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2015-03-12 TOWN OF TRUCKEE FOR SPECIAL EVENTS POLICY DEVELOPMENT COMMITTEE MINUTES March 12, 2015, 5:30 p.m. Council Chambers Town Hall - Administrative Center 10183 Truckee Airport Road, Truckee, CA 1. Call to order – Nichole Dorr, Recycling Coordinator – 5:30 p.m. 1.1 Roll call by Introduction: Patrick Flora, Carolyn Bonzon, Jan Rogers, Brinn Talbot, Bill Haley, Alyssa Thomas, Mike Preaseau, Cassie Hebel, Paul Spencer, Judy Laverty, Kelly Beede, Dan O’Gorman, Stefanie Olivieri, Ursula Riina, Dan Warren, Kirk Skierski, Miguel Sloane, Chaun Mortier, Greg Zirbel, Mike Peters, Ben Martin, Ruth Geresy, Alex Terrazas, Nichole Dorr, Marine Dageville, and Judy Price. 2. Public Comment – none. 3. Background, Goals & Objectives for Stakeholders Workshops, Scheduling of future workshops. Alex Terrazas, Assistant Town Manager; presented from the staff report (presentation on file with the Town Clerk). • Workshop 1: Define special events & discuss the role events have in Truckee in terms of social, cultural and economic impacts. Determine the appropriate mix of events; how many events to permit each year and how to rank permit requests. • Workshop 2: Policy Development Nuts and Bolts • Workshop 3: Application Development from a User’s Perspective • Workshop 4: Review and Comment on Draft Policy and Application Process Questions Posed to the Group: • How do we determine if an event needs a permit? • The permit fee to the Town is a non-refundable fee. • Prefer application submission 60 days prior to the event. 7-10 days to review the Town response. o Other requirements will take time  Parking  Insurance  ABC license • The license is issued as soon as the requirements are met. • Part of the discussion is: “How does the Town handle events downtown?” • There are impacts to the downtown for events o Some jurisdictions pay a fee for the rent of the space o Some pay for cleanup after the event. • Ordinance language 4. Presentation, Activities and Discussion: 4.1 Activity 1: Rank it! This activity will explore the current mix of events in Truckee and the types of events that are most important to the group. How the activity will work: • Each person received three dots for three best types of events • Food and beverage events were added to the festival 4.2 Activity 2: The Giant Calendar. This activity with identify when events are currently occurring and if additional events should be encouraged. If additional events should be encouraged, when and what type of event? Are there too many events in the summer? Should events be limited and what is the ranking system to determine which events receive priority? Should there be different categories of events? • Town could identify a shoulder season for event promotion opportunities • December is pretty empty o Main street light events in Western County in the winter • Moved the lighting to include Thanksgiving visitors 4.3 Discussion. Defining special events and triggers for permits. What triggers the requirement for a Town permit? • Impacts to the Town • Alcoholic Beverage Control (ABC) License • Should number of participants be considered? • Fee structure o Impact evaluation to structure the fee o High versus low season o Weekday versus weekend o ABC impact o License impact o Parking impact • Smaller events o Profit o Non-profit o Is it civic (non-monetary event) • Economic development impact o Survey should be conducted during the event to determine the events economic impacts • School District tier system: o Profit o Non profit o Charging Admission o No admission charge • Police component o Police review all the permits – evaluate the need for police presence o Case by case • From the 1 Billion Rising event promoter: o Non-profit grass roots  No funds – to pay permit people asked for donations o Little to no impact – flexibility in the cost of the permit • Appreciate the policy for permitting with flexibility • Separate events and the temporary use events o Farmers markets versus – Truckee Thursdays • The duration of the event should be considered (One Billion Rising event was only 4.5 minutes long.) • Truckee Donner Recreation and Park District (TDRPD) ranks events based on: o Non-profit o Non-profit special event (fee based) o Commercial event o Private event • Non-profit – parade is a different category o Inside or outside gathering o Determine how to structure a fee o Local non-profit versus out of town non-profit o It will take the Town additional effort to evaluate “Civic Involvement” as a category • Write the policy specific enough to cover things – but also allow flexibility • Non-profit fundraiser for homeless shelter – non-profit fundraiser for building banks • Not paid staff versus paid staff • Hard to tie to non-profit status • Is money being generated or not • Impacts • Where the money goes? o Money generating events should pay for their impacts • Non-profit o Will have a coffer o Need a category based on the size of the non-profit o It is all about making the money to help • What is the mission statement of doing special events o The North Lake Tahoe Resort Association’s (NLTRA) mission is to drive tourism and Transient Occupancy Tax (TOT). The Town should discuss the goal of the program first o NLTRA doesn’t do events that don’t follow their mission • Community event in Town – there is value to the community events – different category then a tourism event • Getting tracking in place to see the impact of the event • Glenshire resident – civic minded about community – love community events o Economic driven events versus civic events - the policy needs to address all the events • What is most important o Registered 501c3 and make $$ money per year  Not actual 990 form o Rotary is not a 501c3 they are 501c4 o Historic society is not any in those categories  Preserve Truckee  Tier $0-$20,000 free • Does Truckee Thursday pay $220 every event? • Look at other community’s policies for guidance • Tiered fee structure • Lower the application fee – Town decides the impacts and how to charge for them • What fees should be – versus - What triggers a permit o Need to be a separate discussions • Pursue having a permit issued that doesn’t necessarily have excess fees • Define what needs event permits • NLTRA Working with California State Parks on policy for use of Donner Lake, West Shore, Kings Beach – have a sliding scale based on number of attendance