AGENDA MEMORANDUM

MEETING DATE:   February 28, 2011

FROM:                       Bill Wiley, AICP, Community Development Director

SUBJECT:                  Resolution establishing the special events venue area per square foot cost recovery fee for special events

Staff Recommendation: 

Staff requests the City Commission review the proposed special events per square foot cost recovery fee resolution and vote to approve an agreed upon amount.

Analysis:

The City of Leesburg and the Leesburg Partnership will be hosting the 15^th Annual Leesburg Bikefest on April 8 - 10, 2011.

• The estimated cost to the event organizer for the 15^th Annual Leesburg Bikefest is $671,000. 
• Per the revisions as passed by the Leesburg City Commission in 2010 of Chapter 26 – Special Events - Leesburg Code of Ordinances, there will be a per square foot cost recovery fee paid by those businesses located in the Bikefest venue area who apply for and are granted a temporary use/outdoor sales permit and where applicable, an extension of premises to offset the event organizer’s costs of the event. 
• The Bikefest Cost Recovery Fee as approved for the 2010 Bikefest was $2.33 per square foot. 
• There will be no fee changes of the Bikefest Cost Recovery Fee for the 2011 Bikefest.
• The square foot cost recovery fee will be paid directly to the event organizer no less than 48 hours prior to the start date of the special event. 
• Per Chapter 26 – Special Events of the City of Leesburg Ordinances, this cost recovery fee will be established by the City Commission. 

Options:        

1.         Approve the resolution for a per square foot cost recovery fee and its methodology as identified in Attachment A.

2.         Other such action as the Commission may deem appropriate.

Fiscal Impact:

There is no anticipated fiscal impact to the city at this time. 

Submission Date and Time:    2/24/11 4:17 PM____

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 _____________________

RESOLUTION NO. ___________

A RESOLUTION OF THE CITY OF LEESBURG ESTABLISHING THE SPECIAL EVENTS VENUE AREA PER SQUARE FOOT COST RECOVERY FEE FOR SPECIAL EVENTS; AND PROVIDING AN EFFECTIVE DATE. 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

WHEREAS, the 15^th Annual Leesburg Bikefest is an annual major special event being held in the City of Leesburg on April 8 – 10, 2011; and

WHEREAS, the projected three day attendance of the Leesburg Bikefest is to be as high as approximately 250,000 participants; and

WHEREAS, the City of Leesburg recognizes that the Leesburg Partnership’s estimated total cost of hosting the event is approximately $671,000; and

WHEREAS, the City Commission of the City of Leesburg recognizes the need to establish a per square foot cost recovery fee to be paid to the event organizer from those businesses in the special event venue area who participate in the special event through a temporary outdoor sales permit or through an extension of premises for Leesburg Bikefest.

 NOW, THEREFORE, BE IT RESOLVED by the City Commission of Leesburg, Florida:

THAT the City of Leesburg does hereby establish an official special event venue area per square foot cost recovery fee based on the aforementioned reasons and approves the methodology provided as shown on Attachment A for Leesburg Bikefest. 

PASSED AND RESOLVED this 28th day of February 2011, by the City Commission of the City of Leesburg, Florida.

                                                                        _________________________________

                                                                        Mayor

ATTEST:

________________________________________

City Clerk                                             

Attachment A

Bikefest 2011 – Tent/Vendor Area - Cost Recovery Fee

Leesburg Partnership Expenses:

Advertising:                                        $27,000

Entertainment:                                   $127,000

Security:                                             $26,000

Garbage:                                            $40,000

Total:                                                 $220,000

Per square foot tent/vendor area fee:      

$220,000 divided by 94,536 square feet of vendor space equals: $2.33 per square foot