[0:00] thank you very much council member Soren and council member McDonald thank you mayor um and thank you also to the [0:09] public who's been engaging in this um discussion in the recent um since our [0:16] Workshop but also um as uh community members for the last few years [0:23] I I really appreciate my colleagues thoughtfulness and their willingness to [0:29] expedite this study regardless of what happens on this exact agenda item um [0:37] just to um give voice to that particular [0:42] neighborhood 17 houses being torn down in the last handful of years um doesn't [0:48] feel like it's come out of nowhere for me I'm sure that's mostly because I'm a [0:54] very accessible and visible council member in that neighborhood so um I I am [1:01] grateful that I can go back to those community members and say that we're [1:06] going to do the work we're going to do good work and um I really appreciate [1:11] council member Park Hill's optimism that perhaps we could get it done [1:17] quicker think get that attitude so um I [1:22] just really appreciate the community listening to the residents concern um [1:27] mayor for being willing to um push to create some action and I am very [1:33] optimistic we're going to come up with a really great solution that will benefit [1:39] our Builder Community but also and uh very importantly our residents yeah well [1:47] said um and well said by by all of you um your comments as council member [1:53] McDonald said are are very thoughtful and appreciated and uh we don't take [2:00] moratoriums slightly we don't take emergency moratoriums slightly in my 10 years on the council I think we've [2:06] enacted two um and when we discussed in a workshop um even the the notion of [2:12] having one uh it was you know we could have had a moratorium for [2:19] 12 months and we said collectively we were all in agreement absolutely not if [2:25] we're going to do this we are going to put our foot on the [2:31] accelerator uh I'm really impressed that the community thought we were moving vest because normally the the complaint [2:37] is government moves so slow so you know um you win some you lose some but um you [2:44] know it is uh as someone who had lived in that specific neighborhood for over [2:50] 20 years um I had seen um the changes as well and and it's something that all of [2:57] us care very deeply about regardless is what neighborhood we live in each of our neighborhoods is special um and we want [3:04] to preserve their uniqueness um and it's something that I we wouldn't be where we [3:10] are today if we didn't care um so you know with that I I think staff um for [3:17] bringing this forward our City attorney the community members as well for sharing you there were um several uh [3:25] community members in favor right just hey can we stop for you know a few [3:30] months and just figure out what direction we're going to go um and over [3:37] the course of like 90 days or something like that and then there were some that are [3:42] concerned about it so um but that's what this process is about is about having these conversations and weighing all of [3:49] the different impacts um that can be felt um and again the the great thing is [3:55] is that even without the moratorium we are we are looking at the issue we are [4:00] addressing the concerns of the community and we are moving forward in an expedited way I hope as expedited as [4:07] council member parel suggested but we shall see right um but in any case I [4:13] think um that these conversations uh they bear fruit regardless of whether [4:18] they pass or not at the end of the day so it doesn't sound as if uh the [4:24] moratorium um if we could get the um [4:30] the second reading uh language up there doesn't [4:36] sound like it it will pass however um I would still need a motion um to approve [4:42] the second reading and Adoption of ordinance 842a approving a moratorium on [4:48] Redevelopment in the r3a zoning district and Madam mayor just to add to that um [4:55] uh approval needs a majority so that's why if there's two council members you know regardless of who they are and how [5:01] it is it doesn't pass and if it doesn't pass then essentially the moratorium [5:07] fails um because they need to be the second reading needs to be passed um [5:12] sequentially at the next meeting after the first meeting so if a majority doesn't vote for it tonight the [5:18] moratorium fails yes if we have a split vote it does not pass because we need two successful votes back to back um on [5:28] the same issue we can't tweak words or anything else so exactly as is so would [5:33] someone care to make that motion I'll make that motion Madame mayor thank you [5:38] is there a second I will second the motion is there [5:44] any further discussion let's take a roll call vote please council member McDonald I council [5:50] member Park Hill no council member senson nay uh mayor Mutan I the motion [5:58] does not pass um so we will uh move on [6:04] to our next uh new business item however [6:09] uh can you give a brief outline on the zoning where that stands so there was a [6:16] presentation to Planning Commission yesterday can you talk a little bit about that timeline for that review [6:22] happy to Madam mayor uh so there was as you mentioned a workshop that the Planning Commission had over this very [6:29] topic good discussion heard it was a late night that's good usually um so the next [6:35] step is to do some engage some more targeted engagement to both the neighborhood as well as developers and [6:43] ultimately um uh capture the feedback from those groups capture and summarize [6:50] what we heard at the Planning Commission workshop and bring that in the form of a [6:56] proposed proposed ordinance tweaks or amendments in a public hearing which the entire [7:02] area would would know about and be sent Noti notices um that could you know the [7:09] Planning Commission could take action on that at that meeting maybe they need more time but once they came uh take [7:16] action on that uh it would then be um directed to the city council the earliest would be December I'm not sure [7:23] about the first meeting in December or the second meeting probably the second but um we could have a a vote from the [7:32] council prior to the end of the year which you know that's 60 days so that's [7:37] not too bad sure yeah we gave ourselves 90 yep so we're we're in there and we [7:43] want to make sure that we do it right and we get the engage we we take time for the engagement I still think we can [7:48] meet that deadline but it's going to be close but if if the Planning Commission needs to discuss it for another meeting [7:54] I still think we're going to meet that overall um expectation very good thank [8:00] you yes um so just clarify the what we're talking about is a aboute to potentially amend the zoning ordinances [8:09] correct correct okay and this might be a premature question but um what we [8:17] study um will well maybe we don't know the the answer to this I gu the question would be does it would it apply to all [8:24] R3 a um areas or is that something to be determined through the study [8:30] uh M any tweaks we do to a zoning District [8:36] that's may be specified for one area but encompasses a district and you know other parts of the community it would [8:42] apply to everybody uh yeah city manager Madame mayor council member that very question [8:48] was discussed at the workshop so I think the city manager is absolutely correct that is one way that's the change could [8:56] be made but I think there was a lot of discussion about how it was part of r3a [9:02] that was the focus of council's concerns and would have been the subject or the area of the moratorium as well and so [9:10] there was discussion about well if we change something in this neighborhood to address a concern what would the effect [9:16] be over here so the commission is looking at that so I think it's a very relevant uh question okay thank [9:24] you hence why I don't know how quickly this can go but we will remain [9:32] optimistic all right very good all right well we are still under new [9:37] business um and next item for our consideration this [9:43] evening is to uh consider approval of the first reading of ordinance 843 [9:49] special events and Adoption of resolution 45- 224 special event Matrix city manager [9:57] thank you madam mayor I'm going just introduced this topic uh but then I'm going to uh hand it over to Public Works [10:04] director and city engineer Mike Kelly to walk through a presentation um and then answer any [10:10] questions that you have uh this whole topic has been a very collaborative [10:15] process uh we've had a lot of different departments involved in the city just because special events ultimately um [10:24] have oversight from many different departments the city attorney's office police Beast Fire uh admin and then [10:32] ultimately it's led by director Kelly too so it's touched on a lot of parts uh We've also done a lot of Engagement to [10:39] with primarily the chamber and and Rick Bourne um who who are known for having [10:45] the the most robust and frequent and biggest and successful events in town so [10:50] we felt that we wanted them to uh come along for the ride we've we've had a lot [10:56] of feedback from them I think we've a good job of incorporating a lot of it [11:01] maybe not all of it but that's the balance you know in terms of coming up with these things that really kind of uh [11:08] balance what's best for the organization improving processes and is aligned with [11:15] the level of activity that the community wants to see and that's kind of the background there is that this did come [11:21] from the Strategic plan really addressing all three core strategic [11:27] initiatives you know EXC in terms of developing processes and procedures uh [11:33] that are streamlined and efficient our especially verment process has not been in the ordinance so that leaves it a [11:40] little bit murky when we're staff is wondering if we have the authority to approve things or if it should go to [11:45] council so tidying up that is really important maintaining that small town [11:51] feel um and and balancing that you know obviously with the level of activity in [11:56] town we want to make sure that we're we're we have some limits some [12:02] parameters on what the city ultimately considers and approves so we'll talk about that briefly in the presentation [12:09] and then obviously the the other big thing that we're always working on to reduce the burden of our taxpayers is to [12:15] diversify revenue from other sources whether that be additional taxes fees um [12:22] and this would actually increase the fees a modest amount on all the events [12:29] uh not necessarily you know one versus the other we need still still need to work through that process but um we [12:36] intend to front end some of the fee structure so we get paid for our admin [12:41] costs no matter what even if the event goes through and then in addition to [12:46] that um we're proposing that non um I'm [12:52] sorry uh events that are ticketed and that are non-charitable and that are on [12:57] public space be charged a small fee either 1% or $1 per ticket that offsets [13:05] just some of the um the cost of public land that ultimately we bear that is not [13:10] able to be utilized by you know the residents of this community so uh this [13:15] item ultimately hits on many of our strategic initiatives we have disc discussed it a few times over the past [13:23] year uh we think we made a lot of progress we' had a lot of discussions from the council a lot of different [13:28] perspective perspective I think uh We've we've walked that that tight rope well but we're looking forward to get more [13:35] feedback tonight um that's all I have and if it's okay Madam mayor um uh [13:42] director Kelly has got some more details to go through very good good evening Mr [13:51] Kelly good evening Madame mayor and Council thank you Jeff for the intro um [13:57] I'm going to just start with a little bit of a background just to make sure that everybody understands kind of the [14:02] basis of where we're starting uh we've been doing Special Events throughout the city for a number of years and they're [14:10] typically categorized into three different levels level one is in the range of 20 to 100 or so level two is [14:18] 100 to about 500 and then level three which is our largest events are 500 and [14:24] above um per this ordinance uh we have laid it out that [14:30] the two lower levels would have city manager approval and only the larger [14:36] events would then come to the city council those would be new events we would obviously want to inform you and [14:42] get your feedback on those types of events most recently we've had a food truck festival that was suggested and [14:50] tried to work that all out we haven't seen that come to fruition yet but I have a feeling it might come back um and [14:56] then as we move forward some of those other larger events James Shay Hill days maybe our concerts the St Patrick's Day [15:03] event would come forward to you for approval in a different way more likely on a consent agenda we're more familiar [15:10] with those so we don't see that there's a big need for discussion having those on consent [15:16] agenda um doesn't preclude them having to come back there is a discussion about [15:22] whether or not weather related items and change of conditions might warrant a [15:29] different approval or an additional approval by the council and I think we're going to have to kind of feel that out a little bit as we go through we [15:36] experienced that this last year with the chili open with changing weather conditions and trying to find a way to [15:42] pull that event off unfortunately this year we weren't able to do that but that'll be the goal kind of moving [15:48] forward hopefully those larger events and most frequent events that you're used to you'll see on a consent [15:55] agenda couple examples of each of those levels level one again the small events graduation parties wedding receptions [16:03] those types of things that have an impact on parking and traffic on a [16:09] roadway if PE if someone has 20 people at their home for a dinner party and they're parked in the driveway no need [16:15] for a special event we're really just concerned about safety and and [16:21] management of the roadway level two events and I do have a couple examples for some of these for [16:28] example private property we don't typically uh require a a permit for [16:34] those larger events unless it has again impacts um an example is the same Parts [16:41] um I can't even remember what they call it uh they've they have two events or at [16:46] least two events throughout the year where we typically help them with blocking off parking uh using our city [16:52] hall parking lot it requires uh some work with our public works department [16:58] requires a per MIT level two events that we hold on our public property do [17:03] require a permit and typically require Public Works assistance Andor overtime [17:08] assistance and some of those are uh the Community Church Easter Service Spring [17:14] Splash music by the lake the Masonic Lodge car show Bo bash Dash which I'll [17:21] do a little plug for Becky is coming up this weekend on [17:26] Saturday our largest events are level three events we don't typically have [17:32] those large events on private property why because they take up a lot of space and we don't have those types of spaces [17:38] so they do overflow onto public property some of those are the chili open mccormix flying pancake breakfast etc [17:46] those do require quite a bit of coordination between Public Works and Public Safety in the applicant and hence [17:53] the need for a a special event some of the things that we've updated since we've last chatted with [17:59] you at uh our Workshop are this Matrix it may be a little bit small on the [18:06] screen uh to your right but what we've tried to do in our last discussion we [18:12] talked about those level two and level three events and the overall frequency of those events because the frequency of [18:19] those events does have an impact on our staff so we've updated it based on what [18:25] we think uh can be managed and based on your feedback at our last Workshop so [18:30] I'm going to start on the the Le leftmost column um level one events [18:35] we're not too concerned about that we don't want to limit how many of those events are held at any given time so [18:42] you'll see no limits throughout the year level two events those medium siiz events 100 to 500 people or so don't [18:50] usually see much request for those events kind of at the beginning or end of the year so we're focused more on on [18:59] that may through September time frame the next column which is red is [19:06] just an example of what we typically see for special events at any given time for [19:11] that level you can see we don't have that many events between April and September there are a couple that carry [19:18] over for example the music by the lake which is held by at the Depot by the rotary that carries over from June to [19:27] July six different events events over six different evenings what we've put [19:32] together kind of based on our past experience is that we don't want to see [19:38] more than three events that would take more than 7 days total so when you think [19:44] about that music by the lake one month 4 days of of that month still allows for [19:51] three other one day events and that's sort of how it works out so if that [19:57] makes any sense I can pause if there are any questions we don't want to see any more than three events that last 7 Days [20:05] in total so they could be spread out through the month it might be a two-day [20:10] event that would fit into that category are there any questions on that before I move [20:17] on shaking heads perfect uh level three events the large events this is where we [20:23] see the most activity with our Public Works and Public Safety in coordination with the applicant [20:29] not very many in the early months and probably good times for those particularly the Chile open when it's [20:34] when we're looking for activity in those uh times of the year when we get into [20:40] that June to September we start to see more activity throughout town [20:46] and I'll use public works as an example we have a lot of other things going on too um but we do our best to help out [20:53] with these larger events and based on some of your feedback we feel that that [20:58] two of those larger events in any given month is probably about the right size [21:04] when you look at our examples some of those have large impact on our downtown and some of them are larger events that [21:12] fit that category but don't have a as big an impact I'll use the tour to tanka for example we do have volunteers from [21:19] our Public Works and Public Safety that help out on that morning but it's a very short impact for the city of wada a [21:26] large group of people coming through but it's only about an hour or so impact so not a big deal we might be [21:34] able to handle another larger uh activity in August for example so we [21:39] want to give the flexibility of a couple uh opportunities any new activity would [21:46] come to you for s for approval the other update that I wanted to give you um is as Jeff mentioned is [21:54] ticketed events what we have suggested in our ordinance or will be suggested in [22:00] the fee schedule that goes with the ordinance it's not actually in the ordinance uh would be a ticket fee for [22:07] those events that are held on public property and are for non-charitable [22:15] organizations so what we are currently suggesting is a a dollar per ticket or [22:22] 1% whichever is greater how many of these would be [22:27] impacted by that right now I think the only thing that would be impacted would be the concert [22:33] series okay when I say that the concerts the um [22:39] Bo the beach bash and the W [22:47] Fest mccor excuse me mccormix that um there are no ticket [22:54] sales I suppose there's no tickets that I'm aware of for that okay I think we've talked about some other [23:00] smaller activities and I'm not sure how they would fit in I I think the rails and Nails as part of James Shay Hill [23:07] days is a ticketed event not sure how many tickets that actually has but [23:14] we potential well actually I'm glad you brought that up because we there's a [23:19] stipulation that says that the city manager um or staff could [23:25] wave um uh events ticket of events that are done by a charitable organization or [23:31] you know Community partner and uh that's a good example of one that would be led by the chamber which you know goes [23:38] proceeds go back into the chamber so I would intend on waving the the the fee for that type of event so you're talking [23:46] about for any nonprofit um no and that's exactly why [23:51] that that that gives us a little bit of flexibility that maybe it's a nonprofit [23:56] that for whatever reason isn't consistent with our City's values or something like that so that's exactly [24:02] why it says the city has the ability to wave um that requirement for charitable [24:10] organizations if could we get some some clarification from the city attorney I'm [24:16] not sure I fully follow that um explanation [24:22] so it says charitable charitable organization could we Define charitable organization I assumed it was nonprofit [24:29] is there a different definition that we're applying so Madame mayor uh [24:36] manager doll I guess I would probably I think maybe the best way to understand it is actually look at the language in [24:42] the proposed ordinance and it's on page 158 of your packet it's section [24:48] 5149 and and as director Kelly said if it's a ticketed level two or three [24:54] events that require tickets to entry and they're they're held on public property in whole or part then there will be a [25:00] fee established for that by resolution but then the the sentence that the city manager is referring to is that the city [25:07] May reduce or wave that fee for events that are charitable or have a [25:12] significant fundraising component for a nonprofit Community or Civic organization so those aren't I mean I [25:21] can give you a legal definition of what a a nonprofit organization is but [25:26] Community or Civic I think will be in the Judgment of the C Council so what I contemplated when we were working on [25:31] this language with staff is that when these events are issued a special event [25:38] permit we'll know at the time if it's going to be a ticketed event and if so [25:43] you know are they requesting a fee waiver or should we give them one and staff will make a recommendation to councel if it's a council approved event [25:50] or the city manager will make that call based on his understanding of council wishes or language in our policy may I [25:57] think this is is one of the things that our policy will flesh out a little bit more in the coming year so that's my [26:03] explanation of that language and I think how it would work and give the city the flexibility to to make the kind of [26:09] decisions on a case-by Case basis for these events perfect can we talk a little bit [26:14] I are you do you have more to cover director Kelly got one more slide okay [26:21] and it's really just about next step so I'll just jump to it and then happy to take any questions that you may have so [26:28] should this move forward upon approval of a first and second reading and publication two outstanding items that [26:34] we just need to polish up one is amending the fee schedule based on some conversation that we'll likely have on [26:40] ticketed events which I have there as the third bullet we will update our permit fees as uh manager doll had [26:47] mentioned we are looking to add a permit application fee to help cover some of [26:53] the administrative costs that happen upfront whether a a permit actually happens or not uh we want to try to [27:00] recoup some of those costs and then we will slightly update our permit fees um [27:06] to reflect potentially that combination of application fee and and permit fee uh [27:11] the second thing is to update our special event policy it's more of a back of house document right now we have an [27:18] application form and kind of the requirements of how to prepare that form [27:24] other things that an applicant may want to take into account as they're considering applying for a permit for [27:31] example are they going to have tents are they going to have alcohol food fireworks that may require other permits [27:38] in addition to a special event permit we just want to lay out all of the information that a potential applicant [27:45] can find it all in one place and in addition to that we'd like to update our application forms so with that those [27:52] things would move forward I'm going to kick to the slide that says um this is what we're considering tonight approval [27:59] of the draft ordinance that's in the packet ordinance 843 and that special event Matrix which [28:06] we would approve via resolution 45-22 and with that I think City [28:14] attorney city manager and myself are happy to for any questions we have thank you director Kelly uh questions of staff [28:21] for City attorney yes council member McDonald thank you mayor um [28:28] director Kelly could you scoop back to your table a couple of followup questions on [28:36] it um so just a clarification question existing level three events if that's an [28:44] existing event we've had it yet last year the year before the council will [28:49] see it on the consent agenda if it's a new event it will come and have a [28:54] presentation and a discussion correct okay um in terms of the existing level [29:01] or any level two or maybe any level two event um how do we verify the actual [29:10] number of participants I look at two and in particular on your existing level two [29:17] events column the Masonic lar Lodge car [29:22] show um that has a significant impact on the community [29:28] and I'm I see that um event as a growing event too so I'm wondering how we sort [29:35] of keep track of that and then also right below that with the boo bash Dash [29:41] are we counting the number of Dashers or are we also counting the number of [29:50] trick-or-treaters um because that also has a significant impact on um the [29:56] downtown commercial area so curious is this uh you tell us and we take your word for [30:03] it or how how are we verifying these these attendance numbers I think that's [30:09] a great C question council member uh McDonald mayor [30:15] um we look at the application form and what we think the participation is going to be based on that application I think [30:22] we always understand in fact we had some comments this year on the car show that it appeared larger than last year and [30:29] was spreading a little bit from a standpoint of uh we had some of the [30:34] people that were showing off their vehicles that were camping out on the trail and other things that were [30:39] impacting other things related to our uh normal everyday uh operations of the [30:46] city so we we will follow up with them on trying to get a better number of [30:52] participants I think we would look for some feedback on how do we want to [30:57] Define participants is it simply those that are participating in the event or is it the [31:04] the people that come to participate in not just showing off their car but looking at the cars examp right because [31:10] I look I think at James J Hill days where you know you have 75,000 people [31:17] um that's not those are uh eyeballs and [31:23] feet on the ground not necessarily participants so I'm I'm just curious [31:28] attorney City attorney has Madam mayor you know so I think director Kelly's right we're going to have [31:35] to take the information that applicants give us and our staff will need to have [31:40] some reasonable verification just wanted to point out that the ordinance itself [31:45] defines these level events and the language used there is that for example level one event means a special event [31:52] that is anticipated to have 20 to 99 participants and Spectators so I think [31:59] it's it's taking the defined term here is really taking the the big picture of [32:06] you like how many people is this event going anticipated to draw um so I think [32:12] we'll listen to what the applicants tell us we'll we'll know historical data from previous years for recurring events and [32:19] any other data I think that uh staff feels is is relevant in making that [32:24] determination is the fee different for a level two versus a level three and do is [32:31] there language in there that someone has a super successful event and instead of [32:36] 200 they have 2,000 do we have the ability to go back [32:42] to them because we suddenly had to call in more staff um and address concerns [32:49] because it grew so much bigger than anybody could have anticipated on the front end yeah Madame mayor I'm going to [32:57] answer that that in a couple different ways I think uh first of all I want to stress that when we have these larger [33:03] events that require either Public Safety or Public Works participation in the [33:08] event we are reimbursed for those Services there the applicant is made aware that in order for this to kick off [33:16] successfully they're going to need some additional help and they're going to need to pay for that so for example the [33:21] bo bash will the bo bash Dash we will have um several Public Works employees [33:29] and police uh and fire that will be participating in that event so that it runs smoothly um I think we're going to [33:37] look to them to kind of Ensure some of the overall size of the event I want to [33:44] point out the boo bash dash for example 275 participants I actually pulled off [33:49] of their registered Runners from last year so that has to do with Runners that [33:55] is how many people actually ran in the three events that they hold we know that [34:00] there are people that are standing along the Route and cheering people on and there are kids and activities that are [34:07] happening down along the Great Lawn so we'll look for them for some additional information fee wise that's one of the [34:15] reasons why we wanted to hold off and not bring an updated fee schedule at this time because we want to make sure [34:20] that we're right sizing the events and the levels as they should be before we [34:26] bring that back to you so would there be an ability then [34:33] if if an event was significantly larger I'm going to use the term clawback but [34:40] it's not really a clawback right I mean to go back to the applicant and say right you anticipated this number but it [34:47] was significantly larger and the fee should have been this based on actual attendance right I think that's a great [34:55] question Madame mayor and I think director Kelly is um articulated one way that we would [35:01] address that by seeking reimbursement for that extra tax on Services the extra [35:07] expenses the city incurred but I you know we'll think about this question more and I think can flesh it out in the [35:13] policy document that we're working on but one of the things that comes to mind I mean if somebody applies for a special [35:19] event permit for a level two event that's all they are authorized legally to hold so I would say that um you you [35:27] know the the folks holding the permits having these events have a [35:33] responsibility to keep it within that range um and if it goes way above it I [35:39] mean we would have lots of legal tools to to get them to uh make the city whole [35:45] whatever way we need to be okay no that's fair uh council member McDonald we kind of diverted away the original [35:52] question the diversion was uh appropriate and I think I got more [35:58] clarification than I initially realized I needed so thank [36:04] you very good others anybody um I just have one one [36:09] question so we have a cap on the number of level two and three events and there's some uh little bit [36:17] language in here maybe just to clarify if if another entity came to the [36:23] city and it was it was pretty compelling we want to consider that [36:28] is that a city manager decision to move it ahead to council or is it automatically get moved or kind of [36:35] where's the authoritative line on kind of who makes the call the attorney yeah [36:41] um Madame mayor and council member I can I can take that that is that is something that we looked at specifically it's almost think of it as a it's not a [36:48] variance but like you know we don't want to miss a great opportunity so if you look at the Matrix itself which is on [36:55] page 161 there's a paragraph there at the top that um you know these are the [37:01] this is sort of the I don't want you to think about it as a Flor your setting but it's this is you know this Matrix is [37:07] sort of the numbers council is establishing is hey this is a good Baseline for what we think the community [37:13] can can handle and would enjoy and is good but that last line in that [37:18] introductory paragraph says that special events outside these parameters meaning more frequent or larger numbers or [37:25] whatever may be approved by city council but the applicant would need to show you that it meets all the normal criteria in [37:31] the code you know it's not going to tax City resources it's not going to be all the things we don't want it to be and [37:38] all the things we do want it to be and then the second thing it wouldn't negatively impact other previously approved events so you you know those [37:44] are the two things you would look at as Council and determining well yeah we could probably fit another event in July [37:50] because the nature of that event wouldn't affect the other ones that are going on in July you know they're on that side of town this event his way on [37:58] that side of town or whatever uh the applicant could show so if it met this criteria would it automatically go to [38:04] city council for it needs to go to City Council action yeah anything outside of [38:09] this m this Matrix one of the reasons you're reviewing and approving it tonight is this is set by Council and [38:16] can essentially be amended or supplemented or something Beyond this so [38:21] even you know something that was a level I'm trying to think of a something the city level two event that the city [38:27] manager would normally approve he couldn't go beyond these numbers without Council approval okay thank [38:35] you and that holds true whether it's on public or private [38:40] property so if somebody had a 500 per 51 [38:45] person wedding um and required a special [38:51] permit and it was going to last the better part of a day right and we [38:57] already have two events that month it will come to city council for [39:03] approval it would I I will say Madame mayor councel that we we tried to do our [39:10] best to anticipate what those numbers might be [39:15] if someone came to us and said I have 501 people coming to our wedding I think [39:21] I would have a conversation with the manager and we would talk about what we felt was the appropriate permit fee for [39:28] that particular event if it's 800 it's obviously going to be a level three [39:35] event and we would handle it that way I I think the reason that we want to keep those level one and level two [39:43] um at least beginning with the city manager approval is the discretion to [39:50] determine and have a little bit of flexibility in some of those um we've we've had some this year that we've [39:57] dealt with where small wedding I'm going to have about 20 people I'm not going to you but I'm [40:05] talking about we understand that but we're talking about level three event is somebody at their [40:10] home um was having it's on private property but there is impact to the city [40:16] they are coming forward for a special event permit but we it's in June yep and we only allowed [40:23] two I don't remember what the two items are in June but are are are we then [40:28] making a determination as a council yes we're going to allow that to happen or [40:34] something else needs to be taken off the docket I think we would look at that and [40:39] I think the language that City attorney Shel had mentioned gives you that flexibility to add should you make an [40:47] exception so so that's true Madame mayor I would say the other thing you know if you look at the definition of special [40:53] event special events entirely on private proper property that in the you know as [40:59] the Director Kelly and manager doll look at that don't don't really have significant impacts to parking on public [41:06] streets and that sort of thing they may not require a special event permit they might fall outside the definition of [41:12] that um I could read you the language but that's the that's general idea well [41:18] two examples come to mind which I think be uh discussion uh we have the Parade of [41:26] Homes very impactful it is spread out but the [41:31] impact is really big so let's just assume that that draws definitely more than 500 people so we that's one example [41:40] the second which I didn't see on the list and maybe they haven't done it in a couple of years but for a time we had [41:46] the Cambria concer I call them the Cambria concerts I don't know what the official title was um also very [41:55] impactful so those situations again assuming we don't allow [42:03] more than one or two according to this chart you're telling me there's [42:09] flexibility with those or not because I'm hearing two different things and so I'm not clear I'm told we're bound to [42:16] this and that it's going to come back to the council but I'm also hearing well except maybe the city manager can decide [42:24] so can we just put that to rest Yes No Maybe So [42:29] if Madame mayor if it's above what is allowed in this Matrix I would have to [42:35] bring it back to you on a city council agenda for that event that you're describing the 500 and so if it's on a [42:42] private property I if it's 500 people 95% chance it's going to have a [42:47] neighborhood impact so that would come to the city council and if it seems reasonable we'd recommend approval and [42:54] you know I think it would get past that deal with it if when the time comes correct but understanding that that may [43:01] come forward absolutely um given just kind of the nature of some of the events that take place here in town fundraisers [43:09] and weddings and stuff okay excellent great question and Madame mayor and I [43:15] don't mean to belabor the point but I was just I kept was like wait a second I'm not quite grasping no they're good [43:22] questions and you know there's not a a formula or Matrix that's going to really [43:29] capture everything we've talked about this but I think we've landed in a good pretty good spot where we can deal with [43:34] exceptions and the City attorney uh schelzel can talk a little bit more about the home tour that uh the City [43:41] attorney specifically added to address concerns about that unique Dynamic there [43:46] it's I was just using it as a representative example thank you I'm good um other questions council member [43:54] senson council member perill no I have a few [43:59] surprise uh fire department breakfast yeah it's great we're gonna [44:05] have to move it it looks like we're only allowed two but we have three in September yeah so that would either [44:13] that's a great example of either one of them would have to come back to the council for approval um maybe that's too much maybe [44:20] we look at that and say hey fire department do it in a different month or hey you know beach bash do it a [44:28] different time so I mean it's a lot going on over that you know those couple of weeks in town so that's not the worst [44:34] case that's not a bad thing to have those discussions about maybe that isn't the best time um the other option in [44:41] that specific circumstance is the beach bash and um James J Hill days are very [44:49] Sim they're adjoining so that might might make sense to consider that one event too but we we we' talk with Becky [44:56] and Rick see what makes sense there mayor could I follow up question on that [45:01] Z point is um well [45:07] I I apologize I was reading something on the level two event no worries uh [45:15] okay refresh my memory we had talked about this earlier in the year [45:22] uh we wrote in how many days in advance of an event that happen applications [45:27] need to be submitted and finalized and where did we [45:32] land on that varies between the level each level but is it Mike is it 90 60 [45:38] and 30 yeah I want to say it's 30 60 90 it's exactly what it is 30 for the lower [45:46] level events okay and then um how do we address changes to [45:53] Applications um once we're yes so so mad mayor one one caveat to that that's the [45:58] general rule but um you can improve otherwise and and we added that language [46:04] particularly you know in conversations with the chamber and thinking through what happened this year with this with [46:10] the warm winter we had and its impact on um the Chile open you know the chamber [46:17] made the case that you know they might have to come back and get an amendment to their application if there's change [46:23] or conditions so they they always have the freedom to do that at your discretion when when the case is made [46:28] for that but we want the default rule to be that 30 60 90 days for the different levels [46:35] of events well and I I think everybody's sympathetic to the fact that there can be extenuating circumstances that occur [46:42] however we want it to be the exception and not the rule correct right and then it's like oh well you know and that goes [46:49] for any special event because then it leaves all the staff scrambling to try [46:55] and adjust and adapt to um to those [47:00] potential changes uh so City attorney can you talk a little bit about uh what are the [47:08] mechanisms or or levers that we have um to [47:14] discourage um you know oh I I think I and I know I [47:20] said this 30 days ago but you know we're three days before an event and I've [47:26] decided you know I want to amend my I'm using I'm pulling numbers but what are we [47:34] doing to dissuade that well I you know Madame mayor I [47:41] think the rules are are laid out in the ordinance I think there can probably be some language in the policy that staff [47:47] will be working on to discourage applicants uh and communicate perhaps [47:52] more clearly like we need a complete application for your vent in the these time frames specified in the ordinance [47:59] if you need to come back because of significant changes you know material changes to conditions on the ground what [48:06] you know in the Chile open is a good example of that um you know under the policy that that would be a good reason [48:12] um we didn't get that granular in the ordinance um just because I think we wanted time to really think through that [48:20] and get it right and and also have the flexibility to develop that as we see how this Ordinance Works as we implement [48:26] it but I think that would be the idea I I think that I mean I'd be supportive of [48:31] that that in the policy um you know especially if director Kelly you you [48:38] take kind of the lead on the receipt of those special event permits and changes uh if there are amendments [48:46] material changes that require your time your staff's time to review same with [48:52] police and fire um that there are associated fees um for a [48:59] re-review um I don't know what the the technical term would be but yeah I think [49:05] I think we would want to do that and at the same time we want to be respective of the fact that we know that an event's [49:11] coming we only hold two City Council meetings each month and trying to fit uh [49:17] a an approval process into that before an event gets challenging so we're going [49:23] to have to figure out how to craft that into the policy but I think that that's the appropriate spot for it we want to [49:29] offer the flexibility if conditions change absolutely and if we can manage the changes for example Chile open we [49:37] had a handful of options that we probably could have handled to some degree Mother Nature was the hardest and [49:44] most impossible to CH to handle this here but that's you know whether conditions outside of our [49:51] control are one thing and that that's not what I'm talking about I'm talking about you know [49:57] other material changes that are self-imposed um and so I think it would [50:02] be appropriate for for us to consider if if it takes a re-review right it there's [50:09] a material change to the application that there's a fee associated with that to cover the cost of your time and other [50:16] staff's time um have we incorporated these it has [50:22] nothing to do with the ordinance but looking forward to facilitate the submission these applications an [50:29] online uh mechanism for submitting these documents Madame mayor I'm not sure if [50:36] that'll be ready for 2025 but that is the ultimate goal is to be able to add it to our online permiting system I I [50:43] think the challenge is um because of the unique nature of each of the events it's [50:50] hard to make it as simple as a form because there requires a lot of convers ation [50:57] and determination on whether or not it even needs a permit before getting to [51:03] that point but yes if we are able to get it to an online [51:08] completion process we would love to do that yes that would be great okay well [51:14] thank you um did my question spur any additional questions no okay very good [51:22] uh so if we could go back then [51:27] so we've had our questions uh we did have [51:34] um a card from Miss Pearson from the chamber have you decided whether you [51:40] would like to come forward I was holding this in the [51:47] event okay thank you thank you m mayor council member [51:54] sorry for that can I just submit this in case so um anyway no I don't have any um [52:00] any comments prepared or anything like that but I just wanted to mention a couple things since we have been very [52:06] involved in conversations on this topic and and appreciate that we're spending more time with it but I just wanted to [52:12] make a couple of points um we we may not appreciate all of the revenue goals that the city has in terms of fees so I will [52:19] acknowledge that but we do um appreciate that we have been a part of these conversations um and have had an [52:25] opportunity to to provide some insight and ideas particularly because we have been working together for so many years [52:32] so I do appreciate that we've been a part of that and and I do feel that the outcome will be the best document and [52:37] ordinance that we can all work from going forward so in those regards I just wanted to say I appreciate the the [52:43] process and being a part of it so thank you thank you and that was Miss Pearson [52:51] uh that's okay from the chamber uh the greater wetta area Chamber of Commerce I [52:57] don't know the address I should [53:02] but yes affectionately known as The Depot um so thank you for those comments appreciate it all right uh so that leads [53:09] us then to uh this evening where we are [53:15] um considering approval and would need a motion uh to approve the first reading [53:21] of ordinance 843 special events and Adoption of resolution [53:27] 45-20 are we going to do two separate votes City attorney Madam mayor I'm comfortable with you doing uh one vote a [53:34] motion motion yes okay so um a motion to approve the first reading of ordinance [53:39] 843 special events and Adoption of resolution 45-22 24 special event [53:46] Matrix so moved Madam mayor thank you and a second second the motion has been first [53:54] and seconded any further discussion all those in favor say I I I oppose [54:00] motion passes thank you very much and that takes us to the next item on our agenda which is our city manager [54:07] manager's report you madam mayor um couple things [54:13] tonight um I would say the most important thing tonight is to uh make [54:19] the community make the council makes make folks watching aware of a celebration that we're having on [54:26] November 20th and that is to honor our beloved police chief Mark Schultz who is [54:34] retiring um beloved [54:41] beloved I think he's blushing I had the uh we we've got a little flyer that I I guess I didn't put [54:48] in the folder for this meeting um is the 21st sorry I got that date wrong it's [54:54] Thursday from 2 to 400 p.m. here in the uh community room there'll be some uh [55:01] treats and just a lot of people here to celebrate and wish the chief well onto [55:06] his next phase uh he's decided that the city of Yetta is a little bit less important [55:13] than his family his beautiful new granddaughter and um we're going to miss [55:20] him but it's a pretty dang good excuse to uh say goodbye so he served the [55:25] community he's served uh the City of Roseville and in other areas for um several decades now [55:33] so I'm excited sad but excited to uh show our our Collective appreciation for [55:39] a service so again uh Thursday November 21st 2m to 4m here at City [55:47] Hall um next up just a reminder that are we have one council meeting in November [55:53] so we've got the election uh on the front end of November and the 5th and [55:58] then um we have the holiday you know Thanksgiving towards the late latter part of the month so our next council [56:05] meeting will be on November 12th so just so the council and everybody else know is at home November 12th uh speaking of [56:13] the election obviously that's on November 5th uh City Hall will be open [56:19] from 7 a.m. to 700 p.m. for people that want to vote in person um if you want to vote early uh [56:27] and we've we've got a consistent and increasing flow here at City Hall for people who are wanting to vote early uh [56:34] come come over uh to City Hall if you're a resident um during normal business [56:39] hours in addition to our normal business hours which are 7:00 a. to 4:30 Monday [56:45] through Thursday and 7:00 a.m. to 11: Friday we have extended hours on [56:51] November 4th the the day before the election until 5:00 p.m. [56:57] and then also we offer Saturday voting uh this Saturday on the 26th we will be [57:02] open from 9 to 300 p.m. and then uh November 2nd and 3rd actually uh we will [57:10] be open from 9:00 to 300 p.m. as well all that's on our website but just so go to our website if you're listening at [57:16] home if you want a little bit more clarity but the the point of the story is there's plenty of opportunity we're going to be open extended period of time [57:23] for folks to uh either vote early or you know come in on Election Day from 7:00 [57:29] a.m. to 8:00 p.m. um is that just in case nobody knew there was an election going yeah yeah [57:35] who knew locally and and nationally come you know get out and vote um and if [57:42] you're not really excited to do that hopefully you are but you can meet Kathy LV and her wonderful group because [57:47] they're the best and uh they'll take care of you well wetta is definitely the [57:52] smoothest operation 100% y when it comes to coming in and casting your ballot [57:59] they're the best amazing um one last thing is uh it was [58:04] briefly mentioned tonight on Saturday is our boo bash Dash and a bunch of other [58:10] festivities so if you don't mind uh we've got um uh president Pearson in the [58:15] house uh if she could just do a quick summary of what's going to happen on Saturday she can do it much better than [58:21] I could I'm sure you're really enjoying putting people on the spot tonight it's really nice yeah I like it yeah we'll [58:28] talk thank you Madame mayor council and staff um Becky Pearson and uh 402 East [58:34] Lake Street in the Devo is where I work thank you catch up um so yes this Saturday is the bash Dash we're excited [58:42] to be offering four different lengths of races all certified courses the 5K the [58:47] 10K um the competitive Lake Street Mile and the family fundr run uh in addition [58:53] to that we'll have pumpkin Derby which which is just a hoot and also um pie [58:59] eating contest so all of that activity primarily will be down in the prominade area near the um Hotel Landing um the [59:06] races are largely on Lake Street and then we'll go also up to um the loose [59:12] line as well as Highland um neighborhoods so that's primarily where the activities are it's from 9: until [59:18] noon for the most part um packet pickup is also on Friday um for 3 hours from [59:23] 3:00 to 6 so we're looking forward to the those events um and then uh families [59:29] are invited to come out with costumes we have costume contests as well if anybody has got any family members who would [59:34] like to participate in any of these activities registration is still open for all of those races um up until 20 [59:40] minutes before each race the day of and um boy I think that covers most of the [59:47] things um um sorry um and Bo blast um that is where we've got um the community [59:54] can come out and do some trick-or treat in through the um the community businesses and that type of thing and [1:00:00] that's from 11: until 2 so those will overlap for a little bit and um that's also the same time frame that luns they [1:00:07] do a big Gathering and have pre hot dogs and photo opportunities and those kind of things outside um lenss um kind of on [1:00:15] the uh east side of their building in that back parking lot so those things all happen together kind of um one after [1:00:24] another on Saturday okay fantastic where do people find out uh where they can go [1:00:29] trick-or-treating on the chamber website um we we have communicated that in [1:00:34] conjunction with bash Dash um and what we have shared with businesses um that [1:00:41] we have if they're interested in participating we've got a little poster that they can put on their door or [1:00:46] window um so people know who are the participating um businesses to do that so we hope that people take advantage of [1:00:53] that if they choose to have people in their businesses or not but that's um that's the ideal and opportunity for [1:01:00] people to to let people know very nice yeah well thank you good luck thank you very much appreciate it be a nice [1:01:06] weekend the weather looks great so that's nice so we've had lots of lots of Interest so after fall once we get [1:01:12] through this then we'll hope for cold and snow very cold and snow very cold [1:01:18] and snow we don't have snow doesn't necessarily help the ice building so we hope for cold okay well we'll sry [1:01:24] everybody we'll take more more than what we got last year much more about 18 inches more thank you much perfect okay [1:01:31] thank you all absolutely yes just a moment yes madame [1:01:37] mayor I I regret I uh failed to mention one important other note uh the the [1:01:44] council was made aware of this on Friday but it's a sneak preview to uh for the community members out there uh that [1:01:51] you'll see in some of our Communications but I'll give it to Mike Kelly to provide a little bit of information [1:01:57] about an award we won yes thank you uh manager do uh I nominated our panaway [1:02:05] project to the Minnesota chapter of the American public works Association and am [1:02:11] pleased to inform you that our project won the [1:02:16] 2024 project of the year in the structures category we will uh accept [1:02:22] our plaque at the uh fall conference at the end of November uh I'm going to get [1:02:29] lucky enough to make a brief presentation about the project to my peers and to everyone else and the cool [1:02:36] thing is is since we won our chapter will then forward our project onto the [1:02:43] national uh Organization for consideration for an award there as well so very nice just wanted to pass that [1:02:49] along Pat everybody on the back that had to do with this project whether it be our uh agenc [1:02:56] uh Partners whether it be our Contracting Partners obviously our construction management team and [1:03:02] obviously our staff so and the community and the community yes um and so who will be [1:03:12] attending the conference we're still working on that receive the award yep still working on that I will be [1:03:17] attending it's a conference I attend every year um but we're working on who the right people are to attend as well [1:03:25] most likely civitas maybe one of our contractor Partners maybe our construction management partner so we're [1:03:32] we're working on that uh invite list very nice good well congrats that's [1:03:37] great and congrats to the council and all of you I mean everybody [1:03:42] here um has worked so hard for so long on that project and it is uh very well [1:03:49] deserved so 10 plus years in the making that's right very good all right [1:03:55] anything else city manager no uh council member Parco so I came in I just want to kind [1:04:02] of I came into early vote the other day and it was super easy process but I [1:04:07] failed to really do my research before I got there on um there were a lot more [1:04:14] things to vote on than I thought you know and so I would encourage people to [1:04:19] review the ballot I'm sure it's online somewhere and make a decision on the judges on the back page cuz there's a [1:04:26] lot of them and I think most people know if they're voting you know Harris or [1:04:32] Trump but I don't know if everybody knows about some of the local elections so I would just encourage people to uh [1:04:39] review them and make a choice that's all oh great uh great [1:04:44] message uh those can be found at the secretary state's website you can get a [1:04:50] copy or view a copy of your ballot based on your address it will also tell you [1:04:55] where to vote it gets a little tricky sometimes people have a [1:05:00] 55391 zip code but they're not necessarily um a Yetta resident so [1:05:06] you're not voting in Yetta per se um but no you're right we've got uh federal [1:05:13] state local elections um we have judges so it's a long one this year um but secret [1:05:21] Minnesota Secretary State website you go good message anything else from the [1:05:27] council all right and how about a motion to [1:05:32] adjourn so move Madame mayor wonderful in a second second any further [1:05:37] discussion all those in favor say I I I oppos motion passes we are [1:05:54] adjourned e