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TO: Mayor Richard C. Irvin
FROM: Deb Lang, Assistant Corporation Counsel
Alex Voigt, Assistant Chief of Staff
DATE: December 9, 2018
SUBJECT:
An Ordinance Creating Chapter 41.5 Entitled "Special Events".
PURPOSE:
This item will consolidate and/or update various sections in the current code into one and introduce a new chapter, 41.5 entitled "Special Events".
BACKGROUND:
The current code has several different sections that reference special events, many of which are listed in Exhibit A. As the attachment reflects, there is not one specific area that governs the Special Events, and the majority of events that take place the city currently hosts are not even contemplated. As the city has grown, and interest in the city continues to grow, so do the number and type of events.
The Mayor's Office of Special Events (MOSE), the department largely in charge of this process, took over Runs/Walks in 2018, which resulted in an approximately 97% increase in their workload. The increase in events overall from the last year was 11%, with more on tap for the 2019 year. Staff has worked to create procedures to match the various events, but the number, size and complexity of the events demand a more efficient process for both the organizer and city staff. Additionally, the matter of providing a safe environment for events has become increasingly complex. There is not currently a specific procedure in place to govern this component, which makes is difficult for both city staff and the event organizer.
In 2017, city staff (Legal, MOSE and the Mayor's Office) began a light review of the processes and procedures and made some minor administrative changes. In 2018, a more directed study of our internal policies, procedures and ordinances as well as research of what other communities do began. Exhibit B reflects the most utilized cities, the proposed draft ordinance for Aurora is a reflection of all of these components.
Incidentally, the City of Aurora is not the only community undergoing this process. At the 2018 Illinois Municipal League (IML) Conference, there was a panel specifically directed at this topic with many of the issues referenced in this draft. Exhibit C is the PowerPoint used during the session, it references several of the topics addressed through this draft.
DISCUSSION:
In 2018, the number of events in the city, both city-sponsored and private, increased exponentially adding vibrancy to the downtown, increasing support for local businesses and attracting new visitors to our city. The increased number and complex nature of the events exposed the lack of structure present in the ordinance, making it difficult for people to find information and apply and staff to manage. The inconsistent nature of what is available in the City Code and the website makes the already cumbersome process even more difficult.
For example, under the current ordinance, a local organization who has hosted an event on city property for over ten (10) years, has to apply for, at minimum, both a Music Festival Permit and Special Event Permit. The Music Festival Permit is processed by the City Clerk's Office and has an arduous list of requirements and an application fee. The Special Event Permit is processed by Special Events and has an equal number of requirements, some of which, but not all, overlap with the Music Festival and no permit fee. Both permit requests have to go to the Government Operations Committee, which can mean multiple meetings for the organizer. The City Clerk's Office issues the permit for the Music Festival, in person right before the event. Special Events does not currently have a permit, so no record is provided for the applicant that they have the appropriate permission to host their event. For both the Music Festival and possibly the Special Event, the Fire Marshall's Office or Building and Permits Department may also have to visit the event and issue a permit, which is a separate application, fee and appointment process. This process is illustrated in Exhibit D.
All told, the applicant will generally make three or more visits to separate city departments during the process, one to two Government Operations Committee Meeting's and one more trip to pick up one permit, just for the Music Festival. This is in addition to making themselves available for other necessary inspections with either Building and Permits or the Fire Marshall. The process is inefficient, inconsistent and not designed to work concurrently, leading to frustration for the organizer and staff. This is one of many examples that occur under the current structure, which generates more work and overlap and creates the opportunity for error.
The research and review process revealed that the following items were missing from the application process:
• Application Timelines and Deadlines
• Fees/Deposit/Payment Timeline
• Approval/Denial/Appeal Process
• Revocation/Penalties/Suspension Process
• Post event review
• Process for organizers to request dates
• Public Notice/Event Impact Area
• Safety requirements and evacuation plans
• ADA Compliance
• Event size/scale definitions
In addition to the inefficient process, the cost to the city to hold and host events has become unsustainable. In partnership with Emergency Management (EMA), the Aurora Police Department (APD) and the Aurora Fire Department (AFD), the 2017 event year saw an increased presence of public safety personnel at events. Building off of 2017, the 2018 event year began significant inter-departmental and in some cases inter-agency cooperation and planning. The APD and EMA regularly receive communication regarding incidents at public events, which created a new process overall for 2018 that will be carried into 2019 and expanded as needed.
While a change, as the second largest city in the State, we have an obligation to create and maintain a safe environment for patrons at our public events and provide a framework for organizers to do the same at their private events. Exhibit C reflects that most municipalities have a clear definition of the payment structure with the organizer bearing the costs, Aurora has an inconsistent definition and application of who is responsible and when.
This proposed ordinance pulls all of the various "event" related sections of the code, all thirteen (13) current applications and rolls them into one new section that will be managed entirely by Special Events. The City Clerk will maintain the responsibility of physically issuing the permit, but will no longer process applications. The process will be clearly laid out on the city's website, all documents required will be made available with instructions and the costs associated with the event will be provided and become the responsibility of the organizer. In addition, the proposed ordinance creates a streamlined process to review and approve or deny events, including a clear appeals process, providing all departments involved the opportunity to weigh in as needed. One application, one review process.
IMPACT STATEMENT:
The impact of this ordinance, if adopted, will result in a clear, concise process and set of rules that will provide organizers a framework for their events as well as decrease the amount of staff time required throughout the process and assist in recovering costs. The application and approval process will be clearly laid out and each application will be reviewed individually by any department impacted and/or involved. The change, while significant, will result in a more efficient event process as well as decrease city costs.
RECOMMENDATIONS:
It is respectfully requested this Ordinance be forwarded to Committee of the Whole for full Council review and discussion.
cc: Special Ordinance Committee
CITY OF AURORA, ILLINOIS
ORDINANCE NO. _________
DATE OF PASSAGE ________________
title
An Ordinance Creating Chapter 41.5 Entitled "Special Events".
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora recognizes that Special Events contribute to the unique character of the city; and
WHEREAS, the City also recognizes that Special Events can range from small neighborhood level to large scale productions and impact public safety;
WHEREAS, having a comprehensive Special Events Ordinance will allow the city to host events in a safe, efficient, cost effective manner and create a process that will allow the residents of and visitors to the City to enjoy all Aurora has to offer.
NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Aurora, Illinois, as follows: The City Council approves the attached Special Events ordinance fully adopted as set forth in the attached Exhibit E.