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Home My WebLink About12. 18-573 NOVEMBER 27, 2018 18-573 RESOLUTION (CARRIED 6-1 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE CHARGES FOR EXTRAORDINARY SERVICES FOR SPECIAL EVENTS - 2019 INITIATED BY: CITY ADMINISTRATION WHEREAS, the City of Oshkosh adopted a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, 2019. EM 131 TO: Honorable Mayor and Members of the Common Council FROM: Kathryn S. Snell, Special Events Coordinator DATE: November 15, 2018 RE: Approve Charges for Extraordinary Services for Special Events - 2019 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 October 2017, the Common Council approved a resolution to recover costs for public safety employees providing services to a special event, whether those employees are on regular or overtime hours; to recover the cost of equipment designated and used for special events using the current Federal Emergency Management Agency (FEMA) Schedule of Equipment Rates (with charges being offset with a 75% in-kind contribution by the city for the first year and reduced by 25% each year until the fourth year in which the equipment cost would be fully recovered); charging back to event organizers the utility costs for large and/or multi -day events or for singe day events with significant utility usage; and to continue the practice of waiving Extraordinary Services Fees for Block Parties & Parades. ANALYSIS As part of the 2018 budget process a new Special Fund was developed to accommodate the increase in special events and events that do not meet the definition of a Special Event that also utilize City services through individual contracts with Oshkosh Police and Fire Departments. The total number of events utilizing City services in 2018 was 238. Of these, 118 events did not meet the qualifications of a Special Event. These events have become a part of the Special Events tracking system and therefore are reflected in the calculation of costs of events held in the City of Oshkosh. Events were held for 336 days in 2018 (while these events did not occur every day, many overlap on weekends, February through December). Events in the City of Oshkosh are estimated to have generated $371,321 in revenue in 2018 and $74,822.00 in measured in-kind contributions by the City (see Attachment A). These in-kind contributions include services, equipment and supplies for Block Parties, community Parades 1 and Processions, local school Parade and Processions, city sponsored events as well as other events (i.e. Pub Crawl) and the reduction of the equipment and vehicle charges (the City absorbed 75% of these costs in 2018). The unreimbursed equipment and vehicle charges accounted for approximately $34,265 of the in-kind contributions. The in-kind calculation does not include administrative time spent on events. A mechanism for tracking administrative time is still being developed and will assist in the future calculation of actual costs and contributions. The proposed 2019 wage rates will utilize the same methodology used to calculate the rates for the 2018 Extraordinary Service Fees for Special Events. Per the approved 2018 Extraordinary Service Fees for Special Events and direction from the Common Council, the equipment and vehicle charge to be applied to the FEMA rates for the 2019 Events Fee Schedule will include a 50% in-kind contribution by the City of Oshkosh; event organizers will be charged 50% of the FEMA rates. 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 The breakdown to date of in-kind contributions provided by the City of Oshkosh for events in 2018 is reflected in Attachment A. The proposed resolution includes the charges for extraordinary services for special events that may be incurred by an event organizer. The 2019 Extraordinary Service Fees for Events has been updated to reflect the City's anticipated personnel costs for 2019 and the 2017 FEMA Schedule of Equipment Rates. RECOMMENDATION Staff recommends approval of the 2019 Extraordinary Services Fees for Events in 2019. Respectfully Submitted, Kathryn S. Snell City Special Events Coordinator Approved: Mark A. Rohloff City Manager 2 Attachment A O,A% WOshkosh In -Kind Contributions to Special Events 2018 Community Parades / Processions Labor $4,492 Equipment / Vehicles $1,379 Supplies / Equipment 969 Total In -Kind Contributions for Community Parade / Processions $6,840 Local School Parade / Processions Labor $841 Equipment / Vehicles $443 Supplies / Materials 385 Total In -Kind Contributions for Local School Parades / Processions $1,669 City Sponsored Events Labor $548 Equipment / Vehicles $0.00 Supplies / Materials $11.00 Total In -Kind Contributions for City Sponsored Events $559 Block Parties Labor $1,049 Equipment / Vehicles $503 Supplies / Materials 627 Total In -Kind Contributions for Block Parties $2,179 Other (Pub Crawl / UWO House Parties) Labor $28,438 Equipment / Vehicles $156 Supplies / Materials 716 Total In -Kind Contributions for Other Events $29,310 Unreimbursed Equipment / Vehicles Costs $34,265 Total In -Kind Contributions to Special Events by the City $74,822 ** Equipment / Vehicles Costs refers to the use of vehicles, plows, trailers, etc. dedicated and used events. REVISED City of Oshkosh Proposed Event Fees Schedule - 2019 2019 Proposed 2017 Fees 2018 Fees Fees SPECIAL EVENTS APFLTCATTON,FEES Single Day Event $ 25.00 $ 25.00 $ 25.00 Multi Day/Event $ 35.00 $ 35.00 $ 35.00 E : _ XTRAORDINARYERVICES FEES Note: Staffing rates are per hour of service POLICE;SERVICES Community Service Officer(Straight Time) $ 13.67 $ 16.00 $ 15.59 Community Service Officer(11/2 Time) $ 20.23 $ 19.97 $ 19.71 Community Service Officer(Dbl Time) $ 26.78 $ 26.63 $ 26.29 Patrol Officer(Straight Time) $ 57.39 $ 67.22 $ 68.15 Patrol Officer (11/2 Time) $ 78.62 $ 79.87 $ 81.82 Patrol Officer (Dbl Tirane) $ 99.85 $ 104.09 $ 106.43 Supervisor-Lieutenants (Straight Time) $ 68.93 $ 74.31 $ 75.69 Supervisor-Lieutenants (11/2 Time) $ 95.34 $ 90.08 $ 92.64 Supervisor-Lieutenants(Dbl Time) $ 121.76 $ 117.42 $ 120.54 Supervisor-Sergeants (Straight Time) $ 68.93 $ 72.69 $ 74.01 Supervisor-Sergeants (11/2 Time) $ 95.34 $ 87.75 $ 90.24 Supervisor-Sergeants (Dbl Time) $ 121.76 $ 114.37 $ 117.41 EIRE SERVICES Fire Inspection(per hour) $ 59.00 $ 59.00 $ 62.73 * Paramedic Crew $ 124.25 $ 114.72 $ 143.08 * Airport Rescue Firefighting Unit $ 115.48 $ 114.72 $ 143.08 * Engine/Fire Company $ 170.23 $ 172.08 $ 214.62 Fire Personnel(Straight Time) N/A $ 48.21 $ 49.01 Fire Personnel (11/2 Time) N/A $ 57.36 $ 71.54 Fire Personnel (Dbl Time) NA/ $ 74.48 $ 92.60 Fire Battalion Chief(Straight Time) No Fee $ 61.68 $ 62.60 Fire Battalion Chief-EMS (Straight Time) No Fee $ 77.28 $ 77.54 PARKS SETtV CES Seasonal(Straight Time) $ 10.61 $ 13.89 $ 12.85 Seasonal(11/2 Time) $ 15.91 $ 16.33 $ 17.47 Seasonal(Dbl Time) $ 21.22 $ 21.77 $ 23.29 Parks Full Time (Straight Time) $ 41.80 $ 47.75 $ 47.75 Parks Full Time(11/2 Time) $ 56.73 $ 51.64 $ 53.49 Parks Full Time (Dbl Time) $ 71.65 $ 67.41 $ 69.81 *Indicates Revision "Only 50%of the hourly FEMA equipment rate shown will be charged in 2019 (excluding signs, barricades, cones, barrels) REVISED City of Oshkosh Proposed Event Fees Schedule - 2019 2017 Fees 2018 Fees 2019 Proposed Fees SP T1 SERVICES Sign Personnel(Straight Time) $ 36.57 $ 43.18 $ 38.79 Sign Personnel(11/2 Time) $ 49.13 $ 45.03 $ 40.55 Sign Personnel(Dbl Time) $ 61.70 $ 58.75 $ 52.89 Electrician(Straight Time) $ 45.49 $ 51.74 $ 53.38 Electrician(11/2 Time) $ 62.07 $ 57.41 $ 61.62 Electrician (Dbl Time) $ 78.66 $ 74.96 $ 80.44 Streets Personnel(Straight Time) N/A $ 47.69 $ 45.53 Streets Personnel(11/2 Time) N/A $ 51.55 $ 50.29 Streets Personnel(Dbl Time) N/A $ 67.29 $ 65.61 TN5P.ECTIply SERVICES; Plumbing Inspection No Fee No Fee No Fee Electrical Inspection No Fee No Fee No Fee GEN„EIZAI SERVICES 1 LICENSE&&PERMITS Temporary Class 'B"Retailers License $ 10.00 $ 10.00 $ 10.00 Electrical Permits Min. $30.00 Min. $30.00 Min. $30.00 actual cost of metered or estimated cost if Utilities (multi-day or large event usage) metering 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 foods to public $ 90.00 $ 90.00 $ 93.00 For profit selling, serving or giving away restaurant food $ 165.00 $ 165.00 $ 172.00 to public Non profit or for profit selling, serving or giving away $ 85.00 $ 85.00 $ 89.00 confectionary items Bonfire Permit No Fee Pyrotechnics Permit No Fee Temporary Use Permit Waived for Special Events EQU?<PMEN T FEES 1 RENTALS {vehicle rates based orw 2017 FEMA rates) 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 1 $ 16.50 $ 16.50 100 or more signs $ 27.50 1 $ 27.50 $ 27.50 "Only 50%of the hourly FEMA equipment rate shown will be charged in 2019 (excluding signs, barricades,cones, barrels) REVISED City of Oshkosh Proposed Event Fees Schedule - 2019 2017 Fees 2018 Fees 2019 Proposed Fees EUIPIYIENT FEES]RENTALS CONTINUED {vehicle rtes based-on,2017 FEMArites) Traffic Cones (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 $ 16.50 100 or more signs $ 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 $ 8.50 $ 8,50 All Terrain Vehicle (ATV) Engine 400 cc No Fee $ 11.64 $ 11.64 All Terrain Vehicle (ATV) Engine 450 cc No Fee $ 12.40 $ 12.40 All Terrain Vehicle (ATV)Engine 650 cc No Fee $ 13.20 $ 13.20 Aerial Lift,Truck Mntd Max. Platform Height 40ft. No Fee $ 11.38 $ 11.38 Aerial Lift, Truck Mntd Max. Platform height 61 ft. No Fee $ 20.54 $ 20.54 Aerial Lift,Truck Self Propelled Max. Platform Height 37 Ft Ht No Fee $ 8.95 $ 8.95 Ambulance No Fee $ 40.50 $ 40.50 Auger, Truck Mntd Max. Auger Size No fee $ 34.28 $ 34.28 Automobile, Police (stationary w/engine running) No fee $ 15.69 $ 15.69 Back-Pack Blower No fee $ 1.50 $ 1.50 Boat,Runabout 13'X5' No fee $ 12.00 $ 12.00 Broom,Pavement No fee $ 24.50 $ 24.50 Bus to 150 No fee $ 20.95 $ 20.95 Bus to 210 No fee $ 25.45 $ 25.45 Bus to 300 No fee $ 38.35 $ 38.35 Crane, Truck Mntd. Max. Lift Capacity 24000 lbs No fee $ 14.90 $ 1.4.90 Derrick,Hydraulic Digger Max.Boom Length 60 Ft No fee $ 34.15 $ 34.15 Flat bed utility trailer 6 ton No fee $ 3.10 $ 3.10 Fork Lift Capacity 6000 lbs No fee $ 13.00 $ 13.00 Hydraulic Post Driver No fee $ 35.10 $ 35.10 Loader, Crawler Bucket Capacity 2CY No fee $ 68.10 $ 68.10 Loader,Skid-Steer Operating Capacity 2000 lbs No fee $ 37.00 $ 37.00 Loader, Wheel No fee $ 35.50 $ 35.50 Light Tower Trex/Amida AL 4000 w/(4)500 watt lights No fee $ 10.68 $ 10.68 Mobile Command Center 2007-Freightliner MT-55 No fee $ 45.50 $ 45.50 Pavement Sweeper 72 in No fee $ 96.80 $ 96.80 Plow, Cable depth 24" No fee $ 12.00 $ 12.00 Pump,Trash Plum 10MTC 2"Pump No fee $ 7.25 $ 7.25 "Only 50%of the hourly FEMA equipment rate shown will be charged in 2019 (excluding signs, barricades, cones, barrels) REVISED City of Oshkosh Proposed Event Fees Schedule -2019 2017 Fees 2018 Fees 2019 Proposed Fees EQUIPMENT I~EES I,RENTAL, CQNTINC ET7 {vehicle rates based on 20T7 FEMA rates} Skidder model Cat 525B No fee $ 6290 $ 62.90 Striper,Truck Mntd Paint Capacity 120 Gal. No Fee $ 78.60 $ 78.60 Striper,Walk-behind Paint Capacity 12 Gal. No Fee $ 4.00 $ 4.00 Trailer,Office 8'X24' No Fee $ 1.95 $ 1.95 Trencher Wheel Mounted No Fee $ 16.30 $ 16.30 Truck, Pickup 1/2 ton Pickup Truck 4X2-Axle No Fee $ 12.30 $ 12.30 Truck, Pickup 3/4 ton Pickup Truck 4X2-Axle No Fee $ 13.40 $ 13.40 Truck,Pickup 3/4 ton Pickup Truck 4X4-Axle No Fee $ 20.80 $ 20.80 Truck, Pickup 3/4 ton Pickup Truck&Plow 24" depth No Fee $ 25.40 $ 25.40 Truck,Pickup 3/4 ton Pickup Truck&trailer 8'X24' No Fee $ 15.35 $ 15.35 Truck,Pickup 1-ton Pickup Truck 4X2-Axle No Fee $ 17.65 $ 17.65 Truck,Pickup 1-ton Pickup Truck 4X4-Axle No Fee $ 22.85 $ 22.85 Truck, Pickup 11/2 ton Pickup Truck 4X4-Axle No Fee $ 26.75 $ 26.75 Truck, Fire 1500 GPM No Fee $ 78.90 $ 78.90 Truck, service fuel and lube up to 26,000 gvwr No Fee $ 38.65 $ 38.65 Truck Tractor 1997 Freightliner F120 No Fee $ 54.90 $ 54.90 Van, Custom Special Service Canteen Truck No Fee $ 18.00 $ 18.00 Vehicle, Small No Fee $ 6.40 $ 6.40 FACILITY RENTALS 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- $ 55.00 $ 55.00 $ 55.00 WEEKDAY/HOLIDAY iOLIDAY Medium Enclosed/Open-Residents-WEEKDAY $ 45.00 $ 45.00 $ 45.00 Medium Enclosed/Open-Residents- $ 55.00 $ 55.00 $ 55.00 WEEKEND/HOLIDAY Medium Enclosed/Open-Non Residents -WEEKDAY $ 55.00 $ 55.00 $ 55.00 Medium Enclosed/Open-Non Residents- $ 65.00 $ 55.00 $ 65.00 WEEKEND/HOLIDAY Large Shelters/Concession Stands-Residents- $ 55.00 $ 55.00 $ 55.00 WEEKDAY Large Shelters/Concession Stands-Residents- WEEKEND/HOLIDAY $ 65.00 $ 65.00 $ 65.00 "Only 50%of the hourly FEMA equipment rate shown will be charged in 2019 (excluding signs, barricades,cones, barrels) REVISED City of Oshkosh Proposed Event Fees Schedule 2019 2019 Proposed 2017 Fees 2018 Fees Fees FACILITY RENTALS CONTINUED Large Shelters/Concession Stands-Non Residents- WEEKDAY $ 65.00 $ 65.00 $ 65.00 Large Shelters/Concession Stands-Non Residents- WEEKEND/HOLIDAY $ 75.00 $ 75.00 $ 75.00 Baseball/SoftbaIl 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 lights (non residents) $ 35.00 $ 35.00 $ 35.00 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 Field Preparation-per field (residents) $ 15.00 $ 15.00 $ 15.00 Field Preparation-per field (non residents) $ 25.00 $ 25.00 $ 25.00 Boat Lauches Daily Launch Fee $ 5.00 $ 5.00 $ 5.00 Annual-Resident $ 25.00 $ 25.00 $ 25.00 Annual-Non Resident $ 35.00 $ 35.00 $ 35.00 Multi-Year (3 year) Resident $ 65.00 $ 65.00 $ 65.00 Multi-Year (3 year) Non Resident $ 90.00 $ 90.00 $ 90.00 Second/Replacement Sticker $ 5.00 $ 5.00 $ 5.00 Boat Lauch Buy Out(per day) $ 500.00 $ 500.00 $ 500.00 Note: 2019 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. "Only 50%of the hourly FEMA equipment rate shown will be charged in 2019 (excluding signs, barricades, cones, barrels)