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Home My WebLink About38. 13-160 R E V I S E D MARCH 26, 2013 13-160 RESOLUTION (CARRIED___6-0_____LOST________LAID OVER________WITHDRAWN________) PURPOSE: APPROVAL OF SPECIAL EVENT / OSHKOSH PUB CRAWL LLC / UTILIZE CITY STREETS FOR OSHKOSH PUB CRAWL / APRIL 13, 2013 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to the Oshkosh Pub Crawl LLC to utilize city streets: Main Street and Irving Avenue, on Saturday, April 13, 2013, from 6:00 p.m. to 2:00 a.m. for a pub crawl, in accordance with the municipal code, state statutes and the attached application, with the following exceptions / conditions: A. Insurance shall be required for the event. If proof of insurance is not provided within 5 days of the event, city staff may attempt to obtain necessary insurance for the event. The cost for such insurance if available will be billed to the organizer. B. Organizer shall provide an event schedule and map of area in which extraordinary services will be anticipated. In the event the event organizer does not provide a schedule or map in a timely fashion, staff shall determine time and location of the affected areas for the event and bill the organizer accordingly for extraordinary services. C. Costs for the event, if unpaid by the event organizer, may be imposed as a special charge for current services provided upon any and all businesses participating in / or sponsoring promotions associated with the event. BE IT FURTHER RESOLVED that as a condition of approval, the Event Organizer shall pay the City’s actual costs for extraordinary services. Cost Estimates for Extraordinary Services Police Department -- Staffing ($5,000 - $6,000 - preliminary estimate) Fire Department -- Staffing ($750 - preliminary estimate) Street Department -- Barricades (70 / $350 - preliminary estimate) Sanitation Division -- APPLICATION FOR SPECIAL EVENT PERMIT- TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Event: 04a511 PUh Caw! Start Date: Y- 13 -13 End Date: L/_f13 /3 Briefly describe your event. Be sure to include the purpose of the event and all planned activities. rye cshKo5ti Pub cowl is were ()pr htS LJa/k & ivi fater+i to ieNeen 45 G way h�✓e -�'Kh w --'- ;end/5 t,4 kie Sae rf�'� OSI//losh ri ese3 evAnd / 1/-/3 No S rf f1Me a r evict! /i V 1s /13-71ed EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME START TIME STOP TIME TEAR DOWN / CLEAN UP COMPLETED Location of Event: h KO,S Estimated Attendance (daily &total): d 5e0 Number of Booths: Organization(s) Sponsoring Event: CSsh Koski ,h CMG w Lt. c (including addresses 59 , 13406; LA) OSli (Cosh, GILL- Sy7ey rfr CITY HALL 215 Church Avenue P.O.Box 1130 Oshkosh,Wisconsin 54903-1130 City of Oshkosh MEMORANDUM OfHKO/H Date: March 21, 2013 To: Mayor & City Council From: Mark A. Rohloff, City Manager „ ,` Subject: SPRING, 2013 PUB CRAWL BACKGROUND As the Council is aware, the Pub Crawl is a loosely organized event, which is put together by local resident Joe Kubiak, who identifies his organizing group as "Oshkosh Pub Crawl LLC". With the advent of the special event ordinance, we have worked with Mr. Kubiak to organize extraordinary services provided by the city for the Pub Crawl event. Although the city neither endorses nor assists in the organization of the Pub Crawl event, we recognize the impact that this event has on city services, and in accordance with our special event ordinance, we work with Mr. Kubiak to ensure that public safety is ensured during the event, and that responsible parties associated with and benefitting from this event are appropriately billed for extraordinary services provided by the city. Mr. Kubiak has submitted an application for the Pub Crawl event for spring, 2013. The attached application does not provide all of the required information that we normally expect from this and other special events. Furthermore, Mr. Kubiak indicates that he does not plan to acquire any insurance for this event, although in his application, he acknowledges that he understands the rules and regulations regarding insurance that is required for this type of event. Although the application is incomplete, we feel it is necessary to process this application and place appropriate conditions on the event so that Mr. Kubiak is aware of his responsibilities as organizer of this event. ANALYSIS Mr. Kubiak's application does not identify hours for the event. He has not provided a map for the event. Furthermore, Mr. Kubiak indicates that he does not plan to provide insurance for the event. All of this information has been provided in previous applications. Although other special events may have had their event permits held up or denied for lack of this information, these other types of events have typically been on property where we could effectively deny access to use the site. In the case of the Pub Crawl event, however, the event takes place within individual establishments and on the city streets and sidewalks, and is more difficult to limit. Because of the nature of the event and the movement of persons between individual establishments and the public rights-of-way, this event demands increased public safety services to assure the protection of the participants, the participating and surrounding properties, and the public. In the absence of this required information, staff believes that we will be able to draw upon our experience with prior events and make plans accordingly. As a result, Mr. Kubiak will not have the benefit of proposing a smaller service area or shorter number of hours in order to effectively plan this event. We will rely on the expertise of staff to make staffing decisions that are in the public's best interest. rs Cam` Mayor & City Council March 21, 2013 Page 2 Furthermore, in the absence of providing insurance, staff will have to determine the most effective way to acquire this insurance. If Mr. Kubiak fails to provide the insurance, it would be my intent to seek out private insurance that we may be able to acquire on Mr. Kubiak and Oshkosh Pub Crawl LLC's behalf While this insurance may be more costly than Mr. Kubiak acquiring the insurance himself, staff has no choice but to ensure that the city is protected from liability associated with this event. RECOMMENDATIONS As a result of the above, staff recommends approval of the Pub Crawl special event permit, with the following conditions: • Insurance shall be required for the event. If proof of insurance is not provided within 5 days of the event, city staff may attempt to obtain necessary insurance for the event. The cost of such insurance, if available, will be billed to the organizer. • Organizer shall provide an event schedule and map of area in which extraordinary services will be anticipated. In the event the event organizer does not provide a schedule or map in a timely fashion, staff shall determine time and location of the affected areas for the event and bill the organizer accordingly for extraordinary services. • Costs for the event, if unpaid by the event organizer, may be imposed as a special charge for current services provided upon any and all businesses participating in/or sponsoring promotions associated with the event. Staff believes that these conditions are necessary in advance of the event so that Mr. Kubiak is aware of his responsibilities for the event, and to advise the businesses that are benefitting from the Pub Crawl promotion that they will be considered beneficiaries of this event and may be held responsible should Mr. Kubiak and Oshkosh Pub Crawl LLC fail to live up to their responsibilities for this event. Staff will communicate these conditions to all affected parties in advance of the event. We believe it is appropriate to issue the permit now with these conditions rather than wait and hope for Mr. Kubiak and Oshkosh Pub Crawl LLC to provide these and have the Council approve this event in a last minute fashion. This places the responsibility on Mr. Kubiak and Oshkosh Pub Crawl LLC to meet these conditions in advance of the event if possible. Otherwise, staff will make a determination in the best interest of public safety and fiscal responsibility for the city. MAR/j do cc: City Attorney Lynn Lorenson City Clerk Pam Ubrig Public Works Director David Patek Police Chief Scott Greuel Attachment