Meeting Summary
The City Council discussed a new draft special events policy, aiming to standardize processes and recover costs. The policy introduces a special events coordinator, a cost estimator, and a city review meeting for larger events. Council members provided feedback on the policy's user-friendliness, cost recovery mechanisms, and the need for an internal companion policy.
Financial Matters
Special Events Annual Expense
The estimated annual expense for non-city sponsored events, currently not budgeted with a specific line item.
Cost Recovery for Special Events
Discussion on whether the city should recover costs for services provided to special events, with suggestions ranging from 25% to 50% recovery or a fee waiver system.
Coming Up
Tabled
- Hearings for the 12th Avenue overlay district (originally scheduled for March 5th and 6th) have been postponed indefinitely.
Deadlines
- 90-day lead time for special event applications requiring city resources.
Watch For
- Final draft of the special events policy, including cost recovery mechanisms and website improvements.
- Text amendments for the 12th Avenue overlay district and a neighborhood group ballot to determine interest in involvement.
Announcements
- Hearings for the 12th Avenue overlay district on March 5th and 6th will not take place as the neighborhood group requested no further action at this time.
Agenda Summary
Discussion of Special Events Policy
Presentation and discussion of a draft special events policy aimed at standardizing event planning, clarifying city involvement, and addressing cost recovery for city services.
Executive Session
Confidential communication regarding potential litigation involving E Group Inc. and pending litigation styled Mitchell versus City of Stillwater, and for the purpose of confidential communication regarding the purchase or appraisal of real property.