PLACEMENT: Departmental
TITLE:
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UPDATED PERMITTED SPECIAL EVENT PROCESS, GUIDE, AND REQUEST FORM
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EXECUTIVE SUMMARY:
executive summary
The Parks and Recreation Department is updating the Special Event Guide and Special Event Request Form. The updated materials are intended to protect County assets, streamline review and approvals across all involved County departments, and clearly communicate application requirements, review timeframes, operational expectations, and organizer responsibilities.
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DEPARTMENT: Parks and Recreation
PREPARED BY: Name: Kevin V. Abbate
Title: Parks and Recreation Director
REQUESTED BY: Martin County Board of County Commissioners
PRESET:
PROCEDURES: None
BACKGROUND/RELATED STRATEGIC GOAL:
On September 12, 2017, the Martin County Board of County Commissioners reviewed and accepted a presentation for improvements to the Parks and Recreation Department’s special event permitting and application process. Since that time, the County has successfully administered approximately 1,000 special event permits under the current process.
The updated permit process is focused on protecting County assets and streamlining the review process among all County departments involved in special event permitting. The process also enhances review timeframes and the approval process by utilizing the County's Request for Service (RFS) system to route requests, collect departmental review comments, and improve coordination and consistency.
The updated Permitted Special Event Guide and Request Form formalize the process currently being used by consolidating application procedures, permit requirements, insurance standards, operational expectations, required documentation, and event organizer responsibilities into one resource. The Guide reflects coordination and review involving Parks and Recreation, Risk Management, the County Attorney's Office/Legal, Public Works including Engineering Services and Traffic Division for roads and Maintenance of Traffic (MOT), Growth Management for alcohol permits and related approvals, the Martin County Sheriff's Office, Martin County Fire Rescue, and other applicable agencies as needed.
The Guide and Request Form will be provided in response to special event inquiries and made available on the Parks and Recreation webpage.
ISSUES:
None
LEGAL SUFFICIENCY REVIEW:
This item has been reviewed for legal sufficiency to determine whether it is consistent with applicable law, has identified and addressed legal risks, and has developed strategies for legal defensibility.
RECOMMENDED ACTION:
RECOMMENDATION
Move that the Board receive and file the updated Martin County Parks and Recreation Department Permitted Special Event Guide and Special Event Request Form as documentation of the current special event permitting process.
ALTERNATIVE RECOMMENDATIONS
None
FISCAL IMPACT:
RECOMMENDATION
None
ALTERNATIVE RECOMMENDATIONS
None
DOCUMENT(S) REQUIRING ACTION:
☐Budget Transfer / Amendment ☐ Chair Letter ☐Contract / Agreement
☐Grant / Application ☐Notice ☐Ordinance ☐Resolution
☐Other: