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HomeMy WebLinkAboutagenda.council.special.202209061 AGENDA CITY COUNCIL SPECIAL MEETING September 6, 2022 4:00 PM, City Council Chambers 427 Rio Grande Place ZOOM Join from a PC, Mac, iPad, iPhone or Android device: Please click this URL to join. https://us06web.zoom.us/j/82113271765?pwd=NlBrV2RDak9janZNKy80YVZGeDhtdz09 Passcode: 81611 Or join by phone: Dial(for higher quality, dial a number based on your current location): US: +1 719 359 4580 Passcode: 81611 International numbers available: https://us06web.zoom.us/u/kedKUcFPDf I.CALL TO ORDER II.ROLL CALL III.ACTION ITEMS Review of Special Event Park Permit Application for Rio Grande Park in February 2023 Consideration of additional support to UN Mountain Partnership Meeting IV.EXECUTIVE SESSION Pursuant to C.R.S. Section 24-6-402 (4)(f) Personnel The specific item of discussion involves the following: City Manager Review V.ADJOURN 1 MEMORANDUM TO:Mayor and Council FROM: Nancy Lesley, Director of Special Events CJ Oliver, Director of Environmental Health and Sustainability Steve Barr, Parks Operations Manager THROUGH:Matt Kuhn, Parks and Open Space Director MEETING DATE: September 6, 2022 RE:Rio Grande Park Rental | Concert REQUEST OF COUNCIL:Staff is asking Council if they support the following: Rental of Rio Grande Park for 2 nights of music, Moving the “free” concert from a winter date to a summer date Waiving the noise ordinance for the two nights SUMMARY AND BACKGROUND: Staff has received, and the Permit Committee has reviewed, an application by Belly Up Aspen to host two nights of live music in Rio Grande Park, Friday and Saturday, February 24 & 25, 2023. While there are still details to be worked out, the review committee supports this event and will work to ensure the best outcome if Council approves. When the original concept was proposed for a summer concert, a free, community component was added in order to align with the city’s values of ensuring community access to large scale events. Previously, the City has permitted both free and ticketed concerts in Wagner and Rio Grande Park. Rio Grande Park is also host to the winter event, Snow Polo and should have a good snowpack for this event to take place in February. DISCUSSION:According to their application, “Belly Up Aspen has been booking, producing, and promoting live music concerts in Aspen for over 17 years. Beyond producing over 4,500 concerts held at the indoor venue on Galena Street, we have co- promoted events with ESPN/X-Games, Aspen Skiing Company, outdoor concerts in Vail, the Wheeler Opera House and more.” Their application requests a multi-genre outdoor concert featuring a single stage experience targeting an average demographic in their mid-30’s. 2 Per the City’s municipal code (Sec. 2.12.080. - Parks Department fees), the exclusive use of the park is subject to a fee of $8,415. This is generally applied as a per-day fee, however since this is not explicitly defined in the code, Council could direct staff to apply this fee in various levels. This could be: a one-time fee ($8,415), applied only to the private two-day event ($16,830), applied to the duration of the event ($25,245), or for the entire impact to the park including setup and tear-down, which is likely between 7 and 10 days ($58,905-$84,150). Based on past precedent and cost recovery, staff recommend applying the two-day fee of $16,830, for the exclusive use of Rio Grande Park. Additionally, staff would likely require a bond to be posted for potential damage caused to the park and adjacent infrastructure. Events Calendar - Staff has seen winter concert requests and applications previously, as recently as last winter. The lead time on these requests has been inadequate for staff to be comfortable with logistics and therefore no permit was issued. While the winter calendar of events is not as robust as summer, this fits nicely into the winter calendar. It precedes the World Cup Ski Race that will be here on March 3 – 5, 2023. The requested dates for the outdoor concerts work well within the events calendar. Impacts - The Parks Department has tools to help mitigate turf damage, including the requirement of a specific snow base. These philosophies will be deployed and have been agreed to by the applicant. The applicant will be required to put up a refundable bond to ensure any damage by the event will not be funded by the City. The Park will become an enclosed area that will be exclusive use for the 3 days of the concerts. The application also requests the closure of Rio Grande Place with a few exceptions (Emergency, Police and Sheriff to have access). Access to the City Hall parking lot and bank parking will remain open. Access to the parking garage will be off Mill Street with the egress a one way out of the garage heading east on Rio Grande Place. Access to the Rio Grande Recycling Center, Obermeyer Place and other businesses will be maintained from Spring and Main intersection. There will be a maintained and continuous Emergency Vehicle access lane for the duration. The applicant has requested the ability to go beyond the limits set forth in the City of Aspen Noise Ordinance which allows public events to produce noise levels up to 100 decibels until 9:00 PM. Specifically, the applicant is requesting to continue the event until 10:00 PM and potentially exceed the 100 decibel sound level on each of the three evenings. Staff recommends that this decision be considered by Aspen City Council. Community Concert Component The applicant and staff would like to “move” the community (free and open to the public) portion of the concert from a winter date to a summer date. One of the concepts that has been discussed is moving it to July 4th to proceed the night time activation. This would be completely underwritten and logistically handled by Belly Up Aspen. FINANCIAL IMPACTS: 3 The Parks Department will enter into a contractual agreement with Belly Up Aspen for the park rental. Part of the contract will be a bond that will potentially be used for repair or any kind of damage. This will not be known until after the spring melt. In addition, the Parks Department will incur additional staffing costs, which can be absorbed into the current budget authority. The Special Events Department might help activate the concert with funds already appropriated. ENVIRONMENTAL IMPACTS: The applicant has agreed to work with the Environmental Health staff to minimize the environmental impacts of the event through waste minimization and diversion practices. This event is geared towards people who are already in town who can use public transit and pedestrian access to reach the venue. ALTERNATIVES:Council can direct staff to not approve the special event application. RECOMMENDATIONS:Staff recommends approving each Request of Council. CITY MANAGER COMMENTS: 4