents) $ 15.00 $ 15.00 $ 15.00 $ 15.00 Field Preparation-per field (non residents) $ 25.00 $ 25.00 $ 25.00 $ 25.00 Boat Lauches Daily Launch Fee $ 5.00 $ 5.00 $ 5.00 $ 5.00 Annual-Resident $ 25.00 $ 25.00 $ 25.00 $ 25.00 Annual- Non Resident $ 35.00 $ 35.00 $ 35.00 $ 35.00 Multi-Year(3 year)Resident $ 65.00 $ 65.00 $ 65.00 $ 65.00 Multi-Year(3 year) Non Resident $ 90.00 $ 90.00 $ 90.00 $ 90.00 Second/Replacement Sticker $ 5.00 $ 5.00 $ 5.00 $ 5.00 Boat Lauch Buy Out(per day) $ 500.00 $ 500.00 $ 500.00 $ 500.00 Note: 2020 Equipment Fees shown are equivalent to the current Federal Emergency Management Agency (FEMA) rates. Per Council policy equipment fees will be discounted 75%in 2018;50%in 2019, 25%in 2020, and 0%in 2021. Any equipment utilized for a special event not included on this fees schedule may be subject to current FEMA rates and charged accordingly to the special event. ** 75%of the hourly FEMA equipment rate shown will be charged in 2020 (excluding signs, barricades, cones, barrels)