The Common Council met 11/06/2024. One of the items they separated out for an individual vote was the proposed new Special Events Policy to go into effect in January of 2025. This new policy would create one application deadline 45 days before an event for all events regardless of size as well as have a uniform $75 event application fee. It would also move the city toward recouping some of the costs they spend in providing services for special events. Currently, the city does not recoup any costs for services rendered, but under the new policy they would seek reimbursement of 25% of their costs which is well below the 100% of the costs that some other communities seek.
For large events such as Octoberfest and Mile of Music, the policy allows the city to negotiate directly with the organizers on services that will be provided and determine a reimbursement rate on a case-by-case basis. This was done so that those event organizers would not see a large jump in charges from the current $1,700 application fee and no reimbursement to having to reimburse the city 25% of an event that may cost the city $25,000 or $50,000.
The Common Council voted 12 to 1 to approve the policy with Alderperson Chad Doran (District 15) casting the one dissenting vote.
I’ve prepared a transcript of the discussion for download:
The item was discussed twice by the Safety and Licensing Committee, once on 10/09/2024 and once on 10/23/2024. Both of those discussions focused on the issues surrounding negotiating service agreements for large scale events such as Octoberfest and Mile of Music. During the 10/23/2024 meeting Mayor Woodford stated that the city’s aim with this policy was not to seek more than 25% reimbursement for those events and that service agreement negotiation process would ideally serve as an opportunity for the city to work with organizers to help them figure out a way to provide services differently or set up the event in such a way that it reduces the impact on city the services needed, thus decreasing overall costs.
Although organizers for the Farmer’s Market, Octoberfest, and Mile of Music spoke at both of the committee meetings, they did not speak at the Common Council meeting and the discussion at Council, such as it was, did not focus on large events.
Alderperson Vered Meltzer (District 2) had one criticism or suggestion regarding the rental fee schedule for Jones Park. The fee schedule required event organizers who were renting the Jones Park parking lot and stage to also rent the park’s pavilion. This was done because an event renting the parking lot and stage would generally need all the amenities of the pavilion as well, particularly the bathrooms.
Alderperson Meltzer felt that the language was confusing and people might not realize that the price was essentially doubled in that situation. Director of Parks and Recreation Dean Gazza said that they tried to make it very clear to event organizers and that the language had been working up to this point.
Mayor Woodford noted that the fee schedule had been included in the agenda packet as reference but was not the item that was being voted on and amendments to it could not be made as part of the vote on the Special Events Policy itself.
Alderperson Sheri Hartzheim (District 13) asked if there was as plan to review how the new policy worked and tweak it if problems came up or changes seemed warranted.
Mayor Woodford said that staff could certainly bring an update back to the Safety and Licensing Committee after they had a chance to implement the policy and see how it was working.
The Council went on to vote 12-1 to approve the new policy.
View full meeting details and video here: https://cityofappleton.legistar.com/MeetingDetail.aspx?ID=1226981&GUID=4A4EFEF8-0F93-4AB5-A746-075D3ED8A998
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