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Special Events Ordinance Amendment and Process ImprovementsCity of Dubuque City Council ACTION ITEMS # 4. Copyrighted December 15, 2025 ITEM TITLE: Special Events Ordinance Amendment and Process Improvements SUMMARY: City Clerk recommending City Council adopt the ordinance amending Title 10, Chapter 4 on special events which modifies definitions and procedures. City staff will present on the amendment and updates to the special events process. ORDINANCE Amending City Of Dubuque Code Of Ordinances Title 10 Public Ways And Property, Chapter 4 Parades, Assemblies And Special Events SUGGUESTED Receive and File; Motion B; Motion A DISPOSITION: ATTACHMENTS: 1. Staff Memo 2. Ordinance 3. Presentation Page 954 of 1019 Dubuque THE CF City Clerk's Office City Hall DUjB 1 50 W. 13'h Street Dubuque, I 52001-4864 (563) 589-4100 office I Iq' (563) 589-0890 fax ctyclerk@cityofdubuque.org Masterpiece on the Mississippi 2.01-2112.2013 www.cityofdubuque.org TO: Mayor Brad M. Cavanagh and Members of the City Council FROM: Adrienne N. Breitfelder, City Clerk DATE: December 9, 2025 SUBJECT: Special Events Ordinance Amendment and Process Improvements I am requesting City Council adopt an ordinance amending City Code Title 10, Chapter 4, which governs special events. Special event permits are generally required for individuals or organizations hosting events that are open to the public and held on City property or public right of way. While the City Clerk's Office processes these permits, each application undergoes a comprehensive review by multiple City departments. The core review team includes representatives from the City Manager's Office, Police, Fire, Planning, Transportation, and Finance. Depending on the nature and scope of the event, additional input may be provided by the City Clerk's Office, Engineering, Public Works, Health Services, and Parks and Recreation. Collectively, this group is known as the Special Events Review Committee. Each year, we strive to improve the event permitting process. However, the challenges encountered this year have prompted the committee to reflect more deeply on how we can streamline event coordination to make it easier for organizers to host events while ensuring public safety and operational efficiency. Title 10, Chapter 4 of City Code forms the foundation for special event permitting requirements and enforcement mechanisms. As we work to streamline our processes, a strong legal framework is essential. The proposed ordinance includes several key amendments and additions designed to improve the clarity, efficiency, and effectiveness of the City's special event permitting process. These changes aim to provide stronger clarity for event organizers while ensuring public safety and operational coordination across departments. The amendments are summarized below by section: Section 10-4-1: Definitions • Expands and clarifies definitions for "courtesy event," "event organizer," "event - specific city services," "public assembly," "public property," "public right of way," Page 955 of 1019 and "special event" to ensure consistent interpretation across departments and applicants. Section 10-4-2: Public Assemblies • Expands property qualified for a public assembly to include public property. • Shifts the responsibility for permit issuance from the City Manager to the City Clerk to enhance operational efficiency and ensure procedural accuracy. • Extends requested notice and response periods. • Further clarifies the circumstances in which public assemblies are not allowed. • Allows organizers to propose alternative locations in addition to city staff. • Adds the provision that assemblies cannot interfere with city operations. • Simplifies language around prohibitions on interference. • Grants authority to restrict or cancel assemblies in emergencies (e.g., disaster, riot, public health threat). Section 10-4-3: Special Events • Shifts the responsibility for permit issuance from the City Manager to the City Clerk to enhance operational efficiency and ensure procedural accuracy. • Removes detailed application content to allow greater flexibility in updating application requirements administratively. • Eliminates refundable deposits. • Adds language on insurance requirements. • Expands reasons for denial to include safety, application completeness, deadlines, and outstanding obligations. • Expands permit revocation authority among city officials in emergencies (e.g., disaster, riot, public health threat). Historically, the City has required refundable deposits for special events, with the amount determined by whether food and/or beverages were served. Events involving food or beverages required a $300 deposit, while those without required a $50 deposit. However, because many event organizers are nonprofit organizations, the $300 deposit often posed a financial barrier. Additionally, the City has not experienced consistent issues that necessitated withholding deposits. As a result, staff spent a considerable amount of time collecting and refunding deposits without significant benefit. To reduce administrative burden and better support event organizers, the ordinance eliminates the refundable deposit requirement. This change removes a financial hurdle for organizers and improves efficiency for City staff. To strengthen accountability, the ordinance includes a provision allowing permit denial for applicants with unpaid financial obligations from previous events. This approach is expected to be more effective in addressing compliance issues than the previous deposit system. Section 10-4-4: Private Property • Clarifies that special event permits for private property events are only required when the activity impacts the public right of way. • Mirrors the application and review standards in the special events section, Page 956 of 1019 including insurance, indemnification, and review criteria. Previously, the requirements for private property events subject to special event permits were vague, leading to inconsistent interpretations and uneven application. The revised language simplifies and clarifies these requirements, making it clear when a permit is necessary, specifically when an event impacts the public right of way. New Section: 10-4-5: Courtesy Events • Defines courtesy events as small-scale, low -impact activities that do not require event specific city services, therefore not requiring a permit. • Encourages voluntary notification of courtesy events to avoid conflicts with permitted events and notify public safety staff of the proposed event. • Allows for restriction or cancellation in emergency situations. In addition to City Code changes, the city staff are working through additional changes to better enhance internal and external processes. These changes are outlined below: Fee Updates Recognizing that fees can serve as a barrier for event organizers, particularly non-profit event organizers, from hosting events, many departments are realigning the fees they charge non -profits for event related services. Below is a breakdown by department: Special Event Application Fees Previously, all event organizers paid a $50 application fee, with an additional $50 fee if the event involved a street closure. Starting in 2026, the fee structure will change as follows: • Non-profit organizations will pay a $5 application fee, plus an additional $5 fee if the event involves a street closure. • For -profit organizations will continue to pay the $50 application fee and $50 street closure fee. However, if an event is hosted by a for -profit organization but benefits a non-profit, and the organizer provides a letter from the non-profit confirming they will receive financial benefit from the event, the event will qualify for the non-profit fee structure. Park Rental Fees The Parks and Recreation Department is introducing a 50% reduction in fees for non- profits providing a free community event on a reservable city property. Parking Meter Bagging Fees Starting in 2026, the Transportation Services Department will reduce the daily fee for non- profit event organizers who bag city parking meters to reserve them. The standard fee is $7 per meter per day, but non -profits will be charged $1 per meter per day. For -profit organizers will continue to pay the standard $7 daily rate. The purpose of these fee reductions is to alleviate financial barriers for non-profit organizations seeking to host events. During Fiscal Year 2025 (July 1, 2024 — June 30, Page 957 of 1019 2025), non -profits organized 83 special events, demonstrating their strong engagement in community programming. By lowering fees, the City shows its support for these organizations and helps encourage more events in the community. Establishing Standards for Safe Events The Dubuque Police Department has implemented several initiatives to enhance event safety. These efforts include improved coordination among command staff and close collaboration with event organizers to ensure comprehensive security planning. Site visits are conducted to review layouts and align on optimal safety measures. A key advancement has been the deployment of Mifram modular vehicle barriers, which are portable units designed to quickly block unauthorized vehicle access. In 2025, the department identified which events required these barriers and is now working to standardize the criteria for their use going forward. Public Works staff transport and assemble the barriers to the necessary length, and they can be repositioned to allow emergency vehicle access when needed. Looking ahead, the department is exploring additional security enhancements, such as bollards for frequently used event locations and expanding the city's inventory of Mifram barriers. Considerations of these measures include staffing capacity, cost, and the potential for overlapping events. Permanent Parade Route Signage Proposal To improve consistency and reduce disruption for local businesses, the City is proposing the installation of permanent "No Parking — Parade Route" signage along Locust Street from 7th to 15th Street that will be enforced during scheduled parades. Historically, temporary "No Parking" notices were posted 24 hours in advance of parades, regardless of their duration. Recognizing that this approach is overly restrictive, especially for short - duration parades, Transportation Services staff have drafted a new signage standard that would prohibit parking two hours before and two hours after a scheduled parade. Parade notifications will continue to be shared through the city's communication channels and posted on the https://www.cityofdubugue.org/detours webpage, which will also be referenced on the signage. This proposal aims to streamline event logistics, maintain public safety, and enhance access to nearby businesses. Fiscal Year 2027 Improvement Package Request and Capital Improvement Program Request As part of the Fiscal Year 2027 budget process, an improvement package will be proposed to fund the staff time and equipment required for deploying and removing special event protection measures. Because many events take place on weekends, Public Works staff often incur overtime to transport and set up the necessary equipment. To support these efforts, a request for $10,000 will be included in the Engineering Department's budget. Funding for future permanent event protection, specifically bollards, will be requested through the Capital Improvement Program (CIP). This investment would focus on high - Page 958 of 1019 traffic special event areas, including the Historic Millwork District and 7th Street adjacent to Washington Park, to enhance public safety and streamline event logistics. Next Steps City staff have additional initiatives to improve special event coordination and communication. These include updating internal and public -facing documentation, notifying event organizers of upcoming changes, and hosting a community meeting to foster engagement. These collective efforts reflect the city's commitment to fostering a community where special events can thrive. By reducing barriers and enhancing safety measures, we aim to support a high volume of events that enrich quality of life and play a vital role in attracting and retaining residents, all while ensuring public safety remains a top priority. Action Requested I respectfully request Mayor and City Council adopt the ordinance amending Title 10, Chapter 4 on special events which modifies definitions and procedures. cc: Michael Van Milligen, City Manager Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Pamela McCarron, Permit Clerk Jeremy Jensen, Police Chief Joe Messerich, Assistant Police Chief Matt Kalcevich, Parks and Recreation Director Ryan Knuckey, Transportation Services Director Justine Hull, Traffic Engineer Page 959 of 1019 Prepared by: Crenna M. Brumwell, Esq. 300 Main Street Suite 330 Dubuque IA 52001 563 589-4381 ORDINANCE NO. 50 - 25 AMENDING CITY OF DUBUQUE CODE OF ORDINANCES TITLE 10 PUBLIC WAYS AND PROPERTY, CHAPTER 4 PARADES, ASSEMBLIES AND SPECIAL EVENTS NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. Title 10 Public Ways and Property, Chapter 4 Parades, Assemblies and Special Events of the City of Dubuque Code of Ordinances is hereby amended to read as follows: CHAPTER 4 PARADES, ASSEMBLIES, SPECIAL EVENTS, AND COURTESY EVENTS SECTION: 10-4-1: Definitions 10-4-2: Assemblies 10-4-3: Parades And Special Events 10-4-4: Private Property 10-4-5: Courtesy Events 10-4-1: DEFINITIONS: The following words and phrases, when used in this chapter shall, for the purpose of this chapter, have the meanings respectively ascribed to them in this section: BUSINESS DAY: Those days in which municipal offices are open for conducting city business. "Business day" does not include Saturday, Sunday or the holidays listed in section 1-3-1 of this code. CITY MANAGER: The city manager or the city manager's designee. COURTESY EVENT: Any small-scale community activity conducted on outdoor public property that has minimal impact on public property or infrastructure and does not require a temporary food establishment license, a temporary membrane structure, tent, or inflatable permit, a special event retail alcohol license, or event -specific city services. EVENT -SPECIFIC CITY SERVICES: Any city -provided services required specifically for the support, operation, or safety of a special event that exceed the normal provision of municipal services to the public. These may include, but are not limited to: Traffic control or street closures Police, fire, or emergency medical presence beyond normal patrol or staffing • Temporary signage or barricades PARADE: Any march, procession or other similar activity consisting of persons, animals, vehicles or things, or any combination thereof, upon any public street, sidewalk, alley or other public place, which requires a street closing or otherwise requires authorized city employees to stop or reroute vehicular traffic because the parade will not or cannot comply with normal and usual traffic regulations or controls. PARADE ORGANIZER: The person designated as the responsible planner and on- site manager for the parade. PERSON: Has the same meaning ascribed to that term in section 1-3-1 of this code. PRIVATE PROPERTY: Any land, dwelling, building, or other temporary or permanent structure that is owned, leased, or otherwise lawfully controlled by a private person, firm, corporation, or entity, and not by a governmental body or agency. PUBLIC ASSEMBLY: A company of persons collected together in one place on public property or the sidewalk, or any organized march or procession of persons upon public property or the sidewalk, which is reasonably anticipated to interfere with or impede the flow of pedestrian traffic, but will not: a) obstruct the normal flow of vehicular traffic; or b) require a street closing or otherwise require police officers to stop or reroute vehicular traffic because the persons will not or cannot comply with normal and usual traffic regulations or controls. PUBLIC ASSEMBLY ORGANIZER: The person who is designated as the responsible planner or on site manager for the public assembly. "Public assembly organizer" includes a person who, even absent a formal designation, acts as the responsible planner or on site manager for the public assembly. PUBLIC PROPERTY: All land, buildings, and other temporary or permanent structures owned, leased, or otherwise controlled by the city, including streets, sidewalks, alleys, parks, plazas, rights -of -way, and other lands or facilities dedicated to public use. PUBLIC RIGHT-OF-WAY: The area on, below, or above a public roadway, highway, street, bridge, cartway, bicycle lane, or public sidewalk in which the local government has an interest, including other dedicated rights -of -way for travel purposes and utility easements. A public right-of-way does not include the airwaves above a public right-of- way with regard to cellular or other nonwire telecommunications or broadcasts service or utility poles owned by the city. SPECIAL EVENT: A planned temporary activity or gathering that is open to the general public that occurs primarily on outdoor public property or that impacts public right-of-way and: A. Includes activities that require the issuance of a temporary food establishment license, temporary membrane structure, tents, and inflatables permit, or a special event retail alcohol license; or B. Requires event -specific city services, including, but not limited to, any of the following: street closures; provisions of barricades, event -specific no parking signs; I event -specific electrical services; or police, fire, or emergency medical presence beyond normal patrol or staffing. SPONSOR OF THE EVENT: The individual or entity who is conducting the special event or in whose name or for whose support the proposed special event will be presented. 10-4-2: ASSEMBLIES: A. Any person or organization planning to lead or initiate any type of public assembly, including a march or procession, upon public property or a public sidewalk, is encouraged to notify the city clerk, on a form prescribed by the city clerk, at least 10 (10) business days in advance, or as soon as practicable if the event is of a spontaneous or urgent nature, B. Such public assemblies are allowed unless the city clerk notifies the person or organization, in writing , within three (3) business days after receipt of notice of the public assembly, or as soon as practicable before the scheduled event, that the proposed assembly may not occur as noticed, including but not limited to instances where the proposed time, manner, or location are unsuitable, where a substantial risk to public safety or health exists, or where the assembly conflicts with a previously authorized use or permitted activity. If the city clerk issues such a notice, the city clerk must state the reasons in writing. In the event of the denial of a public assembly, an alternate date, time, location, or route may be provided by the city or the individual or organization holding the public assembly. The alternate should, to the extent practicable provide comparable public visibility and a similar route, location, and date. An applicant desiring to accept the alternate public assembly must, within five (5) business days after notice of the action by the city clerk, file a written notice of acceptance with the city clerk. C. The decision by the city clerk is deemed a final decision subject to judicial review in accordance with applicable law. D. Public assemblies cannot interfere with vehicular traffic, pedestrian traffic, safe ingress to or egress from buildings, or access by city staff in the area contiguous to the activity. E. When the attendance at a public assembly interferes with vehicular traffic or requires a street closing or otherwise requires authorized city employees to stop or reroute vehicular traffic because the public assembly will not be able to comply with usual traffic regulations or controls, members of the police department are authorized to make reasonable accommodations to increase the portion of the public right-of-way available to the public assembly. After that portion of the public right-of-way available to the participants is identified and communicated to the participants, the participants shall not use any other portion of the public right-of-way outside the boundaries identified by the police. F. Nothing in this subsection shall be deemed as waiving the requirement for a parade or special event permit pursuant to section 10-4-3 of this chapter, if required. G. It is unlawful for any person to knowingly interfere with any person or organization lawfully conducting a public assembly. H. A public assembly may be restricted, postponed, or canceled if the city manager, chief of police, fire chief, or public health director determines that, by reason of disaster, public calamity, riot, or other emergency, such action is necessary. 10-4-3: PARADES AND SPECIAL EVENTS: A. Permit Required: Before any sponsor of the event collects or gathers together upon city property or the public right-of-way for parades or special events, the sponsor of the event must first obtain a permit from the city clerk. B. Permit Fee: A permit fee will be collected. C. Permit Application: 1. Filing Of Application: An application for a permit must be filed with the city clerk as provided in this section. Applications must be made on forms prepared by the city clerk 2. Grant Or Denial Of Permit: The city clerk must grant or deny the permit, in writing, according to the standards set forth in subsection D of this section and must provide the written decision to the applicant 3. Hold Harmless Agreement: The application must include an agreement wherein the applicant agrees to indemnify, defend and hold harmless the city and its agents, officers, and employees, from any and all claims, lawsuits, damages, losses, and expenses, of whatever nature, which may result from or arise from the parade or special event covered by the permit, irrespective of whether said claims are frivolous or meritorious. 4. Insurance Requirements; The sponsor of the event shall procure and maintain in full force and effect during the term of the permit a policy of insurance from an insurance company authorized to do business in the state, which provides the coverage deemed necessary and adequate by the city under the circumstances. Proof of insurance shall be submitted to the city prior to issuance of the permit and maintenance of this insurance shall be a condition of the permit. D. Standards For Issuance: The city clerk must examine the application, and must grant or deny said permit based upon the following standards: 1. Interference With Privacy, Safety And Security: Considering the date and time of said proposed use, whether the use will unreasonably interfere with the privacy, safety, security, convenience and tranquility of the residents or inhabitants of the area. 2. Size And Condition Of Accommodations: Whether the proposed city property or public right-of-way can accommodate the group or use, based both on group size and on health and sanitation facilities, whether available or to be provided by applicant. 3. Compatibility Of Use: Whether the proposed gathering is compatible with the normal activity of the city property or public right-of-way at the requested time or date. 4. Demonstration Of Means, Planning And Coordination: Whether the application demonstrates the applicant has the means, planning and coordination to hold the special event, considering the time of day, location, public facilities available, traffic control, parking requirements, safety of amenities offered, and any monitoring required to protect the public health and safety. 5. Timing Of Event: Whether the event will interfere with another event for which a permit has already been granted. All applications for any parade or special event permit will be processed on a first in time basis based on a full and complete submission of necessary information and documentation. 6. Interruption Of Vehicular Or Pedestrian Traffic: Whether the proposed use would substantially interrupt the flow of street and/or pedestrian traffic. 7. Excessive Diversion Of Police: Whether the use would require the excessive diversion of police from other duties or substantially interferes with the city's firefighting operations. 8. Completeness of the Event Application: Whether the application is fully complete within the timeframe necessary for the city to determine if the event will occur. 9. Submission Deadline: Whether the application was filed with the city clerk sufficiently in advance, in accordance with deadlines established by the city manager, to allow adequate time for administrative, operational, and public safety review. 10. Outstanding Obligations from Previous Events: Whether the applicant has any outstanding invoices, fees, or charges from prior events, including but not limited to costs related to damages, city services, or violations, that remain unpaid at the time of application review. E. Revocation Of Permit: After a permit is granted, in the event it is determined that the applicant has misstated any material fact in the application, or that there is a substantial and material variance between the information in the application and the actual facts or those facts that appear reasonably to have occurred, the city clerk may review such application and revoke such permit if not in compliance with this subsection. Such permit may also be revoked when it is determined by the city manager, chief of police, fire chief, or public health director that by reason of disaster, public calamity, riot or other emergency, the public safety requires such revocation. F. Waiver: The city manager is authorized to waive certain requirements based on criteria approved in the parades and special events permit waiver policy. G. Interference: It is unlawful for any person to knowingly interfere with any person or organization lawfully conducting a parade. 10-4-4: PRIVATE PROPERTY: A. Events On Private Property; Permit Requirements: 1. A permit will be required for any event on private property that will impact the public right-of-way: 2. Permit Fee: A permit fee will be collected. 3. Permit Application: a. Filing Of Application; Contents: An application for a permit containing the information required herein must be filed with the city clerk by a person holding such an event. Applications must be made on forms prepared by the city clerk. The city clerk must have a reasonable time to grant or deny the permit. The length of time that is reasonable must be determined by the size of the event, the information supplied, the time of filing of the application, and the extent of advance preparation or planning demonstrated and reasonably required. b. Grant Or Denial Of Permit: The city clerk must grant or deny the permit, in writing, according to the standards set forth in subsection A4 of this section and must provide the written decision to the applicant. c. Hold Harmless Agreement: The application must include an agreement pursuant to which the applicant agrees to indemnify, defend and hold harmless the city and its agents, officers and employees, from any and all claims, lawsuits, damages, losses and expenses, of whatever nature, which may result from or arise from the parade or special event covered by the permit, irrespective of whether said claims are frivolous or meritorious. d. Insurance Requirements; The permittee shall procure and maintain in full force and effect during the term of the permit a policy of insurance from an insurance company approved by the city and authorized to do business in the State, which provides the coverage that the city clerk deems necessary and adequate under the circumstances. Proof of insurance shall be submitted to the city prior to issuance of the permit and maintenance of this insurance shall be a condition of the permit. 4. Standards For Issuance: The city clerk must examine the application and must grant or deny said permit based upon the following standards: a. Interference With Privacy, Safety, And Security: Considering the date and time of said proposed use, whether the use will unreasonably interfere with the privacy, safety, security, convenience and tranquility of the residents or inhabitants of the area. b. Compatibility Of Use: Whether the proposed use or activity is compatible with the normal activity of the neighborhood at the requested time and date. c. Demonstration Of Means, Planning And Coordination: Whether the application demonstrates the applicant has the means, planning and coordination to hold the proposed event, considering the time of day, location, traffic control, parking requirements, safety of amenities offered, and any monitoring required to protect the public health and safety. d. Timing Of Event: Whether the event will interfere with another event for which a permit has already been granted. e. Interruption Of Vehicular And Pedestrian Traffic: Whether the proposed use would substantially interrupt the flow of street and/or pedestrian traffic. f. Excessive Diversion Of Police: Whether the use would require the excessive diversion of police from other duties or substantially interfere with the city's firefighting operations. g. Completeness of the Event Application: Whether the application is fully complete within the timeframe necessary for the city to determine if the event will occur. h. Submission Deadline: Whether the application was filed with the city clerk sufficiently in advance, in accordance with deadlines established by the city manager, to allow adequate time for administrative, operational, and public safety review. i. Outstanding Obligations from Previous Events: Whether the applicant has any outstanding invoices, fees, or charges from prior events, including but not limited to costs related to damages, city services, or violations, that remain unpaid at the time of application review. 5. Revocation Of Permit: After a permit is granted, in the event it is determined that the applicant has misstated any material fact in the application, or that there is a substantial and material variance between the information in the application and the actual facts or those facts that appear reasonably to have occurred, the city clerk may review such application and revoke such permit if not in compliance with this chapter. Such permit may also be revoked when it is determined by the city manager, chief of police, fire chief, or public health director that by reason of disaster, public calamity, riot or other emergency, the public safety requires such revocation. 10-4-5: COURTESY EVENTS: Any person or organization planning to schedule a courtesy event is encouraged to notify the city clerk, on a form prescribed by the city clerk, at least ten (10) business days in advance, to help avoid conflicts with other events and to assess any potential public safety impacts. Courtesy Events must not interfere with public right-of-way, interfere with access to public facilities, or require a temporary food establishment license, a temporary membrane structure, tent, or inflatable permit, a special event retail alcohol license, or event -specific city services. A courtesy event may be restricted, postponed, or canceled if the city manager, chief of police, fire chief, or public health director determines that, by reason of disaster, public calamity, riot, or other emergency, such action is necessary. Section 2. This ordinance shall take effect upon publication. Passed, approved, and adopted this 15th day of December, 2025. Brad M. Cav nagh, Mayor Attest: Adrienne N. Breitfelder, City Clerk EFFECT OF AMENDMENT CHAPTER PARADES, ASSEMBLIES., AkD-SPECIAL EVENTS, AND COURTESY EVENTS SECTION: 10-4-1: Definitions 10-4-2: Assemblies 10-4-3: Parades And Special Events 10-4-4: Private Property 10-4-5: Courtesv Events 10-4-1: DEFINITIONS The following words and phrases, when used in this chapter shall, for the purpose of this chapter, have the meanings respectively ascribed to them in this section: BUSINESS DAY: Those days in which municipal offices are open for conducting city business. "Business day" does not include Saturday, Sunday or the holidays listed in section 1-3-1 of this code. CITY MANAGER: The city manager or the city manager's designee. COURTESY EVENT: Any small-scale community activity conducted on outdoor public property that has minimal impact on public property or infrastructure and does not require a temporary food establishment license, a temporary membrane structure, tent, or inflatable Dermit. a special event retail alcohol license. or event-saecific citv services. EVENT -SPECIFIC CITY SERVICES: Any city -provided services required specifically for the support, operation, or safety of a special event that exceed the normal provision of municipal services to the Dublic. These may include. but are not limited to: Traffic control or street closures Police, fire, or emergency medical presence beyond normal patrol or staffing Temporary signage or barricades PARADE: Any march, procession or other similar activity consisting of persons, animals, vehicles or things, or any combination thereof, upon any public street, sidewalk, alley or other public place, which requires a street closing or otherwise requires authorized city employees to stop or reroute vehicular traffic because the parade will not or cannot comply with normal and usual traffic regulations or controls. PARADE ORGANIZER: The person "StoN On the norm,t - PPIiGatin.1 mot. designated as the responsible planner and on site manager for the parade. Page 968 of 1019 PARADE UNIT OR UNIT: (lvReyeniGle ORe fc�ieat or ono marGhiRnagroup PERSON: Has the same meaning ascribed to that term in section 1-3-1 of this code. PRIVATE PROPERTY: Any land, dwelling, building, or other temporary or permanent structureprepg rq that is owned, leased, or otherwise lawfully controlled by a private person, firm, corporation, or entity, and not by a governmental body or agency. PUBLIC ASSEMBLY: A company of persons collected together in one place on public property or the sidewalk, or any organized march or procession of persons upon public Property or the sidewalk, which is reasonably anticipated to interfere with or impede the flow of pedestrian traffic, but will not: a) obstruct the normal flow of vehicular traffic; or b) require a street closing or otherwise require police officers to stop or reroute vehicular traffic because the persons will not or cannot comply with normal and usual traffic regulations or controls. PUBLIC ASSEMBLY ORGANIZER: The person who is designated -on ine nROUGe sent to i-+ as the responsible planner or on site manager for the public assembly. "Public assembly organizer" includes a person who, even absent a formal designation, acts as the responsible planner or on site manager for the public assembly. PUBLIC PROPERTY: All land, buildings, and other temporary or permanent structuresreal property owned, leased, or otherwise controlled by the cGity, including streets, sidewalks, alleys, parks, plazas, rights--of--way, and other lands or facilities dedicated to public use. PUBLIC RIGHT--OF--WAY: The area on, below, or above a public roadway, highway, street, bridge, cartway, bicycle lane, or public sidewalk in which the local government has an interest, including other dedicated rights -of -way for travel purposes and utility easements. A public right-of-way does not include the airwaves above a public right-of- way with regard to cellular or other nonwire telecommunications or broadcasts service or utility poles owned by the city. Any long or easeM8Rt aedoEate.d for p blir Use fer ini Iar pedestrian or hiGVG!e travel 0RGI d'RCj streets sidewalks alleys boulevards, parkways,and whether maintaiRed by the City or othepNoso legal!"stab! Oshed for niihlir J� �V'TTGTITGTTTfaf1TCQ1lT�i Gl�f-CTf.r�QfC�rVl-VCIT�ifYPTJGTG�TTJ17 I I • •..........................• • • • • A. Includes activities that require the issuance of a temporary food establishment license, temporary membrane structure, tents, and inflatables permit, or a special event liquor liGon&oretail alcohol license; or Page 969 of 1019 B. Requires speGial event -specific city services, including, but not limited to, any of the following: street closures; provisions of barricades, garbage stages speGial event -specific no parking signs; special event -specific electrical services; or special police, fire, or emergency medical presence beyond normal patrol or staffing FOR. SPONSOR OF THE EVENT: The individual or entity who is conducting the special event or in whose name or for whose support the proposed special event will be presented. (Ord. 35-14, 5-19-2014) 10-4-2: ASSEMBLIES: A. Any person or organization planning to lead or initiate any type of public assembly, including a march or procession, upon public property a public sidewalk, is encouraged to notify the Git„ manarrer city clerk, on a form prescribed by the city managercity clerk, at least five-10 (105) business days in advance, or as soon as practicable if the event is of a spontaneous or urgent nature, and is enGe„ragerd to inferm the Gity manager of the date, time, IGGation, route and estimated number of persons nartiGnpatinn so that the pity non make anY nrenaratienc necessary to provide nercennel or other Gity SeFVOGGS to minimize the obStrUGtion to pedestrian and other tr-;;ffm.r--. and to otherwise nretent the nartiGinants and the pub"n B. Such public assemblies are allowed unless the Git„ manager city clerk notifies the person or organization, in writing by personal aelivpr , regular mail fax or e-mail the person or organization giving the n„ti„e, within two -three J(22) business days after receipt of notice of the public assembly, or as soon as practicable before the scheduled event, that the proposed assembly may not occur as noticed, including but not limited to instances where the proposed time, manner, or location are unsuitable, where a substantial risk to public safety or health exists, or where the assembly conflicts with a previously authorized use or permitted activity. ;here would he a rdireGt with a previous-ly plaRRed permitted aGtiVity Or publiG assembly, or that there is a signifiGant p Shp l�afety issue. . If the City manager city clerk issues such a notice, the city manager clerk must state the reasons in writing. In the event the of denial of a public assembly, an alternate date, time, location, or route may be provided by the city or the individual or organization holding the public assembly. The alternate should, to the extent practicable provide comparable public visibility and a similar route, location, and date. and give an alternate date, tome, IGGatiGR or route. This alternate, to the extent praGtoGable, autherizes a publiG assembly that will haV8 GOMparable publiG visibility and a similar route, loGation and date -to that of the proposed semblyAn applicant desiring to accept the alternate public assembly must, within five (5) business days after notice of the action by the city managerclerk, file a written notice of acceptance with the city managerclerk. Page 970 of 1019 C. The decision by the city manage clerk is deemed a final decision subject to judicial review in accordance with applicable law. D. in order te PIFGteGt the health and safety of the publiG, of at any torne 4UW • • - Jar interfereing with vehicular traffic, pedestrian traffic, safe ingress to or egress fro buildings, or access by em8Fg8RGY F88PeRd8FSCitV pub"G safety —staff in the) contiguous to the activity., members of the PGIiGe department 11111 • • _ • r • • • _ •• • 1 Milli . r • • • •Mrml • • _ _ • • r • • • • . • • • _ • _ • • . • _ • • • • . • • • Pr()teG} the partiGnpants and the n„hl,G, ;n +h„Se Gases W,TereWhen the attendance at a#he public assembly eXGeeds the antriGipated levels and Gae t e nu -hl;^ asrJ h�. to interferes with vehicular traffic or requires a street closing or otherwise requires authorized city employees to stop or reroute vehicular traffic because the public assembly will not be able to comply with usual traffic regulations or controls, members of the police department are authorized to make reasonable accommodations to increase the portion of the public right--of--way available to the public assembly. After that portion of the public right--of--way available to the participants is identified and communicated to the participants, the participants shall not use any other portion of the public right--of--way outside the boundaries identified by the police. F. Nothing in this subsection shall be deemed as waiving the requirement for a parade or special event permit pursuant to section 10-4-3 of this chapter, if required. G. It is unlawful for any person to knowingly interfere with any person or organization lawfully conducting a public assembly. (Ord. 35-14, 5-19-2014) H. A public assembly may be restricted, postponed, or canceled if the city manager, chief of police, fire chief, or public health director determines that, by reason of disaster, public calamity, riot, or other emergency, such action is necessary. 10-4-3: PARADES AND SPECIAL EVENTS: A. Permit Required: Before any group -sponsor of the event collects or gathers together upon city property or the public right--of--way for parades or special events, the group sponsor of the event -_must first obtain a permit from the ^it„ rnanagercity clerk; event.and must state the tome, manner and IGGatien Of SUGh parade or SpeGial The city manager will consider an application for a parade or special event which is filed less than sixty (60) business days before the proposed event, where the purpose of such event is Page 971 of 1019 a spontaneous response to a current event, or where other good and compelling causes are shown. B. Permit Fee: A permit fee will be collected. C. Permit Application: 1. Filing Of Application: An application for a permit Gentaining 'cereiA must be filed with the Gity FRaRage-F��cle�rk by provided in this section. Applications must be made on forms prepared by .. MUStGentain the information required hereon. .. .. .. 2. Grant Or Denial Of Permit: The city maeager clerk must grant or deny the permit, in writing, according to the standards set forth in subsection E—D of this section and must provide the written decision to the applicant by regular moil or by personal delivery. 3. Hold Harmless Agreement: The application must include an agreement whereinp„rs„ant to which the applicant agrees to indemnify, defend and hold harmless the city and its agents, officers, and employees, from any and all claims, lawsuits, damages, losses, and expenses, of whatever nature, which may result from or arise from the parade or special event covered by the Dermit. irrespective of whether said claims are frivolous or meritorious. 4. Insurance Reauirements: The sponsor of the event shall procure and maintain in full force and effect during the term of the permit a policy of insurance from an insurance company authorized to do business in the sState, which provides the coverage that the y-deemedtermines to he necessary and adequate by the city under the circumstances. Proof of insurance shall be submitted to the cGity prior to issuance of the permit and maintenance of this insurance shall be a condition of the permit. D. AppIriGatien Form; Information ReqUTred: 1 . Contents Of AppliGatien: The appIliGatinn form for the use of any Gity property or pi bliG right of way MUSt Gnntain the following information: a. blame and aiddFess n)ifththe applTGant�d the Spnns�nrnn�g nrrrani�ation if any. the "f� e Page 972 of 1019 b. A deSGriptiOR of the eveRt Date,G. Proposed IOGatiOR Or IOGatiORS. d. ExpeGted size of group. 10. that is P'aRRed-. ... • . • . . . • • • . . • . • ... . • . • � 1 . 1 . FW-. u • . . .. . . • . . • . • . —ED. Standards For Issuance: The city manager clerk must examine the application, and must grant or deny said permit based upon the following standards: 1. Interference With Privacy, Safety And Security: In light of the date and time of said proposed use, whether the use will unreasonably interfere with the privacy, safety, security, convenience and tranquility of the residents or inhabitants of the area. 2. Size And Condition Of Accommodations: Whether the proposed city property or public right--of--way can accommodate the group or use, based Page 973 of 1019 both on group size and on health and sanitation facilities, whether available or to be provided by applicant. 3. Compatibility Of Use: Whether the proposed gathering is compatible with the normal activity of the city property or public right--of--way at the requested time or date. 4. Demonstration Of Means, Planning And Coordination: Whether the application demonstrates the applicant has the means, planning and coordination to hold the special event, considering the time of day, location, public facilities available, traffic control, parking requirements, safety of amenities offered, and any monitoring required to protect the public health and safety. 5. Timing Of Event: Whether the event will interfere with another event for which a permit has already been granted. All applications for any parade or special event permit will be processed on a first in time basis based on a full and complete submission of necessary information and documentation. 6. Interruption Of Vehicular Or Pedestrian Traffic: Whether the proposed use would substantially interrupt the flow of street and/or pedestrian traffic. 7. Excessive Diversion Of Police: Whether the use would require the excessive diversion of police from other duties, or substantially interfere with the city's firefighting operations. 8. Completeness of the Event Application: Whether the application is fully complete within the timeframe necessary for the cGity to determine if the event will occur. 9. Submission Deadline: Whether the application was filed with the city clerk sufficiently in advance, in accordance with deadlines established by the city manager, to allow adequate time for administrative, operational, and public safetv review. 10. Outstanding Obligations from Previous Events: Whether the applicant has any outstanding invoices, fees, or charges from prior events, including but not limited to costs related to damages, city services, or violations, that remain unpaid at the time of application review. E. Revocation Of Permit: After a permit is granted, in the event it is determined that the applicant has misstated any material fact in the application, or that there is a substantial and material variance between the information in the application and the actual facts or those facts that appear reasonably to have occurred, the city manager clerk may review such application and revoke such permit if not in compliance with this subsection. Such permit may also be revoked when it is determined by the city manager, chief of police, fire chief, or public health director Page 974 of 1019 that by reason of disaster, public calamity, riot or other emergency, the public safety requires such revocation. GF. Waiver: The city manager is authorized to waive certain requirements based on criteria approved in the parades and special events permit waiver policy. #G. Interference: It is unlawful for any person to knowingly interfere with any person or organization lawfully conducting a parade. (Ord. 35-14, 5-19-2014) 10-4-4: PRIVATE PROPERTY: A. Events On Private Property; Permit Requirements: ROt required f0r eVeRtS .. However, aA permit impactwill be required wheRfor anV event on private property that will public rig • .. .. 2. Permit Fee: A permit fee will be collected based on whether the event is open -to the -p u bl+e. 3. Permit Application: a. Filing Of Application; Contents: An application for a permit containing the information required herein must be filed with the city man H e-clerk by a person holding such an event. Applications must be made on forms prepared by the city enanagerclerk, a-�� GentaiR the infermatier, required herein. The city manager clerk must have a reasonable time to grant or deny the permit. The length of time that is reasonable must be determined by the size of the event, the information supplied, the time of filing of the application, and the extent of advance preparation or planning demonstrated and reasonably required. b. Grant Or Denial Of Permit: The city manager clerk must grant or deny the permit, in writing, according to the standards set forth in subsection A54 of this section and must provide the written decision to the applicant by regular man! or personal deliver" Page 975 of 1019 c. Hold Harmless Agreement: The application must include an agreement pursuant to which the applicant agrees to indemnify, defend and hold harmless the city and its agents, officers and employees, from any and all claims, lawsuits, damages, losses and expenses, of whatever nature, which may result from or arise from the parade or special event covered by the permit, irrespective of whether said claims are frivolous or meritorious. d. Insurance Requirements; The permittee shall procure and maintain in full force and effect during the term of the permit a policy of insurance from an insurance company approved by the cGity and authorized to do business in the State, which provides the coverage that the city clerk deemstes-te-be necessary and adequate under the circumstances. Proof of insurance shall be submitted to the cGity prior to issuance of the permit and maintenance of this insurance shall be a condition of the permit. 4. AppIlGation Form; Infermatinn Required:ho�a.pn.nplriGa�t rnu \e/n form for the even Gentain the felleInn information• a Flame and address of aooli�R and soe�erino eroaRizaat�n if aRy. the ,.,err that t -a Tm�-vr9 c '-'�'-arr� h desErip iocrGR of the event tha lane G. Proposed lenatlen or Ienotionc d. ExpeEted size of group.- e. Date, tome and expeGted-leeRg h of use f Flames and addresses of the perseR000pers�RSte�rGharoe of the proposed use at the Specified Iorotion �`T�T��"�I� tr.��a� the "h' ccrrrca--rvriazrvrr. o Lost of menhaniral or elertronin eq iinment to he used. h Number and Mine of any motor vehicles or other forms of transportation to he use� iserl ii -lu lino hln\ GL- i 0 desnriptien of any soi Rd amplifiGatien to he used. Standards For Issuance: The city maRager-clerk must examine the application and must grant or deny said permit based upon the following standards: a. Interference With Privacy, Safety, And Security: In light of the date and time of said proposed use, whether the use will unreasonably interfere with the privacy, safety, security, convenience and tranquility of the residents or inhabitants of the area. Page 976 of 1019 b. Compatibility Of Use: Whether the proposed use or activity is compatible with the normal activity of the neighborhood at the requested time and date. c. Demonstration Of Means, Planning And Coordination: Whether the application demonstrates the applicant has the means, planning and coordination to hold the proposed event, considering the time of day, location, traffic control, parking requirements s, afety of amenities offered, anaoffered, and any monitoring required to protect the public health and safety. d. Timing Of Event: Whether the event will interfere with another event for which a permit has already been granted. e. Interruption Of Vehicular And Pedestrian Traffic: Whether the proposed use would substantially interrupt the flow of street and/or pedestrian traffic. f. Excessive Diversion Of Police: Whether the use would require the excessive diversion of police from other duties or substantially interfere with the city's firefighting operations. q. Completeness of the Event Application: Whether the application is fully complete within the timeframe necessary for the cSity to determine if the event will occur. h. Submission Deadline: Whether the application was filed with the city clerk sufficiently in advance, in accordance with deadlines established by the city manager, to allow adequate time for administrative. oaerational. and Dublic safety review. i. Outstanding Obligations from Previous Events: Whether the applicant has any outstanding invoices, fees, or charges from prior events, including but not limited to costs related to damages, city services, or violations, that remain unpaid at the time of application rP \/ i P\A/ . Revocation Of Permit: After a permit is granted, in the event it is determined that the applicant has misstated any material fact in the application, or that there is a substantial and material variance between the information in the application and the actual facts or those facts that appear reasonably to have occurred, the city manager clerk may review such application and revoke such permit if not in compliance with this chapter. Such permit may also be revoked when it is determined by the city manager, chief of police, fire chief, or public health director that by reason of disaster, Page 977 of 1019 public calamity, riot or other emergency, the public safety requires such revocation. (Ord. 35-14, 5-19-2014) 10-4-5: COURTESY EVENTS: Any person or organization planning to schedule a courtesy event is encouraged to notify the city clerk, on a form prescribed by the city clerk, at least ten (10) business days in advance, to help avoid conflicts with other events and to assess any potential public safety impacts. Courtesy Events must not interfere with public right--of--way, interfere with access to public facilities, or require a temporary food establishment license, a temporary membrane structure, tent, or inflatable permit, a special event retail alcohol license, or event -specific city services. A courtesy event may be restricted, postponed, or canceled if the city manager, chief of police, fire chief, or public health director determines that, by reason of disaster, public calamity, riot, or other emergency, such action is necessary. Page 978 of 1019 Special Event Process Revisions Goals, Policy Updates, Safety, Fees, and Next Steps THE CITY DU1B TE Masterpiece on the Mississippi Page 979 of 1019 Agenda ■ Special Events Review Committee ■ Goals for Special Events ■ Proposed City Code Changes ■ Safety and Security ■ Fee Structure Updates ■ FY27 Budget Recommendations ■ Next Steps 1019 City Manager's Office Police Departments � Planning Transportation Finance City Clerk's Office Engineering Public Works Health Parks and Recreation 16 F Cit 's Goals in Special v Events Support non-profit and private partners who want to create events in public spaces that create quality of life amenities, cultural experiences, and create the sense of community for all groups that is reflected in Council's mission and priorities. In partnership with event organizers, provide safe events for attendees. Wherever possible, get to yes for event organizers. When no is the answer, have a clear and value -driven reason why. Achieve the three goals above with a level of resources (staff time, materials) that is realistic and understood by staff, their supervisors, the City Manager, and Council. Page 982 of 1019 pity Code Change Goals: Ensure accuracy, simplify language for clarity, lower barriers to hosting events, and strengthen event safety Page 983 of 1019 Updates: Definitions and Assemblies ■ Expands and clarifies event -related definitions to ensure consistent interpretation across departments and applicants. ■ Expands property qualified for a public assembly to include public property. ■ Shifts the responsibility for permit issuance from the City Manager to the City Clerk to enhance operational efficiency and ensure procedural accuracy. ■ Extends requested notice and response periods. ■ Further clarifies the circumstances in which public assemblies are not allowed. ■ Allows organizers to propose alternative locations in addition to city staff. ■ Adds the provision that assemblies cannot interfere with city operations. ■ Simplifies language around prohibitions on interference. ■ Grants authority to restrict or cancel assemblies in emergencies (e.g., disaster, riot, public health threat). Updates: Special Events Shifts the responsibility for permit issuance from the City Manager to the City Clerk to enhance operational efficiency and ensure procedural accuracy. Removes detailed application content to allow greater flexibility in updating application requirements administratively. Eliminates refundable deposits: • $300 for events with food or beverages • $50 for events without food or beverages Adds language on insurance requirements Expands reasons for denial to include safety, application completeness, deadlines, and outstanding obligations Expands permit revocation authority among city officials in emergencies (e.g., disaster, riot, public health threat). Updates: Private Property Clarifies that special event permits for private property events are only required when the activity impacts the public right of way. Mirrors the application and review standards in the special events section, including insurance, indemnification, and review criteria. mr Page 986 of 1019 New Section: Courtesy Events ■ Defines courtesy events as small-scale, low -impact activities that do not require event specific city services, therefore not requiring a permit. ■ Encourages voluntary notification of courtesy events to avoid conflicts with permitted events and notify public safety staff of the proposed event. ■ Allows for restriction or cancellation in emergency situations. nM� W.W."a- "__ .'M� Page 987 of 1019 Safety and Security Improving Special Event Security ■ Better communication across police command staff • Weekly special event report for supervisors • More informed decisions regarding officer deployment ■ Collaboration with organizers • Information sharing • Site visits • Training ■ Vehicle mitigation ;VIVA 14 t . 010118 Page 988 of 1019 Mifram Modular Vehicle Barriers Four boxes of Mifram barriers purchased in FY23 Each box contains material for a 24 ft section �MWAAAA S'LJF1i. Page 989 of 1019 Vehicle Disabling Barriers Boxes are transported to the s ecial event by Public Works and barriers are assembled to he desired length w Barriers are then deployed across the roadway and can be easily moved to allow vehicles to enter or exit the area Page 990 of 1019 Looking To The Future Ongoing discussions revolving around the following themes: Removable bollards for well -established special event locations to ensure safety and minimize City staff setup demands Increasing our supply of Mifram Modular Vehicle Barriers to provide flexibility in hosting special events in other locations Identifying current limitations and needs • Staff availability • Public Works • Police • Cost • Competing events • Volunteer shortage Page 991 of 1019 Update to Special Event Fees Goal: Make event hosting more affordable for non- profit organizations For -Profit events that financially benefit a non-profit may qualify for the non-profit rates. Page 992 of 1019 Update to Pavilion RentalFees Pavilion Rental Fee Goal: Make event hosting more affordable for non- profit organizations Varies by pavilion 50% discount No change Page 993 of 1019 Update to Meter Bagging Fees & Parade Route Meter Bagging Fees Parade Route Permanent Signage $7 each day $1 each day per No change per meter meter Goal: Make event hosting more affordable for non-profit organizations Implement permanent signage along the standard parade route to eliminate the need for temporary "No Parking" postings 24 hours in advance of short -duration parades. Standard Parade Route: Locust St. from 7th to 15th St. voar streamlines event logistics and improves access to nearby businesses while maintaining public safety. NO PARKING 2 HOURS BEFORE PARADE UNTIL 2 HOURS AFTER PARADE l CITYOFDUBUOUE.ORG/DETOURS J Page 994 of 1019 Fiscal Year 2027 Improvement Package Request Improvement Package: Fundinq staff time and equipment needed to deploy and remove special even protection in designated downtown areas. The enhanced vehicle -mitigation measures elevate safety for large pedestrian events and support consistent operational readiness. This package advances the City Council goal of fosterin a safe and welcoming community by reducing risks during high -attendance public activities. $10,000 requested amount Capital Improvement Program (CIP Request: Funding for future permanent event protection (bollards in the Historic Millwork District and 7 St next to Washington Park. Page 995 of 1019 Next Steps • Update internal process documents • Update external facing documents • Issue letters to all event organizers to share updates • Host community organizer meeting to provide updates and engagement • Improvement package requests for FY27 Budget Process Page 996 of 1019 gat i opr�(.ir� dor 4-ftr 1i —�a III ing 1 1 ` lam! ��-� �• �•A Ilk 4� ;1 •. '1 ,��1+► r r.♦ 1 '7 - ON PFL kA -: ■w/ ` r � t