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Subject: Index:
ADMINISTRATION
USE OF CITY RIGHT-OF-WAY FOR
SPECIAL EVENTS Number:
100-08
Effective Date: SUpersedes: Page Of Prepared by: proved by•;
Counci 1 Pol i cy r , '--
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8-1-85 Memo 6/12/84 1 3 M. Parness R o
1 .0 PURPOSE:
To establish policy and procedural guidelines to assist the
Administration in the review of applications for use of City
right-of-way for the purpose of conducting special events.
2.0 ORGANIZATIONS AFFECTED:
All departments/divisions.
3.0 REFERENCES: N/A.
4.0 POLICY:
4.1 It has been determined by the City Council that the City
should support and endorse special events on city-owned
right-of-way (R.O.W. ) when such events are determined to
be in accord with the attainment of one or more of the
following goals:
1 )To enhance the image of this community or to
promote a sense of community spirit;
2) To support the health, fitness, and general
well -being of local citizens;
3) To benefit, through fund raising efforts,
groups or causes deemed beneficial to this
community (i.e. , charitable, cultural , or
educational organizations or institutions).
4.2 The City shall provide support in the form of
Administrative review, utilization of equipment, and
waiver of appropriate fees if and when it is determined
that the event meets one or more of the following
conditions:
USE OF CITY RIGHT-OF-WAY FOR SPECIAL EVENTS
POLICY 100-08
PAGE 2
1 ) The event meets the criteria established in 4.1 of
this policy and is sponsored and organized by a local
community-oriented group or organization.
2) A significant percentage of the proceeds resulting
from the event will benefit charitable, cultural , or
educational organizations or causes in the City of
Renton.
3) It can be demonstrated that the majority of those
participating in the event are residents of the City
of Renton.
4.2.1 Those events which fall outside of the guidelines
above (4.2) may still receive approval for the
event; however, the City shall recoup through a
fee to be collected prior to the event all
anticipated overtime costs for City staff
supporting the event, necessary parade permits
and, if applicable, equipment use fees,
performance bonds, or other costs as deemed
appropriate.
4.3 No event shall be permitted to take place on City
right-of-way that would:
1 ) Disturb to a significant degree the provision of City
services to the general public;
2) Expose the City to unreasonable liability risks;
3) Create concern for the safety and security of
participants, observers, or the general public;
4) Cause public or private property to be damaged or
destroyed.
4.4 All determinations regarding the administration of this
policy are delegated to the City Administration.
Decisions related to this policy shall be considered
administrative in nature and shall be treated as such.
5.0 DEFINITIONS: N/A.
6.0 PROCEDURES:
6.1 All persons indicating an interest in using City
right-of-way for a special event should be referred to the
Mayor's office where application forms are available.
USE OF CITY RIGHT-OF-WAY FOR SPECIAL EVENTS
POLICY 100-08
PAGE 3
6.1 .1 Applications must be completed, signed, and
returned to the Mayor's office at least four weeks
prior to the proposed event. The Mayor's
Administrative Assistant may waive the four-week
requirement under unusual circumstances provided
that sufficient time remains to allow a thorough
administrative review.
6.2 The Mayor's Administrative Assistant shall distribute the
application to all of the appropriate departments for
comment prior to issuing a permit.
6.2.1 Each department representative should review the
application, providing observations and/or
concerns related to the particular event.
Examples of information that should be addressed
include potential conflicts that the event may
have with other public or departmental activities
scheduled for that time; anticipated overtime
costs necessary to adequately support the event;
availability of equipment requested by the event
sponsors; special liability concerns; and any
other facts or information that may be of value in
reviewing the application.
6.3 If necessary, the Mayor's Administrative Assistant may
wish to schedule a meeting with the appropriate staff and
the event sponsors to discuss issues of concern or to
ensure an understanding of mutual responsibilities.
6.4 The Mayor's Administrative Assistant, after reviewing all
of the information, shall issue a letter to the applicant
approving, denying, or providing conditional approval of
the request. Such letter shall serve as formal and final
notification.
6.4.1 Copies of this correspondence shall be transmitted
to all affected departments, the Council
President, and the City Clerk. The City Clerk's
office shall be responsible for notifying the
Mayor's office if the provisions of conditional
approval are not met prior to the event (i.e. , fee
submitted, proof of insurance provided, execution
of hold-harmless agreement).