PUBLISHED IN THE CLAREMORE DAILY PROGRESS, CLAREMORE, OKLA., JANUARY 19, 2007.
ORDINANCE NO. 2007-1
ORDINANCE CREATING A SPECIAL EVENTS COMMITTEE (SEC), A RECOMMENDING BODY, AND PROVIDING RULES, REGULATIONS AND FEES FOR SUCH EVENT
BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF CLAREMORE, OKLAHOMA:
SEC (Special Events Committee)
Will merely be a recommending body to the City Council to prepare and advise Council of upcoming events and what the costs will be to the City. Both in man hours and in-kind services used.
The City of Claremore is accountable to the citizens it serves for ensuring appropriate use of funds and in-kind services, and monitor that the organization’s intended outcomes are received. The following documents are required no later than 30 days following the completion of the event.
a. Narrative report detailing how the goals and objectives of the event were accomplished. Such report should include any pertinent details such as number of attendees, number of total hotel or motel room nights generated if applicable, estimated economic impact, etc.
b. Financial report detailing revenues and expenditures, particularly describing how the city’s funding was used.
Any entity that wishes to receive additional financial consideration for yearly scheduled special events from the City of Claremore must follow the outline of information required for funds requests. This request must be filed with the SEC by January of each year that funds will be requested through City Council.
Special Event Fees
A permit fee of One Hundred Dollars ($100.00) per event for non-profit groups will be paid and applied to any services supplied by the City. The fee is to be submitted along with a special event application. Additionally, requesting entity must provide a listing of services needed. When services such as electricity, sanitation, police, fire, street barricades or any city staff will be needed entity will provide a list of requested services.
1. Purpose: Establish a uniform procedure for the review of applications to host special events within the City of Claremore. This procedure includes a comprehensive review by the Special Events Committee (SEC) to assure that city codes and standards will be met and that the objectives of their ordinances are specifically addressed. This review process shall apply to all special events defined as a public celebration which involves the use of either public facilities and/or streets which requires provision and coordination of City municipal purposes
2. Objectives: The Special Events Committee shall determine that the following objectives have been met:
a. The application shall be examined to ensure that all provisions of the City of Claremore Municipal Code and any other applicable City or State standards are complied with.
b. Event fees and proper insurance must be submitted
c. Overall safety of the Event and of participants and vehicular movement in and around event location.
d. Essential city services are set up and emergency personnel are informed of event time and location and any special needs.
e. If additional funding is requested that it is done within the time constraints set by the SEC
3. Procedure: The SEC Committee includes representatives from the Parks and Recreation Department, Electric Department, Street Department, Fire Marshal’s Office, Police Department, Sanitation Department, City Manager’s office and City Clerk’s office. It may be necessary to include other departments when an impact is anticipated by the event. The City Manager may appoint and/or remove members from the committee as needed.
A. Upon receipt of a completed and signed special event application, representatives for the event will meet with SEC to coordinate services and review needs before a permit is granted.
B. SEC representatives will review the plans to ensure the event complies with City Codes and the objectives of the SEC.
C. The committee will address areas, which do not comply with City code or objectives. Event planners will be required to meet codes and standards before an event permit will be issued. The SEC may present additional areas of concern to event planners or require applicants to present their event before additional boards when necessary.
D. The SEC will advise and make a report to City County in order for them to make a decision on additional funding for the event.
E. Following an event SEC will advise council regarding return or denial of all or part of the clean up deposit. Conditions for return of clean up deposit is determined by the rules governing special events along with any stipulations mandated by the SEC during the initial permit meeting.
F. Applicants may appeal recommendations of the SEC to the City Manager.
The City manager shall review the application along with the recommendations by the SEC at a hearing with the applicant. The City Manager will make his/her comment recommendation following the hearing.
G. Appeal of the City manager’s decision will be brought before the City Council. The City Council shall review the appeal, including the recommendations of the SEC and City Manager, at a public hearing. Decision of the City Council is final.
PASSED AND ADOPTED IN REGULAR SESSION THIS 2ND DAY OF JANUARY, 2007.
CITY OF CLAREMORE, OKLAHOMA
s/ Brant Shallenburger
Brant Shallenburger, Mayor
s/ Nan Pope
Nan Pope, City Clerk (SEAL)
APPROVED AS TO FORM:
s/ Randall Elliott
Randall Elliott, City Attorney