10628-18 Amendment adding Article 14 to Chapter 14 to address Special Events in the Public Right of Way

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Special Event and Parade Regulations Ordinance Page 19 (3) Links to agencies and organizations relevant to the application process; (4) Special Event Permit Process and Regulations summarizing permit fees, requirements addressing street/area closures, security, food and alcohol; health and medical, fire prevention, clean-up,barricades and cones,cost recovery, and related information. (5) Fixed Route Maps established by the Board of Public Works. (c) The Board of Public Works is authorized to maintain additional avenues of communication to disseminate information addressing alerts which may impact a special event and/or parade,maps,upcoming civic sponsored events, and demonstrations. Sec. 15-169 Designation of Civic Sponsored Special Events. (a) Special events organized or sponsored by the City as a whole or by any one Department shall be designated as civic sponsored special events.All costs for civic sponsored special events under this subpart shall be borne in whole by the City Department organizing or sponsoring such special event. (b) The City may choose to designate as a civic sponsored special event a special event organized or sponsored by a third party,and shall have specific discretion to assume all or part of the cost of such civic sponsored special event in the best interest of the City. To qualify for possible civic sponsorship, a special event must be without fee or charge to participants; the organization holding or primarily benefitting from the special event must be non-profit as defined in Section 15-159 of this Article; the event must generate significant City interest,civic participation,and be a Tier II or II special event. The City shall have specific discretion to decline to bear all costs of such a designated civic sponsored special event (c) Each civic sponsored special event shall comply with all applicable regulations of this Article, except for the payment of all or some fees or cost recovery charges. Sec. 15-170 Reserved for Future Use. Division II. Cost Recovery Program for Special Events. Sec. 15-171 Purposes. (a) Identification and coordination with all City departments and other City governmental entities to assure that the public health, safety and welfare are protected, are critical components to the City's hosting of vibrant events in many public venues. (b) The nature and scope of such governmental services must be assessed and reviewed through internal reviews of assigned City department personnel, in order to carry out such responsibilities. Often, this assessment results in substantial public services required to be provided.Each affected City department is required to recommend the level of each type of public service needed to be assigned for an event upon receipt of a copy of an application for a special event from the Special Event Coordinator to the Special Event Committee. That Committee shall review each such advisory recommendation and make the final determination of the level of necessary public services required, which shall be subject to the cost sharing provisions set forth in this Division. Sec. 15-172 Cost Recovery Program Established. (a) In order to systematically and objectively address the purposes set forth in this Article, a Cost Recovery Program is established for certain special events proposed to be scheduled in the City. (b) Recognizing the variety in types proposed events,the variety of applicants and/or event organizers, and the varying level of required governmental services which may be required to protect the public health, safety and welfare, a cost sharing program is determined to be the most fair and equitable method to properly balance having such events held in the City with the required costs of providing needed City governmental services.'7 Sec. 15-173 Costs, Fees, Charges Associated with Special Events- Posting on Website Required; Deposit of Police Cost Recovery Monies into Fund#220. (a) Full costs for all direct costs and overhead costs incurred by the City for City personnel and the use of City equipment shall be based upon the following most current documents: "Special Events Program:An Analysis of Costs,Program Development and Recommendations published by the Revenue Bureau of the City of Portland,Oregon is on file with the Office of the City Clerk.It contains a summary of charts comparing various types of cost recovery of city services programs in effect in approximately twenty cities throughout the USA.U.S.Department of Transportation's Planned Special Events: Cost Management and Cost Recovery Primer was consulted which studied policies and procedures in Baltimore,Boston,Ithaca,Los Angeles, New York,Philadelphia,Phoenix,Seattle,and Washington,D.C.and focused on"Cost Recovery Best Practices".