HomeMy WebLinkAbout5C - Motion to accept Parks & Recreation Department guiding principles for city Special Events
CITY OF BOULDER
PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM
MEETING DATE: February 28, 2011
AGENDA TITLE: Motion to Accept Staff Recommendations Regarding Parks and
Recreation Department guiding principles for city Special Events
PRESENTERS:
Kirk W. Kincannon, CPRP, Director of Parks and Recreation
Sarah DeSouza, Senior Manager for Marketing, Communication and Partnerships
Mary Kazlauskas, Special Events Manager
EXECUTIVE SUMMARY:
At the January 24, 2011 public meeting, the Parks and Recreation Advisory Board
(PRAB) held a discussion about Parks and Recreation Department sponsored special
events. PRAB members suggested values and philosophies regarding the Department's
approach to special events and identified guiding principles for use in decision making as
the Department reviews its practices.
A City of Boulder event is owned and/or sponsored by the City for the benefit of the
community. Although most event support may be provided by the City, management of
the event may be done by a third party. If a third parry contractor is used to manage the
event, a contract is required to define the services provided by the City and by the third
party. There may be a need to coordinate support with other government agencies.
Guiding Principles for Parks and Recreation Department Sponsored Special
Events:
1. Events should include a revenue or profit sharing dimension.
2. Department should charge appropriate market-based event fees.
3. Events should be compatible with the neighborhood.
4. Events should reflect larger community values including sustainability.
5. Event production vendor(s) should be determined by a competitive process.
6. Event production agreements should be limited to three years; and include a
review of results to ensure best revenue-sharing outcome.
7. Department should determine scheduling (supply and demand) and consider
needs of all user groups with appropriate mix of open and programmed uses.
8. Department should determine appropriate, adequate fee structure for
events/programs by resident versus non-resident producers.
AGENDA ITEM # V-C PAGE 1
9. Department should be aware of the "Boulder Brand" and protect its value.
STAFF RECOMMENDATION:
Suggested Motion Language:
Staff requests PRAB consideration of this matter and action in the form of the following
motion:
Motion to accept the guiding principles for Parks and Recreation Department Sponsored
Special Events as discussed during the January 24, 2011 PRAB meeting.
COUNCIL FILTER IMPACTS
Economic: Acceptance of the guiding principles allows the Department to charge
appropriate fees that will offset impacts to public lands and staff resources associated
with hosting special events. Depending upon the nature, size and scope of a particular
event, there may also be revenue generated in excess of costs. Large events, such as the
community festivals, races and tournaments attract out-of-town visitors and result in
additional sales tax from shopping, restaurants and lodging.
Environmental: Acceptance of the guiding principles protects public lands and facilities
from negative environmental impacts by providing sufficient funds to restore impacted
areas. Events permitted under these principles will better reflect Boulder's focus on
sustainability and appropriate land use.
Social: Managing the many diverse types of special events historically held on city lands
- events contribute to the social well-being of the community. Acceptance of the guiding
principles assures that events will be produced in the context of the most contemporary,
held practices (Attachment A).
OTHER IMPACTS:
Fiscal: Acceptance of the guiding principles requires no new expenditures and carries no
negative fiscal impacts to the Department. However, it is likely to result in process
efficiencies. Acceptance of the guiding principles positively impacts revenues for the
Department and City in that it ensures an updated, appropriate fee structure. There will
also be the potential for increased sales tax revenues for food, shopping and lodging
positively impacting city revenues.
Staff time: Acceptance of the guiding principles will improve ongoing Department
efforts designed to streamline public process and expectations regarding the event
application and approval process.
AGENDA ITEM # V-C PAGE 2
Approved By:
Kirk Kincannon,
Department Director
ATTACHMENTS:
Attachment A: Comparison of Special Events practices: City of Boulder/ other agencies,
2011.
AGENDA ITEM # V-C PAGE 3
Attachment A
Comparison of Special Events practices: City of Boulder/ other agencies, 2011
In an effort to compare agency special event processes and fees, six Colorado Front-Range
agencies with well established special event programs were researched, and their procedures
compared to those for the City of Boulder. Cities included Denver, Fort Collins, Golden,
Longmont, Louisville and Loveland. Information was gathered from phone interviews with
agency staff and/or relevant web pages. Of the six agencies studied, those with the most
comparable demand for special events on public parkland and with specific special events
processes included:
• City and County of Denver
• City of Fort Collins
• City of Golden
Results of the research indicate that each of the departments studied has a permitting program that
provides access to event organizers wishing to produce public special events on parkland.
Common themes among agencies include:
1. Special events processes are allowed by and governed by relevant city codes.
2. Several agencies experience high demand for use of parkland for public special events
produced by event organizers as opposed to the agencies themselves.
3. Fees are charged to event producers to use parkland for public special events.
4. Fees for use of parkland for public special events are not necessarily codified.
5. Various components of the special event application and approval process are
coordinated across several departments such as Code Enforcement, Fire, Licensing, Parks
and Recreation, Parking, Police, Risk Management, Transportation etc.
6. All available information indicates that special event applicants must cover all costs for
additional approvals and/ or permits as required by the various city departments, as listed
in #4 above.
7. Private events are permitted and administered separately, through a less complex facility
reservation/ rental process.
8. Facility and/ or park rentals may be part of larger public special events.
9. Most agencies link the fee for special events permits to the numbers of people expected
to attend the event.
Of note is a regional trend toward local government agencies procuring event production services
for agency owned or sponsored events through their established purchasing and contract
development systems. The government procurement system is generally used as a way to ensure
high quality community event services for large annual festivals and fairs which would require
excessive staff time. Research shows that along with the City of Boulder, which currently
produces events under terms of a contract with Downtown Boulder Incorporated, the City of
Denver also develops contractual agreements to produce the Cherry Creek Arts Festival and other
community events. The use of the established procurement system by local government agencies
provides communities with highly desirable event services without unduly compromising the
ability of the agencies to provide core services. It also facilitates an open and competitive process
to determine the best event production value for the community, with resource protection, optimal
revenue generation and cost recovery built into each contract.
AGENDA ITEM # U-C , PAGE