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A Resolution Approving and Adopting the 2025 Special Event Fees
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Introduction
overview
Pursuant to the Village Code, the Village Board of Trustees reviews Special Event fees annually. Most fees are based on actual wage changes provided in applicable collective bargaining agreements or directed by the Village board via the annual budget process.
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Recommended Action
Adopt the Resolution
Prior Board Action
The Board has taken the following prior actions:
• April 11, 2024 - The Board approved and adopted 2024 Special Event Fees
• February 6, 2023 - The Board approved and adopted 2023 Special Event Fees
• October 17, 2022 & November 11, 2022 - The Board held a first and second reading, and subsequently adopted changes to Chapter 30 (“Special Events”), Article 1 (“General Regulations”), Section 30-1-3 (“Policies and Procedures”) of the Oak Park Village Code to provide a 25% discount for Certain Special Event fees in Fiscal Year 2021 and Fiscal Year 2022 to provide pandemic-related relief to event-holders. This discount was funded through American Rescue Plan Act funds.
• March 7, 2022 - The Board approved and adopted 2022 Special Event Fees
Background
Pursuant to Village Code, special event fees are adopted annually by the Board of Trustees to account for the actual costs of Village services provided to event-holders. Each year, event fees increase based on changes to equipment rates and/or wages for Village employees. Over the years, the Village Board has adopted a number of programs designed to align with the Board’s goals related to special events.
In 2021 and 2022, the Village Board used ARPA funds to provide pandemic-related relief to event holders by providing a 25% discount for special events.
In 2018, the Village Board updated the Special Events permitting process and implemented a fee waiver program for the following three years: 30% of fees (excluding application fee) were waived in 2018, 20% of fees (excluding application fee) were waived in 2019, and 10% of fees (excluding application fee) were waived in 2018.
The Development Services Department has funds budgeted in 2025 to provide grants for both new and existing special events. New events are proposed to have three years of financial support to help event holders promote their events and to assist event holders with challenging operations and start-up costs. Existing special event holders would be granted funds based on alignment with sustainability, tourism & nightlife, and DEI goals of the Board of Trustees.
Timing Considerations
Planning for 2025 events has begun. Special event fees should be adopted in advance of the special event season. The first special event of the year is typically held in April.
Budget Impact
Fees have been reviewed and updated consistent with the adopted fiscal year 2025 budget. Wages have also been reviewed and updated following applicable collective bargaining agreements and appointee pay plans.
Staffing Impact
Special event support is typically provided through overtime assignments in the Police, Fire, Public Health, and Public Works Departments. Large-scale events require significant staff resources. When staffing levels are low, there is a significant strain on personnel to support special events.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given concerning this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• Resolution is in alignment with Village Code requirements for Special Events
• Adoption creates clarity for staff and event holders regarding potential work and costs associated with special events.
Disadvantages:
• Event holders may request additional financial relief from the Board if their concerns regarding the cost of events are not addressed through the Development Services grant program.
Alternatives
Alternative 1:
The Village Board could direct staff to review the existing Special Events Ordinance and propose updates to the ordinance.
Advantages:
• There are a number of complexities regarding the Village’s approach to Special Events. Reviewing the ordinance would allow the Village Board to establish a unified philosophy regarding special events in the future.
Disadvantages:
• This may delay the adoption of special event fees which would create a lack of clarity for event holders.
Anticipated Future Actions
Special event fees are reviewed and adopted annually, pursuant to the current ordinance.
Prepared By: Kira Tchang, Assistant Village Manager/HR Director
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution of Special Event Fees
2. Proposed Special Event Fees 2025