12-10-18 Public Works and Property Vacation

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CITY OF SOUTH BEND I OFFICE OF THE CLERK He continued, We're here today to share some reasons for why this process needs to be amended. We are wanting to simplify the process. As you saw on the previous slide, we have multiple applications. We would like to create one (1) application for all public events in the City. We would like to simplify how we categorize events so we are suggesting three (3) tiers: a neighborhood scale, a City scale and a regional scale. Events that attract people from within the neighborhood, roughly less than five hundred (500) people would fall into the first (1st) tier. The City tier would be events that attract people from throughout the City. Then larger events, such as Art Beat, that attract a regional audience would fall under the Regional tier. The applicant groups are typically your profit organizations, non-profit organizations and then neighborhood groups. We will talk about filing fees in a minute but the other reason is to really improve the efficiency of the process. We would like this to be one (1) application that is online. We would also like for the review to be done at one(1) time along with the applicant. We lose the issues or concerns the applicant may have in the process and there is a lot of back and forth and it never gets resolved in a timely manner. If we set up a committee the way we are proposing, we can meet with the applicant at the time they submit the application. He went on, We also want there to be a more equitable way to share the cost for the event. The smaller scale events such as the block parties don't have a tremendous burden on the City, but some of the larger ones do. Parades and other City-wide events can cost an average of$2,000 to the City for Police, Fire and Traffic and Lighting expenses. For each event, that adds up quite a bit. What we are proposing is that profit organizations would cover the entirety of the cost of the event. For non-profit organizations, they would do a cost share. The cost share would only apply to the larger events. South Bend Police are willing to allocate thirty-two (32) hours of staff time and Public Works would allocate about eighty(8) hours of staff time for an event. If you look at the total number of hours,that forty(40)hours for each event pretty much covers over eighty-five percent (85%) of all events in the City. This would really apply to the handful of events that are the large parades where every intersection along the route needs to be closed. Those are the events that really cost the City a good amount and we would like for there to be equitable cost sharing. He continued, This slide just says we are trying to consolidate some of the activities within the ordinance. Demonstrations are also covered within the ordinance. I will invite Aladean to speak to that in a few minutes. There will be a separate filing fee for each category. The filing fee right now is fifty dollars ($50) for every event you file for. We would like to incentivize early applications by asking individuals to file early. It allows us to better plan for events.Tier One(1)will be twenty- five dollars ($25) if you file early, Tier Two (2) and Three (3) will be fifty dollars ($50). We will allow recurring events,within a six(6)month timeframe,to be filed all together. That would make it more efficient for the applicant as well as minimize the work of our staff to review all the work. Like I mentioned, the early filing fees will be twenty-five dollars($25) and fifty dollars ($50),but the expedited filing fees would be double that amount. Right now everyone is paying fifty dollars ($50) so it is cheaper for them to file early. Committee Chair Voorde asked, What is an example of a recurring event? Mr. Kain replied, First (1st) Fridays. It occurs once a month and it is the exact same event. I think Eddy Street Commons does some block parties, too. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227W Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 2