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HomeMy WebLinkAboutItem No. 14 - Special Event Procedures14)Special Event Procedures Receive and file the Special Event Procedures Page 1 of 2 REPORT TO CITY COUNCIL To:Honorable Mayor and Members of the City Council From:Jason Simpson, City Manager Prepared by:Johnathan Skinnner, Director of Community Services David Mann, Acting City Attorney Date:May 27, 2025 Subject:Special Event Procedures Recommendation Receive and file the Special Event Procedures Background This item was previously before the City Council on May 13, 2025. The Acting City Attorney requested the item be continued in order to evaluate concerns and address those concerns. Revisions were made to the procedures in response to those concerns. Discussion The City has traditionally approved most special event applications at the staff level. This approach has been successful for many years. However, more recently as the City has grown, the number of requests for special event permits has also risen along with more requests for larger events. Meeting the expectations of event organizers while also squarely addressing the public safety concerns has, in some cases, led to friction. Finding the right balance remains the City’s priority. The attached Special Event Procedures is intended to provide a more defined structure for the processing of special event applications. The procedures delineates the role of the City Council Special Events Committee which is to advise the City Manager as part of an effort to resolve a good faith disagreement between City staff and an event organizer. Special Event Procedures Page 2 of 2 1 8 7 5 Consistent with the LEMC, the City Manager retains authority to issue special event permits. However, in those cases that a disagreement persists over event conditions or other requests, the event organizer has a right to appeal to the full City Council. Through the process of preparing the procedures, the need for other improvements has also been identified. Already in the pipeline is a contract with eProval to develop a fully online Special Event Application process. The procedures direct the Director of Community Services and Community Services Department team to move forward in implementing this online process in the near term along with updating the City's special events webpage. The City Attorney Department’s review of the procedures also highlighted the need to update the LEMC. The City special events ordinance was last updated in 1993. The procedures request the City Attorney to review LEMC Ch. 5.108 (Special Events) and resolve the conflicts in the special events ordinance with the LEMC Ch. 10.32 concerning “parades” (adopted in 1987). The goal is to prepare a single integrated ordinance providing for a unified process to address applications for all special events and also address issues like street closures, fee/cost waiver requests, and cost recovery. Any proposed ordinance presented to the City Council should also include a fee schedule resolution. Accordingly, the City Council is requested to receive and file the attached Special Event Procedures. Fiscal Impact There is no fiscal impact. Attachments Attachment 1- Special Event Procedures City Manager’s Office Special Event Procedures Purpose Establish standardized administrative procedures for regulating special events in conjunction with the City's Special Event Ordinance (LEMC Ch. 5.108) and the City of Lake Elsinore Special Event Application form. General Information The City has an application process for consideration of special events. The City of Lake Elsinore Special Event Application is available online at https://www.lake- elsinore.org/DocumentCenter/View/3523/2024-CSD-Special-Event-Application- 01252024?bidId=. Included with the Special Event Application is a separate Riverside County Fire Department Special Event Permit Application. The term "special event application" is intended to include the City's Special Event Application and the attached Fire Department Special Event Permit Application. A completed special event application may be submitted online via email to specialevents@lake- elsinore.org or in person at City Hall. The current application fees to obtain a special event permit are available online on the City’s Special Events Permit webpage, https://www.lake- elsinore.org/476/Special-Events-Permit. Several City departments and divisions will review a special event application, including Police (County Sheriff), Fire (CalFire), Community Services, Community Development, Risk Management, City Engineer, Code Enforcement, and Public Works. Events on public property typically require more extensive planning and safety measures than those on private property. In addition to being reviewed by city departments, a special event application may be reviewed by the City Council Special Events Committee, as provided below, which is comprised of two (2) Lake Elsinore City Council members. Applicants for a special event permit will generally be required to provide proof of insurance consistent with the City's guidelines. The insurance guidelines, entitled "Special Event Guidelines – Insurance," are available online https://www.lake- elsinore.org/DocumentCenter/View/1513/Insurance-Requirements-PDF. Special event application process 1. Timing The special event application must be submitted at least 60 days before the event date. Larger events on public property are strongly encouraged to submit the special event application at least 90 days before the event date. Please note that there are blackout dates for certain public properties due to other events or construction. Page 2 2. Application Review Process •Upon submission, the special event applications will be reviewed by City staff within 10 business days (Monday through Friday, excluding City holidays). •During this review process, City staff will assess the application in detail and may identify additional questions, clarifications, or requirements necessary for the event's approval. A comprehensive list of these items will be provided to the applicant within 15 business days of the application's submission. •Applicants may also be asked to meet directly with representatives of the Police Department (County Sheriff), Fire Department (CalFire), and City staff from Community Services, Community Development, Risk Management, City Engineer, Code Enforcement, and Public Works in order to discuss components of the application and for the applicant to provided additional information and answer questions. •Applicants will then have 5 business days to respond and address all questions or fulfill the requirements outlined by staff. The applicant must address questions and demonstrate the ability to meet such requirements promptly to avoid delays in the approval process. •If after two re-submittals, City staff and the applicant are unable to agree on event conditions or requests by the applicant, the application and a summary will be forwarded to the Special Events Committee for review with a request that the Special Events Committee address any requests or issues related to the conditions and thereafter, following due inquiry, provide a recommendation to the City Manager. 3. Approval, Appeals, and Event Monitoring •Following distribution of the proposed final event conditions to the applicant, the application and event conditions are to be forwarded to the Director of Community Services and the Assistant City Manager for their consideration and recommendation to the City Manager. The City Manager shall then, after considering the recommendations of the Director of Community Services, the Assistant City Manager and/or the Special Events Committee (if applicable), approve the application with the agreed-upon conditions and requests, approve the application with disputed conditions or requests, or deny the application. •If the City Manager denies an application for a special event, the denial will include reasons for the denial. •Should the applicant disagree with the event conditions, the denial of an applicant's request, or the denial of the application itself, the applicant may file an appeal to the full City Council within 5 days of receiving notice of the City Manager's decision. City staff will provide an appeal form to the applicant. An appeal is subject to a fee by the City Clerk under the category of “Appeals to City Council – Any.” The item will then be set for the next available City Council meeting. •If the City Manager or the City Council approves the special event application, a special event permit will be issued to the applicant within 72 hours of the approval. The special event permit will outline all event details, including specific requirements, conditions, and responsibilities the applicant must follow to ensure the event's success and compliance with the City's conditions and other requirements. •City staff will monitor the event to ensure it adheres to the special event permit and operates in a safe, organized, and compliant manner. During the event, City staff will Page 3 assess for deviations from the approved plan, safety concerns, or other issues that could compromise the event's integrity or public safety. In such cases, City staff is directed to suspend or shut down the event immediately to protect attendees and the community. Responsibilities of the Event Organizer The applicant must strictly adhere to the approved event plan and all special event permit conditions to prevent disruptions. If any changes to the event are necessary, the applicant must communicate these changes to the City immediately for review and approval. Failure to report changes or comply with special event permit requirements could result in revocation of the permit and cancellation of the event. By maintaining open communication with City staff and following the guidelines, the applicant can ensure a smooth and successful event while meeting all City requirements. 1. Compliance: •Ensure adherence to all City policies, laws, ordinances, and County and State laws and regulations. •Obtain all necessary permits and licenses per the timelines as provided by the City. For example, the earliest you can apply for a temporary Alcohol Beverage Control (ABC) permit is 30 days. •Applicants are responsible for cleaning up after and repairing any damage to City property caused by their event. If the applicant fails to clean up after the event, the City will take appropriate action to bill the applicant for all associated costs. The City has sole authority to assess the damage, determine the required repairs, and ensure the property is restored to its original condition. 2. Coordination: •Collaborate with City departments for logistical support, such as Police (County Sheriff), Fire (CalFire), Community Services, Community Development, Risk Management, City Engineer, Code Enforcement, and Public Works. •Events impacting or utilizing freeway on- and off-ramps and state routes still within the jurisdiction of Caltrans require Caltrans and California Highway Patrol (CHP) coordination and will incur costs on the event organizer, as Caltrans requires payment directly. 3. Communication: •Provide regular updates to the City Manager (or City staff designated as the lead contact). •Address community concerns and provide clear points of contact for public inquiries. Emergency and Contingency Plans All events must include contingency plans for severe weather, security incidents, and emergency medical services. Coordinate with local law enforcement and emergency services as required. Public Safety Fee Disclosure The rates for services provided by the Riverside County Sheriff's Department and the Riverside County Fire Department are set and approved by the Riverside County Board of Supervisors. Neither the City Council nor City staff has the authority to modify those hourly rates. Page 4 Further Direction The Community Services Department has recently contracted with eProval to develop a fully online Special Event Application process. The Director of Community Services and Community Services Department team are requested to integrate this online process in the near term, and it should also be accompanied by updating the City's special events webpage. The City Attorney Department is requested to review LEMC Ch. 5.108 (Special Events) and LEMC Ch. 10.32 (Parades) and propose a single integrated ordinance providing for a unified process to address applications for all special events and eliminate conflicting processing procedures in the LEMC. Any proposed ordinance presented to the City Council should also include a fee schedule resolution to the extent that the City Council has not already set any applicable fees.