Council - Regular Meeting

have all kinds of things back there. You see,

my wife would go crazy. I'm going grab some of those peanuts and stuff later. Okay. My wife gives me a Good afternoon. Welcome to the city uh beach city council workshop. Uh today is March the 26, 2026. The time is 6:13 p.m. Madame Cler.

Mayor Douglas Lawson, chairperson Shirley Laneir here. Chairpro Tim Kashell Anderson present. Council person Bruce Gton. Council person Dr. Glenn Spiritz here. Council person Forcella Davis Pier here. City Manager Jonathan Evans. City Clerk Deborah Hall is present. City attorney Don W here. Madam and the record mayor Douglas Lawson here. Madam Chair, you have a quorum. You may proceed. Thank you very much. Let's have a moment of silence followed by the pledge of allegiance by Commissioner Spiritis.

Allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. council meeting. I still ask or additions or substitutions for this item for this three items I should say. Hearing none, can I get a motion to adopt the agenda? So move. Second. Madam clerk,

okay, this is just I don't know what adoption of agenda on I see. Yeah, I'm going by the agenda. Um, go ahead. Let's start with the first item, Mr. Evans.

Uh, Madam Chair, members of the board, you have uh three items on the agenda today for the purposes of discussion. Uh, the items are as followed. We have a discussion with regards to our advisory boards and committees. We have a topic concerning special events and then we have a discussion about a proposed resolution on rules of procedure. The intent behind this particular workshop is to get policy direction from the board and get your feedback so staff can make the appropriate modifications and changes to the ordinance uh concerning your boards and committees as well as uh getting direction on the ordinance associated with special events and also getting some feedback with regards to our policy manual and then consideration for an ordinance concerning some of your rules and procedures. So this is supposed intended to be a collaborative discussion to really get uh some good feedback from the board so we can proceed forward. So the first item that we have is a discussion on the proposed ordinance, ordinance 4295 that looks to speak on some of our advisory boards and we have director Casey Young and Mr. Adam Brody that are here to make the presentation.

Thank you. Go ahead. Uh good evening mayor, uh chair Laneir, council members. My name is Casey Young. I am the parks and recreation director for the city of River Beach. Uh I'm here tonight uh to print present on the advisory board city ordinances a draft that we have uh worked on along with my colleagues. Allow them to introduce themselves. Good evening, madame chair, city council, mayor, city manager Evans. Uh my name is Adam Brody. I'm the library director. I'll be speaking about the library advisory board piece this evening. Thank you. Excuse me, Madam Chair. Yes, go ahead. Please let the record reflect that I'm here.

Madam Chair, council question Bruce Gton is present.

Thank you. Go ahead. Uh Mr. Casey Young. Got it. Uh okay. Again, uh we're here to present on uh ordinance uh 4295. Uh it is uh recommended revisions to uh the uh city ordinance uh chapter 2 article 3 boards, committees and commission. Uh this presentation uh will address uh concerns regarding district representation uh staggered terms staggered terms uh and along with uh evaluation of prospective uh board members experience. Uh one of the first changes uh is to the overall ordinance uh which states that uh there are one-year terms for all board members. Uh we are recommending that uh we change that from one year uh to staggered terms um uh uh to make that that would be the uh the one revision recommended for this part of the uh the ordinance.

Madam Chair,

yes ahead. uh when we um when when they become staggered terms, do they still remain one-year terms but only staggered? Uh no. So that is one of the questions that we have is that we would like to extend those terms for board members uh according to the the bylaws for each board uh so that there's not so much turnover as far as a one-year term. Uh I agree with the um process of staggered terms so that you maintain continuity. My question is once they are staggered and you may have to do a two-year term to get them staggered, what would the terms ultimately be for each board member once they're staggered? Would it be one year, two years? What what what is the proposal? Uh we're looking in order to make it stardate, we're looking for three-year terms for some board members, two-year terms, and then one-year terms for uh alternate board members.

Madam Chair, wait, I have a followup. Once they are staggered, are all board members going to serve the same number of terms in the staggered um process? Not not not to get them there, right?

After they are there, what would be the term limits of each board member? Uh so again uh each board as far as the bylaws go, we will add those term limits into the the bylaws for each board, but again the recommendation would be that it would be a three-year term for certain board members, a two-year term, and then one year for alternate. I'm not sure if I'm answering the question if I'm understanding the correct I'm not understanding why we up here serve three years staggered terms. Madam chair, if I may. Go ahead.

So, we did not incorporate any term limits per se. Um, so that's some direction that we need from the board. The way the language is that until a successor is selected, then the the seat would uh flip. But right now, that authority is provided for in the bylaws. But that is definitely something that we need to get direction from the board. if you would like for no more than three or four consecutive terms and then that seed flips. That is that's one item that we need to get clarity from the board. Madam chair. Yes.

Okay. Maybe I'm not making myself clear. I'm not talking about terms and how long they serve. I'm talking about the years that they serve within one term. What would be considered a term? Would it be one year, two years, or three years? You're saying, and maybe I'm misunderstanding, well, some would have three and some would have two. That doesn't make sense to me. Everybody should have the same term. That's That's where I'm going, Madam Chair. Yes, if I may. That's what we have to do in order to facilitate the staggering.

No, no, I understand that. After they get staggered, What did do I need to speak Spanish or Creole? I think that's very Come on, Miss. But seriously, all I'm asking is what would make a term? How many years for each board member? We have threeear terms. We each serve three years. I know you have to get them staggered and get them there, but once they get staggered, what would be the term? M madam chair, if I may. Go ahead. It would be a recommendation for three-year terms. Okay, Madam Chair.

Okay. Uh I I agree. I I I understand what my colleague was just trying to get at it. I think we're making this more difficult than what it really is. We already have three-year terms staggered on the city council. I think you should have five members to your board. I don't know if you want to add a six for the mayor. Uh we should all get to appoint one person on your board and they should serve the term of the council member which is staggered. So again, the presentation is to provide some direction from council and then that way we can take that feedback and uh draft the ordinance to bring back at a later time. That's my recommendation, Madam Chair. Yes. Go ahead.

I think I I like that one. Um, and then who's going to monitor it because I know when I got on it was a little chaotic about who was there, how long they had been there, who appointed them there, who got a person, who didn't get a person. So I think keeping it simple and something that when there is turnover that person is responsible for choosing um a member or retaining the member if that's what you know the council person um chooses to do. Um so I'm pretty much in agreement with M council person spirits. So this is the library advisory board piece of it. Oh, I'm sorry, Madam Chair.

Yeah, go ahead. I was going to say, is it does it not make sense for all of our boards to kind of be on the same page? Yeah. You know, like the library board, the planning, zoning, however, so that it is consistent and we don't have to figure out or remember and all this different stuff. Madam chair, if I may.

Yes, go ahead. Um so we in this particular ordinance we grouped what is the library board, the recreation board as well as the education advisory board. The other boards are provided for in other parts of the code and that you know planning and zoning. They they just had a modification to what their board structure is. But our intent is to align all our boards that we have throughout the city in the same fashion after we get direction from the board as to how they wish to proceed.

Okay. Um, I guess I'll look and see what the planning and zoning is and then maybe if it's possible we can align it with that if that is what we agreed to. Obviously, if we got to that point that was something we liked, I guess maybe. But if we can look at that and see if that's like the main one, the planning and zoning board. Um, or are there others that I just can't remember. Madam Chair, if I may. Yes, go ahead. Um we do have as part of the presentation I think we have a comprehensive list of all the different boards and then we outline. So what we would do is we would systematically go into specific sections of the code and make the modifications pursuant to the directive provided by the board. Okay. Thank you. Madam Chair,

uh manager Evans, can you tell how does the housing authority work? I know the mayor makes the appointments, but does the city the city council ratifies it? How how was it done in the charter? Madam Chair, if I may, I think it does come before the board for confirmation. It did. It does. Yeah, it just did it. So, do we have any say in how that works or is that done by Florida statute or housing authority by by, you know, charter? I don't know what how that's actually Florida statute. Florida statute. Yes.

Okay. So, we going to do the same thing where each member would make a recommendation to the mayor. I don't I does the statute say the mayor makes the appointments. How is that how is that decided? Is it our charter? How is that done? Madam chair, if you can allow for us just some an opportunity to look at that particular question, we'll be able to get you an answer hopefully before the the end of the discussion.

Thank you. This piece contains pertains specifically to the library advisory board. Um the division three uh section 27- section 2-76. There is a library board for the city which consists of five members. The members are selected by the city council. All board members and alternate board members shall be appointed. Each member shall shall serve for a period of one year commencing May 1st. Individual members of the board shall serve until their successors have been selected and qualified. Ordinance 4295 recommended changes consist of the following. There is a library board for the city which consists of five members. The members are selected by the city council. All board members and alternate board members shall be appointed for staggered terms as defined in the library board bylaws. The library board must encompass must must encompass members from each district who must provide a resume consisting of qualifications to be reviewed by the city council as part of the formal selection process. Individual members of the board shall serve until their successors have been selected and qualified. And this is kind of a layout as h of how it would look. Library advisory board bylaws overview. Once again, library advisory board candidates must submit an advisory board application and a resume for review by the board liaison and city council. The library advisory board will consist of five members representing each district and two alternate members. And this is how it would how it would look. One member would be with associated with district one. That'll be Councilman Giden. Another member would be with District 2, Madame Prom uh

Miller Anderson. Uh another uh with district three, Madame Chair Laneir. Uh District 4, Councilman Spiritis, and District 5 at large, which would be Councilman uh Councilwoman Davis Paneer. All board members shall be appointed for staggered terms as defined by the board bylaws. And as always, all appointments must be ratified by majority vote of the city council. Mad. Yes. Go ahead. Thank you. I see that the mayor doesn't have an appointment on the library board. Was that a would did the mayor have an appointment as a on the board or is this not part of the changes?

Well, at this point there's not the mayor can certainly recommend a candidate and we can certainly look at that. Um, but I I'm not sure at this point we don't have something that's specific that's specifically tied to the mayor much like we would from a district perspective. Is that something you would want to see? What is the reason? Is there a reason why there wasn't previously or that we don't have that in the recommendations?

Um, I know historically with the current library advisory boards, um, you know, it's always been by district when we have it in the list. Um it's always been kind of a who's it's always been a situation where anyone can apply basically and we would certainly look at recommendations but if you feel that a that a mayor recommendation should be in there we can certainly put certainly consider that. I would ask my colleagues to support a mayor's recommendation for the advisory board uh there should be representation on every board uh from the mayor's office. Um, Madam Chair, go ahead. Commissioner G,

I was curious to know how the um, alternate members will be selected. And let me finish. And maybe that would be an option for the mayor to participate in the process. Just throwing that out there. Yeah, at this point, alternate members theoretically can be from any district. um because they would the idea was they would fill in in the absence of another member or break a tie or something of that nature. Um but that's definitely something to uh um I think that that is a very reasonable recommendation and madam chair madam chair if I may

um if there is a situation where all our advisory boards we in fact look to make sure that there is representation from the mayor's office then the recommendation would be to expand your boards to seven so you can make sure that you do have an odd number of representation on the board. think that's probably why the number five stuck in in most of our board structures, but I think expanding it to seven, I think that's exactly what the board did to accommodate the modifications to the planning and zoning. You did expand the board to allow for multiple members to make sure there was representation. So, we can do that if that's the pleasure of the board. Uh, go ahead.

But if we do that, then we're going to have someone's gonna have to do two or, you know, it's going to be off. It's not going to be just one per person. So, yeah, Madam Chair,

mayor. Thank you. And I would actually ask and I I appreciate the recommendation, but I I would ask for and look for an actual slot on the boards versus an alternate as a representative from the mayor's office being that they a lot. So with the ex with the extension then of possibly seven seats possibly looking at two appointments from the mayor's office. So whoever sitting in the seat is able to actually assist with the appointments because they can come from any any individual within the district in these appointments. Do the individuals have to live in that district to be appointed by that representative. So with the mayor's office, it opens up a little bit of flexibility similar to we would have with district 5 and allow for the mayor to have an appointment. Madam chair.

Yes. Go ahead. Okay. So, I I really believe that each district should have equal representation on the board. I know that five is probably the most appropriate way to do it because it's an odd number. So, if they have to vote, uh you won't have a tie. Uh but if you want to add the mayor in there, maybe the mayor's vote uh doesn't count if there's a tie. I don't I don't you know, you come up with something like that. But I think each district has to be equally represented at at the table because these boards do make recommendations on a lot of money uh and on a lot of big projects. So I think it's very important that each district has equal representation.

So board the staff's looking I'm sorry madam chair. No I was just going to say what does that mean? Does that mean that we do five or we expand it to seven and then we have a recommendation from executive staff from DC? I mean I'm not sure how you're going to do that. Go ahead. That was Oh, mayor. Go ahead.

No, that that was my question. Thank you, Madam Chair. What does that look like with the expansion of seven? What is that seventh person? Because I I would agree that my colleague is concerned. Um, I think the mayor's office um shall allow for two representatives that can actually represent anyone in the city at large. But um, if we look for a seventh person at staff, I just want to make sure the mayor's voice is heard when it comes to all of these boards.

Madam Chair, something to consider. Um, if you do look to expand it to six or I mean to to seven, then maybe the seventh uh person is where it's a nomination and they need a majority of the board support to effectively serve in that particular capacity if you were to. So, you will all have a say in that in that seventh seat if that's something that the board wants to consider. Or another option could be that you have six members on on the board and the seventh only comes in if there is a tie associated with the with the vote. But again, these are advisory boards to to you all as the decision makers. So um how you wish to handle that staff can can make the appropriate modifications.

Madam Chair, Madam Chair, go ahead. Um I mean would it be too I don't know muddy if like the director chooses the seventh person like um Mr. Brody can choose his, you know, the seven person um and and any other director of the board like the recreation. Madam Chair, um that that is actually common in in advisory boards that the the department director or the executive does have somebody that is or even a staff representative or somebody that sits on that board. So that's another option for the board's consideration.

I'm sure Yes. Go ahead. Okay. So I I I still say that the uh each member of the of each district should have an equal representation here. If the mayor gets two appointments, clearly uh that's not each district getting equal representation. Uh maybe the mayor's po uh person should be exopicio just like the mayor is on the city council. Uh or you can do it the other way like I you know if you want to have the mayor have someone and the department head appoints someone I but but how's department how do you still make sure that each district that you're not overloading one district with two or three votes because you're not going to be equal representation at the table anymore. You lose that. That's why I think it should be five votes and the mayor's can make a recommendation to an exofficial member. Madam Chair,

so how would the mayor have two votes? Madam Chair, hold on. We take a decision talking about Madam Chair. So hold on. So the mayor would have one vote and then the sec the seventh one would go to a the director of Yeah. Yeah. But what you're doing is you're opening it up where one district will now have more than one vote at the table. We're no longer equal representation at the table anymore. mean the district will have more which is why I'm saying just have it the city council and the mayor can appoint the next official member that won't have a vote but will be sitting at the table like the mayor sits here the same way I see madam chair um Miller Anderson and then you mayor

I mean we we just need to keep in mind these people only making suggest you know I mean I know the plan some of them actually vote vote but at the still at the end of the day we're the ones who make the decision so I don't I don't know that it's that important. Obviously, you want to try to have equal representation in each district, but if we want to keep it all at odd number and to allow for the mayor to have a a position um to select someone, I don't I don't have an issue. There's been times when it's been totally off when you may have had three or four from district one and nobody was in district two and you know so it wasn't but at the end of the day the board is the one our board is the one that makes the decision. So just you know keep that in mind even though they may vote on something we don't have to take their recommendation.

Go ahead. Um thank you mayor. Go ahead.

Thank you. So just for clarity to clarify the record the mayor is not an ex official member of the city council. Um, River Beach's form of government is mayor, council, member, manager, and the mayor appointments should leave some flexibility for the boards. So, that's why I was saying give the mayor's office two recommendations. The city council ultimately votes on it and votes on who is actually assigned to this board. But this leaves the flexibility of having atlarge representation and a mayor makes a recommendation. The board ultimately ratifies it. So there's no additional power that's clearly going to be given to any individual person on this board. It's a recommendation and the city council still ultimately ratifies it with the majority vote. So in the ability of the mayor's office not being exeicial because the mayor's office also does still have veto power. So I want to just be clear with the exeicial role here in the city and versus the appointments and versus the advisory boards. But keeping in mind that these boards for many years have been very difficult to fill. But recently over the past years with this council and with the movement and leadership of the city and with having clear transparency, I think that people are excited to want to serve and excited to be engaged and the boards are getting multiple applications. So let's leave some open flexibility for the entire council to ratify possibly seven members and bring it to seven and then look at a recommendation of maybe bringing two two recommendations from the board from the mayor's office.

Madam Chair, if I may. Yes, go ahead. Um, Assistant City Manager Jacobs came up with a a really good idea that I think the board should certainly consider. What about the opportunity to have a member of the youth council serve on those advisory boards to diversify the the offerings to get our young people involved in that because if you're looking at library, recreation, and the like, um, it is good to have that perspective. And the education advisory board already has a youth seat on there. So that's something for you all to consider for that that seven seat. I like that idea. I like that idea, Madam Chair. Yes. Go ahead.

But you know that doesn't help Mr. Spirits' point with the district. But they come the kid comes from a district. But I do like that. I do like that idea. Madam Chair. Yes. Go ahead.

Yeah. It doesn't solve the problem. I think everyone has to have an equal seat. We we may not ever see the things that they vote on. They vote on things within the department. what what event they're going to have next week or whatever or what programs they're going to do. It never gets to us. It it never gets to the city council. Yet, they're making decisions that are going to impact the whole community. And I think it's it's very important that each district have a representative and an equal vote there. Uh we do have an atlarge vote that's with district 5. uh you know uh Councilwoman Davis Paneer does represent all the districts and does appoint someone who represents all the districts. That's already done. That's built into the city council. Uh the mayor does not have a vote up here. I'm not I'm not saying the mayor isn't important and I'm not saying the mayor doesn't do, you know, very, you know, an important job for the city and have other authority that we don't have like the veto power. There are things that he has that we can't do. this is just one thing that maybe he can't do that we can do. Uh I just think that we have to have equal representation. Every everybody, you know, everybody's a resident here and they should all have equal say even when it comes down to the committee levels, you know, to these board levels.

So, how do we do that? I think I know that the planning and zoning board is more than five members, isn't it? No, it's five members. Madam Chair, if I may. Yes, go ahead. Um I believe the the membership has expanded I want to say, well, director uh Young and and uh Director Brody, you both work with Director Surmans for the purpose of that. What did they expanded to? Did they expand it to nine or what was the number? It it was a pretty substantial expansion. I'll tell you here in a second. It's more than five.

Yeah, it's I know that's I know that it's more than five and I think that the civil service board maybe more than five as well. So, with that being said, do we bring up the other boards to seven or nine or do we decrease the other ones to five? I mean I mean you trying to have some uniformity, madam chair. Yes. Go ahead, sir. When did planning and zoning change the number of board members and had they do it without the city council? Madam Chair, I think a while. Go ahead. You all did that. I want to say maybe a year or so ago.

Not while I was sitting on the board. I wasn't at that meeting. I don't believe I was.

So, what are we doing now? Are we moving on until we figure this out? We can go to the next one. Continue. Madam Madam Chair, go ahead. Staff need some direction, right? Yeah, we need to give them some direction one way or the other. I mean, but we're stuck on whether it should be five or seven. And we just get a consensus. All right. Can Can the consensus be So, are we going to do the consensus as seven with the mayor two or seven with us the mayor having one and then the director being able to choose

one as well. We can figure it out. Let's take one of them and see what everybody thinks about it. And then if we don't get a consensus on it, we'll go to the next examp. Next. Um, I'm okay with the seven. I'm okay with the seven as well. The mayor having two. You talking about with the mayor having two? Yeah. Okay. What about you? I'm okay with seven with the director having one. Well, no. Let's finish this option. And so either yes or you're not good with it and then we'll come to that second. So, yeah. No. Yeah, that's what I'm saying. We'll have that be the we'll come back with that. Okay. So, you're saying no, Mr. Spears? I'm sure yours is probably not right. Not for the mayor having two. Huh? I'm not for the mayor having to appoint.

He said no. No. Madam Chair, if I may. Yes. If I can have director Surmans provide a little bit of context about when we changed the advisory board and the composition of the advisory board concerning planning and zoning. And we were fortunate that he's actually in a planning and zoning meeting right now. Oh, perfect. We can just look over there and see how many people over. Go ahead. Hi It's on. We should light it on.

All right. Good evening, uh, Madam Chair, members of council, honorable mayor, madam attorney, Clarence Surman, director of development services. For the record, uh, yes, across the hall, we are um holding a planning and zoning board meeting. Uh, at this time, and it does have the uh new makeup that was approved uh by city council um probably close to two years ago. Uh at this point um there were u concerns about uh equitable representation between the districts um among some other concerns that led to us uh redoing the ordinance that governs that board which is separate from this one at hand. What we landed on was creating five voting positions and five alternate positions. Each district is represented by a voting district and each district except for five also has an alternate for that district. For district 5 at large, it shares um that seat with the mayor's office. And so the u district 5 person nominates the voting member, the mayor nominates the alternate member for that district. And um that was the um the discussion and compromise that we came up with to come up with equitable representation for uh everyone here for the board and and that's the the current makeup of the planning and zoning board. So it does uh result in a decent sized panel. Um when the board is full there are 10 seats in total. Um but everyone understands that certain persons have a voting role, others have an alternate role. All can participate in conversations and um and uh discussion. Um if there is a person that is not present for a district, their alternate automatically um can move up. Um if that person is not renominated, the alternate is uh first consideration for moving up into the voting seat. And that was one of the concerns as well. Um making sure there's a pathway up for those who are in the alternate positions. But those are some of the things that we worked through with the planning and zoning

board. Roger, let me say something before just to catch her up. So we were kind of doing a consensus on having five or seven and that pretty much died for I mean because you were out so it was half and half. So um but now Mr. Sur has come with the example of what the planning and zoning does. So I see I'm sure Mr. Spears yeah I think Dr. Spearson they will be to you may

so this is exactly what I'm saying. This is the perfect way to have a board. Each member, each district has its representative, each district has an alternate and everyone has an equal seat at the table. So, the planning and zoning board was done the exact way that I think every board should be done. Okay. Mayor.

Yeah, Madam Chair. Uh, again, um, and I think they were looking for a consensus. I think you had stepped out, but in reference to just expansion of the board and possibly taking us to, uh, seven seats. So, since it's just a workshop, I don't think it's died yet, but we're just still having consensus to give staff direction. Um, and I believe that the conversation was expanding the board to seven and having two seats that represent at large. Uh, that would be appointed or actually recommended by the mayor and then ratified by the board. Madam Chair, I see. Go ahead, sir. Um, since this is not a regular meeting, just a workshop, you still have time to chime in on your position on the consensus. Madam Chair.

Yes. Go ahead. My consensus has changed because I I we I know we went through a lot of work to get that planning zoning balanced and get it to where we wanted it to be. And um after hearing you again, it it reminded me of all the it re the different iterations of versions that we continued to go back and forth on. So I I'm I support that. Well, that that example. So I take my whatever it was back. But yeah, but we'll support uh that version that Mr. Sur has.

Yeah. Yes. Go ahead. So Mr. concerns. You said that the on the planning and zoning uh the mayor's office has an alternate for the planning and zoning. That's correct. So, not a voting member. That's correct.

Okay. I know we had a lot of discussion about that and I I couldn't disagree that the mayor should have representation of voting on the boards and not just have an alternate on the boards. I know that there was a lot of discussion, a lot of black back and forth that went into that discussion, but the mayor's office should have some representation. And I know we we we talked in depth about it, but again, the city is continuing to grow. And I think the different board should have representation from every position, including the mayor, because the mayor on the planning and zoning only has an alternate an alternate recommendation, not a voting recommendation. Right. Mayor, weren't you a council person at the time? I didn't agree with it.

Yes. Go ahead, sir. Okay, here we go. Um, we we need to come to some kind type of decision, consensus, and moving forward. Is are there three in support of the way the PNZ board does it or we moving with the mayor having two? I I'm I'm with the P&Z board. I'm with the board, too. Can I ask one question though? Yeah, that's Well, that's three. There we go. But he can actually

just one question. And so that person those people are appointed when the new when the council like if the council changes that's when you all start the that's when they start their term

through the chair. No, the members are appointed to three-year terms and there is a defined start and end point to the terms and they do not coincide with the terms of the elected officials. Uh so whenever the term is up that district representative is the term for the PNZ seat um that district representative is notified that they have an appointment that they uh can make. We provide any applications that have been submitted um for review and reference so that the the district person can make a nomination for who they would like to fill the seat. followup who maintains that time frame because once again when I got here it was not clearcut um and with the rest of the boards like when we I asked the question before like and we talked about when the new council person comes then they select their own person so how will this work as far as

I I I think that yeah cuz um even when I got here there were people on the board that I could do nothing about they were they were on the So I couldn't say you got to get off the board cuz I'm a new coun. I get it. But who's keeping accurate? Oh, I think that each department is each department um sends us every actually every year. The clerk the clerk and every year this the uh clerk goes through all the boards with us anyway at the beginning of every year. So we know then who's on it when their time is up because that's a yearly thing that is brought to the board. Madam chair, if I may. Yeah.

That that that exercise is for the city council members serving on the advisory board. the the clerk and the department is responsible for maintaining the roster of those that are on the board as well as when the term set to expire. And then when you see the list of advisory boards, you're going to see you're probably going to see boards that you didn't even know that we had. And so we're going to clean all that up based on the direction that you all and then we'll be able to have a comprehensive list and inform persons. Okay, this is what the terms are. This is what so the more clarity the board provides us on this item with this will be the the process that we look to affect all the boards citywide. Okay. Manager, I'm sorry.

Thank you. The the housing authority board, how who monitors that because I know that was way out of control as far as people being expired, their their terms being expired like three year, four years. I mean it it do we monitor that? I know the mayor does the appointing, but who monitors that? The housing authority. The housing authority. Well, that might be something we need to monitor as well. Well, we were having conversations about that board and about the bylaws that govern that board that they should be in line with what the city is given that it's under the city's.

Can we look into that? Go ahead. So, um, the city attorney was able to to bring up the statute that really talks about the the structure of the housing authority board, the terms, how it is, basically it is, uh, Miss W, correct me if I'm wrong, it's appointed by the mayor and then ratified by uh, the city council. And so, we would track and then there based on there are there are staggered terms with regards to that board. So, we can track and maintain that information for the purposes of having it um captured here at the city side, but the housing authority really is the entity that that retains all that information. So, but we can we can track it. Madam Chair,

yes, go ahead. But the thing is the mayor is the one that appoints them and we're the ones that ratify it and is being left unchecked because there were until we clean it was cleaned up when we did the um when he expanded it to the seventh and reappointed people some of them had expired three four years I mean it it made no sense how long some of them have been expired but they continue because of the statute they are to continue until they're replaced but someone needs to we have to I think we have to take the the this the responsibility of monitoring it. Um if the mayor's whoever's in the mayor seat is not going to be the one to do it or if the housing authority is not going to do it. So because that shouldn't be

it should be just like any other board that we are over that it's a part of the list of boards that the city governs basically because we do chair. Yes. Go ahead. And and I think we need to wrap this one up to the next chair. Now we want to wrap this. Madam chair. No, no, no, no, no. I'm just saying we we we've really done beat this one up. We've decided but I Dr. I have a question. Before you wrap it up, I have Before you wrap it up, I have another question. Okay. But but I have a question. Wait, I have a question. It's a workshop. Go ahead. Go for it. Is the Holland Authority a state regulated board? Yes. And who at the state regulates the board?

The city. Yeah. We appoint I mean the mayor appoints, we ratify, but it's regulated by the state. Yes. So, how do we as a municipality um and we're kind of saying oversee this state regulated board? My question is, are we crossing the line? I just think Wait, that's a legal question. Go ahead. So, You call on me. It's created by statute.

I mean, say again, I'm I'm sorry. Go ahead. It's created by statute. I don't think you're crossing the line. The statute outlines what you're allowed to do. The mayor appoints and the coun and brings it to the council for your approval. But there any other requests that you have, you can make them of the housing authority board. They are governed by their bylaws. Um they have their own attorney. Um I've spoken to him several times. I know he's worked on their staggering issue that they had. Um I'm not sure if it's completed or not, but I know he was working on that. So, one followup question. So, the

our authority is the mayor appoints and reratify. Is that where it stops as it relates to board appointments? Yes. Okay. Madam Chair, that's all I have right now. Madam Chair, I think that it's governed by state statutes the way that the audit committee is governed by state statutes. Go ahead, sir. Madam Chair, but as far as the housing authority, I believe Florida statute gives all the members a four-year term.

40 four years. And uh I think what the problem was before was the mayor wasn't appointing people when their terms had expired. they weren't reappointed. So, they were just holdovers in their terms because there was no appointment from the mayor and no ratification from the board. So, it's really up to the mayor to keep an eye on the number and their terms because the mayor makes the appointment and then brings it back to us for ratification. But that's in the Florida statute. Four years is in the Florida statute,

right? Then that's all in the Florida statute. So uh but on on on the matter with the planning and zoning, I think planning and zoning should uh be appointed the same way the other boards are. I think it should be appointed with the term of the member of the city council uh of the district uh member. Uh we should do the same thing and that way they'll be staggered and that way it won't be confusing to the members of the council or the public. uh they'll know that when their new council person comes in, that's when the appointments are being made and they have a three-year term. And it's real simple. It's easy to to keep track of it and the members of the board won't be sitting represent. They may have different points of view on things than the person that appointed them at that point if they're representing a new member. This way at least there's some consistency uh with the city council members appointment. Madam

chair. Yes. So, I think we were I think I said that I was in fa at least three of us up here said we were in favor of the library board and all boards at this point. I mean to keep them kind of consistent. I mean, but right now we're only working with the library board. I guess we will come back to the parks and rep because we Yeah. Oh, it's a it's the um library board and the education advisory committee. That's the one we're talking about tonight, right? Library and parks on it. We just did these these are the two that we're doing now. Madam, got you. Madam Chair, if I may. Yes.

Uh just for as a point of clarification, uh Director Surmans, correct me if I'm wrong, it does it's a three-year term, but it doesn't coincide with the term of office with the elected official, right? Yeah. Okay. Is he not on the agenda? Oh, so not on the agenda. Madam chair, I just wanted to make there's a distin there's a difference from what is adopted now versus what is proposed. I just wanted to make sure that we get clarity from the board. If that's the case, then we need to go back. We would have to go back and and reverse what planning and zoning board has. Yeah. Talking about uh two specific boards this evening. So, Madam Chair.

Yes. Go ahead. So basically, we're not trying to standardize it because that's why I think he keeps saying that because if we're are we trying to standardize all the boards or are we just going to deal with these two and then come back to this other one later or are we saying at this point this is how we want to move forward, Madam Chair? How it's been. Yeah, we're we're trying to we're trying to standardize it. So we want to get clarity from the city council. What option do you like for the construct of the board? because then, as you'll see in the PowerPoint, we do have other boards that effectively we're going to have to go in and and make some modifications to to make sure they reflect the collective desire of of a majority of the council. Madam Chair,

yes. So, that's why I was saying we put in a lot of work trying to come up with something that was fair. I don't think it's I don't think it's realistic to um line it up with whenever people because what if I stay in for two two terms and you this one goes out at one term, you know, it's going to be a lot of juggling. It's not going to be consistent because just because you each council person has three terms, that don't mean you're going to win the three terms. So every time somebody it changes, it's going to change that person. And you don't want to you do want to have some consistency on the board, but doing it the way that we did the planning and zoning it, we had all of these same issues, you know, with making sure we had each district represented. We want to make sure that the alternates had an opportunity to be a voting member at some point. And so when we went through the process of um creating that system for the planning and zoning, we kind of ironed out all of the issues that we had and things that we felt need to be addressed. So if we're going to make it consistent with anything, I would say with the planning and zoning board because that one we we worked through that one. The others it was just kind of random or we haven't addressed it at all. But if we're going to make something consistent, it should be consistent with the plan and zoning and and having someone on each um from each district will be accomplished that way.

Madam Chair, yes, go ahead. Thank you. And just I guess my final quick question before we move on is what is the process of actually replacing or removing somebody from one of the advisory boards? Um it was mentioned earlier with the election or somebody coming in that they want to maybe appoint someone to that board that represents their district. Elections have consequences. So, what does that look like when it comes to a new member? If we're not going to keep it in line with the election, then what does it look like with appointing someone that represents a district when a new elected is uh brought in? So, for my understanding, that's a question for staff. But let me let me say something. Mayor, go ahead. Um, when I came in, there was a person already on the board out of district three.

Mhm. I didn't make them get off the board because I was elected. I just waited until their term was up and then I appointed someone myself to that board. I didn't that person served like two more years after I got here. But I didn't take them off because now I'm here and I want somebody else to be on there. I just waited until their term was up and then appointed someone. That's how I did it. Now I don't know how and I'm sure other members have done the same thing.

And I think that was the recommendation from uh uh Spirit uh from Councilman Spiritis when it came to the appointments. That's why he wanted it in line with the actual elections so that the elected uh body once they come into the board could appoint their board members. So I know that every three years that there may be turnover but if the if the boards are in line with the different seats and they need to also represent the district representative madam chair.

Yes ma'am. But the isn't the whole point is making sure that someone from the district is there. It's the district, not necessarily my person, right? I mean, we're trying to make sure someone from the district is there. Obviously, that we want someone that we know or you know what I mean? Being realistic, I I hear you, but we're going to let's let's a workshop, so we're going to have real discussion. So yeah, you you you'd like somebody from your district, but as a representative, you want the person that you represented to serve on that board that represents the ideals of what your district represents. You're the representative development. So Madam Chair, I didn't think of that.

Madam Chair, so I mean if if I'm if I'm running on election, I'm just using this hypothetically right now. Please don't take this, you know, literally. But if I'm running for office and I'm saying I'm against high-rise development, do I want to put somebody on the planning board who is for high-rise development? I mean, I make my appointments. I sit down and I speak to these people. I want to know what they think about before I put them on a planning and zoning board to make sure that they're in line with what I ran my ran for office and what I tell my people I think. So, you're saying that if you were elected yesterday, I mean, yeah, you elected yesterday and the person that's on the board representing planning and zoning now is a is for high-rise, you want to remove them?

I would think that I would want them to be in line with what my policies are and what I ran for. That's what the people in the district are supporting. And I think it should be done that way. When I got on the board, I inherited someone on planning and zoning. I didn't get rid of that person because I didn't I didn't even know how it was really set up at that particular point. I did reappoint that person, but does that person get another three years or did that person fill out the term of when I got on of of his term or or did he start all over? I didn't I can't tell you today whether that person has another three years or not. If it was just consistent with our terms, I would know. And I think it just it makes good sense, I think, for it to be staggered and and to go with the three-year term of each council member. I think that makes a heck of a lot more sense. And

but how would that how could you accomplish that though? How would that work? And you you would have to start it at a certain point starting at the next election. Yeah. Right. And then and then at the election after that person would get to a point that person would get to and so that person would only serve as long as that other person serves. I see. All right. Uh so what does that mean? I'm fine with planning and zoning. Yeah. because planning and zoning is its own animal in itself. Madam Madam chair, yes.

One one thing you we can incorporate in the actual uh language is that you know if we were to look to to mirror the the same that's in planning and zoning. Maybe it's a modification that you as the board at any time district representative have the ability to effectively remove person in that seat and then the appointee will fill out the remaining term and then the subsequent term then you know the district representative can say this I'm fine with this person being in here or I want to look to appoint that we can we can insert that and that can get you to effectively the the same

same place. Yes, go ahead. So I guess we have the flexibility to do that for these other boards, but I did not have that option for planning and zoning because I inherited somebody for 10 my majority of my time here and I mean well I did reappoint one time I think but that was not an option for planning on Madam Chair. Go ahead.

Yes, that that was not an option. that's something that you know just having conversations with the attorney that we talked to as another option if that's something and now I would tell you we would look to bring back modifications if that's something the board said we would bring back modifications to the planning and zoning board as as effectively giving you the ability to remove persons and have an appointee to serve out the remaining part of the term or uh when it the term expires

though no the plan zone is miss when isn't that in the statute issued or something. Correct me if I'm wrong because I asked you I asked you about this um before and it's something within the statute. You can't remove them until that you have to wait for their term to expire. Yes. Through the chair. Yes.

The the statute requires uh cities to have a um local planning agency is the term they use there, which is effectively our planning and zoning board. So, we're required to have this board. It does not give us um what our uh rules are in terms of appointing and removing. That part is governed by our ordinance for the planning and zoning board. It gives um causes for removal. Um I think missing a certain number of meetings is cause for removal. And when we updated the ordinance, I think it expanded that language a little more for certain types of inappropriate behavior or or something of that nature. I didn't review it right before this, but there's language about what situations allow for the removal of a member. Um it it's not situated at the um at just simply the desires of the district representative though. I can't

Right. But that was at um mandated based on an ordinance you said. Correct. Okay. So that could be modified. Madam Chair, if I may have the vote to modify it. Yeah, we would we would make Yeah, we would make the modification to that to add that at the discretion of the district representative, you do have the ability to remove uh the appointee that rep that is a that is the appointee of the respective district. Madam Chair, the ordinance. Yes. So I think that we should have the terms for planning and zoning coincide with the terms of the elected officials, but we should also have the ability to remove the people that we appoint to a position.

Madam Chair, if I may go ahead.

Um the I will speak just for the planning and zoning board at the moment. Um because it is a state required board and it requires familiarity, excuse me, um with the the complex nature of land development, the comprehensive plan, um state, federal, and local regulations. There's a lot of onboarding, training, and um uh getting persons up to speed and understanding the process of the planning and zoning board, which is one of the reasons that we have uh three groups that are staggered terms. Group A, B, and C all having um three-year periods. And so at any given time only a small number is rolling over because we do need continuity and the knowledge and understanding of the processes and uh and what the the board uh works to accomplish through uh the planning and zoning staff. Uh so in that situation it would not be ideal um to create a scenario where there's more turnover. But again, this is speaking from my experience with the amount of work that it goes into training and and onboarding planning and zoning board members and their responsibility uh to the the state and those requirements. Um, so to that point, I would say it may not be one-sizefits-all when it comes to uh the amount of turnover with boards, what works and what doesn't. Um, but I just wanted to provide that staff perspective for this particular board.

Followup. Follow up. Okay. So then then I just think that it should be it should coincide with the uh with the city council members term. We can start it at the next election. the uh the representatives, the two representatives would get to appoint people for a three-year term on planning and zoning or any other board. And then in the next election, those people get to appoint their people uh on the boards for their three-year terms. And then we'll have staggered terms in the city uh on all the city boards. Mer.

Yes. Go ahead. And and to that point, I I think that we have to be very clear and understand that planning and zoning and these other advisory boards are completely different. They're they're different powers and responsibilities. Planning and zoning makes formal recommendations and here's the different items before the board versus some of these other advisory boards. So, I don't want to model what we created for planning and zoning and had in-depth conversations with some of these parks and reccks and library and other advisory boards. We want to simplify some of the boards to make it uh easy to attain, easy to get involved and get representation from every board. So, I think we're we're we're combining the the recommendations and I don't think we should I think we should keep our other advisory boards separate from PNZ and that was why I recommended that we expand the mayor's uh role because PNZ was an in-depth conversation, but they do make formal recommendations with their hearing and as Mr. Surman says there's proper training. So you you don't want to make that turnover as contentious on P&Z versus some of the other boards where we want to have more flexibility with the other boards.

Madam Chair, yes. Go ahead. So I'm not recommending making anything more difficult. I'm just recommending that the planning and zoning stay the same way they are with the same authority, same powers, everything. Just that their terms coincide with the appointees term. That's all. And nothing we're not taking any authority. We're not taking anything away from them that they don't already have. All we're saying is that the term coincides with the person who appointed them.

And to that point, I don't think that I don't think they I think Mr. Evans was just trying to give a point of reference, but this is not on the agenda. PNZ is not at the discussion. So, it was just a point of reference for the board. So, I I think that this was to give us some food for thought. I don't think we take this recommendation. We keep P&Z as is as as stated, but this was just to give us an understanding how to proceed. I think we proceed with our other boards in the fashion that we're looking because I believe our other boards have different terms as well. Are these other boards one year? Uh the parks and reccks I believe is one year term. We just had that whole conversation. Did you miss that?

What what I'm what I'm saying is that the recommendation that the consensus of this board just get gave is to mirror the other boards against P&Z. You know, I was talking about the one year when they were asking, do they have one-year term and we went back and forth for a lot of I ignored that. But but but with that with that same point, I don't think that our other advisory board should be marrying P&Z. We should leave P&Z because we did the research, the work, and the effort um to allow for them to do that part. But I think these advisory boards that we're talking about on tonight's agenda, we should take a look at these recommendations and still take in consideration uh giving a voice to the mayor's seat and possibly a staff recommendation. Okay, thank you.

Uh thank you. So where are we? Uh we need to move to the next item. Where are we now? I think Mr. Surmans probably want to go before we disband the whole planet is on the board in a minute. He's like, I didn't even come in here for that. So what are we what are we looking at? We're looking at making sure that looking at what that looks like, how to line up the individuals with the council people, what that looks like. I mean, it doesn't have to be voted on, but give us an idea what that looks like and also to give us an idea of the expansion. We don't we're not settling this tonight. We just want to see what that looks like. Can you do that? Right, Madam Chair? Yes.

Yeah. When we started this, the city manager just suggested that what we discussed tonight, he might be able to incorporate into all the other boards and make it simple and be able to bring it to us in the future based on what we're discussing tonight and the recommendations that we're making tonight. That's why we're having this discussion about planning and zoning. And it was good to hear how planning and zoning went through a very difficult process to get to the point where they did. We're just looking to make a very minor change to the process that the board went through, you know, for a long time to come up with the numbers and the votes and and how they created that board. And I and like I said, just a minor change. Everything that you did previously makes sense. We're just saying just have it coincide with the person that appointed that person. Makes more sense politically and from uh you know, a working uh situation for the board member themselves.

All right. Very good. Mr. Evans, what is that you going to do? What What did you hear from all of that? How did that make Tell me what did you hear? And And we'll And we'll tell you if that's what we want, Madam Chair. Madam Chair, I can make a real simple. What did you learn today? Go ahead, sir. Yes.

What I believe I heard. So the the planning and zoning board take take what are certain elements with regards to the representation of the planning and zoning board to effectively expand out to all our advisory boards. Add in a comp and this is where I need some some clarity from the board. Do you want it to run with the district representative or do you want a provision in there? Or you can have both where you could remove a member at whatever time you deem appropriate once it's an agenda item. Um but to mirror what are the construct and the representation of the planning and zoning board for both the recreation and um the parks and recreation board. That's that's what I believe that I got from the uh the board. But one thing for for clarity sake is that it does and I believe director Surmans correct me if I'm wrong. It's a situation where in the district five representation it's a recommendation um by the uh by the mayor and then confirmation by the council for that that district 5 seat.

So the alternate or the alternate the alternate Yeah. Right. Right. the alternate right so I if that's what I believe that I that I heard from the board so those are the that's the at least the baseline that we would look to to layer over all the advisory boards is that amable everyone madam chair yes go ahead can you bring back the what they would look like with especially with the um staggered terms like how much turnover will we be looking at in order to make it line up with the um the council people and um

and then also I I do like the part well I don't like it but if we're going to do it to put it in there aside from the planning and zoning where the council people will have an opportunity to remove someone um if it's not who they want to keep in that position. Madam Chair, Madam Chair, just to make a point, uh on the recreation board, there is language in the ordinance that states that uh members shall hold office at the will of the city council and our removal by city council upon written notice. So that language is in the recreation board ordinance, but it may not be in all ordinances. Oh, okay. Okay.

And and and we can look to incorporate that language. um is it is it effectively so we will go through uh the advisory boards and make that that change. Now there are there are some situations and I think can we can we go to the the list of advisory boards? We have a list. Okay. Yeah.

Okay. So these are the list of of different advisory boards. Now of course your pension and civil those boards are a little different. Uh, so we're going to look at those. So, um, we're going to try to, um, go through here and we'll take probably the easiest ones first and bring it for your consideration. But this is just a a list of the different advisory boards that you do have. And some of them are newly created like the public arts advisory board. And so, um, as we make our way through this, some of this may be codified in statute and may have some specific parameters that we have to follow. So, we will go through those um to try to match it up with the the legislative intent of the board and then we when we do bring you that ordinance um we will strike through and underline what are some of those changes so you have that for the purposes of understanding what the modifications are but we will try to mirror what's provided for in planning and zoning. Now question, does the board wish to us to make or add in language or modify the ordinance that provides for that separation language for P&Z as well?

Yes. Yes. Okay. Yes. Okay. Yes. All right. Very good. Thank you, sir. Um and and Madam Chair, just as a point of clarity for for staff to go back and make these modifications. When we do make these modifications, um obviously the ordinance will supersede the resolution because some of these give those authorities uh some of the the uh construct of what we talked about is provided for in the bylaw. So, we'll make sure there may be some modifications to the bylaws that accompany the ordinances to make those changes as well. Yes, go ahead. So, would we be also I guess there's a question for the board. Um term limits I mean the council has term limits. So would you essentially it would be the same?

Yes. For the board. I think so. Yes. You Yeah. I mean that's something I that that's not in there already. So that would be something definitely want to add term limits. Madam chair if I may. Yes. Go ahead.

Um I would again just injecting a staff perspective on there. It it can be difficult to find volunteers and and we don't want to downplay that. There are um sometimes these seats go unfilled because we're not getting candidates uh that are applying to the seats and if the board has the ability to remove someone without cause I think it allows the turnover if if someone is not pleased with them. But if someone is doing a good job, um the the district uh seat person is happy with them. Um I don't know if it would help us in our administration of the boards and training and filling these seats if someone just has to get off because of a a term limit. So um in this case, it may not uh be the easiest for us to keep up with everything and keep up trained and uh active members. And there's also a component of finding uh volunteers who are not only committed to it but also have the time. Some people, you know, have good intentions but just can't make it and work conflicts and things like that. So again, that from the staff perspective, that that is something that we've dealt with as well,

madam chair. Yeah, that makes sense. I'm fine with that. Take them off. And madam chair, we we can provide a situation where if it's the board's desire, we can provide that, you know, if it is a situation where a member is removed, there's a 30 or 60-day notice that's provided for that particular person and allow for you to to fill that that particular seat. So, they can serve or language that they can serve until the successor is brought forward. So, okay, you're removing said member. It takes two months to find somebody to fill that seat until that successor's name, that person finishes out the term that's provided. So, there's not a lapse in coverage. Very good, Madam Chair.

Yes. So, I I don't think we should have term limits either. I think that there are qualified people. It would be hard to find, especially when it comes to planning and zoning. Uh, and some of these other areas, we have to do a lot of research and education. could be even the housing authority. So I I don't I don't think we should preserve limits on and and and madam chair I'll tell you also some good

okay some other municipalities also provide for if members go through like citizens leadership academy that they are in essence given another tier their application scores higher because they have gone through you know that particular type of program. So if you wanted to say citizen leadership academy or youth council, those applications rank higher than Joe Q citizen in the application process because there is recognition of nine weeks that for 10 weeks persons have gone through um a a process. So something to consider. Very good. Thank you, sir. U Madam Chair, Mr. Sman. All right. Thank you guys uh for your presentation and we're going to move to the next item. Uh, madam clerk,

madam, excuse me, madam chair. The next item is 2B, workshop discussion and policy direction regarding proposed modifications to the city of Rivier Beach special events policy and procedures manual and potential related amendments to chapter 10, article 4 of the city code of ordinances. Mr. Avers. Um

Madame Chair and members of the board, the item uh that's in front of you this evening uh concerning special events uh has two components of it. One being what is the uh special events ordinance that is the governing policy that was adopted by the board to call out what is a special event. And then we also have what is the the policy that is the staff internal document that staff looks to um use it as the the guiding principles uh for the special events process. And so uh we do have a group of speakers that will talk about some elements associated with the ordinance as well as the policy and then uh seek direction and clarity from the board as to uh how the board wishes to proceed. So, at this time, I'm going to turn the presentation over uh to assistant city manager Dearra Jacobs to make introductions of the folks on the panel and then to begin the presentations. Manager Jacobs.

Thank you, M. Evans. Good evening, Mayor Lawson, Chair Laneir, other council persons in your respective places. City Attorney W, City Manager Evans, City Clerk Call. For the record, my name is Darra Jacobs. I'm the assistant city manager here with the city of Riviera Beach. Um this evening, we'll be presenting to you this special events um program. And we're hopeful that as a result of the program, we'll be able to better understand your desires and um receive comments with from you as to how we move forward with making any changes, adjustments to the program. Um, in terms of where we are right now and where you'd like for us to consider moving forward, um, I'd like to introduce our staff that works with the special events program. Mr. Ladyia Frank, she's a special events manager. Um, Mr. Privateier, he's from the police department. Um, Steven Good, he's with the HR department and Chief Golden is with the fire department. I also see Mr. Mercy is in the audience because they also play a part in our special events program. Also, I'd like to introduce attorney Richard Rouse. Mr. Rouse has met with our committee and um we are in the process of establishing a relationship with him because we know that special events even though it's an is centered around entertainment um fun and enjoyment for our residents, our visitors, we know that it is quite a serious um program and we wanted to apprise you of all the the legalities that are associated with the conduct of special events activities. Um, Mr. Rouse is thoroughly versed in terms of special events and how we need to be able to establish a program where we can actually protect the city and be in a

position where when we put on these particular events that we're able to protect the city and create barriers and systems wherein um we minimize the risks that are involved in special events programming. So, with that said, Attorney Rouse, if you would um go ahead and start the presentation. Sure. Good evening,

Madam Chair and city commission. Um I was asked to evaluate uh the systems that are in place relative to uh special events. And uh as an old uh personal injury lawyer, uh I'm going to just give you some um background uh from this side uh that you know I' I've seen the light and I represent cities now as opposed to suing them. But I can I I I'll give you a horror story uh with this city. Uh there was a situation in September 1st, 2012 where you all uh allowed a sweet 16 party to occur at the Nukem Hall and gang members from uh Lake Park entered the uh the uh party uh at the request of members inside the party. And you had requested uh that the party uh organizer have uh police and have uh insurance and provide security. Well, unfortunately um because I I was the attorney representing the party. Uh there was a shooting of uh 16 year olds. Uh three of them, I believe, uh were shot and two were killed. And um what we found I mean what what would what sealed the case for us in that instance was that you had a police officer on stage with the DJ dancing that didn't help that didn't help the city's case but you likewise had an inadequate number of police uh attending the event and what layman don't understand is that there are uh standard protocols for events. Uh the American Society for Industry Security as is is

the preeminent organization that sets forth how many police you should have uh for an event based on the number of people. Uh a threat assessment needs to be done prior to the event by the police. uh if you're having an event that you know is going to attract gang members uh that that likewise should be uh added into your uh threat assessment as well as uh the population of people that are in demographics of the people who are going to be there. Um these are just basic things that need to be done. What a lot of uh municipalities don't recognize is that uh not only are the events that are held on your facility uh your responsibility ultimately but there is something within the law called the foreseeable zone of risk. And the foreseeable zone of risk is for instance uh you have a and I and I'm not and I hate to use it because I love going to the old school reunion but but annually you have this uh concert series and across the street there are people who park in lots every year and you know they park in those lots every year that is within your foreseeable zone of risk and whether you realize it or not. Um, another war story is I I represented a young family whose uh son got killed as a result of an illegal uh party at the Boys and Girls Club in Belglade. And the and the son was parked across the street where everyone parked. And as he was making a U-turn in the middle of the open street on Avenue and on Martin Luther King Avenue in Belgate, he was hit by a bullet from shooting gang members. Well, the Boys and Girls Club was held responsible for that

because where the young man parked was in the foreseeable zone of risk. And there is a case called Sherburn versus Holiday Inn where the Holiday Inn in Fort Pierce uh would had had a nightclub inside of the Holiday Inn and people pro parked across the highway in an open lot and there was a shooting in the lot and the and the city was held I'm sorry the Holiday Inn was held responsible for the uh lack of security because there have been stabbings and other uh criminal offenses in in that lot. So when looking at um what the security ramifications are for any event that you are having, uh you certainly have to have uh your police involved who are utilizing uh standard uh sec uh recognized security uh uh uh standards of procedure uh which which can be verified uh be because when plaintiffs lawyers bring a case. A city or a municipality or a large entity that has done something has a much better chance than an entity that has done nothing. And so putting protocol in place and then making sure that that protocol is followed is the preliminary step of reducing your your liability uh to lawsuits and to protecting the public. If you have any questions, I'm I'm here and and ready, able, and willing to to answer them.

Any questions so far, the board? Okay. So, we're going on moving on with the um presentation. Sure. Um okay, Madam Chair, go ahead. I just um if there are no questions, I wanted to just summarize what um attorney Rouse just shared with us.

Okay. I didn't know what we were doing, so that's okay. That's okay. um when we talk about special events and um the protocols and systems that are put in place in order to carry out those particular events, the information that he shared with us is critical as far as staff goes. If you see there, there um usually exists a committee that works in order to go through those applications to make sure that certain areas that attention is paid to those certain areas and it's for a reason. So when we get the applications, when we have deadlines in place, when we have criteria that's in place for us to review, it's because we really do understand the seriousness that is involved in conducting a special event activity and we want to make sure that we put all of our efforts into whatever the activities are because we're thoroughly aware of the repercussions that could arise if we don't do that. So when we speak of the time and the diligence that we put into all of these efforts, we do it because of those particular reasons that Attorney Rouse just shared with us and it's ultimately to protect the city. They really are serious special events. Even though they may not seem to be that way, they are. So thank you for your attention,

Madam Chair.

Okay. So, uh, thank you, Attorney Rouse, for being here tonight and just for giving kind of the the risk and the liability. I guess staff just needs clear direction and and understanding as to the or what the council would like to see when it comes to the special events policy and how do we actually define special events. Uh, there's ambiguity in this policy because when you look at it, it's very it could be anything and I guess that's to cover or protect the city. So I think that there's confusion amongst all of my colleagues and also some of the different staff members as to what an actual special events represents. Um when you increase the number of patrons for a special event, uh your risk and liability increases exponentially from 5 to 500 people is a huge difference when it comes to those two. So, um, that legal responsibility doesn't really change if a slip and fall happens in this marina with a party of 20 people versus an event with old school that may have 5,000. But the concern is is the risk increases. So, what does this look like as a board as regards to what triggers a special event? How do we define a special event? And what are the actual requirements for going through the special events process? That's all staff is looking for so that we can all be on the same page. Timeline. Are we going to build out the special events? I know that sometimes our special events department gets overwhelmed because we have so much. So giving them the additional support. Do they have enough support for the number of special events the city has? This priority is we want to make sure that events are represented and this community is truly about the best city to live, work and play. So making it something that we can make a leverage for the outside promoters for the city to get through the process in a timely fashion that fits all the requirements to be legally defensible. Very simple. That's all staff really wants and that's just what we have to give them. There's been too much confusion because when I have a conversation with my CRA versus my city staff, there's ambiguity and confusion

when it comes to what's the process. So, I want us to properly outline it, properly define it, and make sure it's clear because I want to define what special events because if we read this, the events that I've seen throughout the city, I know did not go through the special events process, but they're outlined in our special events definition in the policy that was adopted. Mr. Evans, what date was the special events policy previously adopted by this board? Madam Chair, I'd have to refer to the uh special events manager. she would be able to it was adopted July of 2021 and in July of 24 there were some minor uh changes as far as fees and minor changes right yes

thank you um director and as of recently within the last few months um I've had meetings with my CRA there's some confusion ambiguity so thank you director Mercy's for being here tonight but I I need them to also be clear with what's the role if we're hosting an event in this ballroom does a wedding have to go through a special event I would like to see a parade for the state champion Sun Coast Chargers that won the first state championship in 36 years. What is that process? Because in the policy that's here, the number two thing says, I'm trying to find the policy. It says parades. Uh I'm sorry, the first thing a special event is defined as any parade, fair, show, festival, carnival, party, motorcade, pretty much any time that we do anything in the city. So to provide the legal defensibility for any attorney that's going to come after something that happens within the city, what direction does staff need and what is the clear language? Is every event does it get triggered by 50 people, 60 people, 75 people? So if we just give staff that clear direction,

madam chair, if I may. Yes.

Um pro provided in the special events uh presentation. Uh there are questions and there are certain elements that staff wants to get clarity uh from the board. By providing us the clarity associated with this, it will expedite and provide for cleaner processes associated with the special events process. So the special events manager has gone through and has a presentation that looks to outline things that can make the special events process a lot smoother and a lot more understandable for folks separating the difference from a rental and a special event and the process that uh the organization needs to undertake. So those are provided for in in the presentation. And just a follow up to that, Madam Chair, I don't think that the policy has been consistent since 2021. Um, we need to make sure we consistently follow the policy and if it's been implemented since 2021, making sure it's on the same page and everyone is treated the same when it comes to this policy. So, let's just make sure that we have that in in place. But

I if if I may say something um what I have seen and which I which I think is the gold standard for uh whether an application for a permit for a special event is any event where they're going to be 10 or more people on your city property

and madam chair to that point I I think that I have a list here. West Palm Beach is triggered at 50. Fort Lauderdale is 50. Juno Beach is 30. Hollanddale Beach is a hundred. There's a tiered scale. So even with that recommendation that that is 10 people because that's legally representing as an attorney, but municipal agencies and the ability to actually manage and oversee a policy for events that come to the city. The city hosts events every week. There's something that's happening in our community. So trying to trigger a special events policy for 10 people is going to be difficult versus possibly looking at a tiered system. So, I want to make sure that if we have different facilities that what actually triggers it and then what's the timeline to actually respond to them because I think our policy has 60-day lead time. We may want to bring that down and get additional staff so that it can be handled within 30 days. So, that's where we want to make sure that we can get this done properly. What I said was that an application for a permit needed to be applied for for 10 or more people on a city property, not that it was a special event. Those are two different things.

Madam Chair, yes. Go ahead.

Yes. So, I I concur with uh the mayor and the questions that he's asking and and the concerns that he has. I have the exact same concerns. uh you know I've been watching all these events for the last two years and it's very difficult to understand what is what what's a special event what's not a special event uh why some events take longer than others to get approved uh what to even concern because quite frankly I haven't seen any major issues with our events so far they all seem to have gone off real well and the people seem to be liking what we're doing so I just think that we have to come as the mayor said, with some common sense rules and regulations so we can continue providing events and services to our community.

And Madam Chair, if I may, yes, go ahead.

Um, I I will tell you provided for in the presentation, the the the definition when you see the definition for special events, it is right now almost virtually everything. So, we're looking to truncate that um definition. We are looking to expedite and differentiate rentals in the banquet hall versus going out and doing something on the beach and and smooth the process out. And so, there's elements in here that we have seen as it relates to special events that we can make it a little bit more streamlined. But I will tell you and in conversations that we've had with the special events manager, a lot of times we get applications that are not complete. And so when the special events manager as managing different other activities and sees some of those applications, some of those applications are so there is some back and forth or insurance that's provided and those types of things. So one of the things we're going to do is after we get clarity of direction from the board, we are going to have discussions with our event organizers. We're going to share with them what the new policy and process is. So everyone understands what the new cadence are to help make this a smoother process.

Madam chair and then go ahead. So so what is finish mayor? No just just had a quick question for clarity. I know attorney R said an event application is 10 people is what was said and a special event is triggered at how many people? uh uh our director it's uh we have our scale is 500 or less or 500 or more so it could be 10 as well it's it's a a broad range it's very broad it doesn't specify

so a special event is unspecified so uh attorneys you said an event application is with 10 or more people so any event just submit an application for 10 people or more uh so if we're having an event marina I I typically I think we follow that process when it comes the rental space or any event. It doesn't matter when we're hosting something, we have an application, but the trigger for a special event and you said it's 500 or more, 500 or less. Could you explain that a little bit clearly? The current pol if I I would love to get to my presentation. I think it'll address a lot of your concerns. We're definitely going to get there. I think we need to. Yeah, I think Yeah, let me let me just share with you. Hold on second. Sorry.

Um, mayor, did you get your question answered? No. Uh it said 500 or less 500 or more. I didn't understand the different uh the difference between according to the current policy five the range is 500 or less or 500 or more. That's the way that we range it in the current policy. So that's why we're here today to try to bring that in. So we're going to hold questions. Hold on one second. One second. I think that a lot of the questions you may have may be in this presentation. So let us do this first and then we can get straight to you as soon as they're finished. Thank me. Very good.

I just wanted to add one last thing. The reason for the application is because uh social media has created the unauthorized event. And if you if if you look at a tale of two cities, uh recently in Daytona, they had uh Daytona uh Black Beach Week and it was an unauthorized event, but it was promoted on social media. Well, what gave the city the ability to send a cease and desist notice to the promoter was that there were 10 or more people going to be at this event. And when they arrived, of course, there were way more than 10 or more people. They could legally close the event down because the people weren't trespassing because they were on public property. They were on the beach. But it was an event where everyone had come for the same thing. And so requiring a permit provides you greater legal authorization to shut an event down and stop you from having a constitutional challenge to u freedom of assembly. That's that's the reason for it. Yes. Thank you, M. Attorney Rouse. Thank you. Thank you, Madam Chair. Thank you, everyone. Tonight, um to follow up with Attorney Rouse and assistant city manager and the city manager um to I wanted to also address with the mayor um Lawson the it's for the city of Rivera Beach. just more of the activity than more of the number of people. So by the ordinance when we say parade that's what governs what um really as far as what we need as far as permitting. I'm sorry. Thank you. This is what this is for.

Thank you. So u here are some of the discussion topics that we will discuss tonight. Um the current special events framework. Ms. You gonna have to speak right into this thing here. Do it like this. I'm sorry. And go back to that list that you had. Let me see what what is on that list. How do I go back? Okay. So, we're gonna go ahead. We gonna discuss all of this. No, those are some of the things. I'm just joking. I'm joking. I'm joking. Go ahead. I'm not

um No, we'll try to we'll go very quickly. Um the main thing tonight is um to get a consensus from the council and the mayor. Um the special events is currently governed by chapter 10 article 4 of the ordinance which is 4161 the special events policy and also in the procedures manual. The ordinance establishes permit requirements, insurance requirements, operational review for public safety and authority to deny or revoke permits. As previously stated, the original uh policy was implemented around July of 2021. It is important to understand what a special event is as defined to in Riviera Beach. A special event is any parade, fair, show, festival, carnival, party, motorcade, run, street, dance, bike, kathon, race, walk, athletic event, or other attended entertainment or celebration that is to be held in whole or part upon publicly owned property. Take a breath. and or a public right away or way or any such entertainment or celebration. If held wholly upon private property that will nevertheless affect or impact the quality of life, ordinary and normal use by the general public of public property or public right of way within the vicinity of the event. The term special event also means any activity to be held in whole or in part upon publicly owned or controlled property and or public rights away where merchandise or services are offered for sale whether by profit or nonprofit organizations. That

is our current ordinance as special in regards to special events. So that is very general guys. That's everything. Any special event that takes place in the city of Riviera Beach without a permit will be subject to penalties in accordance with city ordinance 4161. Sorry, I know I don't want to I definitely don't want us to just keep jumping in every time, but I did regarding the definition of what what is a special event.

Yes. Um, I know there was a meeting that I was having. So, I think it was a little confused because I was a little confused because it did ask for the special event pack application to be filled out for this interest meeting for youth council that I was trying to have and but it doesn't list meetings up there, but it the on the U website it did say it needed to be done. So, we started going through all of those hoops, but it didn't really apply. So, I guess as we're going through this, just keep that in mind that maybe there's somewhere in there that needs to be fixed because it doesn't match up with what the definition is of a special event, but it did say that I needed to do this.

Yeah. Yes. If I'm if I'm correct, you completed the pre-application, and that's about seven questions. And what that is is a tool to assist to confirm if you need a special event application or permit. I mean what I was trying and I don't want to make this about one thing but it was the the basically what I was trying to do was get media. I needed communications but in order to get communications you had to go through X Y and Z.

And that's when it triggered a whole number of things that I was just like I don't I mean it's not that serious. I mean what what are we doing here? But just keep that in mind as we're going along here. I don't know where it fits in, but maybe somewhere it needs to be fixed so that doesn't happen because I don't think it applied, but it had to be done. Yes. Okay.

Thank you. Operational challenges identified. Increased volume of event request, long processing timelines, rentals versus special events, policy non-compliance issues, inconsistent sponsorship expectations, and rising public safety cost in the CRA versus the city permitting and collaboration. Goals of the proposed policy to update the policy to include best practices, improve clarity and consistency, streamline processing for city events, clearly classify event types, improve customer service timelines, strength, strengthen fiscal response accountability and protect city resources. We are proposing the event classification as follows. municipally or city program events which includes our city departments, elected official and special events office. Number two are facility rentals that includes either in the parks or the marina event center. And number three are exterial special exterior special events uh which are private events. Uh currently we have our types are called titled private, city sponsored or city produced. Hello. Okay. Facility rentals versus special events. The classifying event types. Facility rental. The interior space reservation. No special city services required. No permit required. Park and marina event center event. Organized activity inside the building or minimal operational impact. Exterior special event is an outdoor activity and it requires city services. With the city program events, it is organized or facilitated by a city

department or an elected official. Part of the official municipal programming or community outreach and this proposed process is to be coordinated in the special events office streamline administrative review with a minimum of 60-day notice. The district events by elected officials district specific events. The proposed framework is one event per quarter per official minimum of 60 days notice cannot conflict with a scheduled events and has to with the master calendar and not permitted on recognized holidays. The proposed process again is to be coordinated through the special events office complete application permitting process and to know any associated costs would be paid from the elected officials allocated funds.

Madam chair I have a quick question about the district. Um when you said paid through the district uh the um elected officials office, is that including the resources of police, public works and all these other um city resources that may be brought to bear? No sir. Okay, Madam Chair, just a follow up to that same question. And if we could go back to that previous slide, please. Sorry.

And this is the proposed framework. That's one per quarter. I think that uh currently on the CRA board, we have uh one event that's been outlined and then one on the city side. So, are we changing that overall or what is going to be the plan if that's proposed? Are we looking for just one per quarter for city CRA or are we looking for uh one on the city, one on the CRA? Manager Evans. Yeah, Madam Chair, if I may. Yes,

uh, when we started getting into this presentation, we looked at the events and we said we had six events per city council person. And then when we did the math, that's 36 events out of 52 weeks. Theoretically, if you extract the holidays, you can have an event every week. And so we said from an operational standpoint, what are how many events would do we think are from a resource perspective and value perspective that we thought that the the board would be amanable to. So we we put in one per quarter and those one per quarters include what is the broad gamut of event services. So, police, fire, public safety or or what have you as a larger scale event versus a situation where there are small events. Now, this is again to your point council person earlier, this is separate and apart from meetings. Meetings are different. This is an actual bonafide event. And then when we talked about the cash contribution, we would say that would be monies that would come out of the promotional items for city council. So this number is a number that we put out there from the staff's perspective. We can you know obviously have conversations with the board and it is with the pleasure of the board but we thought from a event perspective because what we we didn't want to have is conflicting events with elected officials multiple events in the same day and how can we plan it out and make sure that the event that you do plan is uh to scale and and really reflects what your uh objectives are.

Yes. That's right. Um I'm not necessarily for tonight, but if you could get um get to us like how much does it cost? How much are you having put forth for police and all of these different people every time we have an event that would be helpful too for us to kind of know that you know it may not cost us a lot of money but it is costing us a lot of money. U Madam Chair if I may. Yes. Um we have uh major privateeer. He can give kind of a ballpark for for a cost for public safety and then assistant chief Golden can can share from a a fire perspective as well what what a cost for a regular event would be.

Good evening. Can you just repeat that because I only caught part of it and I I need to get given like a ballpark amount of how much it costs like when we have these events like the elected officials when we have you know a Christmas event or given to whatever. I mean just in ballpark. I mean there's nothing specific because I can't give you an example.

Yeah. For for one officer and we'll just use this and you can kind of go exponentially for there for one officer if they are hired from the outside entity extra duty solutions they're getting with all the fees $86 an hour. So for four hours right 80 time 4 is 320 about 300 you know $450. I'm sorry $350 or so. When it's city overtime, there are other fees associated with it from my understanding, which is workers compensation, pension, and things like that. So, depending on who shows up, whether it's a sergeant or a senior officer, those numbers could be higher. Um, from my understanding, there's usually only one or two, and you can correct me if I'm wrong, one or two offers that that are needed for these events. So, those fees are much much lower. And sometimes um at some of these events, we don't even use officers uh contracted out because we're already there and supporting the event.

And and that's one of I'm sorry. And that's one of the things I try and speak to Miss Lady about is ensuring that if it's if it's possible our CRA officers or the chief or or whoever may be out there, it's not it's not necessary because we're already part of it. Okay. Same for both. Fire. Yes. Same for both fire and no he's going to say for fires is a little bit more streamlined. We are about a hundred bucks an hour um for our personnel and we normally have two personnel out there. So well for the two personnel it'll cost you a hundred bucks. Okay. For the event. So ours is way more streamlined but it can get expensive than something like old school reunion or one of the bigger events.

Okay. Madam chair. Yeah. So, can you please explain? I'm I'm kind of confused when you said that the it had to come out of the council person's allocation excluding city services. I mean, what if the council member like I did with the polo event for example on the beach where I co-sponsored it uh with people that were paying through advertising and everything else to pay for the event. So, can you explain the difference or what or or how that plays in? Are you referring to the beach polo? Right. The beach polo.

I think that actually did come from special events budget that those that particular one. Am I correct? Um, councilman Spiritis. Um, in that situation, I understood it that the council approved for the sponsorship. Right.

So, the police and the other all of that came from the the special events budget. It did actually didn't come from the councilman budget. So, that because the council made a decision for it because uh that was the vote. But my understanding and Mr. Manager um if the there will be funds budgeted for the different activities um through for every council person. So uh by you planning that event it will be allocated and come from that line item.

Madam Madam Chair if I may. So the the intent is you you already have what are your promotional dollars that are in your budget. Our intent is to provide you monies for the purposes of sponsoring event. So if there's an event that you know is an event that you want to sponsor, you have two options. One you can provide for what is a monetary contribution or the venue. You can't have both, but you can get either or. And so that's what some of the things that we're looking to to bring the policy forward to give you a a a pot of monies that you can use for sponsorships for events or you can provide for the venue as part of the sponsorship uh dollars, but that would that would be considered one of your your events. And so if the board says, "Hey, instead of one per quarter, we'd like to see two per quarter or whatever that may look like," that's up for discussion. But that's how we wanted to handle that particular situation.

Madam chair, madam chair, followup, please. Yeah. So f so followup. So uh city manager. So that that I'm more confused now. So you're saying venue or funding from our account? Well, what if I want to use the beach for my event, but I also want to use money to to subsidize the cost of the event? Madam Chair, if I may.

Yes. Go ahead. That that's a that's a public policy discussion that that you all collectively when we did look at other entities they had a situation where you couldn't get what is cash contributions and then an inind for facility spaces. So but it is up to the board how you wished uh to do that. Um so that's something that's that's within the purview of the board. Madam chair hold on mayor. Thank you.

Thank you. We spoke about the officers earlier um where we talked about it's paid through EPS and the cost uh for special for special events when the board when the board actually hosts or a council member and I'm assuming if we go back to the slide that we were on talks about the actual hosting a special event do they go through EPS when we actually do our special events or is it just going to be un on detail uh officers that come to the council members events that is probably one of the things that I get confused with most because I have to ask who's paying for it, right?

And once it's determined, it it doesn't change my process. What it changes is how the officer is obviously going to get paid. Correct. And I need to make that clear to our outside or contracted agency. Okay. So that they know they're just filling the spots or they're going to have to collect the money from uh either the city or somebody else. because we're we're just talking about elected events because we haven't even gotten to the special events for the city as well. For example, Fourth of July, how were those officers paid? Was that through EPS? That was a city produced event. So, that was from the individual department budgets, right? That was

So, what was the cost for the officers and what were they paid at what dollar amount? Because they're paid a premium when they go through EPS because we have to pay administrative costs. Were they just showing up with their salary and they just were there on the clock? So these are the the confusing pieces and that's why as you said it's confusing because now if we're we're just starting with the electeds I'll stick to this until we get to that piece which is going to be city sponsored as Miss Franks just said. Um but if the elected officials currently are looking to possibly do one or two per quarter because of the number of events and activities with also the minimum number of notice days that's being recommended or proposed. We want to make sure that the residents know exactly what that cost looks like. So, making sure that the officers and the firefighters are properly noticed as to this is the cost. If it's going to be subsidized by the city, making sure that the city is going to cover that cost. It's not coming out of the elected officials actual proposed promotional budget. And then I disagree with Mr. Evans when it comes to one or the other. I think as elected officials, we've always had the ability to produce an event where we've done eight events and the cost has been covered by city produced events where we don't have to come out of additional costs for either venue or for um cash contributions, Mr. Evans said. So, if it's within our budget that's approved in October, then I think we should be able to use it for the number of events we're doing. So, this proposed a I would recommend that we stick to the two per quarter uh that we were doing. That would be my recommendation. Uh we have one on the city and one on the CRA side. And since special events is just going to be overseeing special events, it would just be two for the department. Um and I I I think that we possibly should look at the minimum day notice. Uh looking at a 30-day notice versus a 60-day. And then also making sure we define what triggers the special event for the elected officials. Um if they're doing a special event versus the city sponsored. Those would be my recommendations based upon the elected piece. Madam chair, if I may and and um Mr. Lady, if you can please go back to the um previous slide. uh our

recommendation would be to align if it is one event per quarter or two events per quarter or three events that that is inclusive of the CRA because one of the things we want to eliminate ambiguity and the other side of it is if with the the events that are talked about here for the elected officials here we would actually track that and that will be provided for in the actual department budget where you will see a line item specific for district events. So the departments would charge against that event. But the one thing I would ask for for clarity on the board, I would recommend that the board consider putting what is a cap because if you have one event per quarter and and the city is going to incur all the cost associated with it, who knows if it's a $100,000 event or those types of things. So if you're event per quarter, you can I I think there should be some parameters not to exceed the allotted or provided for budget because maybe you wanted to do one big event and that's the only event you do per year or you wanted to do, you know, eight events that that's within the perview. So, some clarity from the board on that because our intent is to make these changes to establish what is your legislative intent and to move forward with some of these steps implemented immediately because we can modify the policy. The ordinance allows us for us to make modifications to the policy. We can do that immediately. Um the if it's codified in the ordinance, then we have to come back and and and take the necessary steps. So, we really need some clarity and some parameters on how the board wants to to put this. So, if the board wants to have, you know, at the discretion of the the city council, I want to give the venue and I want to give sponsorship, that's something that you can provide for.

I'm confused. I keep manager, I have to get this out because I keep getting I'm just confused until I get it figured out. You're saying the one the cash amount and then you're saying the venue, but we're talking about for elected officials. Yep. So you're saying that we could if we were having an event, we could only get the marina for example and then So I'm saying that let's say it's not an an it's not your event. You want to support an event. No, I'm only talking about events that I'm having, right? Not supporting someone else. What are we talking about right here? Your your event. Your

we talking about now though, Madam Chair, if I may. Your events would fall under what are are this but also associated with your event. we get a lot of I'm going to sponsor this event and and then we can't differentiate is it your sponsorship or is it your event or and so we need clarity from the board because there's a lot of confusion where somebody wants to do an event and then we give them what is the cost for the event and then they want sponsorship for the event. So it needs to be two separate things then. Yeah. Events is it if somebody wants to sponsor it, if we're partner with it, if we're hosting something like what does the policy currently say?

Madam Chair, if I may, if if I'm not mistaken, um, Miss uh, a lady of Edwards Franks, Franks Edwards, I sorry, a lady, my apologies. That's okay. Um, right now, correct me if I'm wrong, the sponsorship requires legislative action. The policy requires it to come through through through the council, right?

And so, what we've been doing is to help facilitate. In some cases, you do have events that are provided for. So, we facilitate, but all and any concessions or bonafide sponsorship pursuant to the policy requires legislative action from you all. So, not that type of sponsorship, the one where someone an organization may want us to get be able to get the venue for them. So, we would say we'll sponsor the the the marina event center for you. That would be that would count as one of our sponsored events or one of our events. It's your your sponsored events. Your sponsored events. So, then we would have to have two different categories,

right? Okay. Right. Madam Chair, no problem. Well, let go ahead. Let me I default cuz I mean because I do just like you said. I'm sorry. Yeah, that's two different things because still sounding like a whole lot of events and sponsorships and a lot. So, we we definitely need to put a limit on some things. But I will say this as well. I don't know that I want to be because I was told that I have four events. So, I'm thinking that CRA city, that's what I've been told since I got here. I can do four events that I sponsor. Period. Four total. Four that you that you sponsor that you have.

It was always told four on both sides. Four in the city, four in the CRA. Okay. I'm telling you what I I know you have eight and 28, but I'm saying what I was told for me. I I I do I do all the ones and I stay in my budget and I do and I have no problem with that, but I'm saying but don't answer. I'm I'm speaking for me, Mr. um Mayor Lawson. And I'm speaking in the workshop. I understand what you been told, but I'm telling you staff was told staff told us differently. But this is my time. So like I said, I was told four events.

Okay? And so if that is not the case, I would I definitely, like I said, need clarity on the two. And if it is the case, I don't necessarily want to be told that it's quarterly because I may want to have two events during the summer. So that's why I'm saying I needed uh you know this to know the separation between what's the city versus the CRA event and and so on. Madam Chair,

what you sponsor uh bring out of your office uh for so that would be what is this something that we would ratify on the CRA side for for because I know that when we do the budget we do that as a part of our budget for the CRA and then we also do the same thing for the city. So my assumption is that they're two separate entities anyway for special events. That is my understanding. Now, she said that she did not know that, but now we need to make some have some clarity uh moving forward because we're not going to be here forever. So, the next people who come in here will know that this is how this works. Go ahead, Mr. Evans. Then you, mayor. Thank you,

Madam Chair. And and hence why we we thought that it's appropriate to have a workshop discussion because there's there there moving parts associated with this. And I and I will tell you that I believe and and and special events can can attest to this. Whenever there's a council person that asks for a help or assistance on an event, we facilitate it. We don't count events. We just facilitate it because we want to help the respective council person accommodate that. But I will tell you, it has gotten to the point where it is a lot of work from the staff standpoint and resources to where departments are concerned with regards to overtime expenditures and the like. And so that's why we're trying to mirror them up as best as we possibly can because in the ordinance it does say that the CRA can accept this policy part and parcel and different elements. So in the actual ordinance the CRA can do something different. And so what we want to do is to make sure that in the policy we clean that up and then we clean up the ordinance to make sure that if there's x amount of events or there's you know a sponsorship versus you know those types of um cash contribution or utilizing of a venue we we actually provide for those in the policy because there is a lot of moving parts associated with this. In a lot of cases, we do have persons that would submit an application, go through the process, meet with staff, find out what the cost is, and then we find out that they're they're seeking sponsorship two weeks or three weeks out from the event. So, in order for a lady and team to get together, it's trying to get 25 people in meetings over a twoe period to to process the application. So that's why we're trying to clear up and clean up some of these things so we can move a little bit more nimble uh moving forward.

And I think too that what we talk about constituting a special event um we're looking at two things council person event that they you know like my annual Kanza event or if I sponsor the breast awareness but I just sponsor the room for them. There needs to be those two distinctions and there needs to be a cap on what

because we can spend money out of our budget, but then we're not spending money out of our budget for police. That's something that the city or the police department is doing. So, there needs to be a cap on the entire thing, which means that if I'm sponsoring something, and I'm putting most of it out of my out of my um budget, but also too, this venue costs money, the police cost money, the firefighter costs money. So, we need to be able to know what that is and then set a cap for that on both because now if you if you're sponsoring someone, I've had this happen. We sponsor someone and then they say they asked me to pay for the police. So what does that look like? Do we pay for the police out of my budget? Do we tell the spons that you need to pay for it? That needs to and I think that's a call that the council person makes. But still we need to know what that looks like and what that costs and there should be a cap on that as well.

And and madam chair also you would have situations where they would seek sponsorships from each council person as well. So, so those are some of the things that we we we see. I see. I've never seen that, but you say so, Madam Chair. Yes. Go ahead.

I have an unusual question. Um because I've only had one event in a year. Um but what if um like me, I don't sponsor a lot of events. I don't give a lot of events. I do meet with a lot of people though um about different things. Could let's say I have event each or I'm allocated one a quarter. I don't use them. Can I let one of my other council people colleagues use what I'm not using? Madam Chair,

that that's a that's a policy decision that that you all as the board can can give us direction on on how you want to do that. We I mean long as we don't exceed the allocated number, the total number that we've been allocated. And I think that too a lot of this goes down to who are you going to pull this money from? That's where it's going to get down to it. Because if we pull money out of our budget and then we're looking at the police for money out of their budget, then we're looking at fire for money out of their budget. Who actually covers that? The city, us, you you exceeded your budget, you can't do anything more. That needs to be clear so that we understand that if we've had two events and I've expended all my money, that is it for me for the year.

I can't go any further with that. But his question is if I'm done with mine, can I the next person hasn't done anything with their can I give them that option? I don't know. And and madam chair, I I would say that you can you can probably if if it's the pleasure of the board, you can transfer the event, but the m they have to have the remaining monies to facilitate the event. So, if it is I, you know, council person Gayton transfers the event to the mayor, per se, and let's say the mayor has $1,500 remaining in his budget for, you know, I wanted to provide a a cash contribution for this particular event, then you may have the aotment or it's a situation where is it one of his events that

he gets per quarter and gets the whole full gamut of of city services. You know, that's some of the clarity that transfer his money. Yes. What Don't touch my money, please. So, so yeah, we we need to get all of your money, Commissioner Giden. Go ahead. No, okay. I wasn't talking about transferring my money,

were you not? I was talking about trans transferring the city resources that I may have um been allocated for an event that I would choose to have. That's totally different money um allocated city resources and that and it's still money but I'm just saying no no and that means that just like I said before the point is that you got to have a cap which means that and I agree with the cap. So the cap is that if you haven't spent your money and you got a cap you haven't spent anything. Yeah. Because now you haven't spent anything out of your money period.

Yeah. No, I'm not talking about spending money. I'm talking about using city resources for an event. If I haven't used the city resources for once a quarter event, right? And someone else has an event who wants to use city resources because they have exceeded their quarterly allocation. I don't think they're apples to apples. No, I'm just

Well, this is why you may have an event. Say your event is only one hour, right? And you only need two police or whatever. Miss W may be the other person to transfer to. She may have an event that's four hours and it requires Oh, I'm sorry. Looking at I'm just all comfortable here. Real comfortable. Um four. She may need 10 police. So it wouldn't No. Well, well, whatever our limit is for city resources, it is okay. So, we have our limit. In fact, we haven't defined that.

Okay. As long as we put a cap on everything, then because you have now we have to get down to the item, what it is, how much it costs, what it is, how much it costs, and then two, there are hidden costs that we have to know what that is. Madam chair, if I may.

Yes. Go ahead. The the way I I I envision us building it out is the assumption that it's an event that requires two police officers, two firefighters, a 4-hour event. That's going to be what is the baseline. So that that's what we're going to build out for what your events look like when we come back and share with you, you know, the event. So that that's kind of what we'll use that as kind of our our rule of thumb and and build out and be able to tell you the cost is $4,000 per event, you know, times how many events you you all choose to have per quarter. Got it. That's that's reasonable. Yes. Go ahead, Mayor.

How many officers are required for a specific event? because I know that we don't have a clear understanding or a consistency when it comes to the number of officers. We've had events where they define the number of officers. So, as I said, there's a lot of ambiguity in this policy because Mr. Evans just said he'll define or establish a budget to two officers, but Miss Miller Anderson clearly articulated that if Councilman Gayton wants to do an event with just one hour, 10 people, um a beachfront jazz on the beach event or a monthly event. It's going to be different than Attorney Win doing a a actual beach Greek picnic that we're trying to host in June with

with that right over there. 15 officers. Hey you guys. 15 officers and and three fire trucks and then the venue as well. So as uh Miss Miller Anderson said there's there's a clear difference because even with our officers it's it's based upon the type of event how many number of officers we're going to define or assign to that. And then that cost also does it go through EPS or does it go through just regular staff or city resources? So, if the council and I want to partner with um old school reunion, is that one of my four events and I say I want to do that as my event. Can we do that? If I want to partner with uh the Greek picnic that's hopefully coming in June, can I do that? And is that going to be one of my four events? And then will my resources go to that event? Because the policy is not currently clear or has it ever been clear. So if we have officers and we're going to give a estimate of two officers, two fired up uh two fire off two firemen and the venue that cost is going to be different depending on the type of event that we host. So we want to give staff clear clear direction because since 2021 when Miss Frank said we adopted it, I think it has just been some confusion and I don't want that confusion anymore going forward.

And and Madam Chair,

yes. um and the the officers that's provided for law enforcement, but they basically do a risk assessment if there's alcohol regardless if there's 200 the number for 200 people with alcohol and with alcohol with or without changes because there's risk. So those there is certain factors that elevate the number of of emergency personnel that you're going to have there. And so when I did say we would build out that baseline, it would be predicated on, you know, it's not an alcohol event. there's no, you know, those type. And so if we build that and we say, "Hey, the cost for that is each council person gets $15,000 and and one council person wants to say associated with my $15,000. I want to partner with X. You know, that's something that we need policy direction from you all. Okay, you know, council person X, you can have that partnership, but that's your events budget for the entire year." Um so those are some things that you know we need direction and clarity for is how the board wants to proceed.

So follow up to that statement um building it out for a base baseline. There's there's no two like events. So if Mr. Evans is going to build it out for 50 people uh no alcohol at the event center. It's different than the marina um events with my back to school event. So, being that I've done the most events on this board, I need to make sure that we're clear and it's consistent with every board member, the budget is accurate and it's also properly defined and that we're all on the same page with what are the steps in the process and how much is going to go into it because Mr. Evans can't just give us a clear direction as to what's a standard uh event. we can just cap the total amount that we want to be able to have for our budget. But staff is going to be different as well because I don't think staff really even has the clear role as to um when I'm talking about staff, I'm talking about like our officers um how many officers are required per person. That that's been relative because I've had different calls from different promoters and events that said they've been assigned, you know, 15 officers, 60 officers, 30 officers. They assess the risk and they determine how many officers are assigned to that event. So until we actually establish our event, then we won't know what is going to be the number or the risk allocated to it. But if we just set a clear budget, as Mr. Evans said, we just need to make sure that we do not exceed that budget or cost for the events.

So when we get to the we we're going to need the numbers. So we're going to need what is the cost per officer? I think you said it was uh $86 per officer through EPS. Do we have to go through EPS if it's a city event? if we're doing a and then we have to also talk about we'll get to a city sponsored versus an elected official event so we can make sure that's also properly defined as well. Thank you madam chair. Madam chair second curious okay go ahead sir

I just think that there should be no difference between whether we co-sponsor an event or whether we have our own event. They're one and the same. We have to limit the amount of events that we have. Uh I I I just think that they should be considered one and the same and they should be tied into the same number of events that we're allowed to have per quarter. Uh I do understand uh Councilwoman uh Davis Premier's concern if where it shouldn't be a quarter, it should be maybe a year. You know, you can have it any quarter you want. You can have all of them in one quarter if you want. Uh that should be up to the council person. Uh so I don't think it should be limited to a quarter. Uh, I just think that they should be we should limit the number of events by by not saying one's different than the other. We co-sponsor it or we sponsor it. It's one of the same.

The burden on staff is difficult when you don't limit it for a time frame because if you do all your events in a 3-month period, you can have one elected everybody doing them around Christmas because now the the strain on staff when it comes to police, fire, and special events if we don't actually separate them. We've had this discussion back in 2021 when we actually assigned one event per quarter to give them enough time to work with them versus the elected official all electives wanted to do something around Thanksgiving and Christmas and having four events around that time frame would be an additional burden on them. So that's why it was separated quarterly versus just um doing you know any time of the year.

Madam Sher, does a city usually hold events during those major holidays like as a whole? Usually I mean I'm not sure. I'm just asking um with the Fourth of July um MOK parade. Yes, some holidays but not all of them. All holidays. Okay. And remember those are premium rates during holidays as well for the the safety security services. Madam Chair, follow up. or would it be possible um to submit a request and if there is a conflict then you know

and part of this presentation um madam chair may I I'm sorry part of this presentation um will illustrate how other cities and what the best practices are a lot of them are capping a lot of them have a master calendar which everyone will be able to review and that way you'll be able and if it's blocked off you'll know so it's about becoming having the software and and um having those type of systems in place. So yeah. Yes. Go ahead.

So that's exactly where I'm getting at. I mean every council member, even if we have two per quarter, we could all pick the exact same day during that quarter. So you end up with the same situation with the staff all tied up. So, I just think that we have to somehow work together to make sure that we don't have the conflicts and we don't overburden the staff. But I don't think that making a difference what quarter it is is really going to make a difference because we could all say we're all having a Christmas party, you know, on on the 23rd and how would you stop us unless the policy said that we had to somehow coordinate or there was a you know some sort of order or time period that you had to give notice. Madam Chair, if I may.

Yes, go ahead.

So that that's so we've talked internally, you know, having a timeline as to when to ask the council, okay, theoretically, when when are you going to when do you or what type of events you want to have a year? Because if three of you want to do a book bag drive, then the city should just do a book bag drive and it'll be our event and we'll do it and we'll invite all the council members to it. So, we've talked about a situation. Let's just say for conversation sake, April 1st, all the council members give us tenatively what your events are. We can plug it in and then say, "Okay, everybody wants to do a book bag drive. They want to do a Christmas tree lighting. They want to do a Okay, special events. These are now bonafide city events. We see that." Then we can say, "Okay, we're we're these are city events. Now, are there since we've given you back those events, do you want to redistribute those in the calendar? And then we can plan out making sure that it doesn't hit the holiday block or spring break and the like. And so we've internally had that conversation to say, can we give the board a date to say, hey, give us tentatively all that and then we can work out that because some of the events that you all are talking about are probably large scale or some events that we as the city should be doing, right? And so getting that feedback from you to that scale would allow for us to plan for what is the event calendar. And in essence, it may be a situation where you don't do as many events because we have a broad gamut of events citywide. And so, you know, that's something that we talked about at the internal staff level. Uh, and we can we can certainly do that,

Madam Chair. And I think that Warrior Palm does it like that. They have a master a calendar early and they set their events like a year in advance and I mean I know some things come up but they pretty much have a structured calendar. All right. Okay. Um question um letting the board know that we have a 9:00 um cut off. So we want you go ahead and absolutely and finish this and uh we can go to our next item. What is it that we have else, Miss Frank?

Um, thank you, Madam Chair. Uh, here is our current policy timeline. Um, where it where events 499 people or less must have adhere to the 60-day uh guideline, which the application must be submitted. If it's over 500, it's 180 days. So, that is our uh current um timeline. It breaks it down as far as what is due, what's submitted, um when the permit will be issued, and the postevent um meeting. Um so this is just to give you guys an overview of the current policy in place. Um again, some of the difficulties is enforcement um and making sure that uh when the applicant submits it, it's in a timely fashion and all the documents are submitted. Madam Chair,

if we can go back to that timeline. Yes. 500 people or more. The timeline is 180 days. It says permit issued 75 days prior. That's if that's for the 180 days. Yes. Okay. I I want to understand that a little bit better. What how do we issue the per because there's a lot of events I know come down to the the wire where you've issued them the day before. Is this staff's requirement that you're supposed to issue it 75 days prior? Yes. What flexibil? Oh, I'm sorry. Go ahead. If I may, madam chair, may I? Yes, ma'am.

The issue with the reason why we're here today is because the reason of enforcement. Um, we have a lot of internal um staff or issues where we're trying to make sure that the documents are submitted, the risk insuranceances. Um, so the issue is to make sure like right now we have an issue with some of the event organizers waiting to see if the how the sponsorship format or if their sponsorship is going to be approved. So a lot of them are on hold. So with that with the 180 days um what we've noticed is that there has been delay with paperwork so that the staff tries to work with the applicant um to to issue the permit. So that's been an issue.

Thank you. So follow up with that 60. So if it's 499 people or less, the permit is supposed to be issued 15 days prior to um for 500 people or less. Yes. 500 people or more, 75 days.

Yes. How can that be possible if we don't get a police detail or assigned until probably the week before? Because I know I've had conversations with special events that say, "We don't know if the event's going on. We don't know how many people. We can't assign officers. We don't know how many officers are going to be there." How can we set these timelines permit-wise based upon that current policy? And have we have we been following that 75 days prior? Because I know and what happens if we don't because I know permits we'll get them the day of or the day before. I think what uh the the impact that um working with the customer event organizer sometimes the staff and the committee uh is wanting to make sure that this timeline or whatever timeline we put into place is strictly enforced.

Um and that's is what this is why we're here today to make sure that whatever the timeline is if it's a certificate of insurance missing it will not be processed. What we're getting is people becoming laxidasical. They're not submitting their pro their paperwork. They're not paying their fees. And again, we're customer serviceoriented. We want to work with the customer, but it is becoming um a a a pattern.

So, do we have flexibility in this policy currently? Because what we've done is we've we haven't followed the policy. We've just kind of, you know, we've done it just to kind of make sure we work with the department. But I want to make sure that there's certain organizations that may come about and say we want to bring an event to the city and it may be a shorter or a different time frame. So what flexibility do we have in well not this policy but the one that you're looking for direction? I want to make sure Mr. Evans we have that flexibility in the policy if something comes to us that may be not in the timeline that we set tonight. So how do we create that as well? because I know that the permits we haven't we haven't followed any of that when it comes to issuing the permits because we're trying to work with the organizations but if we're going to have a clear status moving forward we have to have some flexibility in the policy as well continue to I'm assuming that's what we have now right because that's what you've been doing

yeah so theoretically we have and and I think it's you know um I don't know a lady how many events we've rejected I think we've tried to make them work as much as possible because we we understand it's a a value to to the community. So we we try to we we the rules are in place obviously for the purposes of

creating that structure, but we've gotten down to the wire just to facilitate some of the events because there's some value into that. There is flexibility in the policy that you know let's say Oprah Winfrey wants to do a show on the beach and if she's listening we'll take it, right? But we we do have the flexibility to have those event if it's a great event and it's going to be great for the community, no different than the Sun Coast Chargers winning the state championship, we have the flexibility to to move in those types of things, but we don't want that to become the norm. And so that's some things that we want to be able to address. But Alia does have in the slide

she does have some things where if we reject an event or say that the information is complete they will you will know a lot quicker than what the process calls for. So this is what the modified schedule is as to if you do provide a respon if you do put an application you will have a notification from us and a checklist. these are the things that need to happen and you will know very quickly if your application is incomplete from from special events and so we are going to make sure people hear back in time so they can make the okay I'm missing insurance um I didn't pay the uh extra duty solutions let me go ahead and cure these issues and resolve these issues for the purposes of my event and so

who will determine which event get the flexibility like what who makes that determination like where flexibility comes in cuz yes Sunost parade awesome definitely but then the ordinance actually references the city manager does so it's in the ordinance I think page 16 yeah okay yes go ahead miss Jacobs could you use a microphone please that's what those are for thank you

seriously reminder thank Thank you, Miss Pierre. We we try to work with everyone. We put on events 24 hours in advance if the applicants don't have what they need. So, it's like an open ended situation. Is it frustrating for you?

It very much. It is. Yeah. Where you have to spend all day on a Saturday trying to figure out how you're going to accommodate an event that's going to take place on Sunday. So, the flexibility it exists. But when it comes to like EDS services, we were talking about that even if you apply on time, if you don't pay your fees, how can we help you? If you don't pay your fees until the night before, we still try to work hard to accommodate, but that shouldn't be regular practice, right? Yes. It's Yeah. Yeah. You got it. Okay. Excellent. So, are

Okay. Um the proposed uh processing timeline um when an applicant or a customer submits an application there will receipt of an application and we'll receive a response within 5 days less 5 days or less. Um preliminary review of the request for additional information. So once the committee um reviews the application if there's additional information or we have further questions we will notify them within 5 days. incomplete applications will no longer we will just return it and deny it. Um not a majority of the applications are being submitted um incomplete. It's important to know what other cities are doing. Um and I know that council asked this last time. Uh so we had an opportunity to survey some of the other cities, Delray, Miami Beach, Orlando, West Palm in regards to the sponsorship structure. So a lot of them um has a cap or a dollar for dollar or they maybe have a grant process. U Rivera Beach has like a case by case and it's not it's so general where everyone else has more of a structure sponsorship structure. Um you go back.

Okay. Before I forget, Miss Frank, could you make sure you email it to us? Yes. Thank you. Go ahead. Okay. You want me to go? Yes, go ahead. The sponsorship structure. Um, so basically the city will only sponsor those types of events. No, this is what this is what other cities are doing.

I know that's what I'm saying. Those cities those are the only types of um organizations that they will sponsor. Is that what that second column is saying? So like Delray Beach, they'll only sponsor someone if it's a public benefit sponsorship or the cultural funding. They're very specific. Yes. Okay. Okay. Very specific. So West Palm Beach only does it if it's revenue sharing if they get some money. Yes. I like that. Yeah. I like that. Um Yes. Go ahead. I got nine o'clock, y'all. Huh? Yes. Go ahead. You ready, Mayor? I mine wasn't working.

They um go back to West Palm Beach. I think you just stated that they only do it if it's revenue sharing. That that's not accurate. Um I've hosted an event in West Palm Beach and they actually gave a $30,000 sponsorship for dinner on Blanc in West Palm and they were the partner. Um so they were the title sponsor and this was last year. I did it on the the the amphitheater. They gave us $30,000 sponsorship. They gave us a venue for free and we had dinner on Blanc in partnership with the the organizers. So you are the mayor of Riviera Beach.

I mean they they were doing it for the last they were doing it for the last 5 years. I just partnered with them to do it. So that so I'm not sure it's it's not No, you just made a comment that's only revenue sharing. It's not only revenue sharing. That's just that's an example of a structure that they have incorporated for sponsorships, but they have other sponsorship options and they leave flexibility for that. the large scale things like, you know, Sunfest, they do revenue sharing. Uh, Miami Gardens, they do revenue sharing. The Miami Gardens receives up to $7 million annually with re revenue sharing. And we actually lost that here in this community because of ambiguity and because of a lot of issues we'll talk about another time, but we want to create that clear direction because I love the revenue sharing option, but that's for large scale events. I like that.

For smallcale events, you you you you're not dipping in people's pockets like that. No, you can't do anything with 10K with 50 people. can't get anything back with that but certainly um for a thousand people we should be able to have some type of revenue sharing um as a part of the partnership.

Go ahead, Mr. Chair. Uh Dere, the city of Dere offers a variety of sponsorship packages that provide benefits such as market marketing exposure opportunities for distribution of promotional materials and community engagement opportunities for sponsoring partners. Miami Beach. City of Miami Beach reviews sponsorship requests for events that attract a significant number of participants from outside the city. In many cases, the city requires a dollar for-doll match from the requesting organization. Orlando the city of Orlando provides financial assistance opportunities for nonprofit organizations hosting events within the city and the program often prioritizes events that promote cultural diversity, community engagement, and economic activity. The city of West Palm manages sponsorships and partnerships for special events through various administrative channels allowing organizations to to collaborate with the city to support community programming and events in the city of Rivera Beach. Currently, the city council must approve all sponsorship requests during a city council meeting and the city manager or design will review each request and determine whether it will be placed on the city council agenda which meets bi-weekly. The city council will consider it for approval. Applicants who request our schedule for consideration are responsible for attending the designated city council meeting to present their request. So just to give you an overview of how the different cities do it. U out of the four um city of Orlando uh profile and their approach um was very uh similar to some of the things that we will be looking for as far as capping. So what does the city of Orlando and keep in mind city of Orlando has done this for 46 years and they are one of the top as far as best practices. So this was a good model. Um what is a special event in Orlando? A special

event is an organized activity that draws people together. So these are just some examples. Festivals, concerts, parades, runs, races, walks, street fairs, community cultural celebrations outdoor, similar to what we do here in Rivera Beach. A special event permit is required in Orlando under the following circumstances. And I know the mayor had a question. A 100 or more attendees triggers a permit requirement. So that's the total. Events with fewer than 100 may still require a permit if it involves food or merchandise, vending, alcohol sales, temporary structure, stages or tents, or street closures.

Quick quick clarity on that. Is there a difference between a permit and a special event permit? Because I think attorney Rouse mentioned earlier that there was a difference between the two. Um application permit for 100 or more for Orlando. If you could go back, Miss uh a lady, Miss Franks Edwards, right here. It says 100 or more attendees triggers a permit. So that's a special events permit with a hundred or more. Yes, sir. And if it's less, they may require if they have specific or it says may not shall. So that's determined by the special event who who makes that decision. Um if it's but special events committee as well, they review it. They have actually an office.

So if it's a less than 100, they they may still require if they involve some of those things. Thank you. Thank you. Thank you.

Um, if this is a checklist in regards to if you answer yes, I wanted just to give you an overview like um Orlando over 100 people or a city of property or impacting traffic. Yes. Special event location, public property, city roadways, or private property that displaces parking traffic? Yes. Impede city roads, sidewalks, or standard traffic flow? Yes. requires specific permits for loudspeakers or fireworks. They even have a $20 fee for a loudspeaker. Yes. And it's a permit through the special events permitting department. They're making money. Uh vending or goods or services on public property. That's commercial use. Infrastructure use of temporary structures. Even if you want to put up a stage, yes, there is a fee. Stages, tents, fences, that also goes to the special events department. Alcohol. Alcohol sales or catering requires additional letters or maybe permits. So that's the city of Orlando. So everything they have a lot of permitting levels. Um so I just wanted to compare Rivera Beach to uh Orlando and how they have the different levels of permits but that's that still goes to the permitting department. I don't know if you want to go there but that'll give you an idea. City of Orlando large these are the type of events the large outdoor events. If your event is on city property, streets, sidewalks, or affects a city right away and has over 100 or more attendees, it requests a large outdoor event permit. Alcohol sales. Selling alcohol on private property during an event requires a letter of determination from the city. This requires the event meets city safety rules for guests and neighbors. Food and merchandise. Selling food or merchandise on city streets or sidewalks is prohibited under city ordinance. They have an ordinance special events but a special events must be permitted. Exceptions include food trucks, vendor tents and events that comply with city permitting and health issues.

City of Orlando as far as their different types. They have different levels. They have the small low impact um where a permit may not be required. And it says not always. Medium standard, uh, yes, those are considered like the 5K runs, the local fairs. The large high impact, um, they will require a permit. Those are like the downtown parades and concerts. Signature city events that also requires a permit. And that's like Senate city branded uh, celebrations. The CRA supported events, they also require permitting because they're using city resources. CRA events are usually medium to high impact and require permits just like city events. They're still governed under our ordinance. So, who are the actors? The applicant, the customer, the person or the group wanting to throw the event. And who's the special events manager? That's the design and final signer manages the intake and the calendar and issues the special events permit. The special events committee is the safety experts, the police, the fire, parks and public works, and they decide the staffing levels for safety in and cleaning. Then we have our city manager who's chief of operations and we have our CRA director, chief of the CRA, that's a neighborhood investor. Those are our actors. The city of Orlando permitting process, they have a nine-step 9 to 12step process. So the pre-planning, define event goals, size, and location. Then by that you can check the master calendar to see if the date's available and that's as accessible to everyone. Funding and budget planning they either have the city grants, the CRA, pre-approved funds or sponsorship or private funding. Step three, the application submitt where you'll submit your application online within 60 days as well. It's similar to Rivera Beach. Include site plans, safety plans,

vendors, and budget with funding source. Step four will be the city review departmental that's special events committee police and safety. They will review the application coordination of funding authorization. Um that's when the staff will confirm the funding availability through either a grant or CRA or pre-approved budget. Step six, the master calendar placement. It'll then be placed on the master calendar and then the final approval uh will be either if it has to go before council or the uh the permit will be issued. City of Orlando versus the city. Uh this is the funding caps annual budget. The city and the CRA sets a fixed yearly budget for events and grants. Once the money is spent, there's no more until next year. The funding caps each program has a mass per year for neighborhoods for 1,00 1,2500 cultural events from 5,000 to 20,000 the CRA up to 5,000 and extra requires city council approval. The first come first serve funding is limited and allocated in order of application. Late request may be denied. Reimbursement. Many programs are pay first, submit receipts and get reimbursed. Only approve expenses within the cap qualify. So if they receive the funding, they have to have a receipt to justify the spending. The CRA support the CRA events follow the same rules. Cap funding, permits, safety, vending, alcohol compliance, covers community engagement, marketing, and cultural events. fee waiverss possible for nonprofits and educational community benefit events such as street closures, park rentals, and permitting.

Permits still are required. In summary, funding is capped, reimbursed, and first come, first serve. The CRA events follow the same rules and apply early and plan within your limits. And this is all for the city of Orlando. These are some links that I have provided. I'll make sure that I provide it so you guys can take a look. and they do about 1,200 events. Go ahead. I'm sorry. No, no. Go ahead. Finish that. Come finish your Yeah, they do about 1,200 events. Um, so they're on a different scale, but they have a great infrastructure that, um, we could take some good things from. Go ahead.

That was actually in line with what I was going to ask because um, I think the city of Orlando has 330 350,000 residents. Yes. Um, versus our 38,000. And I love the infrastructure behind it, but it's just creating a structure like with certain capsu and this is all for special events. This is not um per se for the electeds or the events they want to host. This is just the special events department and the special events department does 12,000 1,200 events per year. 12,000 1,200 events per year, 1200. Yeah,

1200 events. So the department's doing 1,200. I know our department were probably doing like big events, four or five plus some of the smaller events. So it's it's a good scale and I think that uh thank you for giving just a a a structure but that's exactly what we just need to create with clear direction is just the structure behind some of those requirements and those caps that are put in place uh so that we can have uh the exact similar policy but relative to our municipality. I mean 38,000 residents. Uh what made you choose Orlando because of just the structure that they have? structure. Miami would have been second, but um they have the best practices like everywhere you um with my research, the city of Orlando has that infrastructure.

Yeah, Miami Gardens is good. And then also comparing it to some other local municipalities on a smaller scale as well. Uh Lake Park, uh Del Rey, West like some of those other ones that see their policies, Royal Palm, they have excellent policy as well. But um the structure behind Yes. Go ahead. The only thing I found, Mayor, they didn't have as much detail. Yeah. you know, my I have a family members as the uh director of special events for Lake Park. Theirs is not as detailed. So, I wanted to make sure that I kind of painted a picture for you guys.

And what I did notice about the policy, which I was very appreciative of, is a lot of maze in there and a lot of discretion of the board and a lot of approval by the council if it doesn't meet certain standards. So, I want to keep flexibility and leverage so that it can be approved by the special events department or the city manager or if it exceeds certain budgets, it can go to the actual council for additional funding because there wasn't shall in there. It was May. May gives flexibility for a lot of the policy so that we're not um we're not strongarmed by a policy when we want to do additional events that could possibly pushed or supported and um encouraged by the board. Yes, sir. Thank you. Thank you. All right. Very good. Okay. That was fun. Um slides you got

with the C almost done. CRA operations in Florida law. Uh wanted to make sure that I shared with the with the CRA. CRAAS are authorized under the Florida statute 163 part 3 community re uh development. The redevelopment allows cities to create CRAAS to eliminate blighted areas. The CRA can red fund redevelopment initiatives including events that support local businesses, tourism, and district activation. Under that statute, it does not grant CRAAS the power to bypass city event permits. So, we still because we're using city resources, either it's a police officer or if you're having alcohol, you're having the fire inspection, that's why the special events permit is required. Um the CRAAS can fund, plan, and support special events as part of the redevelopment activities, but must do within the framework of local event permitting and city coordination. So, it's important for the city and the CRA to still coordinate to make sure that we are in compliance with our own city ordinance 4161 sponsorship framework. Um, now we're going to go back to some of the things that some of the in-house conversations that we've had proposed sponsorship policy primarily in in kind support direct funding requires city approval. That's the city manager referred to the monetary. The formal sponsorship agreement required will be either use of the venue, the stage or the fencing. There will be an agreement either financial disclosure, event budget, transparency, postevent reporting and city recognition as presenting sponsor. These are best practices. Other cities require again a receipts reimbursement through receipts. They don't just give the money, they make you bring the receipts, y'all. Okay. sponsorship application.

Wait, I'm sorry. Yes. So, on the sponsorships, um, when you said you said reimbursement, I I know that some come to the city because they don't have the funds. Um, but they have a good product that they're sharing and helping others. What about those who may not have the fund to put up front, but it's something that's going to benefit the community? How we how do we navigate that challenge?

Well, currently um madam chair, may I currently um the they will submit a special events application along with a sponsorship form and with that sponsorship form, it asks certain question. What is the community benefit? Um, so we want to make sure that whatever it is, it's something that this community will benefit from. So if it's Madam Chair, my Yes, go ahead. So if it's a community benefit, um, would the reimbursement portion be waved if they don't have the funds up front? I mean, when I say funds, I'm um, they still have to pay the fees.

Yes. But if they're asking us to help sponsor whatever the event is, they may not have it to pay it up front and we reimburse them. That's that's what it mean. Madam Chair, may I Yes, go ahead.

This is that last statement. Um, Councilman is based on other cities. They have where they are reimbured or either through a receiving process. So if they submit their receipts and they they'll get the funding. So that this is based on other cities. We don't do it like this currently. No, sir. No sir. Okay. Yes. Sorry. sponsorship application cycle. Um it is proposed that we implement at least two application cycles. Application review by the special events committee and recommendations for it for administrative or council review. So um if there if there's funding that is approved, we will put in place a cycle where there will be a submitt of an application similar to how we do our scholarship program. We will review it. the special events committee. Um we'll approve it um once we've used all the money. Then the next cycle they can apply again. That will cap it and that will put controls and make us more fiscally responsible with taxpayers dollars. Public safety costs um public safety services include and I just to reiterate um because they're so important to everything with the fire and police rescue uh emergency support services. Currently the proposed uh we do not do not have any fee wavers as far as that. If the applicant submits, they are required to pay for public safety costs, unless of course they have a sponsorship agreement and they go through the process and it's approved. Fiscal responsibility. This is a very important word to me, protecting city resources. Uh departments fund their own events. So, of course, they have the funding and it's through the department of budget. The elected officials uh are funded from allocated resources and the sponsorship agreements protect the city investment and public safety costs are also accounted for.

One quick question. Yes sir. Go back to the next one please madam chair mayor. Yes go ahead. Um elected officials are then funded from allocated resources. Where who's allocating it and where are these res

in the budget cycle? Um of course you Yeah. Everybody's Yeah. So that's what that is. Policy direction requested staff request council and directive and this is very broad but of course um distinguishing the program events from external events. Um codifying the concept in the ordinance or policy manual by tonight by getting some of your feedback that will help us also update and revise the ordinance. Streamline the process for city events. district event framework for elected official event classification system processing timelines the sponsorship policies and public safety cost policy so those are things that we're looking for direction on this special events manager as the special events manager my responsibility is to make sure that I push the process and make sure that the permitting process goes smoothly um so uh and make sure that I am in in compliance with our city ordinance and So it's a very important job opportunities for improvement. These are just some of the things but the main thing I've spoken in with city management is software getting software systems automated um to make the experience uh more comfortable and customer friendly for the applicant.

Madam Chair, yes. Um Miss Frank Edwards, could you go back two slides, please? Yes, sir. It was for the recommendations for um direction for staff. Yes, sir. One more policy requested. Did we talk about or do we discuss revenue sharing or partnerships? We did not.

Okay. Because I know I've heard that multiple times from my colleagues um and I've seen it in other agencies uh where we can actually uh and I I would recommend finding some larger scale or looking at events because revenue sharing is an option as well. A lot of these large scale events will partner with cities to bring events to their community. Um, AGI LI or or Live Nation, they do it. Um, I know that we've had conversations with uh uh OSU reunion about possibly in the past partnering with the city to host a similar event with some type of revenue sharing and then in the future creating something that's that's not an immediate policy. That's something for possibly the next budget fiscal year because we have to budget for that and that's largescale events. But I want to bring back something to the board so that we could talk about revenue sharing so we can start you know profiting or generating money from the large scale events. But essentially the smaller events which I think Councilman Gayton re uh said a few months ago he wants to see something monthly or quarterly something on the beach, music, entertainment. Lake Park's doing something every month. So we want to try to get to where we can actually have an event and is that going to be through special events or is that in conjunction or partnership? So those are some of the things that I I want to be able to see as well. Thank you. Thank Thank you.

Go ahead. Okay. Um Okay.

We need to deal with these issues. They're asking us for direction and we keep scrolling past it. Um you know, and that is why they're here for direction. And I think since it's after nine, we should deal with giving them direction on these issues. Um because that is what they are expecting out of this workshop. Is this your last um slide? I think I have one or two more. All right. Go through those one or two more and we're gonna come back to this. What what you need from us? Okay. Okay. I think hold on. Yeah.

Oh, I think this was just the last um to as the mayor stated uh special events is some of the events that this is a estimated budget and some of the items that are coming online very soon. We have some jazz events either at the municipal beach or at Dan Callaway um jazz beneath the surface fourth of July celebration um that includes our fireworks and our uh concert in Vancino Park. our monthly family, youth and movie nights. Um those are for the family and the seniors, Halloween, family fight night. Um they want to see that back. And then we have additional uh monthly events like the Black History Veterans Day. Um some of those things. So and then um and later in the year we'll do either a multiculture or seafood festival. Um so those are some of the things that will be coming online and will be placed on the master calendar.

Okay. Um during our last budget session which about eight months ago, it wasn't just me that requested looking at a monthly event. There was a consensus about looking at a monthly event. We're in March going into April. But city manager, why haven't we had a monthly event all year? Um Madam Chair, if I may. Yes, go ahead. Um, Miss Franks, do you have any information with regards to the events that we've done uh this this year?

No, wait, wait, slow down. I'm talking about an established monthly event like Lake Park, West Palm, Bornton, there's a reason for that. If all we have is political tension and we don't provide some type of activity so our residents can come together in a non-controversial environment. It keeps that tension high. It's part of planning communities. They have monthly events of the communities for a reason. It's not just to have fun. I think is to reduce some of the tension of of everything that's be going on within that city. We ask you to do that and I'm I'm I'm disappointed that you still haven't done it and you kind of move on your own pace, but um I don't appreciate that.

I I I do want to say I don't I don't I mean they're good to have. I know one time we were doing them and there it wasn't well attended. So at one point we stopped but that has you know nothing to do with what we talked about in budget but I don't know that that would ease any tension or cause well it's not just ease tension you you don't have a community without any activity that activity is a part of planning a community right and we we have some though we do have quite we have more than some cities have we need a monthly event

I hear what you're saying about a monthly event I don't think that'll change any tension though I think that what that looks like is the reason why they're here tonight. That they need some feedback on what we need to do, how we need to do it, how many events are they, monthly, are they from us, are they sponsorships? I think how much they're going to cost. There's a cap that we're talking about. So, those are the things and especially the fact that we don't have any money. So, with that being said, we have to look very carefully at how we do special events, especially when the city has to spend money. Period. So yeah,

that's where we are with that. Now, and I understand your position uh uh Mr. Giden as I'm sorry, Commissioner Giden as well. But what we want to do now is just to provide this feedback. And I I I hear you and I and I think that Okay.

We're going to close this out with this uh recommendations for you. Um Mr. Evans, we need to look at uh at our uh April meeting putting this next item on as a discussion item. I think that some of the information is uh as it relates to uh public decorum that kind of thing uh was sent out today to some of the board to all the board members and uh they have a chance to look at it so that we can come back and discuss that but that should be on our next agenda for that. But back to Miss Ladyia now you're telling me that you want us to provide you with what? just tell us what you want us to to to pro provide information on.

Well, I've been taking some notes. I know that the um with the mayor. Sorry, I thought I had moved somewhere. I know one of the um confirm followup is regarding the elected officials. So you would like more of a structure in regards to either it's going to be quarterly, how many and what that looks like. So I'll work with um the staff and and the cap meaning that we want to know exactly how much everything cost.

Police, fire, um fencing, whatever it whatever it is that does not come out of our budget, but actually is coming out of the city, we need to know exactly how much that costs so that we can look at a cap for all of those services. Yes, Madam Chair. Yes. Go ahead, sir. You know, I I'm looking at these budgets and I and I look at the Fourth of July as a perfect example. And I know we're not New York City and we're not going to get Macy's to come and sponsor the Riviera Beach fireworks display, but I'm sure there are other smaller medium-sized corporations that would love to have their name Yes. on the Riviera Beach Fourth of July,

you know, celebration. And they would probably do a much better job than we do. Not that we don't do a good job. I think we did a great job last year, but I think that we probably do even more with with other people's money. So, I think it's very important for us to reach out uh to these private corporations to help co-sponsor some of these large events like the MLK parade. Uh these are large events and people that get a lot they get a lot of out of this. You are you are absolutely right and I think that this conversation that we're having needs to really focus on not sponsorship that the city is giving but sponsorship that we can receive because we have um hundreds of businesses in this city and they attend a lot of these events themselves. We just have not asked them. We got two car lots at the end of at the end of a 9 to5 in Blue

Heron. huge car lots that I'm sure $25,000 for them would be nothing. So, we have to reach out to these uh businesses to be able to and I know that that whole political thing, but we have to look at that. But go ahead, Miss Evans.

Yep. And and and Madam Chair, I will tell you sometimes when we partner with an event, the event partners reach out and they utilize our name, image, and likeness for the purposes of seeking sponsorships. And so when we go and say, "Hey, do you want to sponsor the Fourth of July?" They said, "Wait a second. I sponsored an event two months ago. I thought that was your event." And so some of the things that we're really going to tighten down is that if we are contributing to the event monetarily or providing,

we need to know and and we were even talking about a prohibition. can't go and get sponsorship on our name and and our facilities for the purposes of defraying your your cost but not sharing that in fact with the city. So, so those are some of the things that we're experiencing and even and even some of the departments, we even told some of the departments, you know, don't go to certain companies asking for things because instead of getting 25,000 from Cheney Brothers, we get 5,000 because they've given to all these other advisory boards or groups or things like that. So, and I think that that needs to be a policy that anybody in the city, unless it's coming from the city, need not be asking anyone for any money

um on the city's behalf because even if we do a sponsorship, say for this room, people will go out and use the city's name saying, "Hey, we're having an event and the city is sponsoring us and could you give us some money?" But we don't see a dime of it and that's a problem. So that needs to be a something that we have to have in policy that no department, no anybody can go out and use our name to be able to get money. Period. Because then what happens is that and I'm going to say this again, people come and they ask for money from the city and then they charge for stuff and then I'm saying why you charging for something and we giving you money. What where is our money back? So that goes into the profit sharing piece and that goes into the fact that if we going if anybody going to make money it needs to be the city. Madam chair.

Yes. Go ahead sir. Who from staff is slated to go after these sponsorship? A lady and that's that's why the man the manager is speaking on it. It has become so difficult because everybody hands that hand in the pot. So it's it's making it difficult because I want to create those partnerships but they are saying hey I already gave 25,000 here or I gave and and that's why Mr. um Evans is uh sharing that with you. It's very difficult. Yes. So again who from staff is slated with going after these sponsorships. It will be me for special events.

So in addition to overseeing the 60 plus elected officials events the events that you're going to host in special events I think you had about 10 up there. um the events with the city and staff, you're also going to go get sponsorships for your events as well. Okay, let's let's let's be realistic now. Are we gonna have miss and then also what's the process and what's the policy for receiving these sponsorships through finance? Go ahead.

Similar to other cities, mayor, thank you. Um like the city of Wellington, they have a sponsorship package. So everything is online. So you'll be able to click on it um and then you can become a sponsor. So everything will be automated. It won't and it'll be of course through our um through our finance department. We'll sign job codes so we'll know how much money is coming in. So it'll be a process. Right now it's everything is just coming in manually but that just I looked into Wellington Orlando they have a sponsorship package where if you want to be a sponsor even with Delray um you can select that event and become a sponsor for it. So all of that is to of course put it out there so everyone will be have an opportunity to become a sponsor. So, I think it's just like you said though, when you when you bring back the updates to the policy, just make sure that we have a clear direction of to how we're going to fund raise and get sponsors and then having a proposal for the the the website and and what's going to be the the the process for these companies. So, we can just direct them because there's so many different organizations that we just got to direct to. Please go to the city website on the special events permit and go ahead and fill out their sponsorship application and then having it delineated as to what does the sponsorship come from. So, we can talk more about that, but I know that we want to try to get out of here. Yeah.

Yeah. And then too, before you go, how do you uh Mr. Evans, how do you how do you um avoid that? How do you stop that from other people using our name to be able to get money for an event that's at the city? We've gave them money already.

Yep. So, m Madam Chair, if I may, um a couple of things, right? It it is a situation where we're seeing people utilize our our name and and our uh our partnership for the purposes of monetizing their event, but also it's just the use of our logo. Uh we see people that put our logo on flyers and there's no explicit authorization. So, we're going to clean up those things and then provide for in the policy. If you are partnering with the city of Riviera Beach and you are you can't go out and seek sponsorships and then ask us for monies or ask us. So you have to make the decision either you're going to go ahead and make the sponsorship route and get all these partners or you're going to have the city of Riviera Beach be the underwriter for some of these events and even some of the name recognition if we are a principal or primary sponsor. It should be the city of Riviera Beach in partnership with you know Rivier Beach Cadillac presents the Fourth of July celebration

Cadillac really I'm just if they're out there we'll take it right but th those types of things um are are opportunities and I will tell you if we can narrow that down we have a bunch of Fortune 100 fortune 500 companies when I was a wreck manager in celebration we would get $300,000 for our singular wireless all these different things would come in if when you did put those events in place. So, there's opportunities um for us to to work with partners

and I think that that's the bigger that's the bigger issue here because we don't have any money. I think that we need to focus on that getting sponsorship from these big there. We have Fortune 500 companies in this city. We have Coca-Cola here. We have Pepsi here. These are big companies and we need to utilize that to be able to not spend the city's money. and you know sponsored by coke in the city whatever but because we're talking about money here we're talking about money that we don't have which means that we need to focus on that but go ahead

and and and and through that right we provide and and in my past experience when we we I did partner with Cadillac we put they put two vehicles in front of the stage we set up a test drive track in the park so people can come and and they had a sales force so there's things concessions that we would make to be able to accommodate that partnering up with the hotels. Anyone that's staying in Rivier Beach at this hotel, you get a VIP seat at the 4th of July, the hotels underwrite the VIP area. So, there's ways to do it, but again, we have to have a situation where we back persons out of going to asking all our businesses 140 times versus us going five or six times for some of our major events. So, we're going to codify that in policy, clean that up, and pursue those opportunities because just Fourth of July is an easy event. We should be able to get 30, 40, $50,000. There's no reason why we can't get the fireworks paid for from a sponsorship,

right? All right. Very good. So, so Miss Franks, now you have it where we're going to come back and you got it right. We all good. No, go back to that slide. We didn't even Are we? No, go back the slide. The recommendations the policy one where you the one that you said the recommendations one the Yeah. No, no. The recommendation that one right here, guys. Is there anything you like to add? Distinguishing municipality program events. What's from external events? We we we don't we didn't talk No, we didn't. Distinguishing municipal programmed events from external events.

Yeah, we we got that. Those were the three sponsorship versus the council, right? All right. Number two, codifying the concept. We got that. Streamline process for city events. We got that district event framework. Do we streamline process for city events? Do we have that? Have we streamlined it? You have by getting your feedback and everything. But it's it just Yeah. Yes. Bring something back. And madam chair, if I may, one of the things we also want to clean up and differentiate a facility rental versus a special events. If I'm coming in to rent a facility, there should be things provided for in the facility rental that I don't have to go through.

What are the special events process? So, if I'm renting the event center and the the event is in the interior, the special the the reservation should say, okay, x amount of people, x police officer, ex, etc., etc. If somebody is paying for that and they're not asking for anything from the city, as long as they comply, what's provided for in the rental form, we can process that. Right now, some of it, depending on that, requires it going through a special events process. And so, we want to streamline and differentiate facility rentals as well from bonafide special events.

So, that that's something that we're we're going to obviously work with the CRA and the use of those spaces. So we'll be able to tell you this is a rental. These are the rules for rentals. Process it. They're not asking for anything from the city. They just want to have the use of Yeah. Madam Chair,

just have a question in regards to distinguish municipal program. I guess I'm I'm still not clear. So um but if we distinguish municipal program, I'm sure when it comes back we can talk more about it, but there's an event that's coming up. Uh did we have direction for I think old school reunion? That event was discussed at the um budget workshop in October, I'm sorry, September uh when we finalized the budget and I don't think that they've gotten clear direction or final direction as to how they're going to proceed with partnership, sponsorship or anything. And I know we had these talks at our budget meetings. Where are we going with that? U Miss Franks? Um well, tonight I was hoping that we'll have some clear direction um as far as because their ask originally was 118,000 um uh and they did provide a detailed sponsorship. We did also request some documentation as far as financial documents to make sure that um so he did submit some of the items, but right now uh it's contingent that's 118,000. So he did revise the proposal to request the use of the new city stage, the fencing and the venue for the CRA

and and then also for that type of event large scale. We want to look at revenue sharings for future because that was something that was discussed tonight. But maybe future we could talk about partnerships in conjunction with or hosted by the city of River Beach. But even with that sponsorship, I I think that what's the timeline going to be as to when it's going to be presented or brought back to the board because these organizers that's bringing something to the city, whether we're partnering with them or they're actually just just sponsoring the venue, they need to know well in advance because I think the event is next weekend and we still haven't made clear direction. So, you're asking for direction tonight, but we can't vote on anything. So, what is what is it that we're going to do?

All sponsorship requests come before the city council. So, um I think it was not only that. I think we had four more that also.

Yeah, we have we have a lot of events, but this one is I think the Well, I don't know what's the most pressing because I don't know if the other ones are, but I don't think we're going to have another meeting between now and the event they're hosting. So, essentially, we don't have clear direction for Miss Frank. Even after tonight, we don't have clear direction for old school and we haven't finalized. And I think moving forward, any of those large scale events need to be included in the budget. I think that's what we talked about and that's why they came with that amount because I remember the workshop we sat in the EOC and we allocated 120,000 to go towards partnering with them. But being a week out, we still need clarity and I think we're still in that gray area right now and those are organizers plus the other four or five other events that are in limbo.

I don't think the proposal um address revenue sharing at all. I think that's going to be more inind services. Well, we haven't we don't have a policy for revenue sharing. So if we don't have a policy for it, that was what we gave direction back in October, September, um, August to talk about revenue sharing partnerships and these, but now we're we're a week out. So being a week out and they still don't have direction, it's difficult. And then that's the the the the issue we have with partnering with these organizations. So giving you clarity from the board, but then also understanding what's the timeline to bring it back to us. M I I I I say that, you know, whatever it is, it needs to be re revenue sharing regardless.

I mean, that's that'll be going forward. We can't do anything about anything right now because we don't have the policy. We got to create the policy for it. Policy right now. Yeah. We can't do that now. Madam Chair, if I if I if I may go ahead.

Um obviously in a in a workshop, you you can't vote. However, you can provide, you know, legislative intent as it relates to I want staff to work and do those and then we can come back and codify anything. So, you can provide direction to me that I would feel comfortable with and then as as the administrator, I can do and facilitate whatever the the pleasure of the board is and then look to affirm the the what the city did do uh if anything as part of the uh your your subsequent agenda. Madam Chair. Okay. Has have they presented have we do we have that information on what was presented by the organizers for that?

Madam Chair, this is the I I think we just heard about the modification to the request maybe a couple days ago. Yes. Um we received the modification a couple days ago um where there was u a change into the three items. What was the original request? It was um laundry. When was that received? because yes we don't have any of the information and I know it hasn't come before the board. So even if we give intent I don't think the board can give intent to support without knowing any details because that modification what is what is the amount what is it going to cover what's the timeline um so

especially events office did submit it but because of the workshop was coming up the items were pulled along with four others so we were I was looking for direction so that's why I remember it was pulled because we were supposed to talk about this about a month ago so we're a week out and there's been no okay let's let's try to decide how we're going to move forward now so what is intent of the board for staff in regards to the upcoming four or five events in this uh Frank I support the event coming up I don't there's five events and what's the cost for each event post school I don't know about the other events madam chair if I may yes go ahead

um Miss Edwards the what the request is now is just for the stage the fencing and the venue which Mr. Mercius will have to prove that. So there's no there's no monetary request that was the previous request was largely I think monetaryheavy where this is just the venue, the fencing and and the stage. Madam chair, I'll support it. And they will provide Yeah. And they will provide their own security and all of the other stuff. So yes. And what what did we do in the past for this event? I think the CRA sponsored the venue. Okay. Um I think

it was the same thing, the venue, the the fencing and then Yeah. Okay. Is there any other event because you said four more. Are there any other ones that need like attention immediately? Because if so we the other I think we would we would convene a meeting with the board before these other events would come before you. I think this is the only one between. Yes. So we give him direction. Yeah. So, I I believe I have enough legislative intent from the board to proceed forward with assisting with the stage, the venue, and the fencing for for the event. All right. Very good. So, Miss Franks, are you we good with the rest of this? All right. Very good. Any other questions from the board?

Madam Chair, we're going to go ahead and watch this again and try to the meeting the staff. They're going to review the meeting. No. We're not going to work with the staff and and and we'll we'll we'll extract what we believe and if anything um I'll work with the uh with Miss Edwards to send out maybe even a questionnaire to get some clarity. I am also going to do that with the item that we couldn't discuss today. I'm going to send you a questionnaire and then I can facilitate individual meetings with you if you have any questions on that. But then I will bring a draft back for you to look at based on what your uh input is on the on the question. Madam Chair, can I ask one more question? Yes, ma'am.

Yes. Were you finish? I'm sorry. Okay. Um, Mayor Lawson, uh, with regarding the Divine Eye Picnic, is that one of the four that's already been submitted? Uh, yeah, they submitted a special events, um, divine the Greek picnic. The Greek picnic. Um, they submitted their proposal last night. Okay. So, that's why. And we're in and we're within the time frame. That's not until June though, right? But I'm saying I think it's in June. Yeah, they submitted this. So, we've got time on that. That's not until June. They moved it from April because to June. So, they have plenty of time for the Greek. Yes. And that'll be at the municipal beach, I think. The professor. All right. Very good, Miss. Jacobs. Thank you. Thank you.

Um, we did want to bring to your attention, um, you were talking about us going out and seeking sponsorships. No one knows but staff. We went out for family fright. The city didn't pay for all of that. We actually had sponsors. And also for the MLK parade, when we bring down the bands, we go out and we get lots of monies. So the city does seek sponsorships. It's just quietly done. Madam Chair, okay. I mean, that would be helpful for us to kind of know that you all have that support and that and what it how much you're getting and you know, so that we know because as far as I'm concerned, it seemed like we paid for it. You know, if we wouldn't know that otherwise because we don't get the breakdown, right? So, right.

All right. Very good. So, we're on the same page. Policy. I want to make sure that they between now and the budget cycle because I know we want to do revenue sharing, but we can definitely create a policy and map something similar to what Miami Gardens does. I spoke with the commissioners and also special events department. They have a great policy down there. So, that's a good one where we can do a similar event where we can attract and bring in dollars, sponsorship dollars and partner with them to generate large scale money. Organizers will do it especially if we're going to support them in regards to cost. So, thank you, Madam Chair. Also, mayor, I've had um some meetings scheduled, so to get more in depth with the partnership and revenue sharing. So, that'll get

very good. Thank you. Any questions? Thank you guys for your presentation. We really appreciate it. U Mr. Evans, make one announcement about our meeting coming up. Yes, Madam Chair. Um in in observance of the the Passover holiday, we are um not going to convene our normal meeting on April 1st. And so, what we will do is we will move our meetings. We will have our April 15th meeting and then we will take the meeting that is scheduled on the 9th and move that to the 13th. That is the me meeting associated with the mayor's report. Right.

So uh to observe Passover it starts on um sundown on the 1, April 1st and then sundown um I believe April 9th. Um so we are going to recognize the the Passover holiday and not convene any meetings of the council until um the 13th and then the 15th. All right.