HomeMy Public PortalAbout2015-04-15
TOWN OF TRUCKEE
SPECIAL EVENTS POLICY DEVELOPMENT COMMITTEE
WORKSHOP MINUTES
April 15, 2015, 5:30 p.m.
Eastwing Second Floor Conference Room
Town Hall - Administrative Center
10183 Truckee Airport Road, Truckee, CA
1. Call to order – Nichole Dorr, Administrative Analyst II- 5:30 p.m.
1.1 Roll Call by Introduction
Morgan Goodwin, Patrick Flora, Donna Wood, Bill Haley, Pat Callahan, Mike Peters,
Jody Sweat, Darilyn Koren, Dan O’Gorman, Amy Norman, Cassie Hebel, Alyssa
Thomas Farina, Judy Laverty, Ursula Riina, Miguel Sloane, JJ Morgan, Stefanie Olivieri,
Alex Terrazas, Nichole Dorr, Marine Dageville, Kirk Skierski, Kelly Beede, Irene Brown,
Andy Morris, and Bonnie Thompson.
2. Public Comment – none.
3. Policy Development Discussion
The group discussed the draft worksheet:
Special Event Definition:
• Complex definition but it needs to incorporate flexibility.
• Traffic disruption would trigger the fee.
• Truckee Donner Recreation and Park District (TDRPD) could have two dozen events
going on each day and a special event fee would deter people from using their
facilities.
• TDRPD makes a distinction between whether an event is open to the public – so that
a family party at the regional park wouldn’t trigger a special event permit.
• Difference between annual event and special event?
o Could there be an easier permit system for recurring annual events?
o Staff will investigate and bring something back to the group.
• Should there be a priority system?
o An event like the 4th of July parade should take priority.
o The group will table this until a later meeting.
What should trigger a special event permit?
• Music:
o How to define the scale – a band vs. two musicians on a deck.
o Decibel levels.
o Town noise ordinance already regulates noise.
• Defining the footprint:
o Tahoe Donner could have a band and it wouldn’t affect parking or traffic and
takes place within their space.
• ABC Permits:
o Most ABC permits are reviewed by Police Department.
o Catering permits aren’t seen by the Police Department.
• Food:
o Food shouldn’t trigger this in small gatherings.
o Can a food truck sell food?
o Group wanted to remove food as a trigger for special events permit.
" N u m b e r o f p e o p l e :
o A d d a s e c o n d c a t e g o r y t y p e a b o u t w h e t h e r i t i s p r i v a t e o r o p e n t o t h e p u b l i c .
o N u m b e r o f p e o p l e s h o u l d n o t t r i g g e r a p e r m i t i f t h e l o c a t i o n f o o t p r i n t c a n h a n d l e
t h e n u m b e r o f p e o p l e .
" S h o u l d w e r e m o v e t h e c o n n e c t i o n b e t w e e n t h o s e t r i g g e r s a n d p r i v a t e p r o p e r t y ?
o N o t t h e i n t e n t t o r e g u l a t e p a r t i e s a t i n d i v i d u a l h o m e s .
o T h e d e f i n i t i o n w a s w r i t t e n f o r a n y t h i n g t h a t o c c u r r e d o n p r i v a t e p r o p e r t y t h a t
t r i g g e r e d a t r a f f i c i m p a c t .
o W o u l d l o w e r i n g t h e p e r m i t f e e t o $ 1 0 - 1 5 h e l p w e a n o u t s m a l l e v e n t s ?
o A d d l a n g u a g e t o d e f i n i t i o n t h a t e x c l u d e s i n d o o r e v e n t s t h a t d o n t t r i g g e r t r a f f i c .
o A d d l a n g u a g e t h a t w h e n a n e n t i t y i s d o i n g s o m e t h i n g r e p e a t e d l y , a n d i t b e c o m e s
a n o n g o i n g i s s u e , t h e n t h e y w o u l d b e s u b j e c t t o a s p e c i a l u s e p e r m i t .
" S t a f f w i l l r e v i s e d e f i n i t i o n t o e x c l u d e i n d o o r e v e n t s a n d l o o k a t c r i t e r i a t o d e f i n e s i z e ,
p r i v a t e v s . p u b l i c , a n d d e c i b e l l e v e l .
T o w n i n v o l v e m e n t o r s p o n s o r s h i p o f a n e v e n t .
" C a n t h e T o w n s p o n s o r a n e v e n t a n d w a i v e f e e s ?
o N o . T h i s c o u l d v i o l a t e 1 s t a m e n d m e n t b e c a u s e i t p r o m o t e s c e r t a i n t y p e s o f
s p e e c h .
" M o n e y o r s p o n s o r s h i p f r o m t h e T o w n w o u l d t r i g g e r a s p e c i a l e v e n t p e r m i t .
D e a d l i n e s f o r s u b m i t t i n g a p p l i c a t i o n s f o r e v e n t s w i t h o u t e x p r e s s i v e a c t i v i t y :
" E v e n t a p p l i c a t i o n s c u r r e n t l y c o m e i n a b o u t o n e w e e k b e f o r e e v e n t .
" W o r k s h e e t p r o p o s e s t h a t e v e n t s a p p l i c a t i o n s n e e d t o b e i n 6 0 d a y s b e f o r e t h e e v e n t
a n d t h a t i f i t c o m e s i n 4 5 d a y s b e f o r e t h e e v e n t , t h e a p p l i c a n t w a i v e s t h e r i g h t t o
a p p e a l .
" C u r r e n t s t a f f p r o c e s s f o r i s s u i n g a p e r m i t .
o S t a f f c u r r e n t l y h a s a t e n d a y c o m m e n t p e r i o d s o t h a t m u l t i p l e a g e n c i e s / d i s t r i c t s
a n d T o w n d e p a r t m e n t s c a n r e s p o n d .
o A d d C a l t r a n s a n d C H P a p p r o v a l s t o t h e p r o c e s s s o t h a t t h e a p p l i c a n t o n l y h a s t o
f i l l o u t t h e a p p l i c a t i o n o n c e .
" E x p r e s s i v e e v e n t s a r e n o t i n c l u d e d .
o C o u l d s o m e o n e s a y t h a t t h e i r e v e n t s u p p o r t s a c a u s e a n d t h e n g e t a w a y w i t h
t u r n i n g i t i n b e f o r e t h e 4 5 d a y s ?
" N e e d s l a n g u a g e f o r u n p l a n n e d b u t s i g n i f i c a n t e v e n t s , l i k e b e n e f i t s a n d f u n e r a l s .
" T h e g r o u p d e c i d e d t h a t t h e t i m e f r a m e p r o p o s e d i n t h e w o r k s h e e t w a s r e a s o n a b l e .
C r i t e r i a f o r a p p r o v a l o r d e n i a l o f s p e c i a l e v e n t s :
" S h o u l d t h e r e b e r a n k i n g c r i t e r i a w h e n m u l t i p l e e v e n t s c o m e i n f o r t h e s a m e d a y ?
" H i s t o r i c a l l y w e h a v e n o t d e n i e d a p e r m i t .
" D o b u s i n e s s e s h a v e a s a y t o d e n y a n e v e n t ?
o T h e T r u c k e e D o w n t o w n M e r c h a n t s A s s o c i a t i o n ( T D M A ) B o a r d a s k s f o r t h e
o p i n i o n o f i n d i v i d u a l b u s i n e s s e s b e f o r e p e r m i t s g o e s t h r o u g h .
o H o w d o e s s o m e o n e t e l l t h e T o w n t h a t t h e y a r e n o t i n f a v o r o f t h i s b e f o r e t h e
p e r m i t i s i s s u e d ?
o T D M A w i l l c o n t i n u e t o n o t i f y m e m b e r s a n d a d d l a n g u a g e a b o u t h o w b u s i n e s s e s
c a n p r o v i d e i n p u t .
o T o w n i s u n l i k e l y t o p r o v i d e v e t o p o w e r t o a b u s i n e s s .
" C o u l d w e a d d a p a g e t o t h e w e b s i t e t h a t s h o w s w h a t s b e e n a p p l i e d f o r ?
o B o t h p r o m o t i o n a l a s w e l l a s i n f o r m a t i v e .
o I n c r e a s e s t r a n s p a r e n c y .
o C o m m e n t l i n k a t t h e b o t t o m .
" I n c o r p o r a t e t h e d i s t a n c e p r o t e s t o r s h a v e t o b e a w a y f r o m t h e e v e n t i n t o t h e p o l i c y .
Should we limit special events?
• Events impact businesses differently – retail vs. restaurants.
• Street closures can impact downtown and have a financial impact
• Concern about the constant amount of events – what is the tolerance level?
• As a community we should leverage what Tahoe Donner is doing with shuttles for
town-wide events.
• Street closures or closing parking completely should be considered very carefully.
• When is the highest impact?
o Mid-week vs. weekend.
o High season vs. shoulder season.
o When is high season?
Summer: End of June through Labor Day
Winter: Dec 12th through the beginning of January.
• Is there a way to incentive events during the shoulder season in the fee schedule?
• What is the ideal special event?
o Include one or two lines in the policy that describe the ideal special event in
terms of economic development.
o Provides flexibility so that you could deny a permit.
o If you come looking for funding then you have to show some kind of economic
benefit to the town.
Next meeting:
• Staff will provide a revised worksheet.
• The group will discuss the remaining worksheet items.
• Staff will work on tools for applicants to make the process easier.
• Regular meetings are the third Wednesday of the month.
• The next meeting is May 20, 2015 at 5:30 p.m.
• Staff encouraged people to submit comments with solution or alternatives to Nichole
or Alex while they revise the worksheet.
4. ADJOURNMENT – 7:00 p.m.
To the next meeting of the Special Events Policy Development Committee, May 20,
2015, 5:30 p.m. at Town Hall, 10183 Truckee Airport Road, Truckee, CA.
Respectfully submitted by:
Bonnie Thompson, Administrative Technician