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HomeMy WebLinkAboutResolution No. 05-104 RESOLUTION NO. 05-1 tt# A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS, AMENDING RESOLUTION NO. 05-86, AMENDING THE FEE RESOLUTION BY PROVIDING FOR A REDUCED FEE FOR NON PROFIT ENTITIES FOR SPECIAL EVENTS; PROVIDING A REPEALER CLAUSE; AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of The Colony established, by ordinance, to provide for all fees under the Code of Ordinances by resolution; and WHEREAS, the City adopted a Master Fee Resolution, being Resolution No. 05-86, a resolution of the City of The Colony, Texas; and WHEREAS, the City Council desires to provide for the administration approval of a reduced fee for non profit entities for special events; THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS THAT: Section 1. Resolution No 05-86 is hereby amended by providing that the City may charge a reduced permit fee for special events for non profit entities for civic events in the amount of one-half (~) of the established fee as adopted in Resolution No. 05-86; Section 2. BE IT FURTHER RESOLVED, that the City Manager or his designee may reduce the established fee as provided herein for a non profit corporation, association, or entity that is holding a civic event within the City and where the City Manager or designee finds that: (a) the event is open to the general public; (b) the event is promoting a city wide civic purpose; and (c) any fees charged for admissions would be used for a civic public purpose. Section 3. That all provisions of any resolution of the City Council of the City of The Colony in conflict with the provisions of this resolution be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this resolution shall remain in full force and effect. Section 4. This Resolution shall become effective immediately from and after its passage, as the law and charter in such cases provide. PASSED, APPROVED and EFFECTIVE this 2 day of~~005. ~ . -A('f~ C . 1 W~ty Secretary, \ J 79054 Prepared by: General Administration Effective Date: 8/93 Revised 11/2005 Cross Reference: Special Event Guide & Submission Packet City Manager's Review and Authorization: A. It is the policy of the City Manager, as well as the City Council, to waive all fees for governmental entities. B. Governmental entities are defined as City, County and School Districts. C. Fees will not be waived for individuals, non-profit organizations or tax-exempt organizations. D. Non-profit organizations can request a 50% reduction in fees if a copy of the Internal Revenue Service (IRS) letter of recognition for 501(c)(3) status is submitted. Copy of IRS letter should be submitted at time of application. To qualify for the exemption under the Internal Revenue Code, an organization must be organized by one or more of the following purposes: · Charitable · Religious · Educational · Scientific · Literary · Testing for public safety · Fostering national or international amateur sports competition · The prevention of cruelty to children or animals. Non-profit does not mean tax-exempt. A "tax-exempt organization" is an entity that is usually a non-profit organization; however, a non-profit organization cannot be exempt from Federal or franchise tax until the organization applies for an exemption and the IRS and the state franchise board issues a determination of exemption. T E X A S CrTY BY THE LAKE SPECIAL EVENTS GUIDE & SUBMISSION PACKET Development Services Department 6800 Main Street * The Colony, TX 75056 Ph: (972) 624-3156 or 624-3158 * Fax: (972) 624-2273 Website: www.thecolonytx.gov DRAFT - 11/2005 WELCOME TO THE CITY OF THE COLONY! We welcome the opportunity to work with you to help ensure the success of your event. The following pages outline the process in applying for a special event permit. Applications provided in this guide are for the most common events that occur in our community. Please submit all forms that apply to your particular event. Should you have any questions along the way, please feel free to contact our staff for assistance. A Special Event is defined as: An event to be held within the city that is of a limited duration and is likely to attract visitors. Examples of special events include (without limitation) exhibitions, various races, sporting events, festivals, air shows, and religious events. How do you know if what you are planning is considered a Special Event? If you are planning an event that is open to the general public and/or will be held on public property, you likely need to fill out this application packet. By completing both pages of the Supplemental Questionnaire, you provide us with a better understanding of what you are planning. STEP 1 - COMPLETE THE SUPPLEMENTAL QUESTIONNAIRE If you answer "Yes" to any item on the questionnaire, the Special Event Permit Application and applicable backup will be required. See "Special Event Rules and Regulations" for The Colony's requirements. STEP 2 - COMPLETE YOUR SUBMISSION PACKAGE When completing your submission package, please include the following information: 1. A Special Event Permit Application; 2. An "Event Map" of your proposed set up with an explanation of the event; and 3. Additional applications/inspections, as followed: IF THEN You are providing food Temporary Health Permit You are having fireworks or open fires Your event re uires street closures You are serving alcohol Your event use structures, bleachers or stages DRAFT - 11/2005 STEP 3 - SUBMIT YOUR APPLICATION PACKAGE Turn in your completed application, supplemental questionnaire and backup information to the Development Services Desk at City Hall located at 6800 Main Street, The Colony, Texas 75056. A $50.00 application fee is required at time of submission. Your application will be reviewed within three (3) business days. STEP 4 - COMPLETION OF EVENT At the completion of your event, you will have twenty-four (24) hours to remove any signage and structures associated with the event. SPECIAL EVENT RULES AND REGULATIONS 1. The responsible organization, if holding the special event on City property shall, upon conclusion of the event, return the site to its pre-event condition within 24 hours. 2. The responsible organization shall collect and pay all sales tax applicable to the sale of food, drinks, souvenirs, services and any other taxable item or activity sold at the special event. 3. All applications to conduct a special event shall be submitted to the Building Official. After review of the application, the Building Official shall make a determination as to whether or not the application should be granted or refused. 4. Any applicant who has been refused issuance of a permit shall have the right of appeal to the City Council. The City Council's decision regarding an appeal shall be final. 5. A person may display, in the publiC right of way, a special event sign for a maximum of 14 calendar days per event. Display limitations. i. Special event signs: No more than ten (10), twelve (120 square foot signs per event. ii. Special event directional signs: No more than ten (10), four (4) square foot signs on the day of the event. Signs shall not be displayed in medians of any street or the traveled portions of the roadway and sidewalk. iii. Portable marquee signs. 1. Maximum effective sign area: Fifty (50) square feet. 2. Maximum number: One (1) sign shall be located on -site and securely anchored to the ground. No flashing or lighted directional arrows shall be allowed. iv. Signage must be maintained and be constructed of weatherproof materials, shall be professional in appearance and kept in good condition. *No sign shall be displayed until a permit has been issued. DRAFT - 11/2005 CITY BYl HE LAKE SPECIAL EVENTS Supplemental Questionnaire DIRECTIONS: Please indicate below all proposed uses for your event. WILL YOU BE HAVING: YES NO Alcohol Sales (Indicate number of vendors) Bicycle / Foot Race Boating / Jet Skis Boat / Car / RV Show Carnival Games / Rides (If "Yes", Specify Below) Circus Concert (Specify number and hours of bands) Dancing Dunk Tank Fireworks Food Vendors (indicate type and number) Live Animals Live Performers (i.e. gymnastic event) Parade Tents / Canopies Retail Sale Booth(s) Trade Show OTHER (Please Specify) COMMENTS: DRAFT - 11/2005 ~ THE ~OLONY .. ",," --- .41 CITY BY HIE L/\Kf SPECIAL EVENTS Supplemental Questionnaire DIRECTIONS: Please indicate below all services you will need or use for your event. WILL YOU BE USING I NEEDING: YES NO Street Closure (Additional application required) Street Barricades Traffic Control Electricity Hook-up Water Hook-up Special Street Sweeping (add'l fee required) Solid Waste/Recycling Services Signs and/or Banners (Additional application required) Fences (identify on site plan) Tents or Canopies (Additional application required) Fire Hydrants (show nearest hydrant on map) Portable Restrooms Parking (show location on site plan) Other Special Needs (Specify below) COMMENTS: DRAFT - 11/2005 ~ THE ~OLONY .... " , " c, - - IIIIIIII"" CITY BY THF FAKE Special Event Permit Applications 6800 Main Street *Phone 972-624-3158 *Fax 972-624-2229 Permit #: Date: ALL SPECIAL EVENT APPLICATIONS MUST BE ACCOMPANIED WITH ALL NECESSARY BACK-UP AND A $50 APPLICATION FEE AT TIME OF SUBMISSION. D Profit D Non-Profit (501 (c)(3) see page 2 regarding fee reductions) Name of Organization: Person in Charge of Event: Phone Number: Address City State Zip Description of event: Event location / address: Date of event: from to Time of event: from to Estimated Attendance Estimated Participants Admission Charge? YES _ NO_ If yes, amount? Participant Charge? YES _ NO_ If yes, amount? DRAFT - 11/2005 PROPERTY OWNER RELEASE: (To be signed and notarized by owner of property) certify that I am the owner of the above named property and authorize to host the special event for the time specified. PROPERTY OWNER SIGNATURE NOTARY SIGNATURE DATE DATE My Commission Expires NON-PROFIT ORGANIZATIONS SPECIAL EVENT FEE REDUCTION REQUESTS The Colony City Council authorizes a fifty percent (50%) reduction of fees for non-profit organizations that provide a copy of the Internal Revenue Service (IRS) letter of recognition for 501 (c)(3) status. Copy of IRS letter should be submitted at time of application. To qualify for the exemption under the Internal Revenue Code, your organization must be organized by one or more of the following purposes: · Charitable · Religious · Educational · Scientific · literary · Testing for public safety · Fostering national or international amateur sports competition · The prevention of cruelty to children or animals. Please note that non-profit does not mean tax-exempt. A "tax-exempt organization" is a unique entity that is usually a non-profit organization; however, a non-profit organization cannot be exempt from Federal or franchise tax until the organization applies for an exemption and the IRS and the state franchise board issues a determination of exemption. (2) DRAFT - 11/2005 ~ THE ~OLONY .. -.- ~ (! T 'y' BY 1 HI 1 ,\Kr SITE PLAN Applicant must provide a drawing or a site plan of event layout. Site Plan or drawing should include: 1. Map of entire venue, including any street closures; 2. Traffic control plan, if needed; 3. All entries and exits, fire lanes and barricades; 4. Structures (bleachers, fences, displays, booths, stages, rides, etc.); 5. Location of parking for attendees and public restrooms; and 6. Start/End points for parades and races. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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DRAFT - 11/2005 ~OLONY .. ... ~ CPr t,y I fH LAh\ Event Name STREET ACTIVITY I CLOSURE REQUEST o The applicant requests closure of the street(s) indicated on the event site plan sketch attached. * Barricades and other traffic control devices are indicated on the sketch. The City of The Colony's Public Works Department will review the requests and make changes, as it deems necessary. Applicant will be notified of any changes upon approval of the application. The applicant is required to provide a traffic control plan as part of this application and must obtain their own traffic control devices. Name of Barricade Company: Phone Number of Barricade Company: * Street closures must emphasize access for any emergency vehicle access. You must note on your site plan areas in which emergency vehicles can get through the street, if necessary. o The applicant requests to block off public parking in locations noted on the event site plan sketch attached to this application. "No Parking" signs must be placed 48 hours in advance of the event. Event-holders may NOT tow vehicles in the "No Parking" area. City of The Colony Police may be called to request vehicles be towed one hour prior to the event, and will be towed by the City of The Colony at the event-holder's expense only if sign age was properly placed in advance. Placement of all traffic control devices and barricades is the responsibility of the event-holder or it's traffic control provider, unless the City notes otherwise in the event approval. The City of The Colony reserves the right to stop any activity if proper traffic control devices are not in place during the event. The applicant is responsible for notifying all businesses impacted by any street closure by sending notification to the appropriate owner or manager. Additionally, the applicant must petition said owner/managers, noting everyone spoken to about the event and obtaining 50% or better approval from said owners/managers. No street closure will be approved without an attached notification letter and petition. A sample petition is attached for your convenience. I have read, understand and agree to the Street Activity and Closure requirements: Applicant Signature Date DRAFT - 11/2005 J20LONY '~---- i'r "'," _1-; Event Name SPECIAL EVENT STREET CLOSURE PETITION (This page may be duplicated as necessary) We, the undersigned businesses and/or residents, have been notified of street closures associated with the event noted about on said date, and hereby agree or disagree to the closure(s). If you have concerns, please feel free to contact the City of The Colony Public Works Department at (972) 624-3129. Business Owner or Manager Agree Disagree Address Business Name DRAFT. 11/2005