CITY COUNCIL AGENDA ITEM
Memo Date: September 16, 2021
Agenda Date: September 28, 2021
Prepared By: Samantha Senger, Assistant to the CM, Public Information Officer
Through: Stockton Whitten, City Manager
Requested Action:
title
Staff recommends the approval of the following resolutions:
(1) Resolution No. 2021-____ adopting a revised Master Fee Schedule for City Facility Rentals, Special Events and Parades; End
(2) Resolution No. 2021-____ approving a revised form contract as the City of Cocoa Special Events Permit Application and Agreement; and
(3) Resolution No. 2021-____ approving a revised form contract as the City of Cocoa Facility Use Application and Agreement.
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BACKGROUND:
At the September 28, 2021 Cocoa City Council meeting, the City Council considered adoption of Ordinance No. 13-2021, adopting certain revisions to the Special Events provisions of the City Code.
With such changes and the addition of two facilities (Lee Wenner Park and the Heart of Cocoa Community Meeting Room), staff determined slight revision of the Master Fee Schedule for City Facility Rentals, Special Events and Parades to be necessary.
Additionally, City staff recently identified a need to revise the previously adopted Special Events Permit Application and Agreement in order to implement general revisions to the form and to incorporate relevant terms from a supplemental Facility Use Permit Restrictions Addendum rather than use multiple forms.
Lastly, City staff recently identified a need to revise the previously adopted Facility Use Application and Agreement in order to implement general revisions to the form and to incorporate relevant terms from a supplemental Facility Use Permit Restrictions Addendum rather than use multiple forms.
Changes to the Master Fee Schedule, the Special Events Permit Application and Agreement, and the Facility Use Application and Agreement are summarized as follows:
Master Fee Schedule:
• Addition of fees associated with the rental of Lee Wenner Park.
• Addition of fees associated with the rental of the Heart of Cocoa Community Meeting Room.
• Addition of a fee to use the 400amp power on the stage at Riverfront Park. There is a significantly higher cost to the City with utilizing this power as opposed to the 110amp outlets on the stage that are already included in the Master Fee Schedule for $25/half day and $50/full day. Based on research of the costs to the City, the additional fee will need to be added to the Master Fee Schedule.
• The removal of language that Damage and Clean-up deposits will be collected via credit card. This is against the PCI compliance that is required when accepting credit cards as payment. The City will accept the deposit in form of a check that will be held and returned to the customer if no damage had been done to the facilities.
• Addition of the authority of the City Manager to approve fee waivers for non-profit organizations that are hosting fundraising events instead of having to come before Council for that approval.
Special Events Permit Application and Agreement:
• The updated application and agreement include the revised tiered rate structure adopted in 2018, as well as some other minor general revisions.
• The updated application and agreement incorporate provisions from the Facility Use Permit Restrictions Addendum, an additional and separate document of policies and rules related to hosting a special event, which will no longer be used.
Facility Use Application and Agreement:
• The updated application and agreement include the addition of two facilities, Lee Wenner Park and the Heart of Cocoa Community Meeting Room.
• The updated application and agreement incorporate provisions from the Facility Use Permit Restrictions Addendum, an additional and separate document of policies and rules related to hosting a special event, which will no longer be used.
STRATEGIC PLAN CONNECTION:
Image - Host special events to attract visitors to the Cocoa community.
BUDGETARY IMPACT:
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PREVIOUS ACTION:
The City Council previously updated and adopted a Master Fee Schedule for City Facility Rentals, Special Events and Parades through the adoption of Resolution Number 2018-047.
The City Council previously adopted a Special Events Permit Application and Agreement through the adoption of Resolution 2006-62.
The City Council previously adopted a City of Cocoa Facility Use Application and Agreement through the adoption of Resolution 2005-131.
RECOMMENDED MOTION:
Recommendation
Staff recommends the approval of the following Resolutions:
(1) Resolution No. 2021-____ adopting a revised Master Fee Schedule for City Facility Rentals, Special Events and Parades; End
(2) Resolution No. 2021-____ approving a revised form contract as the City of Cocoa Special Events Permit Application and Agreement; and
(3) Resolution No. 2021-____ approving a revised form contract as the City of Cocoa Facility Use Application and Agreement.