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Home My WebLink About19. 17-503 OCTOBER 10, 2017 17-503 RESOLUTION (CARRIED 6-0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE CHARGES FOR EXTRAORDINARY SERVICES FOR SPECIAL EVENTS- 2018 INITIATED BY: CITY ADMINISTRATION WHEREAS, the City of Oshkosh adopted a Special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, 2018. h F 1 i la� 41p }WK ... j! r` t Oshkosh TO: Honorable Mayor and Members of the Common Council FROM: Kathryn S. Snell, Special Events Coordinator DATE: October 5, 2017 RE: Approve Charges for Extraordinary Services for Special Events for 2018 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. The ordinance also provided that the Council may specify certain tasks that may or may not be subject to extraordinary service charges. In January 2017, City staff proposed the Special Events Fee Schedule for 2018. Staff had identified the most common items and equipment used to support special events and found that some of the personnel and equipment had not been billed in past years. The proposed special events fee schedule reflect the City's actual personnel costs for 2017 and a 10% Administrative Overhead Charge. The Administrative Overhead Charge was recommended to recover a portion of the costs for the Administrative staff working in the capacity of planning, organizing, and coordinating special events. In addition, the proposal included the cost of personnel at regular time be charged back to the event; this was not the case for some departments in the past. In response to concerns related to the proposed changes, the Common Council requested additional review. City Staff then created a Special Events stakeholder working group, including representatives of events as well as citizens not currently working with events to provide a broader perspective on this issue. The group met biweekly from April through July. Many topics were discussed throughout the meetings, including the actual cost of special events to the City of Oshkosh and the effects on the City budget and personnel as well as how the City have determined staff costs, ways in which the city might recover the cost of Special Events and the value of special events to the City of Oshkosh and its citizens. Both Chief Smith and Chief Franz joined the group to discuss their concerns related to unreimbursed costs and staffing. The group came to focus on establishing a set of principles to guide the formulation of the schedule of costs. City Manager Mark Rohloff attended the last meeting with the group to hear the suggestions the group had reached consensus on. City staff reported to the Common Council during the Common Council Workshop on Tuesday, September 12, 2017. The Common Council directed staff to move forward with the following recommendations in a proposal of charges for Extraordinary Services for Special Events for 2018. These recommendations formed the basis for the specific costs included in the schedule. Calculation of Staff Hours Health Insurance will only be included in regular time calculations for staff costs. Overtime rates will not include health insurance costs. Staff Costs Bill all the costs for public safety employees providing services to a special event, whether those employees are on regular or overtime hours. Examples of personnel costs not previously billed include: Community Service Officers (CSO), Special Operations Sergeant, and Fire Command Staff (e.g. Battalion Chiefs) on regular time dedicated to specific events. Equipment Costs The City will now propose to recover the cost of equipment designated and used for special events using the current Federal Emergency Management Agency (FEMA) schedule of equipment rates. Staff's proposal is to recover the cost with an incremental approach to allow event organizers time to adequately budget for these increased costs. We will bill 100% of the rates provided, however, these charges will be offset with a 75% in-kind contribution by the city for the 1St year. This in-kind contribution will reduce to 50% in the second year, and 25% in the third year. The fourth year will recover 100% costs related to equipment. Utilities The City will charge back event organizers utility costs that meet the following conditions: large event, multi -day event, single day event with significant utility usage. Continue Practice of Waiving Extraordinary Services Fees for Block Parties & Parades The Council has previously waived all costs related to community -wide parades and residential neighborhood block parties. The Council recognizes that neighborhood block parties promote many of the values of community policing and encourage relationships 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 The proposed resolution includes the charges for extraordinary services for special events that may be incurred by an event organizer. The Special Events fee schedule has been updated to reflect the City's anticipated personnel costs for 2018 and the 2017 FEMA schedule of equipment rates. Based on previous event logistics staff anticipates an estimated $384,150.81 in special event revenue for 2018, taking into consideration the stepped approach to equipment billing. RECOMMENDATION Staff recommends approval of the charges for Extraordinary Services for Special Events in 2018. Respectfully Submitted, Kathryn S. Snell City Special Events Coordinator Approved: Mark A. Rohloff City Manager WOKOO-0 "All I FIRld VAI RIM dL lei m im City of Oshkosh Special Events Fees -20l0 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs,barricades, cones, barrels) Current Rates Being Charged (2016 Rates) 2017 Rates Using New Calculation Methodology 2018 Proposed Fees" Single Day Event gg 25.00 ty 0 -MR $ 25.00 No $ 25.00 Multi -Day Event 35.00 35.00 35.00 *Staffing rates are per hour of service 012 110 Community Service Officer (Straight Time) $ 13.67 $ 15.72 16.00 Community Service Officer (11/2 Time) $ 20.23 $ 19.59 19.97 Community Service Officer (Double Time) $ 26.7 8 $ 26.12 26.63 Patrol Officer (Straight Time) $ 57.39 $ 65.12 67.22 Patrol Officer (11/2 Time) $ 78.62 $ 78.02 79.87 Patrol Officer (Double Time) $ 99,85 $ 101.63 104,09 Supervisor - (Straight Time) $ 68.93 N/A N/A Supervisor (Double Time) $ 121.76 N/A N/A .Supervisor -Lieutenants (Straight Time) N/A $ 72.06 $ 74.31 Sup ervisor-Lieutenants (11/2 Time) N/A $ 87.99 $ 90.08 Sup ervisor-Lieutenants (Double Time) N/A $ 114.64 $ 117.42 Supervisor -Sergeants (Straight Time) N/A $ 70.47 $ 72.69 Supervisor -Sergeants (11 /2 Time) N/A $ 85.71 $ 87.75 Supervisor -Sergeants (Double Time) N/A $ 111.661 $ 114.3 og IFire Inspection (per hour) $ 59.00 rM7111 $ 59-00 5811 R1_-19§' $ 59.00 Paramedic Crew (Two Personnel ATV) $ 110.50 N/A N/A Airport Rescue Firefighting Unit $ 115.48 $ 111.62 $ 114.72 Engine/Fire Company $ 170.23 $ 167.43 $ 172.08 Fire Personnel (Straight Time) N/A $ 46.46 $ 48.21 IFire Personnel (Double Time) N/A $ 72.55 $ 74.48 Fire Battalion Chief (Straight Time) No Fee $ 59.43 $ 61.68 Fire Battalion Chief -EMS (Straight Time) No Fee $ 74.84 $ 77.28 AR Parks Full Time (Staight Time) $ 41.801 $ 46.04 $ 47.75 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs,barricades, cones, barrels) City of Oshkosh Special Events Fees - 2018 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels) Current Rates Being Charged (2016 Rates) 2017 Rates Using New Calculation Methodology 2018 Proposed Fees** .._.�.. i d �.�-.W V--ev�ti'./.�qn.�, - �.',-.-,�.: :. € ��L �-�-. ,�.:✓1'Kacx. r;�"i�a-Gf�F� �:,.x^:?.r�c .^..x..i.>2;.��Fr^.>.y:.z.ri !'..:' �r�z�r. � , r-,-�A->:1s':' :.�;::.". __a `;rrT - �nuc^�--as.!4 f ry `$ --a Sz(' `^ � - _5 3�9- '.,i`z. ;Js., r ^"3� "^' r�4' -c 'iC�'1:'-'�r`e� �.-5� �„:' �:,. .��Ys ^"Y.,'."... #K"'-�--�a e,di. --"< � .,.-€ Y -.✓. EE S 3 2 1 -,. ,.%.f �'?u...,..e.'2�. '.�'S^::".�:a.; �.-;•;.-tt.W,.....,�,Y,:,,. 5,,..,.,,..��1:Y�'��:......,,S.e'-"�.',"��.-'Y2..e. _..,,......,,--e..�...... ........� �... ,.....,,.,,..,,.��vae"aF'n�".`......'Y„�.4:..e.........._.�..,_,.�.,,+n..i�:,3 ��.„.�<�s-k:�t.". f.,c')�-^ .c;'��vJ - „`,-^ez� ..;,.,�.,.:.`.`a�e�!�7.r.�Z �+,w j°'.,;..',"�3.A '-�-Pf{ °4-,f�.-�:.i.�� 5.ew:�. �,., .mi=.a. .e......3:...0".�".e",'.._.,�..�."..'v^fi`.w;,.a,.,...,.�,�;,xL,,.?z`;�,.3....,'v,:..®��LYm.i.,..,,...s. - d -a, . `o�iw�r . �fi � x��s. ..{`,rr �'t�-"td,'es�'. 'Y.✓✓'vax'r, r�' .>��:.,a.:.. ..L:d: y ., e- . Parks Full Time (11/2 Tune) $ 56.73 $ 50.37 $ 51.64 Parks Full Time (Double Time) $ 71.65 $ 65.72 $ 67.41 ��..,qua e �a,i�.�✓: �..,.zX' .. �:;:, '2.-;�e.v}r'.� <'""�: �„^ y!3 '+., .J ,� ✓u'�3 l:-r":y.: S .3., a � ,[�, ,1Svs �a '.,. Y,�� Y G'^[y 'm.'Y.'r'>F' ....�,wid �'�F�E:•�.-=:±",:.,�� ^� %tE"",) �'�� .1' '"YD'S` 4L. .-..t ✓x:. 4 F ',� 4 3 �4Y�a. �i...,.}.��.r ,,�h"i� ( _ a�Y -.E 4i:..s.��;� �;�,.�:c:1;,. %..�,i. ,,.y;--. ...,��-. J.�"...t �'Sa_,. .,� yY �� .. z._.,P, .� �{i "..�.^ C....: 'a'�1i^C. �dC.. i. �.,;.;., .C,S",^.,. ✓' j'Y� 'y.� a�%. ;:,,�'^�,?T^�.'i�dz'.^,,,. ,f.,, Sign (Straight Time) $ 36.57 $ 40.95 $ 43.18 Sign (11/2 Time) $ 49.13 $ 43.00 $ 45.03 Sign (Double Time) $ 61.70 $ 56.05 $ 58.75 Electrician (Straight Time) $ 45.49 $ 50.06 $ 51.74 Electrician (11/2 Time) $ 62.07 $ 56.17 $ 57.41 Electrician (Double Time) $ 78.66 $ 73.31 $ 74.96 Streets (Regular Time) N/A $ 46.10 $ 47.69 Streets (11/2 Time) N/A $ 50.45 $ 51.55 Streets (Double Time) N/A $ 65.82 $ 67.29 .l - .,1 i'" !.: ✓.. i1.47t' J¢t '- ,,.i T". ,:.. d :�'� ':... il, a t' of 2., .,,:-. mss, a -� e,. ✓ - rr. t ms-:^-.�'�..x.,.....,. r� �`-'�� .E..i { i f -i• _ �.; 1 n. a .i`- _,._. .....z:,1s� 3 d F, k � � i jj i n, Ly '�a€i '"2'r'i+' i �`i i; t. -' t' -r .I s7" s 9 � k . 9 q 7 �i- ',��- -d ; zIN � l�. x c � ' k a>Y � � Plumbing Inspection No Fee No Fee No Fee ..: r •^...F .. - e., ) s` - 4 '^a `� ,-0 '% --3i €5'Y1 If ✓"'"-].I -...e ......:...........r:, «.,...me, ..:.r...r.....„. .a......_,..,- .n. t..:.-- �........., -.n3_ ,.m.S 5...... : .eS .�S....-....._.sari, r... -:..n. -,n:.:.. Y 3W A ! £ i. ;;:. �.: y `x L y V ' I d >^'.y✓A,,y:, 'eF �^:: `.=:-3..R ...,.. 1 1 V 3 ,/ Y:�1_ Temporary Class "B" Retailers License (sale of alcohol) $ 10.00 $ 10.00 $ 10.00 Electrical Permits (based on value of project needs) Min. $30 Min. $30 Min. $30 Utilities (multi -day or large event usage) actual cost of metered or estimated cost if metering is impractical Health Permits (County fees subject to change without notice) **not required for single day event unless more than 3 events hosted annually** Non profit selling, serving or giving away restaurant foods to public $ 90.00 $ 90.00 $ 90.00 For profit selling, serving or giving away restaurant foods to public $ 165.00 $ 165.00 $ 165.00 Non profit or for profit selling, serving or giving away confectionary items $ 85.00 $ 85.00 $ 85.00 Bonfire Permit No Fee No Fee No Fee Pyrotechnics Permit No Fee T No Fee INo Fee Temporary Use Permit I Waived for Special Events "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels) City of Oshkosh Special Events Fees - 2018 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels) Current Rates Being Charged (2016 Rates) 2017 Rates Using New Calculation Methodology 2018 Proposed Fees" No Parking Signs (per day) Less than 20 signs No Fee No Fee No Fee 20-49 signs 11.00 $ 11.00 $ 11.00 50-99 signs 16.50 $ 16.50 $ 16.50 L100 or more signs 27.50 $ 27.50 $ 27.50 Traffic Cones (per day) Less than 20 cones No Fee No Fee No Fee 20-49 cones $ 11.00 $ 11.00 $ 11.00 50-99 cones $ 16.50 $ 16.50 $ 16.50 100 or more cones $ 27.50 $ 27.50 $ 27.50 Street Barricades & Signs (each) $ 5.50 $ 5.50 $ 5.50 Street Barrels (each) $ 2.50 $ 2.50 $ 2.50 All Terrain Vehicle (ATV) Engine 125 cc No Fee No Fee $ 8.50 All Terrain Vehicle (ATV) Engine 400 cc No Fee No Fee $ 11.64 All Terrain Vehicle (ATV) Engine 450 cc 7777No Fee - No Fee $ 12.40 All Terrain Vehicle (ATV) Engine 650 cc 7 No Fee No Fee $ 13.20 Aerial Lift, Truck XIntd Max. Platform Height 40ft. No Fee No Fee $ 11.38 Aerial Lift, Truck N/Intd Max. Platform Height 61ft, No Fee No Fee [$ 20.54_ Aerial Lift, Self Propelled Max Platform Height 37Ft Ht No Fee No Fee 8.95 Ambulance No Fee No Fee $ 40.50 Auger, Truck Mntd Max. Auger Size No Fee No Fee __T$ 34.28 Automobile, Police (stationary w/engine running) F_ No Fee T_ No Fee $ 15.69 Back -Pack Blower No Fee No Fee $ 1.50 Boat, Runabout 13'X5' No Fee No Fee 1$ 12.00 Broom, Pavement No Fee No Fee $ 24.50 Bus tc,150 No Fee No Fee $ 2095 Bus to 210 7 No Fee No Fee $ 25.45_ Bus to 300 No Fee A_ No Fee $ 38.35 Crane, Truck NIntd Max. Lift Capacity 24000 lbs NO Fee No Fee $ 14.90_ Derrick, Hydraulic Digger Max. Boom Length 60 Ft No Fee No Fee =$ 34.15 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels) City of Oshkosh Special Events Fees - 2018 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2418 (not including signs, barricades, cones, barrels) Current Rates Being Charged (2016 Rates) 2017 Rates Using New Calculation Methodology 2018 Proposed Fees** Flat bed utility trailer 6 ton No Fee No Fee $ 3.10 Fork Lift Capacity 6000 Ibs No Fee No Fee 13.00 Hydraulic Post Driver No Fee No Fee $ 35.10 Loader, Crawler Bucket Capacity 2CY No Fee No Fee $ 68.10 Loader, Skid -Steer Operating Capacity 2000 Lbs No Fee No Fee $ 37.00 Loader, Wheel No Fee No Fee $ 35.50 Light Tower Trex/Amida AL 4000 w/(4) 500 watt lights No Fee No Fee $ 10.68 Pavement Sweeper 72 in 7777�No Fee No Fee $ 96.80 Plow, Cable depth 24" _T No Fee__T_ No Fee $ 12.00 Pump - Trash Pump 10MTC 2" Pump No Fee No Fee 7.25 Skidder model Cat 525B No Fee No Fee $ 62.90_ Striper, Truck Mntd Paint Capacity 120 Gal. No Fee No Fee $ 78.60 Striper, Walk -behind Paint Capacity 12 Gal. No Fee No Fee $ 4.00_ Trailer, Office 8'X24' No Fee No Fee $ 1.95 Trencher Wheel Mounted No Fee No Fee 16.30 Truck, Pick-up 1/2 ton Pickup Truck 4X2 -Axle No Fee No Fee $ 12.30 Truck, Pickup 3/4 ton Pickup Truck 4X2 -Axle No Fee No Fee $ 13.40 Truck, Pickup 3/4 -ton Pickup Truck 4X4 -Axle No Fee _T No Fee $ 20.80_ Truck, Pickup 3/4 -ton Pickup Truck & Plow 24" depth No Fee No Fee 25.40 Truck, Pickup 3/4 -ton Pickup Truck & trailer 8'X 24' No Fee No Fee $ 15.35_ Truck, Pickup 1 -ton Pickup Track 4X2 -Axle No Fee No Fee $ 17.65_ Truck, Pickup 1 -ton Pickup Truck 4X4 -Axle No Fee No Fee $ 22.85 Truck, Pickup 11/2 ton Pickup Truck 4X4 -Axle No Fee No Fee $ 26.75_ Truck, Fire 1500GPM No Fee No Fee 78.90 Truck, service fuel and lube up to 26,000 gvwr No Fee No Fee $ 38.65_ Truck, Tractor 1997 Freightliner F120 No Fee No Fee $ 54.90 Van, Custom Special Service Canteen Truck No Fee No Fee $ 18.00 LVehicle, Small No Fee No Fee 1$ 6.40 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2418 (not including signs, barricades, cones, barrels) City of Oshkosh Special Events Fees -2O18 "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not includingsigns, barricades, cones,barrels) Current Rates 2017 Rates Using Being Charged New Calculation (2016 Rates) Methodology 2018 Proposed Fees" Park Shelters Small Open Shelters - Residents - WEEKDAY $ 35.00 $ 35.00 $ 35-00 Small Open Shelters - Residents - WEEKEND/HOLIDAY $ 45.00 $ 45.00 $ 45.00 ,Small Open Shelters - Non -Residents - WEEKDAY $ 45.00 $ 45.00 $ 45.00 Small Open Shelters - Non -Residents - WEEKEND/HOLIDAY $ 55.00 $ 55.00 $ 55,00 Medium Enclosed/Open - Residents - WEEKDAY $ 45.00 $ 45.00 $ 45.00 Medium Enclosed/Open - Residents - Medium Enclosed/Open - Non -Residents - WEEKDAY $ 55.00 $ 55.00 $ 55-00 Medium Enclosed/Open - Non -Residents - Large Shelters/Concession stands - Residents - Large Shelters/Concession stands - Residents - WEEKEND/HOLIDAY $ 65.00 $ 65.00 $ 65.00 ILarge Shelters/Concession stands - Non -Residents - WEEKEND/HOLIDAY $ 75.00 $ 75.001 $ 75.00 Baseball/Softball Fields -Tournament Use & Field Prep Tournaments - per field, per day, no lights (residents) $ 25.00 $ 25.00 $ 25.00 Tournaments - per field, per day, no fights (non 'Tournaments - per field, per day, lights (residents) $ 50.00 $ 50.00 $ 50.00 Tournaments - per field, per day, lights (non residents) $ 60.00 $ 60.00 $ 60.00 Fie d Preparation - per field (residents) $ 15.00 $ 15.00 $ 15.00 Fie d Preparation - per field (non-residents) $ 25.00 25.00 1 $ 25.00 Boat Launches "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not includingsigns, barricades, cones,barrels) City of Oshkosh Special Events Fees - 2018 Note: Any equipment utilized for a special event not included on this fees schedule may be subject to current Federal Emergency Management Agency (FEMA) rates and charged accordingly to the special event. "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels) Current Rates 2017 Rates Using 2018 Being Charged New Calculation Proposed (2016 Rates) Methodology Fees" _''.t->.-,:..-,`•..._-,..��,w.�,"'S'w,. z. Annual - Non Resident $ 35.00 $ 35.00 $ 35.00 Multi -Year (3 year) - Resident $ 65.00 $ 65.00 $ 65.00 Multi -Year (6 year) - Non -Resident $ 90.00 $ 90.00 $ 90.00 Second / Replacement Sticker $ 5.00 $ 5.00 $ 5.00 Boat Launch Buy Out (per day) $ 500.00 $ 500.00 $ 500.00 Note: Any equipment utilized for a special event not included on this fees schedule may be subject to current Federal Emergency Management Agency (FEMA) rates and charged accordingly to the special event. "Only 25% of the hourly FEMA equipment rate shown will be charged in 2018 (not including signs, barricades, cones, barrels)