AGENDA MEMORANDUM

MEETING DATE:   February 22, 2010

FROM:                       Bill Wiley, AICP, Community Development Director

SUBJECT:                  Proposed amendments to Chapter 26 – Special Events of the Leesburg Code of Ordinances

Staff Recommendation: 

Staff requests the City Commission review and approve the proposed revisions for Chapter 26 – Special Events of the Leesburg Code of Ordinances.

Analysis:

Since the enactment and implementation of Chapter 26 – Special Events of the City of Leesburg Code of Ordinances in November 2008, staff has had the opportunity to implement the requirements of the special events ordinance for numerous special events.  Based on this experience, the following amendments are recommended to further enhance the intent of the special events ordinance. These amendments will more clearly define the requirements of the ordinance for city staff, event organizers and event participants along with improving the ability of the City of Leesburg to provide needed services. The following is a summary of the proposed changes:

Proposed amendments to Section 26-1. Definitions: 

• Add the definition of Excusable Neglect
• Add the definition of Extension of Premises
• Revise the definition of Special Event under subsection (5)
• Revise the definition of Supporting Events
• Add the definition of Temporary Outdoor Sales
• Revise the definition of Vendor

Proposed amendment to Section 26.2. Special Event Permit Required.

• Add the requirement in subsection (b) that the venue area of a major special event with 30,000 or more expected participants must be established or amended by resolution by the City Commission.

Proposed amendment to Section 26-4. Permit fee; payment required.

• Add Section 26-4.1. Public Notice
• Modifies the required timeline for a legal notification of a major special event along with amends the deadline for receiving public comments
• Amends the deadlines of the publication of a legal notice and the receipt of public comments

Proposed amendment to Section 26-8. Time for filing application for special event permit.

• Add subsection (e)
• Enables an applicant to request a waiver of a special event application deadline.

Proposed amendment to Section 26-23. Cost Recovery for special events

• Add Section 26-23.1 Cost Recovery for the event organizer
• Establishes the requirement of those local businesses who request and are granted a temporary outdoor sales permit or an extension of premises permit (alcohol sales) within a special events venue area to pay a per square foot (tent/vendor) cost recovery fee to the event organizer to contribute to the event organizer’s costs for the special event.

Proposed amendment to Section 26-32. Unlawful to sell goods in special event venue area without authorization.

• Clarifies and amends subsection (e)

Options         

1.         Approve the requested amendments to Chapter 26 – Special Events.

2.         Other such action as the Commission may deem appropriate

Fiscal Impact:

There is no anticipated fiscal impact for the City of Leesburg at this time.

Submission Date and Time:    3/4/10 8:42 AM____

Department: Community  Development Prepared by:  Mike Miller, Planner Attachments:         Yes__X_   No ______ Advertised:   ____Not Required ______ Dates:   __________________________                      Attorney Review :       Yes_X_  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head __BW_____ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _________________ Project No. ___________________ WF No. ______________________ Budget  ______________________ Available _____________________