Consideration and Adoption of Resolution No. 2012-35: A resolution of the City Council of the City of Flagstaff, Arizona repealing Resolution No. 2011-09 and approving new Guidelines for Special Events.

• Read Resolution No. 2012-35 by title only.
• Adopt Resolution No. 2012-35.

Community Events is proposing revisions to the packet for the following reasons:

• To introduce new rules, regulations and policies to ensure the safety of the event participants.
• To introduce new rules, regulations and policies to provide better communication between event producers, surrounding businesses and residents.

Subsidiary Decisions Points: No subsidiary decision points.

No anticipated financial impacts.

Livability through good neighborhoods, affordable housing and varied recreational activities.
Effective governance.

City staff and City Council periodically review the special event permit packet in order to refine it and meet the current needs of stakeholders.  The last review by City Council was conducted in February 2011. 

1. Approve all revisions as presented.
2. Amend proposed revisions or add new revisions.
3. Make no revisions to the existing permit packet.

The existing special event permit packet was revised and adopted by City Council in February of 2011.  Since that time, suggested revisions from City Council, event producers and the public have prompted the Recreation Services Division Office of Community Events to further refine the packet.

The following revisions are recommended in the special event permit packet:

Feedback:  A Recreation Services administrative phone number has been created so that residents and businesses may register feedback, positive or negative, regarding special events.  This number is posted on the Recreation Services website and will be in the CityScape newsmagazine.  This will also be added to page 12 of the section, Community Outreach in the Special Event Rules and Regulations: "Residents, participants or event producers who wish to register feedback about events should call 928-213-2318."  

Deletions from the Special Event Rules and Regulations:  Remove the following section from page 6 under Banner and Signage Guidelines: “Banners with liquor references are allowed only if the special event has obtained a liquor license.  In this case, display of the banners is restricted to the designated drinking area or ‘Beer Garden.’  The banners must face inward to the event area.”

Additions to the Special Event Rules and Regulations:  Page 12 under the section Street Closures:
“The Applicant/Event Organizer must notify merchants and residents affected by the street closure (those residents and merchants located on the route or street closure; within the perimeter of the route or street closure; and those within a one block radius of the street closure).”
 
Page 13 of the section, Traffic Control Plan:
“All flaggers shall be certified per ARS 28-653,2001 and shall receive and review the COF – Volunteer Flagger Informational Handout.”
 
Corrections to the Special Event Rules and Regulations:  Many City Hall phone numbers have been changed when the City transitioned to the new VOIP phone system.  Phone numbers in the special event permit packet have been updated to relect this change.

The proposed changes to the special event permit packet will increase public communication, safety and help to preserve Flagstaff's quality of life.

The proposed changes have been reviewed and commented on by the City Council on June 12, 2012 Parks and Recreation Commission on July 18, 2012 and were in part in response to public suggestions and input during and after events.

10/02/2012 - EAB