Item Coversheet
Subject:
Special Events Permit
Engle/Holcomb Wedding
August 10, 2013
Reviewed By: Acting City Manager: Dana L. Muscott Special Events Committee
Prepared By: Deputy City Clerk: Jamie C. McFarland

PERTINENT FACTS:
A request has been received from Karen Engle, requesting permission to hold a wedding at James Clements Airport on Saturday, August 10, 2013.
 
The proposed event would take place in the lawn area north of the administration building. Guests would park in public parking areas, leaving access for emergency vehicles if necessary.
 
Michigan Department of Transportation and FAA have approved this request with specific requirements, including the need for security.  Approval letter is attached.  
 
Security required by MDOT, to keep guests within the use area, will be provided by Public Safety Officers.


LEGAL ISSUES:
The Special Events Permit was established in 1997. Revisions and updates were made by the Special Events Committee, reviewed by City Attorney Mark Kolka, and adopted by the City Commission at their May 17, 2004, meeting. Subsequent revisions were adopted by the City Commission at their April 3 and April 17, 2006, April 20, 2009, and October 15, 2012 meetings.

TIME SENSITIVITY:
Impending deadline

BRIEFLY DESCRIBE THE NATURE OF THE TIME SENSITIVITY:
This is the final commission meeting before the proposed event.

FINANCIAL CONSIDERATIONS:
Pursuant to the changes to the Special Events Policies & Procedures approved on April 3, 2006, by the City Commission, special event organizers will be invoiced for actual overtime costs and out-of-pockets expenses as well as those fees listed in the current Fee Schedule. The out-of-pocket expenses include the overtime incurred when requested by the special event organizer; tipping fees the City incurs for hauling trash to the landfill outside of its normal collection and disposal activities; and any other direct payments made by the City of Bay City on behalf of any special event in providing assistance to that event.
  
A General Liability Certificate of Insurance in the amount of $2,000,000 is required as well as a $250 clean up bond. A Special Events Permit will not be issued until all proper insurances are obtained and the clean up bond is paid. 
 
Cost for use of the airport grounds and administration building $487.
 
Security provided by 3 Public Safety Officers for 4 hours is estimated at $454.68.
 
The total cost is estimated at $941.68.  Petitioner shall provide payment of half of the estimated cost, $470.84, by July 31, 2013, before City Commission approval will be considered at the August 5, 2013 meeting.  Remaining balance of actual amount incurred will be invoiced at the conclusion of the event.


CITY GOALS:


RECOMMENDED ACTION:
*Karen Engle, requesting permission to hold a wedding at James Clements Airport on August 10, 2013.
RECOMMENDATION: Approve.

ATTACHMENTS:
Name: Description:
Bay_City_letter_071113.pdf MDOT Approval Letter
Permit.pdf Draft Permit