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Home My WebLink About2023 02 13 Consent 303 - Master Fee Schedule for City Event Vendor Applications and Equipment Rental • CONSENT AGENDA ITEM 303 ,n m=ared CITY COMMISSION AGENDA I FEBRUARY 13, 2023 REGULAR MEETING 1959 TITLE Master Fee Schedule for City Event Vendor Applications and Equipment Rental SUMMARY The Parks and Recreation Department is requesting City Commission approval of Resolution 2023-08 (attached) to adopt a master fee schedule for City Events. Staff reviewed special event fees from surrounding cities, evaluated current market rates and operating costs in determining the fees outlined. RECOMMENDATION Staff recommends the City Commission approve Resolution 2023-08 to adopt fees for the City Events and authorize City Manager and City Attorney to prepare all applicable documents. 22 RESOLUTION NO. 2023-08 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, ADOPTING A MASTER FEE SCHEDULE FOR CITY EVENT VENDOR APPLICATIONS AND EQUIPMENT RENTAL;PROVIDING FOR REPEAL OF PRIOR INCONSISTENT RESOLUTIONS; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, under its broad exercise of home rule powers established by Section 2 (b), Art. VIII of the Florida Constitution, and Section 166.021, Florida Statutes, the City Commission of the City of Winter Springs, Florida is authorized to establish fee schedules; and WHEREAS, the City Commission hereby finds that due to labor and other expenditures related to the coordination of and planning for the participation of vendors in a safe and acceptable manner at City events, it is necessary for the City to impose certain vendor application fees; and WHEREAS, City staff conducted research regarding vendor application fees charged for similar City events by other municipalities; and WHEREAS, City staff recommends that lesser fees be charged to vendors that provide proof of their organizational status as "non-profit" (501(c)(3)) groups, organizations, or corporations registered under the provisions of 501(c)(3); and WHEREAS, as City staff has identified a desire and need by vendors to rent certain equipment such as canopy tents, tables and chairs during City events, City staff recommends that such items owned by the City be offered for rent to vendors for use during City events, and finds the rental fees offered on the attached master fee schedule to be reasonable; and WHEREAS, City staff recommends that that the City Commission consider adopting a master fee schedule as more specifically provided; and WHEREAS, the City Commission of the City of Winter Springs, Florida, hereby finds this Resolution to be in the best interest of the public health, safety, and welfare of the citizens of Winter Springs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF WINTER SPRINGS,FLORIDA,AS FOLLOWS: Section 1. Recitals. The following recitals are true and correct and hereby fully incorporated herein by this reference as part of this Resolution. City of Winter Springs Resolution No.2023-08 Page 1 of 2 23 Section 2. Adoption of Fee Schedule. The Winter Springs City Commission hereby approves and adopts the Master Fee Schedule for City Event Vendor Applications and Equipment Rental, attached hereto as Exhibit "A" and hereby incorporated in full. Section 3. Repeal of Prior Inconsistent Resolutions. All prior inconsistent resolutions adopted by the City Commission, or parts of resolutions in conflict herewith, are hereby repealed to the extent of the conflict. Section 4. Severability. If any section, subsection, sentence, clause, phrase, word or provision of this resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction,whether for substantive,procedural, or any other reason, such portion shall be deemed a separate, distinct and independent provision, and such holding shall not affect the validity of the remaining portions of this resolution. Section 5. Effective Date. This Resolution shall become effective immediately upon its adoption by the City Commission of the City of Winter Springs, Florida. RESOLVED by the City Commission of the City of Winter Springs, in a regular meeting assembled on the 13th day of February, 2023. KEVIN McCANN,Mayor ATTEST: CHRISTIAN GOWAN,City Clerk Approved as to legal form and sufficiency for the City of Winter Springs only: ANTHONY A. GARGANESE, City Attorney City of Winter Springs Resolution No.2023-08 Page 2 of 2 24 CITY OF WINTER SPRINGS MASTER FEE SCHEDULE FOR CITY EVENT VENDOR APPLICATIONS AND EQUIPMENT RENTAL SECTION 1.0. APPLICANT CATEGORIES AND APPLICABLE VENDOR APPLICATION FEES. 1.1 VENDOR APPLICANT CATEGORIES ESTABLISHED. Individuals/organizations submitting vendor applications shall be organized into ten (10) categories for the purpose of establishing applicable application fees. Proof of organizational status required. The following categories are established for purposes of determining the application fee imposed pursuant to Section 1.2 of this Master Fee Schedule: Categ-ory I: A City Event which the attendance is anticipated to be less than 1,000 Persons, and the Vendor Applicant is a"non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Cate.zory II. A City Event which the attendance is anticipated to be between 1,000 and 2,999 Persons, and the Vendor Applicant is a"non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Categ-ory III: A City Event which the attendance is anticipated to be between 3,000 and 5,999 Persons, and the Vendor Applicant is a"non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Categ-ory IV.• A City Event which the attendance is anticipated to be between 6,000 and 9,999 Persons, and the Vendor Applicant is a"non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Categ-ory V. A City Event which the attendance is anticipated to be more than 10,000 Persons, and the Vendor Applicant is a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Cate.zory VI: A City Event which the attendance is anticipated to be less than 1,000 Persons, and the Vendor Applicant is not a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Categ-ory VII: A City Event which the attendance is anticipated to be between 1,000 and 2,999 Persons, and the Vendor Applicant is not a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). City of Winter Springs Resolution No. 2023-08 Exhibit"A" Page 1 of 2 25 Categ-ory VIII: A City Event which the attendance is anticipated to be between 3,000 and 5,999 Persons, and the Vendor Applicant is not a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Cateivory IV.• A City Event which the attendance is anticipated to be between 6,000 and 9,999 Persons, and the Vendor Applicant is not a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). Categ-ory X. A City Event which the attendance is anticipated to be more than 10,000 Persons, and the Vendor Applicant is not a "non-profit" (501(c)(3)) group, organization, or corporation registered under the provisions of 501(c)(3). 1.2 CITY EVENT VENDOR APPLICATION FEES. The following Vendor application fees are hereby approved and required for the City's events. If a City Event is cancelled by the City, the City will refund the entirety of Vendor's provided payment. If Vendor cancels its participation in the City Event within less than 48 hours of the scheduled Event, or fails to participate in the City Event as intended per the relevant Vendor Agreement (including due to Vendor's failure to pass inspection by the Seminole County Fire Department),the Vendor fee will not be returned to Vendor. Category Fee Category I No charge Category II $35 Category III $50 Category IV $65 Category V $100 Category VI $100 Category VII $125 Category VIII $150 Category IX $200 Category X $300 SECTION 2.0 CITY EVENT VENDOR RENTAL FEES. The following items are available to Vendors to rent from the City for use during the City's Event(s) and are hereby approved as listed below. Items to be rented Rental fee Rental package: $60.00 • One canopy tent(10' x 10') • One table (6-foot) • Two chairs City of Winter Springs Resolution No. 2023-08 Exhibit"A" Page 2 of 2 26