Discuss the Transient Merchant license approval process for Game Fair

Licensing Process / Issues

There have been instances in the past where solicitors were unable to get an approved license in time for the Game Fair. Staff would like to discuss the following with the City Council:
1. The City code requires a Solicitors' License to get a background check and to be approved by the City Council. Especially for the Game Fair. Last year, City Staff sent reminders to previous vendors/ transient merchants / solicitors (the "Vendors") regarding the deadline application submittal dates.  There are times when Vendors will submit a license application after the submittal window has closed and they are not issued licenses. For example, for the 2023 Game Fair, a Vendor submitted the license after the license deadline date; therefore, it could not be added to the City Council agenda for approval. During Game Fair, the Vendor set up a booth to sell dog toys and advertise puppies that would soon be available for adoption without the approved license. Staff shut down the booth. The frustrated Vendor attended the public forum portion of a City Council meeting to discuss the situation. Staff believes that more education for land owners around 161st Avenue in the Game Fair Overlay District is needed to ensure that property owners and potential Vendors know what is needed for a City license.   Some possible solutions that could help these property owners and future Vendors include:

1) Annually send out letters / emails to previous year Vendors defining the application deadlines so that the application has time to be reviewed by City Staff, background checks to be completed by the Police Department and approved by City Council.

2) Annually send out letters to property owners in the Game Fair Overlay District letting them know what activities are allowed on their properties without a City license and which activities would require a City license.

Communication for the above options could be expanded to Social Media / Ramsey Resident and the City Website

Another potential option for those who do not meet application deadlines for Game Fair and get formal City Council approvals, would be to authorize City Staff and PD to process the applications and approve them administratively with out City Council review or approval.  Staff has concerns with this option as it may lead to unrealistic time expectations on processing the application (Review, fees and PD Background checks) and to issue the license.  Right now, aside from Rental licenses and Contractor licenses, no other city license are approved administratively.  It should be noted that this option would require the CIty Council to amend City Ordinances.

It should be noted that there are not many instances of Vendors not being able to get their licenses in on-time. This doesn't appear to be a common issue and more education rather than a change in process might be sufficient to alleviate these outlier.

Enforcement

Both the Planning Division and Police Department have been involved in enforcement actions for those that do not have the proper licenses.  In the past, there has been inconsistent enforcement based on information that has been available to Code Enforcement and the Police Department. It would be helpful to have agreement on how to consistently administer enforcement.  

Letter and emails providing past Vendors and Property owners with application deadline information could be done by early June, if not sooner.

If the City Council directs an amendment to the city code to allow for administrative approval for Transient Merchant licenses for Game Fair, staff will make the changes and introduce the ordinance at the May 28, 2024 City Council meeting, the 2nd reading at the June 11, 2024 City Council meeting, and publication afterward. The ordinance will become effective on or soon after July 11, 2024.

Not Applicable

Community Development Department/Economic Development Division

Provide staff with direction.