City Council Agenda and Packet 2015 11 17

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City Council Meeting Minutes October 20, 2015 Page 3 of 26 REGULAR BUSINESS DISCUSSION /DIRECTION — SPECIAL EVENTS Mayor Muckle requested a staff presentation. Public Relations Manager Muth explained Louisville continues to be a popular location for many events. Some residents love them and others find the impacts of the events to be too great. Staff is now looking to Council for specific direction regarding how special events should be approved for 2016 and beyond. Many of the benefits of the events are not quantifiable but rather they contribute to the variety of activities here in town and the overall quality of life and are frequently cited as things that contribute to Louisville's small town character. Residents living in Old Town and near Community Park have to contend with street closures, parking issues, noise, and inconvenience. Staff does not limit permits or park rentals or make any determinations as to what events may or may not compete with other events. Any applicant who submits a complete Special Event Application and can meet the conditions placed on the event is permitted. Anyone can rent Community Park as long as they meet the park regulations. Events are frequently limited by the availability of a facility. Requirements for considering an event also include the following: rental fees; fees for police presence; $500 damage deposit; hours for amplified sound or live music; event notification for surrounding or affected neighbors; a medical plan approved by the Fire District; additional portolets and trash service and an approved traffic control plan with required barricades and staffing for street closures. City events (Fall Festival, Concerts in the Park): the Downtown Business Association's Street Faire; the Chamber of Commerce's Taste of Louisville and Pints in the Park, and the Farmer's Market, get priority booking of facilities. Other special event numbers and Community Park rentals have stayed fairly consistent from 2014 to 2015. Residents near the park have specifically cited concerns with amplified sound and being shut off when required. Residents feel the requests of out of town events and party organizers have been given priority over the neighbors' concerns. In addition to impacts on residents, there is a lack of staff available to enforce permit conditions as we do not have staff available evenings and weekends. Additionally, the amount of time required to staff all events and permitting takes away from other duties. While the City recovers direct costs, many events present unusual demands and expectations on staff. The City does not currently recapture all indirect costs for special events. Both the Police Department and Fire District are concerned events are taking their staff away from day - to -day work. While event organizers are charged for PD and FD personnel, staffing these events is stretching those departments thin. 33