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 110 (1) Board of Public Works Resolution approving a Schedule for Material Rental governing such items as barricades,barriers, fencing,traffic cones, concrete barrier, etc.; and (2) Board of Public Works Resolution approving Schedule for Equipment Rental governing such items as bleachers,platforms, scaffolding, grandstands, stage, etc.; and (3) Common Council Ordinances fixing wages, salaries, overtime rates and holiday pay; minimum hours of assignment requirements; etc.; and (4) Board of Public Safety Resolution approving the minimum staffing time increments for public safety personnel, if any, and the per hour costs for providing equipment, by type, from the South Bend Police Department and the South Bend Fire Department. Schedules of the above shall be posted by the Clerk to the Board of Public Works and updated on a reasonably regular basis so that accurate information is on-line. (b) All monies collected for public safety services provided by sworn members of the South Bend Police Department shall be deposited into Fund#220,Law Enforcement Continuing Education Fund. Sec. 15-174 Cost Sharing Provisions Governing Special Events. (a) Cost sharing for a special event shall be based on the following criteria: (1) The type of proposed event for purposes of public support.These categories are:(a)a"civic sponsored event" under Section 15- 169; (b) a profit special event; or (c) a non-profit special event,both latter terms as defined in Section 15-159 of this Article;and (2) The type of event classification,that is,Tier I,Tier II, or Tier III as defined in Section 15- 159 of this Article. (b) The cost recovery charge is separate and distinct from the non-refundable application fee and any expediting fee required for a special event under Sections 15-163 and 15-164 of this Chapter. Sec. 15-175 Cost recovery charges. (a) The City will absorb a portion of the costs and expenses incurred by the City directly related to a "Non-profit special event" as defined in Section 15-159. These absorbed expenses shall be equivalent to up to thirty two(32)hours of South Bend police officer time at each officer's base rate or overtime rate of pay depending on event schedule; plus up to eight(8)hours of other City personnel time including traffic and lighting staff at each person's base rate or overtime rate of pay depending on event schedule Any additional staff needed will require full reimbursement from the organizer. The prevailing, applicable salary ordinance approved by the Common Council for the year in which the event occurs shall determine such cost equivalents.All expenses over and above the costs and expense equivalents specified herein must be reimbursed to the City by the non-profit organizer or sponsor of the event. (b) An organization sponsoring a "Profit special event" as defined in Section 15-159 shall be responsible to the City for payment of all costs and expenses incurred by the City relating to that special event. (c) A Tier I special event is exempt from cost recovery charges due to the minimal City services required for such special events. (d) The City will absorb all costs and expenses related to a civic sponsored special event organized by the City itself or a City Department, and at its discretion will absorb all or part of the costs and expenses of a civic sponsored special event under Section 15-169 (b)of this Article . (f) Any expenses constituting material costs shall be reimbursed to the City at their reasonable retail value. (g) Cost Recovery Invoice:The Special Event Committee will provide the applicant or event organizer with an estimated Cost Recovery Invoice during the approval process detailing any and all costs and charges, which are over and above the non-refundable application fee. Payment of one half of such costs and charges is required no less than four(4)days in advance of the event. Within 30 days after the special event, the City will provide the applicant or event organizer with a final Cost Recovery Invoice detailing actual costs and charges incurred for the special event, and that remainder is payable within fourteen(14) business days from date of invoice. (h) Additional Charges/Costs: The City shall have the right to assess additional costs for litter and refuse collection to the extent that the applicant or event organizer fails to meet the obligations set forth in