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Home My WebLink AboutCC AG PKT 2002-09-23 #Q AGENDA REPORT DATE: September 23, 2002 TO: Honorable Mayor and City Council THRU: John B. Bahorski, City Manager FROM: Douglas A. Dancs, P.E. Director of Public Works /City Engineer SUBJECT: COUNCIL POLICY: PUBLIC WORKS LABOR/RESOURCE FOR SPECIAL EVENTS SUMMARY OF REQUEST: The proposed City Council action will adopt a Council Policy regarding use and responsibility of costs for Department of Public Works labor and resources for special events. BACKGROUND: In the 2002/2003 Fiscal Year Budget discussions, Council directed Staff to create a policy regarding use and responsibility of costs of City resources for special events. In the past, the Department has provided many services with out recovering its costs for these activities. These services have a financial and productivity impact upon the Department. • It is the intent of the policy to provide for full cost recovery for those City services utilized during special events. An exception would be any City- sponsored event or events otherwise authorized by Council for which the costs are waived. Applicant would make an application through the special event process and the Director of Public Works would determine what, if any, services the event would require. If in- house services were to be used, a cash deposit would be collected from the applicant for the amount estimated. Alternatively, the applicant may be required to hire a vendor to perform services such as banner, traffic control/barricades through an approved Public Works permit. In many instances, this will save the applicant money, especially when overtime is involved. FISCAL IMPACT: This policy would free up resources and ensure that the City is reimbursed for all Public Works costs incurred during special events. . Agenda Item CP RECOMMENDATION: Upon motion of the consent calendar, it is recommended that the City Council approve the Public Works /Resources for Special Events Policy. Prepared by: Douglas A. Dancs, Director of Public Works /City Engineer NO : D A ► Di APPROWED Jo r. B orski, City Manager Agenda Item CITY OF SEAL BEACH COUNCIL POLICY SUBJECT PUBLIC WORKS LABOR/RESOURCES FOR SPECIAL EVENTS SECTION INDEX NO. ISSUE DATE REVISION DATE COUNCIL CM APPROVAL 400 3 APPROVAL 1. SCOPE For residents /businesses /organizations applying for Special Event permits. 2. PURPOSE AND INTENT To establish a policy addressing use of City labor and /or resources relating to permitted special events for the purposes of full cost recovery of such services. The City's preference is for private vendors to be used to provide event - related equipment and services. 3. POLICY In the past, the Public Works Department has provided labor and other resources for special events permitted in the City. Due to the department's decreasing workforce, the focus is now on necessary core maintenance functions. Unscheduled special events requiring -labor and resources can strain the department's crews and scheduled maintenance operations. It is the intent of this policy to provide for full cost recovery for those City services utilized during special events. Any City- sponsored special event or events authorized by City Council will be exempt from this provision if costs are waived by Council. PROCEDURE 1) Applicants will apply for special event permits. _ 2) The Director of Public Works will determine what services, if any, are required for approval of the permit. 3) It is at the discretion of the Director of Public Works as to whether in -house labor forces and services will be provided for the event of if the applicant will need to hire a vendor for such services. If in -house labor and services are required, a cost estimate of such services will be provided to the applicant. (Public Works Labor /Services- Special Events) r . . . . 4) The City may provide a list of vendors offering services relating to special events, such as setup /take -down of stage /seating, janitorial, banners, traffic control /barricades. In many instances, the use of private sector vendors will be less expensive than utilizing in -house forces, especially at overtime rates. • 4. ISSUANCE Approved by City Council Dated: • (Public Works Labor /Services- Special Events)