AGENDA MEMORANDUM

 

 

Meeting Date:           May 14, 2007

 

From:                          Edward F. Smyth, Jr., Assistant City Manager

 

Subject:                      Fee Waiver Request for “Sheriff Chris Daniels Memorial Motorcade & Dedication Day” scheduled for June 3, 2007.

 

 

Staff Recommendation:

By action of City Manager Ron Stock, the City has already agreed to contribute an estimated $1,192 toward the event.  This request is for waiver of fees for additional services (required) totaling $2,600.  Staff recommends this request be denied due to budgetary constraints for this un-planned and un-budgeted event.  Furthermore, staff recommends the City Commission provide advance notice that the event will not be financially supported by the City in subsequent years and the organizer is encouraged to find a venue outside of City limits for future events of this nature.

Analysis:

This event is sponsored by Love-2-Ride (a business in downtown Leesburg) and titled “Sheriff Chris Daniels Memorial Motorcade & Dedication Day”, scheduled for Sunday, June 3, 2007.  The purpose of the event is to raise money for the Florida Sheriffs Youth Ranches. The organizers have targeted the motorcycle riders & organizations in Central Florida, who are noted for their generosity to worthy causes.  The event will begin with a group ride of approximately an hour, beginning at the Lake Square Mall and terminating in downtown Leesburg.  This event has been billed as an all-day event.

The “Inaugural Ride 2 Love 2007” event has a laudable goal of raising funds for the late Sheriff Daniels’ favorite charity.  The event organizers are anticipating 5,000 participants in this event, which should raise more than $125,000.  Of this amount, based upon other similar organization’s experience, approximately 10% to 20% ($12,500 to $25,000) will be required to cover the wide range of expenses associated with the event.

On March 28, 2007, City Manager Ron Stock met with the organizer and agreed to provide staff and equipment totaling $1,192.50, at a minimum, towards this event. This amount is to be paid from account no 001-1111-511-48-10, City Commission Promotional Activities. This included Police Motor Officers to escort the riders, barricades to close downtown streets, labor to deliver, set-up and tear-down the barricades, and Firefighter/Paramedics to staff a first aid station.  This overtime cost for salary and benefits could increase depending upon which employees volunteer to work.

Above and beyond this amount the applicant is requesting waiver of fees for services totaling $2,600.00, which includes cost for Solid Waste Labor and materials, Parks & Recreation labor and equipment, and Police officers for event security.

During budget preparations each year, the departments routinely plan for recurring events such as Bikefest, Mardi Gras, the Chili Cook-off and other larger downtown events, and use historic knowledge for smaller events that are likely to occur throughout the fiscal year.  This event was not anticipated during the budget preparations, as a result, no funds have been planned to cover this event.

Since this event is being billed by the applicant as the “1st Inaugural”, it is appropriate for the Commission to consider at this time if it desires to support a second major motorcycle event in downtown Leesburg.  The City of Leesburg has warmly embraced the motorcycle-riding community during Bikefest every year.  The event now attracts an amazing 200,000 riders to our wonderful city.  Given the overwhelming effect Bikefest has on Leesburg residents during that time (noise, traffic, etc.), it is likely that additional motorcycle events will begin to erode Leesburg’s quality of life.  Having a variety of events for our residents (Bikefest, Fine Art Festival, Mardi Gras, Chili Cook-off, Country Music Festival, 4th of July) ensures that there is something for everyone to enjoy.  Additional motorcycle events will not serve this purpose.

Options:

1.  Adopt the attached resolution approving the waiver of fees;  or

2.  Adopt the attached resolution approving the waiver of fees, and direct staff to inform the applicant that the Commission will not support motorcycle events in addition to Bikefest, and that the applicant is encouraged to find a venue outside of Leesburg for future events; or

3.  Take no action on the attached resolution (deny the waiver request) and direct staff to inform the applicant that the Commission will not support motorcycle events in addition to Bikefest, and that the applicant is encouraged to find a venue outside of Leesburg for future events; or

 

4.  Such alternative action as the Commission may deem appropriate

Fiscal Impact

By action of City Manager Stock, the City has already agreed to contribute $1,192.50 towards municipal services needed for this event.  This request covers additional services totaling $2,600.00 as follows:

Police Department Overtime 001-2111-521-1410 $1,123.00.  This is an estimate based on a rate of $25/hour – The actual officer assigned my have an overtime rate greater than the planning rate.

Solid Waste Utility – 046-0000-34344 $377.00.  This would be a loss in revenues normally charged to other customers for the same services.

Parks & Recreation Department – 001-0000-36610 $700.00 which represents rental fees for the mobile stage and barricades;  001-8124-572-1410 $200.00 in overtime charges related to set-up, break-down and delivery of barricades.

Submission Date and Time:    5/11/2007 1:48 PM5/9/2007 3:31 PM____

 

Department: ______________________

Prepared by:  ______________________                     

Attachments:         Yes____   No ______

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________            

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _Various__________

 

Project No. ___________________

 

WF No. ______________________

 

Budget  ______-0-______________

 

Available _____-0-______________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE WAIVER OF FEES AND CHARGES FOR CITY OF LEESBURG STAFF AND EQUIPMENT FOR “SHERIFF CHRIS DANIELS MEMORIAL MOTORCADE & DEDICATION DAY,” SUNDAY, JUNE 3, 2007; AND PROVIDING AND EFFECTIVE DATE.

 

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

 

            THAT the City Commission authorizes waiving the fees and charges for City personnel and equipment in support of this event for “Sheriff Chris Daniels Memorial Motorcade & Dedication Day”, scheduled for Sunday, June 3, 2007. to a maximum of two-thousand six hundred dollars ($2,600.00); and

 

            THAT the event sponsors and organizers will be responsible to pay any amounts incurred by the City of Leesburg in excess of the authorized maximum, and authorizes the Finance Director to bill the event sponsors and organizers for these amounts.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __14th___ day of __May_______ 2007.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk