Submitted By
Kira Tchang, Assistant Village Manager/Human Resource Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
First Reading of an Ordinance Amending Chapter 30 (“Special Events”), Article 1 (“General Regulations”), Section 30-1-3 (“Policies and Procedures”) of the Oak Park Village Code to Provide a Discount for Certain Special Event Fees
End
Overview
Overview
This is the First Reading of an Ordinance Amending Chapter 30 (“Special Events”), Article 1 (“General Regulations”), Section 30-1-3 (“Policies and Procedures”) of the Oak Park Village Code. This amendment to the ordinance provides for a fee waiver of certain Special Event fees charged for events in FY2022 and is designed to provide pandemic-related relief to non-profit and other community partners who conduct Special Events in the Village of Oak Park that contribute to the vibrancy of the Oak Park community.
Body
Staff Recommendation
This is a First Reading only.
Fiscal Impact
Attached is a spreadsheet tracking FY2022 Special Event related expenditures through October 7, 2022, and it identifies application fees, the Village’s costs for labor and materials, the total cost of the event, and the value of a 25% fee waiver. In FY2022, the current value of the fee waiver is $6,650.21 with four events pending the final accounting of expenses. The cost of this fee waiver is not included in the FY2022 budget and could be paid for using fund balance or, alternately, ARPA funds.
Background
Chapter 30 of the Oak Park Village Code establishes the requirements for Special Events held on the public way within the Village of Oak Park. This includes any events held on streets, alleys, sidewalks, parkways, or parking lots owned, controlled, or managed by the Village with the exception of residential block events, organized, non-permanent public gatherings or assemblies which are regulated by other Village ordinances, or which only involve normal vehicular or pedestrian use of the public way to travel from one point to another, or organized non-permanent public outdoor musical performances which take place on private property or properties of a residential block.
On an annual basis, the Village Board of Trustees approves a fee schedule that outlines the cost of Village personnel, services, and equipment required for a special event. These fees are based on the Village’s adopted budget and applicable employee wages and benefits. Outside of the application fee or late fee, event holders are charged fees in accordance with actual usage of Village staff, services, or other materials for the purpose of the event.
Oak Park has a history of special events that contribute to the overall vibrancy and vitality of the Oak Park community. During the COVID-19 pandemic, large-scale special events were significantly reduced with no special events held in 2020. Sixteen special events were held in 2021 though these events were generally scaled back due to public health concerns.
As the country’s response to the pandemic continues to evolve, 2022 has seen a return of Special Event activity in the community with 24 events scheduled to date. Special Event holders in Oak Park are often non-profits, small businesses or other community partners who have not received pandemic relief. By providing a 25% fee waiver in 2022 and a 15% fee waiver in 2023, the Village can support and encourage special event holders to continue contributing to the community.
Alternatives
The Village Board could elect to refer this matter to the Finance Committee for additional review and discussion. Alternatively, the Board could take no action and maintain the status quo which would require all fees established in the Village Code to be charged.
Previous Board Action
The Village Board last amended the Village Code related to special event fees on December 11, 2018.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Should the Village Board approve the request to waive fees, staff will begin working with the appropriate event planners for waivers and credits as applicable.
Intergovernmental Cooperation Opportunities
N/A