06-09-15 Workshop Meeting Agenda
CITY COMMISSION
CITY OF DELRAY BEACH, FLORIDA
WORKSHOP MEETING - TUESDAY, JUNE 9, 2015
6:00 P.M. DELRAY BEACH CITY HALL
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accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers.
WORKSHOP AGENDA
1. Public Comments
2. Delray Beach Sports Destination Committee Presentation
3. Discussion regarding Special Events
4. Discussion regarding Food Truck Ordinance
5. Commission Comments
Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any
matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and
evidence upon which the appeal is based. The City neither provides nor prepares such record.
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Donald B. Cooper, City Manager
DATE:June 2, 2015
AGENDA ITEM WS.1 - WORKSHOP MEETING OF JUNE 9, 2015
SUBJECT:
PUBLIC COMMENTS
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Delray Beach Sports Destination Committee
THROUGH:Suzanne F. Davis, CPRP, Director - Parks & Recreation
Mr. Donald Cooper, City Manager
DATE:May 13, 2015
AGENDA ITEM WS.2 - WORKSHOP MEETING OF JUNE 9, 2015
SUBJECT:
DELRAY BEACH SPORTS DESTINATION COMMITTEE PRESENTATION
BACKGROUND
The Sports Destination presented an update of their work to the City Commission during the Fall of
2014. This is another update.
DISCUSSION
The Delray Beach Sports Destination Committee will make a concise PowerPoint presentation
highlighting the economic impact data of sporting events in Delray Beach held this past year. We will
include a review of upcoming events and suggestions for future consideration. During the presentation,
we will also introduce executives from the Retired NBA Basketball Players Association who will be
hosting a basketball summer camp for children at Pompey Park.
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Donald B. Cooper, City Manager
DATE:June 3, 2015
AGENDA ITEM WS.3 - WORKSHOP MEETING OF JUNE 9, 2015
SUBJECT:
DISCUSSION REGARDING SPECIAL EVENTS
BACKGROUND
The item before the City Commission is a discussion regarding Special Events. Please see the attached
memo and Special Events Report.
Events Are Great
Delray Beach Fourth of July Celebration - Photo credit: VMA Studios, Aaron Lurie
Special Event Recommendations
June 1, 2015
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Acknowledgements
The City of Delray Beach wishes to thank the following City of Delray Beach team members and
data, insight, perspective, background and historical context to this important issue for our
community.
Francine Ramaglia, Suzanne Davis and Joan K. Goodrich served as co-leaders to the project and
were responsible for facilitating internal and partner discussions. The Task Force was also
supported administratively by Lauren Czencz and Donna Beldowicz. Special thanks to Tyler
Peter for compiling, organizing and analyzing the data from internal and external sources which
can be found in detail in the Special Events Analysis.
2015 Special Events Task Force
City of Delray Beach Co-Facilitators
Francine Ramaglia,
Suzanne Davis, Parks & Recreation
Joan K. Goodrich, Economic Development
City of Delray Beach
Donald Cooper, City Manager Lauren Czencz, Finance
Larry Adderly, Public Works Sherry Dungey, Finance
Scott Aronson, Environmental Services Timothy Garito, Fire
John Battiloro, Police Clayton Gilbert, Environmental Services
Donna Beldowicz, Parks & Recreation Michael Moschette, Police
Harold Bellinger, Public Works Tyler Peter, Parks & Recreation
Al Berg, Community Improvement James Schmitz, Public Works
Michael Coleman, Community Improvement Jack Warner, Finance
Community Partners
Jeff Costello, Delray Beach Community Redevelopment Agency
Alan Costilo, Big Al Steaks
Marjorie Ferrer, Downtown Development Authority Delray Beach
Joe Gilley, Delray Beach Center for the Arts
Karen Granger, Greater Delray Beach Chamber of Commerce
Stephanie Immelman, Delray Beach Marketing Cooperative
Peggy Murphy, Delray Beach Center for the Arts
Laura Simon, Downtown Development Authority Delray Beach
Nancy Stewart, Festival Management Group
June 1, 2015
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Table of Contents
Acknowledgements ............................................................................................................................... 1
Table of Contents .................................................................................................................................. 2
Introduction ........................................................................................................................................... 3
Executive Summary ............................................................................................................................... 4
Key Intended Outcomes ........................................................................................................................ 5
Key Findings & Observations ................................................................................................................. 5
Key Recommendations .......................................................................................................................... 6
Other Recommendations ...................................................................................................................... 7
Event Improvements Underway ............................................................................................................ 7
Next Steps .............................................................................................................................................. 8
Select Special Events Data ..................................................................................................................... 9
Appendix 1: Project Chronology .........................................................................................................13
Appendix 2: Direct Community Partner Feedback .............................................................................14
Appendix 3: 2015 DDA Special Events Survey ....................................................................................19
Appendix 4: Current City Special Events Policy ..................................................................................23
Appendix 5: Current Special Events Business Process .......................................................................30
Appendix 6: Delray Beach Parks & Recreation Special Events Analysis .............................................31
2015 Delray Beach Special Events by Month ................................................................................39
..........................................................................................41
June 1, 2015
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Introduction
Special events, festivals and outdoor programs and celebrations are a long and treasured tradition
in Delray Beach, Florida. Especially when Downtown Delray Beach could only be described as
special events and festivals played a vital role to encourage residents
and visitors to come Downtown and patronize area stores and restaurants.
Fast forward 30 years and Delray Beach is now renowned for its reputation as
Emerging t Town by the New York Post and by Rand McNally,
USA Today and the Travel Channel. In fact in 2014, Delray Beach attracted and hosted more than
900,000 attendees to our family-friendly festivals and booming arts & culture scene.
But too much of a good thing can take its toll on residents, merchants, public spaces and places,
streets and traffic. And after hearing a rising outcry of dissatisfaction, the Delray Beach City
Commission directed City Management to study the issue and answer the question:
Are special events in the Downtown still great for Delray Beach
or is it time to reduce the number of events and make changes?
In January 2015, City Management and Staff began to collect and analyze data while engaging key
community partners and leaders in a conversation about the impact of special events in and
around the Downtown. After the issue was raised again by the City Commission at their Goal
Setting Session in February 2015, City Management scheduled the issue to be formally discussed
during the June 2015 City Commission Workshop meeting.
June 1, 2015
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Executive Summary
Making Delray Beach a better place for its residents, businesses and visitors was the driving force
behind the dialogue around special events.
true to the Delray Beach brand as a world-class destination because our vibrant downtown
hosts great events, festivals, programs and outdoor celebrations
for our residents, businesses and visitors which celebrate our history
Overall Project Goals
The initial assessment by the Internal Special Events Working Group - and coupled with the
input and feedback of our key community partners -began with some of the following goals in
mind:
a.Balance our visitors desire to visit and play with the needs of our residents and businesses
to live and work
b.Determine what City services are being delivered to special events, what capacity we have
and what changes are necessary to manage special events better
c.Lessen the negative impact of special events on public places, spaces, residents, and
business owners
d.Increase the positive impact of special events on the community
e.Determine the real costs of special events on City services and resources
f.Strengthen relationships with event producers
g.Decrease the number of events in the Downtown especially d
Achieving these goals will require enhancing business processes associated with special events
including:
a.Develop site plan templates
b.Update special event permit application
c.Identify security protocols
d.Develop standard route(s) for walk-run-bike events
e.Update special permit process, fee structure and establish event contracts
f.Establish centralized booking for site and facility rentals, reservations and special events
g.Revise event classifications, if necessary and link to levels of service
h.Advance administrative reviews and approvals for special events
June 1, 2015
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Key Intended Outcomes
Some of the key intended outcomes anticipated with an evolving Special Events Policy, business
processes and practices are:
a.Reduce the number of major street closures for special events
b.Improve traffic flow and reduce congestion on event days
c.Improve satisfaction ratings with downtown merchants and business owners for current
events with negative ratings
d.Eliminate unintended City subsidization of special events
e.Increase the number of local businesses conducting activation activities during Delray
Beach special event days
Key Findings & Observations
In addition to City and community partners data and feedback, Suzanne Davis and the Parks &
Recreation Department also benchmarked several Florida communities with active Special Events
Offices including the City of Tampa, St. Petersburg, Jacksonville, West Palm Beach and Fort
Lauderdale resulting in the following key findings and observations:
1.In reviewing event data from 2010 to 2015, the most number of events and event days
actually occurred in 2014 with 1 event occurring every 2.66 days. In 2015, this number is
estimated to decrease to 1 event every 3.2 days.
2.Future construction in and around downtown Delray over the next 36-48 months will have a
direct and anticipated negative impact on events in the Central Business District (CBD).
3.The physical capacity of facilities and venues relating to parking for attendees, vendors, and
site plan impacts to downtown customers, downtown employees, residents and visitors must
be taken into consideration during permitting and site plan approvals.
4.Checks and balances are needed for all events to ensure compliance to rules and regulations,
mitigation of possible risks and to ensure that the facilities and venues used for special
events (i.e. Old School Square Park) are returned to a satisfactory condition.
5.Require event producers to conduct surveys and economic impact calculations to
demonstrate impact and event satisfaction.
6.Special events also have an impact on staffing levels for public service agencies. More events
and attendees will increase the number of public safety officers and staff required in the
community.
June 1, 2015
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Key Recommendations
1
1.Reduce the number of major events (>5,000 attendees) located in and around Old School
Square and the Central Business District (CBD) during October April by allowing only 1
major event per month (total = 7) and no major events allowed during the same month as a
(Note: Current policy allows for 3 major - one or more days with a cost of greater than $12,000 for City
services - eventHoliday
Tree, Lighting Ceremony, Holiday Parade and First Night in December and Fourth of July Celebration in
July).
2.No new events (other than those previously permitted for) in and around Old School Square
and the CBD district for the next 18-24 months due to development construction schedules.
3.Close Atlantic Avenue and Swinton Avenue
Parade, Holiday Parade and Delray Affair and when public safety requires street closings.
4.Food trucks to conform to City policy except for by special permit.
5.Do not allow carnival-amusement rides on publicly-owned property located in and around
Old School Square and the CBD area.
6.Develop new routes (in addition to the current A1A route) for run-walk-bike events in other
parts of the City.
7.Budget for all City produced events i.e. Holiday events (Tree, Holiday Parade, First Night),
th
July 4 Obtain full cost recovery from producers for all other
events. Also require contracts and deposits for all non-City produced events.
8.
policy and business processes.
a.Establish a centralized booking system for publicly-owned property located in the
Downtown area (Arts Garage, Old School Square, Library, Crest Theatre, Historic
Society, Vintage Gymnasium, Pavilion, Tennis Stadium, Worthing Park,
Libby Wesley Plaza, Community Center, City Hall, Beach, Beach Pavilion, etal.) in order
to obtain greater efficiencies.
b.Use a NIMS (National Incident Management System) command system for events as
required.
1
See list of current major-hometown on page 41.
June 1, 2015
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Other Recommendations
1.Create an Event Starter Guide, a resource for organizing events in Delray Beach
2.
3.Creas a guide for event promoters to
include fire hydrants, electrical outlets, public safety and other public facilities.
4.Along with site plans, require event producers to develop Parking and Traffic Management
plans in coordination with the City.
5.Add Code Enforcement to the Special Events pre-event analysis team and process as well as
serving on the on-site events team as required.
6.Create a form for event producers to -report to the City of Delray Beach.
7.Develop an annual Mentorship Program for small community and non-profit event organizers
and provide grants to help them access professional special event training & development.
Event Improvements Underway
It is noted that substantive work is underway by the City team in revamping processes and systems
relating to Special Events.
Additionally, adjustments to future events by community partners are also in process including new
-y changes such as:
1. events are being located to (DBMC)
2.
3.Site plan for Fourth of July Celebration being changed to lessen impact of street closures
(DBMC)
4.Savor the Avenue is being recommended to move to a Monday (versus Thursday) night and
the timing of the event is being reviewed to allow for more access to daytime shopping.
(DDA)
5.Fashion Week is under review to lessen any unintended negative impacts. (DDA)
6.Delray Affair currently under review for changes and improvements. (Chamber)
June 1, 2015
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Next Steps
proceeding with the following tasks and activities:
1.Develop a new special events policy with clearly defined regulations, event categories, event
classifications, submission deadlines and fee structure.
2.Determine new pricing structure and fees for Special Events
3.Adopt Special Events Policy
4.Update Special Events Permit Application
5.Create and implement event contract
6.Determine levels of service for all event types and event classifications
7.Establish an Office of Special Events by 10/1/16.
It is anticipated that the new Special Events policy to be developed and adopted will have an
effective date of October 1, 2017.
June 1, 2015
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Select Special Events Data
Understanding key data points was important to the special events conversation. Suzanne Davis,
Donna Beldowicz and Tyler Peter of the Delray Beach Parks and Recreation Department led the
and analyzing existing data from special event permits, city
departments and divisions supporting special events.
Additionally, community partners shared their own individual event information to help build a
more comprehensive perspective to special events in Delray Beach including the importance and
impact of special events on community and charitable organizations.
See Appendix 6 for the complete Special Event Analysis.
Current Delray Beach Events by City Relationship
Name of Event City Relationship
100' Christmas Tree City Produced
100' Christmas Tree Lighting City Produced
Dad & Daughter Date Night City Produced
Delray Beach Holiday Parade City Produced
Delray Beach Turkey Trot City Produced
First Night City Produced
Fourth of July City Produced
Great American Clean Up City Produced
Kids Fest City Produced
Mom & Son Challenge City Produced
P & R Easter Egg Hunt City Produced
Veteran's Day Parade City Produced
Chris Evert Tennis Classic City Sponsored
Country Mile Concert City Sponsored
Delray Beach Open City Sponsored
Earth Day City Sponsored
EASTER Sunrise Service City Sponsored
Friday Night Concerts City Sponsored
Mini Music Series by DBMC (4) City Sponsored
Old School Beerfest City Sponsored
On the Avenue City Sponsored
Boys 18 & 16 National Clay Court Championships City Sponsored
Longines Future Tennis Aces City Sponsored
Delray Beach ITF City Sponsored
USTA National Sweet Sixteen City Sponsored
Summer Smash Sectionals City Sponsored
Columbus Day Open City Sponsored
Roots Festival City Sponsored
2nd Annual 5K Muttsquerade Privately Produced
3rd Annual Firefighter Eric Patrie 5K Race Privately Produced
June 1, 2015
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Name of Event City Relationship
5K Privately Produced
AVDA Race for Hope Privately Produced
Bacon and Bourbon Fest Privately Produced
Car Show Privately Produced
Chamber Business Expo Privately Produced
Chamber Gala Privately Produced
Cinco de Mayo Privately Produced
DB Historical Society Winter Harvest Privately Produced
DB Home Tour Privately Produced
Delray Affair Privately Produced
Delray Beach Garlic Festival Privately Produced
Delray Beach Wine & Seafood Fest Privately Produced
Dolphins Cycling Challenge Privately Produced
Downtown Delray Beach Craft Festival - Howard Privately Produced
Downtown Delray Beach Craft Festival - Howard Privately Produced
Downtown Delray Beach Craft Festival - Howard Privately Produced
Downtown Delray Beach Festival of the Arts - Howard Privately Produced
Downtown Delray Beach New Year's Weekend Craft Privately Produced
Festival
Fabulous Fashion Week Privately Produced
First Friday Art Walk Privately Produced
Food Truck Face-Off Privately Produced
Halloween Parade Privately Produced
Hatian American Festival Privately Produced
LPGA Legends Tour Privately Produced
Mass Confusion Beerfest @ Saltwater Brewery Privately Produced
MLK Walk Privately Produced
Orchid Giveaway Privately Produced
Relay for Life Privately Produced
Ride 4 Orphans Privately Produced
Savor the Avenue Privately Produced
Seek In the City Scavenger Hunt Privately Produced
Small Business Saturday Privately Produced
Spady Living Heritage Day Privately Produced
Privately Produced
St. Patrick's Day Parade Privately Produced
Stiletto Race Privately Produced
Tastemakers of Delray Privately Produced
Thanksgiving Weekend Art Festival - Howard Privately Produced
Twilight Bike Ride Privately Produced
USA Youth Volleyball Tournament Privately Produced
Wellness Fest Privately Produced
Source: Delray Beach Parks and Recreation, Tyler Peter
June 1, 2015
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Event Days & Number of Special Events : 2010-2015
Delray Beach Special Events
2010 - 2015
160
140
s
y
a
120
D
/
s
100
t
n
e
v
80
E
f
o
60
r
e
b
40
m
u
20
N
0
201020112012201320142015
# Event Days
100977689137114
# of Events
505754647752
FY 2014 Street Closures by Special Events
Atlantic Avenue Closed
Total
Mon Tue Wed Thu Fri Sat Sun for the
Year
0 1 1 2 3 7 3
17
Other Road Closures
Total
Mon Tue Wed Thu Fri Sat Sun for the
Year
1 1 1 4 5 13 10
35
Total Number of Days with Road Closures: 52
Total # of Events with Road Closures: 33
Full Closure of Atlantic Avenue: 3
Atlantic Avenue Mult-Day Closure: 2
Note: "Street closures East of Swinton actually have less impact than street closures West of Swinton due
to the better connected grid system. Also, when streets are closed West of Swinton, changing traffic
patterns primarily impact residential neighborhoods." (Delray Beach Public Works-Streets Team)
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Appendix 1: Project Chronology
key Special Event Community Partners have
been engaged in the study of Special Events since January 2015 and have conducted the following
meetings and activities:
Community Partners Meetings/Activities
February 2015 DDA Event Impact Survey (see Appendix for results)
February 24, 2015 Special Events Community Partners Meeting
March 6, 2015 Community Partner Special Events Matrix Exercise
March 11, 2015 Special Event Community Partners Meeting
March 25, 2015 Special Events Community Partners Meeting
April 7, 2015 Special Events Community Partners Meeting
April 20, 2015 Special Events Community Partners Meeting
May 22, 2015 Special Events Community Partners Meeting
Internal Special Events Working Group Meeting/Activities
January 10, 2015 Internal Special Events Working Group Meeting
February 10, 2015 Internal Special Events Working Group Meeting
March 11, 2015 Internal Special Events Working Group Meeting
March 17, 2015 Internal Special Events Working Group Meeting
April 3, 2015 Internal Special Events Meeting with Public Works, Streets and Parking
April 7, 2015 Internal Special Events Working Group Meeting
April 23, 2015 Internal Special Events Meeting on Fee Structure
May 5, 2015 Internal Special Events Leadership Meeting
May 13, 2015 Internal Special Events Leadership Meeting
(Note: Meeting summaries are available upon request.)
June 1, 2015
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Appendix 2: Direct Community Partner Feedback
From Alan Costillo, Big
for restaurants. Well, after the Delray Affair last week, I have the following to report:
-
streets were mobbed with people, but that translated to business for the booths and food
When
was triple our normal volume. The increase eventually vanished over the years until we
were happy to see the show go off the Ave.
years, they have dwindled to where ONLY ONE SHOW THAT CLOSES THE AVENUE
brings 20% of the volume of patrons that the Delray Affair
Also, Howard Allen shows that do NOT close Atlantic Avenue bring more business on a weekend
than the other affairs that do close Atlantic Avenue. And with that in mind, I wonder if we might
ets with as much
fanfare as possible
minimum. When event applications are considered not only should positive impacts be considered
but perceived negative impacts should be mitigated including for those events produced by the
City.
our wonderful Downtown and not subtract from it. This Downtown venue supports many family
businesses and has gr
From Karen Granger and Todd
After reviewing the proposed new Special Events Permit Application and policy we recommend the
following:
ly-
Why is a policy of no carnival-amusement rides at events being considered? Wha
justification for this? Also, what is a carnival ride? Is the Center for the Arts Carousel a
carnival ride? Why or why not?
Copy of Alcohol License requirement prior to 30 days is not possible under current State
ABT laws.
Only require previous year Revenue/Expense summaries for returning events.
There are some issues with the language and methodology of the DDA survey, any results
should be evaluated with caution.
June 1, 2015
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The data shows that other than a spike in 2014, events actually stayed about the same over
the period of time from 2010 - 2015. It seems rather radical to base such a dramatic shift in
policy and procedures on a single anomalous year.
While the Arts & Economic Impact Calculator can be used for all events, all other impacts
are very subjective
during the event itself. The time scale of impact is also important there are immediate
on the impact of an event patron spotting a new store or restaurant that
the day of the event, but return to at a later date.
The early recommendation to staff a new Office of Special Events with three positions
seems to be considerable to react to a single outlying year in the provided data. In addition,
the likely result of the changes proposed in this document would be an immediate and
ongoing decrease in events in Delray Beach, which would further decrease the need for this
level of staffing.
Adding and maintaining an approved outside vendor list seems like an onerous burden for
the City, and one that brings additional liability to the City with relatively little returns. In
essence, the City assumes some responsibility for the performance of approved vendors.
of any major problems.
allowing event producers to select their own vendors.
Assess crowd control and implement NIMS Critical Crowd Density in site plan/venue
analysis when relevant.
If utilizing attendance as a driver of level of service, peak attendance during the event
should be used versus total event attendance over several days (if a multi-day event).
From Stephanie Immelman, Delray Beach Marketing Cooperative
Because of the process the City has taken with the Special Events conversation with inclusive
meetings, the major event organizers are already making changes to alleviate stresses on the City
such as:
Taking the events off the street entirely
Altering site plans to limit or change street closures
Changing the day of the week of the event (Thursday to Monday)
Considering the time of year (season/off-season)
Considering time of day
One of the biggest challenges I see for the City is how it is going to classify events and what
standards/levels of service the different event classifications will enact.
June 1, 2015
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Marjorie Ferrer and Laura Simon, Downtown Development Authority
Downtown Events began as a need to promote the Downtown and drive customers to the
businesses within the Downtown area. When the Downtown is used as a venue it needs to take in
consideration the business impact. Not all event traffic is a benefit especially if it causes direct
competition. In 2006 an assessment of Marketing Programs and Events was conducted by Blount
Hunter and after reviewing this assessment much of the findings are still very accurate and should
be taken into consideration as this process is established.
This assessment suggested that organizations that sponsor events should be sensitive to
merchants suggested moving events throughout the different areas within the Downtown. (The
Full Assessment is available upon request.)
The DDA has conducted an Event Impact Survey of the Downtown Merchants in March 2015 and
the results can be found in Appendix 3.
Other DDA feedback and comments are:
The history should reflect that the discussions concerning the Downtown Events began in
2014 with much discussion concerning the vendors, food vendors as well as the number of
events. The turning point was the December Tree Lighting event which led to these
meetings in 2015.
Also to be pointed out is that the purpose of having events within Downtown has changed.
It was brought up by the DDA and the Commission that original purpose of the event is in
question and should determine that who is the event for and has it changed from its
original purpose? Who are the events benefiting or hurting and is that acceptable or how is
it measured? All which should be taken into consideration.
As it relates to prov agrees that the City should
provide this and manage it on yearly basis
d
processes for both the City and the Promoter.
-
o-lets, etc.
The DDA recommends that there be requirements from event promoters to provide results
of the event and impact on the Downtown
Surveys of the event attendees should be required to provide actual data results
in a non-City produced special event implies that the event is City
sponsored.
June 1, 2015
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Nancy Stewart-Franczak, Festival Management Group
WILL THE EVENT USE AMUSEMENT RIDES
It was determined at the
th
meeting on April 20 to not discuss, however we need to impress the importance to events.
Purely mechanical?
Events such as the Delray Beach Garlic Fest (large percentage of income generated that goes
toward contribution to non-p
st
We already require additional insured policies from amusement ride company AND state
inspection prior to opening of event.
There have never been any problems associated with amusement rides in our 18 year history of
doing events in Delray Beach. Amusement rides are as American as apple pie and it is an elitist bias
on a few vocal members of the community who do not think it fits the image of Delray Beach. I
have included a YouTube link to the professional video produced this
year. https://www.youtube.com/watch?v=GO6CPdstkSg I encourage you to view to realize the
family friendly component of the Garlic Fest.
Also ahe following:
School Square Park)
st
Relating to the 1 payment due to the City (between 30 45 days prior to the event
Clarify that a site plan/route map is for all events
Note that site plans may change the day of set-up and requires some flexibility
Clarify that the 14 ft. wide fire lane clearance pertains to streets only
-populated on a map?
It is impossible to require Alcohol license 30 days prior to an event. The state does not
accept applications for consideration until 30 days prior. Please change policy to reflex the
state ABT law.
When considering the appropriate number of restrooms for event producers to provide,
please take into consideration total attendance at a specific time period. While 30,000
attendees may be generated over three days, there is never more than 5 to 7,000 people
on site at one time.
s concession stand and Old School
How will the fee structure for Street Closures be estimated?
Additionally, I have the following questions and comments:
Regarding the initial suggestion of staffing a new Special Events Office:
What is the criteria / job requirements for staff of City Event Department?
o
June 1, 2015
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Nancy Stewart-Franczak - continued
o
Will the tennis events also share in the costs of the City Event Department?
o
Suggest an event producer act as liaison to the City Event Department
o
At a time of increased budgetary pressure, why is it being considered to add three
o
full time positions to the city staff when the political climate, increased cost and
regulations will discourage events (and possibly
visitors) to stop coming to Delray Beach altogether?
I recommend one full-time person and a special events liaison could manage the
o
task easily (especially if the number of events are being limited).
Who will evaluate and compile all comments and recommendations for the final report?
Will the community partners see the final recommendation and have input prior to
presenting to city commission to ensure all points have been communicated?
If events in Delray Beach are so problematic, perhaps all events (private & City events)
should be required to generate sponsorships/income to pay for the costs associated with
the event. It was mentioned that events are a financial burden to taxpayers so it seems
only fair to make all events self-sufficient and required to pay the city costs and share the
cost of City Event Department being created.
apprehensive to be required to use companies that we do not have a working relationship
with already. We have worked with a long list of suppliers for 18 years. All of which have
provided exemplary service and support to events we produce.
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Appendix 3: 2015 DDA Special Events Survey
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Appendix 4: Current City Special Events Policy
CITY OF DELRAY BEACH
SPECIAL EVENTS
POLICIES & PROCEDURES
Effective November 5, 2013
Definitions
I .
A) Special Event - A special event is a non-routine happening or social activity bringing
people together in a defined area on City facilities, right of way, or private property
which requires City services to ensure safety and coordination. Special events
include activities such as festivals, concerts, sporting events, parades, walks and
runs, etc. This definition does not apply to events held at the Tennis Center, which
require a separate contract.
B) Producer An organization that is responsible for all aspects of an event or
performance (advertising, marketing, talent costs, insurance, hold harmless
agreement, etc.) and is responsible for all revenue and expenses for that event.
C) Sponsor A business, organization, agency or individual who gives cash or inkind
product or service to support a producer of an event or production by agreement, for
the benefit of that agency, business, organization or person.
Types of Events
II.
A) Major Event An event of one or more day duration with a cost of over $12,000 for
City services, staff overtime and equipment use.
B) Intermediate Event An event of one or more day duration with a cost of between
$1,500 and $12,000 for City services, staff overtime, and equipment use.
C) Minor Event An event of one day or less duration, with a cost of under $1,500 for
City services, staff overtime, and use of equipment.
III. General Policies
A) Event producers are required to obtain all City, State, County and Health
Department permits, licenses and/or inspections as may be needed.
B) Event producers are responsible for submitting in writing permission as may be
required from other governmental agencies, private property owners, and
designated managers of City property including Old School Square for use of
their sites for an event.
C) Event producers are responsible for overall event planning and management,
promotion, marketing, advertising, entertainment, and vendor selection. The
event producer is responsible for actions of their vendors. City assistance may
be provided in promoting the event on its web site and other printed
publications.
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D) Only three (3) major events will be allowed per month, including a major event
held at the Tennis Center.
E) A major and intermediate event will not be allowed on the same day.
F) No more than two (2) intermediate events will be allowed within the same
week.
G) Only four (4) intermediate events will be allowed in a month where there is a
major event and only five (5) will be allowed in a month without a major event.
H) Multiday and/or single day events will only be allowed three (3) weekends
(Saturday and Sunday) in any given month, excluding minor events.
I) City staff will assist in obtaining parking lot use agreements from the County
and CRA as may be needed.
J) Event producers or their contractors are required to submit required certificates
of insurance, to include liquor liability when applicable, hold harmless
agreements, and any required cash bonds or deposits to the City at least two (2)
weeks before the event. New events will be required to make nonrefundable
deposit in an amount as may be determined by City Commission at least three
(3) weeks prior to the event.
K) All events except for minor events and 5K runs are required to attach to the
event application a copy of the Arts and Economic Impact Calculator showing
economic impact as obtained on line at www.AmericansForTheArts.org.
L.) Minor events and neighborhood block parties will be approved or disapproved
at the staff level; all other events will be approved by the City Commission.
IV. Special Event Permit Submittal Requirements
Submittal Time
A)
1.Major Event
Initial requests including permit application and all back
up material, must be submitted to the City Manager or his designee at least
120 days prior to the event, but not more than 12 months in advance.
2.
Intermediate Event
Initial requests including permit application and all
back up material must be submitted to the City Manager or his designee at
least 90 days before the event, but not more than 12 months in advance.
3.
inor Event
3MiInitial requests including permit application and all
backup material must be submitted to the City Manager or his designee at
least 45 days prior to the event, but not more than 12 months in advance.
Submittal Requirements
B)
1. All Events
a.City of Delray Beach Special Event Permit
b.Event budget to include revenues and expenses and previous year's
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actuals if not a new event
c.Site Plan
d.Economic Calculator if not a 5/10K Run or minor event
e.Certificate of Event Liability Insurance naming the City as a
certificate holder and additional insured
f.Hold Harmless Agreement
2. The following additional items may be required based on the size and
nature of the event:
a.Parking plan
b.Traffic plan
c.Private security plan
d.Alcohol control plan
e.Police security plan
f.Pyrotechnic permit submittals shall be submitted to the Fire-
Rescue Department at least 30 days prior to the scheduled
display.
g.Alcohol Liability Insurance
h.Maintenance/cleanup plan
i.Entertainment schedule
j.Load in and take down schedule
k.Public Health Department Inspection
If the applicant seeks a waiver of any City ordinance or land development regulation, that
request must be made in conjunction with the special event application.
Event staffing
C)
Police
1.police or other trained non-sworn personnel may be required
a. At the discretion of the Chief of Police or his/her designee
based upon projected attendance numbers, type of event,
traffic/pedestrian concerns, geographic location, and site layout.
b. Mandatory police personnel are required for events where alcohol
is served or sold by the event producer, event vendor, or other
businesses within the event foot print.
Event producers may through agreement with the Police Department, substitute or add
whenever possible private security for certified police officers.
Fire
2.mandatory staffing may be required as determined by the Fire Chief or
his/her designee in consultation with the City Manager or his designee
normally when the total estimated crowd at any one time in the venue area
exceeds 2,500 people. However, staffing requirements must take into account
venue risks, type of activity, and other safety considerations in addition to
the size of the event.
If the Police/Fire Department determines that there is no undue risk to public safety, then
Police/Fire staffing of the event is not necessary.
Parks Maintenance
3.Parks Maintenance staff will provide assistance when
Requested for event site cleanup and trash collection and disposal. Event
producers may substitute this function with volunteers and/or private
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contractor with City approval. Parks Maintenance staff will also set up and
take down City stages when requested.
Public Works
4.Public Works staff working with the event producer will
prepare and submit required FDOT permits for street closures, under the
direction of a certified MUTCD, will install barricades, message boards and
arrow boards, as needed, will prepare event signage when requested and
approved, will set up portable light towers and generators and will provide a
City electrician when needed.
V. Event Payment for City Services
City Produced or Co-Produced Events; Public School Produced Events
A)
There are no charges levied for any City services or rentals for City produced or co-
produced events or for those minor events that are produced by a public school
located in the City.
Old School Square Inc. and Delray Beach Marketing Cooperative
B)Events
produced by Old School Square Inc or the Delray Beach Marketing Cooperative are
required to pay 50% of City staff overtime costs plus 100% of other costs as indicated
in paragraph C.
All other Events -
C)All other event producers, whether a nonprofit or for a profit
private producer, will be required to pay 100% of all City staff overtime costs.
The event producer is also required to pay 100% of land and/or equipment rental,
signage, stage rentals, trash boxes and liners, and vehicle towing costs.
Equipment rentals include but are not limited to barricades, message boards,
arrow boards, tables, chairs, tents, light towers, portalets and portable generators.
In addition, event producers will be required to pay for any site damage caused by
their event, pressure cleaning, and any other site cleanup necessary, plus any fines
that may be levied.
Payment to the City is due within sixty (60) days of receipt of the City invoice.
Failure to pay within this time frame could be grounds for denial of future events.
D)
New Events
New events will be required to pay a deposit in an amount and
time, prior to the event, as may be specified by City Commission.
E)
Administrative
All event producers are required to pay a 5% administrative
fee of the total of City staff overtime costs.
F)
Events that include food preparation and service vendors shall at the
discretion of the City:
1.Provide a container of adequate capacity designed for grease and oil
collection containers, the contents of which shall be legally disposed of by a
certified hauler.
2.Provide a dumpster of sufficient size and type for garbage and trash
collection, contents of which shall be disposed of by a certified hauler.
The above are the sole responsibility of the event producer.
Permit Fees -
G) Event processing permit fees will be charged as follows and
arenon-refundable:
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1.Minor event $ 75.00
2.Intermediate Event $150.00
3.Major Event $250.00
4.Permit fee due at time of application submittal.
Above payment structure does not include charges that may be contracted for use of
Old School Square, Tennis Center or City Park. Charges specified in contracts for
these sites may be different from and/or in addition to the above schedule.
VI. Parking
A)
Reserved Parking:
Event producers may request use of City owned surface lots
for reserved parking. Requests need to be in writing and/or on the site plan
included in the event permit package.
B)
Paid Parking:
The City, at its discretion will determine, based on event impact,
whether or not it (City) will charge for parking in City owned parking garages,
City owned surface lots and in the County Parking Garage. Revenue from said
parking will be retained by the City to offset operating costs of parking lots.
C)
Community Redevelopment Agency Parking Lots:
Requests to use parking lots
owned by the Delray Beach Community Redevelopment Agency for reserved parking
or paid parking are to be made in writing to Delray Beach Community
Redevelopment Agency, 20 North Swinton Avenue, Delray Beach, FL 33444.
D)
Palm Beach County/South County Court House Parking Garage:
By
agreement with Palm Beach County, the City of Delray Beach, the Delray Beach
Public Library or the Delray Beach Community Redevelopment Agency may
request use of the South County Court House Parking Garage for paid or free
parking. The County requires both the approval of the City and Library for its
use. The County requires that this lot be manned by a professional parking
management company that is bonded or by the City if manned by a certified
Police Officer. Any requests to utilize this garage must be made to the City and the
Library. Palm Beach County does not allow the use of this garage during normal
courthouse operating hours and requires reservation of spaces after hours and
weekends if their employees are working in the Courthouse.
E)
Delray Beach Public Library Surface Lot:
Requests for use of this lot need to
made directly to the Delray Beach Public Library, 100 West Atlantic Avenue,
Delray Beach, FL 33445, with a copy to the City.
VII. Neighborhood Block Parties -
Permit applications for neighborhood block parties will be
reviewed by the City Manager or his designee. Consideration of approval will be based
upon the following policies:
A)
Permit applications must be received in writing by the City Manager's Office at
least 30 days prior to the event.
B)
Permit applications must be submitted by the Homeowners Association or where there
is no Homeowners Association by other individuals with a petition signed by 51%
of the homeowners who live on the block.
C)
Approvals will only be given for a one (1) block area.
June 1, 2015
Events Are Great 28
D)
Consumption or sale of alcohol on City rights-of-way will not be permitted.
E)
Structures other than barricades are not allowed in the City rights-of-way.
F)
Homeowners Association will be required to pay all overtime costs that may be
incurred.
G)
Impacts due to other events will be considered in approval process.
H)
Applications will not be approved for any activity past 10 p.m.
I)
Approvals will not be given for individual homeowner sponsored parties or
events.
VIII. Grounds for Denial of Permit -
Permit applications shall be reviewed by the City
Manager or his/her designee within thirty (30) days of submission of the permit
application. Permits may be denied for any of the following reasons:
A)
The application for permit (including any required attachments and submissions) is
not fully completed and executed;
B)
The applicant has not complied with Event Policies and Procedures;
C)
Submittal of permit application less than the minimum submittal day requirements per
section IV (A);
D)
The applicant has not tendered the required application fee with the application or has
not tendered the required user fee, indemnification agreement, insurance
certificate, or security deposit within the times prescribed by the City Manager or
his/her designee;
E)
The applicant has not tendered the required fee, or a portion thereof, for prior
year's events;
F)
The application for permit contains a material falsehood or misrepresentation;
G)
The applicant is legally incompetent to contract or to sue and be sued;
H)
The applicant or person on whose behalf the application for permit was made has
on prior occasions damaged municipal property within the City of Delray Beach
and has not paid in full for such damage, or has other outstanding and unpaid
debts to the City of Delray Beach;
I)
A fully executed prior application for permit for the same time and place has been
received, and a permit has been or will be granted to a prior applicant authorizing
uses or activities which do not reasonably permit multiple occupancy of the
particular municipal property or part hereof;
J)
The use or activity intended by the applicant would conflict with previously
planned programs organized and conducted by the City of Delray Beach and
previously scheduled for the same time and place;
K)
The proposed use or activity intended by the applicant would present an
unreasonable danger to the health or safety of the applicant, or other users of the park,
June 1, 2015
Events Are Great 29
of City Employees or of the public;
L)
The applicant has not complied or cannot comply with applicable licensure
requirements, ordinances or regulations of the City concerning the sale or offering of
any goods or services;
M)
The use or activity intended by the applicant is prohibited by law, by the City's
Code of Ordinances or by these regulations.
N) The applicant's staffing/parking needs cannot be met by the City.
IX Approval and Waivers
- The City Manager, or his/her designee, shall be allowed to
approve all special events, provided that they meet the requirements of this policy.
In the case of a new special event, the City Manager, or his/her designee, shall only
be allowed to approve Minor and Intermediate special events. The City Commission
shall approve all new Major special events. The City Manager, or his/her designee,
may approve waivers associated with the special event, provided the waiver does not
extend beyond the time period for the special event.
X. Appeal Process
Special Event Permit or waiver denials may be appealed in
writing to the City Commission within fifteen (15) days of the denial. The City
Commission must render a written decision within ten (10) days after the City Commission
meeting at which the appeal was considered. If the City Commission upholds the permit denial
for an event, regardless of classification, then the applicant may appeal the City
Commission's decision to the Circuit Court of Palm Beach County within thirty (30)
days.
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Appendix 5: Current Special Events Business Process
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Appendix 6: Delray Beach Parks & Recreation Special Events Analysis
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2015 Delray Beach Special Events by Month
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Name of EventMonth# of Reported Current City ClassificationProposed New City LocationCBD/OSS
AttendeesClassification
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1Downtown Delray Beach January30,000IntermediateMajorAtlantic Ave - X
Festival of the Arts - Howard Intercoastal to A1A
Alan
2Delray Beach Garlic FestivalFebruary35,000MajorMajorDBCA and OSSX
3Delray Beach OpenFebruary25,000MajorHometown - ContractedTennis CenterX
4Downtown Delray Beach February15,000IntermediateMajorNE & SE 4th Ave, 1 X
Craft Festival - Howard Alanblock each way
5St. Patrick's Day ParadeMarch65,000MajorMajorAtlantic Ave. X
6March15,000IntermediateMajorVeterans Park
Twilight Bike Ride
7March10,000IntermediateMajorDBCAX
8Bacon and Bourbon FestMarch5,000IntermediateMajorDBCA and OSSX
9Delray AffairApril200,000MajorMajorAtlantic Ave. X
10Downtown Delray Beach October15,000IntermediateMajor4thX
Craft Festival - Howard Alan
11Veteran's Day ParadeNovemberN/AN/AHometownAtlantic Ave. X
12Delray Beach Wine & November50,000MajorMajorA1A
Seafood Fest
13Thanksgiving Weekend Art November30,000IntermediateMajor4thX
Festival - Howard Alan
14100' Christmas Tree LightingDecember40,000IntermediateHometownDBCA and OSSX
15First Night December40,000MajorHometownAtlantic Ave. X
16Downtown Delray Beach December15,000IntermediateMajor4thX
New Year's Weekend Craft
Festival - Howard Alan
17Delray Beach Holiday December10,000IntermediateHometownAtlantic Ave. X
Parade
June 1, 2015
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Michael Coleman, Director, Community Improvement
THROUGH:Donald Cooper, City Manager
DATE:May 14, 2015
AGENDA ITEM WS.4 -WORKSHOP MEETING OF JUNE 9, 2015
SUBJECT:
DISCUSSION REGARDING FOOD TRUCK ORDINANCE
BACKGROUND
The City Commission directed staff to draft an Ordinance regulating Food Truck Vendors in the City of
Delray Beach. A Staff committee was created to review Ordinances adopted by municipalities and
counties regulating Food Trucks throughout the country and consider appropriate regulations for Delray
Beach. Staff met multiple times to review and discuss the Ordinances, which helped in developing
appropriate regulations to govern Food Trucks in Delray Beach. The committee modeled the
regulations based on Ordinances adopted by the cities of Hollywood, Boynton Beach, Ft. Lauderdale,
West Palm Beach, Raleigh NC and Portland, OR. The proposed regulations were presented to a
business stakeholders group (restaurant operators in the CBD and Property Management firms) for
consideration and discussion, and they made suggestions to the regulations, which were incorporated
into the pilot program.
Prior to implementing a formal Ordinance to regulate food trucks, a pilot program was established for a
6-month period (September 2014 February 2015) to work out any issues or concerns. The pilot
program was extended for an additional six months (March 1, 2015 August 31, 2015). To date, 14
Food Trucks have been permitted on a trial basis and all rotate their time at the Saltwater Brewery and
have not established a location at any other site in the City. Staff has not witnessed any violations of the
rules or regulations.
Staff hosted a Food Truck Stakeholders meeting on March 13, 2015 to get feedback on the proposed
regulations. The vendors would like the City to consider modifying the regulations to expand the
permissible zoning districts to operate, decrease the amount of the processing fee and expand the hours
of operation. A discussion of these items is provided below.
Zoning Districts
: When Staff initially discussed the permissible zoning districts where Food Trucks
could operate, they were in favor of allowing them in most zoning districts except in the Central
Business District (CBD) and the prohibited areas listed below. However at the business stakeholder
meeting, the sentiment was that the zoning district should be more restrictive to eliminate the
competition with established restaurants. Based on that feedback, staff eliminated some of the zoning
districts they were considering to allow Food Trucks to operate in such as, General Commercial (GC)
and Planned Commercial (PC) (see attached map). The Food Truck Vendors voiced concerns that the
zoning districts are too restrictive. To date, the only place where they have obtained permission to
operate is at the Saltwater Brewery, which is zoned MIC.
Food Trucks will be prohibited in the following areas:
City Parks, City parking lots (except when approved as a part of special events)
Municipal Beach, A-1-A and public rights-of-way
Municipal Cemetery
Residentially-zoned neighborhoods
Unimproved surfaces, vacant lots and abandoned business locations
Cannot sell from a moving vehicle; drive-up sales will be prohibited
Proposed zoning districts where Food Trucks may be allowed to operate
:
Automotive Commercial (AC)
Planned Office Center (POC)
Planned Commerce Center (PCC)
Mixed Industrial & Commercial (MIC)
Planned Office District (POD)
Mixed Residential Office & Commercial (MROC)
Light Industrial (LI)
Industrial (I)
Permit Fees:
Currently, as written, there would be an application processing fee of $500.00 with an
annual renewal process fee of $150.00 per year plus a Business Tax Receipt (BTR) $172.61 (if
domiciled in City). Staff had originally proposed an application processing fee of $300.00. However, at
the Business Stakeholder meeting the attendees felt that the fee was too low and it was suggested to
be established at $500.00 as food trucks do not pay taxes or rental fees as a brick and mortar business.
The Food Truck Vendors feel this fee is excessive given the limited zoning districts and hours of
operation. Fees vary by municipalities. Here are some examples:
City of Hollywood: $25.00 processing fee, $62.50 license to operate and renewable each year and
$87.50 BTR
City of Boynton Beach: $250.00 Site Permit fee (one time), additional $50.00 site permit fee if
trucks are added to the site, $92.61 BTR
City of West Palm Beach: No processing fee only a $117.76 BTR and $10.00 zoning fee
Hours of Operation
: As written, the Pilot Program allows the hours of operation from 9:00 a.m. to
10:00 p.m. each day of the week. A Food Truck Vendor is allowed to operate at an approved site up to
a maximum of 4 days per week but no more than 3 consecutive days and can operate at each site for 4
hrs. The hours of operation and the length of time food trucks are allowed to operate on-site was
modeled after other ordinances. But again, this varies from municipalities such as in the case of West
Palm Beach where food trucks are allowed to roam but not allowed to stay in one place for more than
a 2-hour increment. The vendors would like to operate for more than 4 hours at a time and be allowed to
operate until midnight.
DISCUSSION
Staff is seeking Commission direction on how to proceed with the Food Truck Ordinance and
specifically discuss the items listed herein such as the zoning districts, permit fees and hours of
operation.
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Donald B. Cooper, City Manager
DATE:June 2, 2015
AGENDA ITEM WS.5 - WORKSHOP MEETING OF JUNE 9, 2015
SUBJECT:
COMMISSION COMMENTS