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Regular City Council Meeting (Draft)Attachment B <br />April 13, 2020 <br />7e.Approval of Special Events Policy <br />City Manager Patrick Trudgeon briefly highlighted this item as detailed in the Re-quest for Council Action <br />and related attachments dated April 13, 2020. <br />Councilmember Etten asked if Mr. Trudgeon had an estimate on the range of cost for mailing noticed <br />out five hundred feet for the public hearing. <br />Mr. Trudgeon indicated he did not have an exact amount but in a residential area, there might be <br />aroundseventy or so residences so the actual cost for the city to produce the materials is pretty simple <br />and the mailing cost would be borne by the applicant. However, it really depends on the particular area. <br />Councilmember Etten appreciated that the permit fee might cover the city cost. <br />Councilmember Willmus explained aside from a lot of the park events, religious events, etc. that are <br />exempted, what would be an example of an event in the city that has gone on for more than one or two <br />days. <br />Mr. Trudgeon stated the only thing that jumped out was the Susan G. Komen Walk that might take place <br />over a three-day period. Beyond that, he was not personally aware of any that have been more than a <br />one-day event. <br />Councilmember Laliberte asked if there needed to be proof that the information was mailed or could <br />the flyers by given out by hand, such as a flyer in the area, and does that satisfy the requirement. She <br />would also be concerned about some-body who does want to do a 5K event, which does not just impact <br />a set number of houses along the street, it could essentially be a citywide mailing depending on the <br />route. <br />Mr. Trudgeon stated the process would be notification for the people that would be impacted and it <br />does not necessarily need to be a mailed notice. One thing the city has done over the past couple years <br />for land use cases, is actually mailing out the notices to ensure those notices have been mailed out and <br />then charge the cost back to the applicant. <br />Councilmember Groff asked if staff has checked with different ethnic groups in the city about their <br />events and traditions because some can be lengthy. <br />Mr. Trudgeon indicated staff has not done any outreach for feedback from any particular group. <br />Councilmember Etten asked if the area notice was meant to be a notice of all properties. He indicated <br />he was thinking about the linear nature of a run or bike versus five hundred feet from where speakers <br />might be. <br />Mr. Trudgeon explained number sixteen of the policy states: “applicants shall pro-vide a 10-day notice <br />via postal mail to properties within 500 feet of the event,” which is one thing the city can require. He <br />thought it was easy to imagine when there is a set piece of property and drawing a radius around it. But <br />when there is an event that traverses through the city, a run or a walk, it might not be appropriate to do <br />a five-hundred-foot radius around the whole area. He thought number sixteen might need to be <br />worked out to reflect something that would work for those types of events. <br /> <br />