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Special Events Policy Update AGENDA ITEM /. � rowH o� T��c��� @a 09 eod�`o'• �_ �— '�._. __� s`.SS • YJ�03 ���orP^� MEETING DATE: 5/09/17 TO: Honorable Mayor and Council Members FROM: Hilary Hobbs, Management Analyst ��„Q. Nicholas Martin, Administrative Analyst II N� SUBJECT: Special events policy updates APPROVED BY Tony ashbrook, Town Manager RECOMMENDATION: Provide staff direction on proposed Special Events policy updates. BACKGROUND: Truckee has long been host to a variety of special events, including several that pre- date the Town's incorporation. In 2008 the Town adopted its first Special Events Ordinance(No.2008-10), which was primarily intended to regulate public health, safety and property during events. In January 2015 Town Council directed staff to convene a Special Events Policy Development Committee, including three stakeholder workshops, to consider possible revisions to special events regulation and/or policy. These workshops produced several outcomes, however updates to the special events policywere never brought before Council due to other more pressing Council priorities. In January 2017 Town Council directed staff to reinitiate the updates to special events policy and jointly host a community forum with the Truckee Donner Chamber of Commerce with the intent to redefine Town special events policy and "best practices." As part of the dialog about special events, it is important to understand the difference between events needing a special event permit and events needing a Temporary Use Permit: Special Event Permit:The Town's special events policy refers to outdoor events that include, but are not limited to, the following: fair, carnival, circus, parade, concert, physical competition/race (e.g.walk, run, paddleboard, bicycle, triathlon), graduation, block party or other festival,ceremony, rally, procession, or mass gathering.A Special Event may also involve selling, advertising, and/or promoting. The policy includes events held on both public property(e.g. town roads/trails/Donner Lake, etc.) and private property if the event affects or impacts the Town or otherwise extends beyond the boundaries of the immediate property. Special event permits are issued by the Public Works Department and the cost is $235 (plus $50/hr for any needed police services). Temporary Use Permit: The Town's Development Code section 18.80 provides for short-term commercial activities generally on private property that may not meet the normal development or use standards of the applicable zoning district, but may otherwise be acceptable because of their temporary nature. Common activities allowed through a Temporary Use Permit include a weekend outdoor tent sale, seasonal Christmas tree lot, and customer appreciation barbeque, Temporary Use Permits are tied to a primary use, such as a retail store, which is different than special events which may encompass both public and private property and are not limited to an existing business. Temporary Use Permits are issued by the Planning Division and the cost includes an initial $750 deposit with actual charges based on staff review time. Both special event permits and Temporary Use Permits are one-time permits, requiring new applications and fees for each time the event or temporary use is proposed. DISCUSSION: Staff and Truckee Chamber of Commerce hosted a community workshop on March 16, 2017. The goal of the workshop was to solicit input on what is important to the community about special events, and how the Town should balance the positive effects and challenges that can result from events. Participants were also asked to provide suggestions on actions the town could take to maximize the benefits and minimize the challenges resulting from special events. Key takeaways from the workshop are provided below, and a complete summary of community feedback received during the workshop is provided as Attachment#1 to this staff report. Benefits:When asked about the most important special event benefits to the community,the most popular responses were: • Enhancing arts, culture, and history • Providing a long-term economic boost(i.e.enhancing Truckee's image as a great place to visit and live). It is noteworthy that several comments suggested that the long-term economic benefit is more ', importanU more impactful than the short-term benefit provided by events. Challenges:When asked about the biggest challenges related to special events,the most popular responses were: • Traffic and road closures • Garbage and environmental degradation Several comments also acknowledged that, while special events can contribute to overall traffic, traffic is a broader community challenge beyond special events. Recommended actions and solutions:Workshop participants provided several suggestions for actions the Town could take to enhance the benefits and address the challenges resulting from special events. These suggested actions are provided as Attachment#2 to this staff report. Utilizing this community input, combined with past successes and challenges of managing special event permits, staff considered a range of possible actions the Town could take to update special events policies and procedures to better align these policies with the community's special event values. The following management options,expressed as recommended actions and policies, incorporate suggestions from the workshop, and focus on the top-identified benefits and challenges: Town Council Staff Report Page 2 of 6 1. Art, Culture and History Goal: Truckee's special events program will enhance and celebrate arts, culture, and history. Objective: Continue to Support Truckee Cultural District Designation Effort Recommended Action 1.1: Staff and Council will continue to actively support this application process. Truckee is currently a semi-finalist for this designation and a site visit and final application will be completed this spring. Objective:Create New Funding Opportunity Background: In past years,the Chamber of Commerce has offered Tourism Event Grants for special events. Beginning in 2017,this program was replaced with the Truckee Tourism Business Improvement District (TTBID) event funding --- - program,which focuses on shoulder season events that drive overnight visitation. Recommended Policy 1.2: Create new funding opportunity to provide financial support for smaller events that may not be strong candidates for TTBID event funding program. , ., ,,, ,.,,. , ��,..�,..:. Doing so would require identifying a funding source, an entity to manage � the program (such as the Chamber of Commerce or a future Cultural ._ ., District Oversight Committee), and specific program goals and criteria. 2. Traffic, Parking, and Road Closures Goal: Truckee's special events program will proactively work with event organizers to reduce the impacts that special events have on area traffic. Objective: Limit Road Closure Impacts �� �. Recommended Policy 2.1: Cap the number of road closures permitted (annually, by season, by area, by street, by time of day, etc.) Alternative 2.2: Prohibit event road closures on main downtown and arterial streets during Christmas-New Year's holiday week, and on peak summer weekends (approximately June 15- Labor Day). Note:this may impact 4`n of July parade when the 4`h falls on the weekend. Town Council Staff Report Page 3 of 6 Objective: Enhance Transportation Planning for Participants Recommended Policy 2.3: Encourage/ require large events over a certain size (tentatively 2,000 attendees)to provide off-site parking and "Park and Ride"shuttle service for event participants.Town can provide examples of off-site parking and shuttle plans on Special Events webpage (e.g.Truckee Thursday shuttles). Recommended Policy 2.4: As part of the Traffic Plan, encourage or require large event organizers to provide programs/incentives which encourage participants to utilize alternate transportation (carpool,transit, walk, or bike).Town would provide examples of alternative transit plans on Special Events permit webpage. Objective: Enhance Public Notification Recommended Policy 2.5: Require applicant to provide communications plan for proactive public outreach for any larger events with anticipated significant impact on traffic or public roadways. Plan could include social media, radio and print ads, changeable message signs,etc. 3. Recycling and Solid Waste Goal: Truckee's special events program will proactively reduce waste and environmenfal impacts generated from special events. Objective: Enhance Waste Reduction and Recycling Plan Recommended Policy 3.1: Require a waste reduction and recycling plan, approved by Town Recycling Coordinator, as a condition of permit approval.Town will provide template plan to ensure consistency. Recommended Policy 3.2: Require event organizers to divert all event waste into appropriate waste streams. Event organizers to provide separate receptacles for recycling and garbage. (Organic waste diversion for all events may be required in the J ' ' ' � future).Town will provide toolkit of resources,such as appropriate signage and zero waste guidelines. Recommended Policy 3.3: Strongly encourage event organizers to prohibit use of non-reusable items such as water bottles, bags, utensils. (May be required in the future). Town Council Staff Report Page 4 of 6 Objective: Education and Monitoring Recommended Policy 3.4: Require event organizers for large events (over 2,000 attendees and provide food service)to provide monitors at each waste station to reduce _. contamination. At a minimum this would indude recycling, organics (food waste), and garbage. Recommended Policy 3.5: Require event organizers to display educational signage (provided by Town) for all waste stations, informing patrons about Truckee's current recycling programs. Recommended Policy 3.6: Encourage organizers of large events with a focus on the community or environment (e.g.Truckee Day)to provide informational booth on local ° recycling programs. 4. Post Event Reporting and Feedback Goa/; To provide a feedback loop that allows the Town to identify and address areas for improvement in the special events program. Objective: Enhance Opportunities for Community Feedback Recommended Policy 4.1: On special events web page, provide link for event participants and community members to offer feedback on specific special events. Staff can use this feedback to work with event organizer to improve recurring events �._. �.�.�,. . for following year,and to identify areas for further refinement in special events program. Recommended Policy 4.2: As a condition of permit, require special event organizer to complete a post-event feedback survey. Survey could ask for participant statistics as ' ' ` ��' ' well as feedback on permitting procedure, communication with Town, etc. 5. Permit Fees As Council considers updates to Special Events policy, it is relevant to recognize that current special events application fees and police staffing fees do not fully cover the Town's costs. Under the current fee structure, all permitted events are charged a $235 application fee. Staff believes that the current application fee covers Town costs for events that do not require traffic plans or road closures. This fee does not cover Town costs for reviewing traffic plans and developing staffing plans, which can account for 8-30 additional staff hours ($600- $2,500), or even more for complex events like the Iron Man race. Further, events requiring police staffing are Town Council Staff Report Page 5 of 6 charged $50/ hour per officer, accounting for only 51% of the fully loaded cost for police officer staffing. Goal: To recover the Town's costs to administer the special events program. Objective: Update Special Events fee structure to more fully recover Town personnel costs. Recommended Policy: • Tiered fee structure: Maintain the current basic application fee ($235) for events not requiring a road closure or traffic plan and add a second tier ($400-$1000) for events that require either a road closure or traffic plan ttecommended Policy: • Seasonal fee structure: Maintain a lower police rate (�$50/ hour) for events that take place during off-peak seasons and add a fully loaded police rate ($98.45, non-overtime) for events .- that take place during times of the year when staffing will require police overtime. SUMMARY: The above recommended policies in sections 1 to 4 aim to address the community benefits and challenges that have come out of the 2015 special events policy committee and the March 16, 2017 public workshop. • Section 1 policies will target increasing the number of arts, culture and history events. • Section 2 addresses the many impacts of road closures and traffic as a result of special events, especially during peak summer and holiday seasons. Limiting the number of road closures and requiring a transportation plan will help directly reduce the impacts, while enhancing public notification will make more people aware of those events that have large impacts on our roadways to encourage advanced planning. • Section 3 addresses reducing garbage, increasing recycling diversion, and making events more environmentally friendly. • Section 4 will provide the Town and community with a feedback loop to know what went right and what needs improvement for events and the event permitting process. ' While not discussed in the workshop, Section 5 policies would better capture the true cost of permitting events and further incentivize events that have less impact on public roadways. FISCAL IMPACT: Staff time of approximately 100 hours to draft and implement policy updates,web site and application process updates. Depending on Council direction on application fees, there may be additional revenue generated to cover costs of processing applications. PUBLIC COMMUNICATIONS: Public notice was provided with the agenda posting. ATTACHMENTS: 1. 3/16/17 Special Events Workshop Summary 2. 3/16/17 Special Event Workshop Suggested Actions and Solutions Town Council Staff Report Page 6 of 6 � Attachment 1 Town Council `� Department Heads , ,:�r,`. ,�, r- -� Tony Lashbrook, Town Manager Morgan Goodwin, Mayor r j �� �',�- Andy Morris, Town Attorney ��j.���'I' �i ,� �r y Robert Leftwich, Chief of Police Carolyn Wallace Dee, Vice Mayor f �� '� — 3 Jeff Loux, Community Development DirecFor Patrick Flora, Council Member Fs�ob,, � '`-_�t _ ` �,Q9 Kim Szczurek,Administrative Services Director Jessica Abrams, Council Member '^^�+,„„� i � „�e°`" Judy Price, Town Clerk David Tirman, Council Member Daniel Wilkins, Public Works Director/Town Engineer Special Events Workshop Summary On March 16'h, 2017 the Town of Truckee and the Truckee Chamber of Commerce hosted a community workshop on special events and quality of life at Truckee Town Hall. The goal of the workshop was to solicit input on what is important to the community about special events, and how the Town should balance the positive effects and challenges that can result from events. Town staff started the workshop with a presentation on special events policy background and current procedure, and then introduced a small group activity. Attendees broke out into groups of 5 or 6 and participated in an activity in which they discussed a list of special event effects—both benefits and challenges. Within their small groups, each participant then voted on the top two benefits and top two challenges that are important to them, and participants discussed their ideas for solutions to balance the benefits and challenges. Each small group then reported out to the whole group at the end, sharing their top ranked benefits and challenges, and their group's suggested solutions. The results of the small group exercise indicated that the top-ranked benefits were events enhancing arts, culture, and history, and providing a long-term economic boost (i.e. by enhancing Truckee's image as an attractive place to live or to visit). The top-ranked challenge was traffic and road closures, with garbage and environmental degradation ranking next. In the report-outs and small group discussions, attendees expressed that traffic is really a general issue and not specific to special events. A summary of participants' responses and solution ideas is provided on Town website. Staff informed the attendees that the findings and draft proposed policy update recommendations would be presented to Town Council at a later date this spring. The workshop closed with a presentation from Chamber of Commerce Brand Communications Director, Colleen Dalton, on the annual Truckee Quality of Life Survey. Attachment 2 Solutions from workshop • Parking Io Dedicated parking/parking structure o Identify off-site parking locations (shuttles like truckee Thursday) • Traffic/Road Closures o Events that stop traffic/road closures minimized o Focus on public transit improvements and use for events o Avoid any 267/89 road closures o Resort responsibility for infrastructure and traffic solutions • Best Practices o Marketing and communication regarding road closures, congestion (require permittee to have a plan) � o Event follow-up and feedback(with permittee;system for community feedback) • Waste and Recycling/Environment o Hold events accountable for trash, recycling,clean-up,and environmental degradation (require clean-up deposit; enforcement during event) o Zero waste events (education opportunity) • Event Scheduling o Cap/lottery for peak season events (cap peak#of road closures) o Incentive for shoulder season events