Fiscal Note
No fiscal impact.
Title
Creating a Parks Division Special Event Review Team to support and better manage large community events conducted on public park property.
Body
PREAMBLE
There has been a huge growth in Parks Special Event programming and there is no formal policy that brings other city agencies into the discussions for events that touch many different agencies. The Parks Community Services Manager has regularly met with sponsors for major events held in parks. This Special Event Review Team Policy would set up a process for what type of events would be reviewed and identifies the various city agencies that would be involved. This process would enable everyone to be included at the same meetings to eliminate the need for promoters to meet with representatives of each agency separately. The Park Commission and/or Alders can make referrals regarding new requests. If an event appears before the Street Use Staff Team, it would not be necessary to meet with this Committee.
NOW THEREFORE, BE IT RESOLVED That the attached Parks Special Event Review Team Policy be adopted.
BE IT FURTHER RESOLVED That the Parks Community Services Manager staff the Parks Special Event Review Team and that representatives of the Police Department, Fire Department, Public Health Department and Traffic Engineering attend meetings as determined by the type of event.
PARKS SPECIAL EVENT REVIEW TEAM POLICY
TEAM COMPOSITION:
Fire, Parks, Police, Public Health, Traffic Engineering
PURPOSE:
The purpose of the team is to support and better manage large community events conducted on public park property.
GOALS:
1. Ensure public safety before, during and after an event.
2. Mitigate impacts on surrounding neighborhoods and other park activities.
3. Streamline the event planning process by providing direct and organized access to key city personnel involved in the support of the event.
THE FOLLOWING CONDITIONS WOULD INDICATE THE NEED FOR THE PARKS SPECIAL EVENT REVIEW TEAM ACTION:
1. Events anticipating attendance of 1000 persons or more or exceeding the normal capacity for that park venue.
2. Events with probable significant impacts on adjoining neighborhoods such as extended park hours, parking problems, noise problems or general congestion in the areas of the event.
3. Events with probable significant impacts on other park events or services such as the need to close off boat launch facilities or deny access to public park areas for extended periods of time.
4. Events requiring paid admissions or areas of the park fenced off to control access.
5. Events proposing carnival rides or other carnival attractions.
6. Events proposing the display of live animals such as a circus performance.
7. Outdoor concerts or dances with either paid or free admissions.
8. Events requesting fireworks displays.
9. Large fund raising events such as walks, runs, or bike events that extend beyond the actual park boundaries. (Should an event of this nature be reviewed by the Street Use Team, referral is not required to the Parks Special Event Team.)
10. Any event specifically referred to the team by an Alderperson.
11. Any event specifically referred to the team by the Park Commission.
12. Any event that has the sale of alcohol.