City Council Considers Formal Policy for Downtown Events

As the economy has faltered and tax revenues are on the decline, the city has had to take a hard look at every service it provides to find ways to cut costs. And now the city is taking a hard look at all of the downtown festivals and just what they cost in terms of staff time for things like set-up, policing and clean-up.

For the City Council it's all a balancing act: Charging enough to cover the costs of the events without driving away the events that bring people downtown and help support the downtown businesses, which add to the city's tax base. The city can't afford to underwrite events by using city resources and property such as barricades, signs and stages, without ensuring that they are taken down on time and returned undamaged.

Council member Marianne Barnebey brought together a team from the city to evaluate the city's costs and efforts around downtown events. The team included representatives from eight departments involved in some aspect of the events.

The group suggested payment fees for cleaning up after events, pre-event meetings, contracted deadlines for things like music, tighter controls over barricades and street signs, improved site plans for events, no grease fryers on Main Street and that all events should be mindful not to compete with current downtown businesses.

The city can't afford to underwrite events by using city resources — police, sanitation workers, maintenance and grounds workers — and property such as barricades, signs and stages. The city has long subsidized many of the festivals by providing cleanup and security after the events brought in thousands of people.

On Wednesday the City Council met with the merchants and groups that hold downtown events to gather feedack on what works and what needs to be improved.

"I remember when we didn’t have anything downtown and now we have an over abundance," said Councilman Harold Byrd. "We’re going to have a lot more events downtown. This is a beautiful venue and it’s very inexpensive. When you have those two things working you’re going to have a lot of events."

Carl Callahan, the city clerk, said that all of the conflicting interests in the downtown are a sign that the city has been successful in delivering on its mission to get more people downtown.

"We have operating conflicts that we have to recognize," Callahan said. "Main street merchants, museums, marina, churches and now we're bringing in a hotel. We’re creating some more conflicts or competing interests. As we become more vibrant there will be more of them."

Derek Williams, general chairman for the Hernando DeSoto Society and a member, said that his organization is focused on "getting more money into our foundation and back into non-profits."

But part of their fundraising efforts with their DeSoto Seafood Festival do rely on competing with downtown businesses.

"Those liquor sales and bar sales are what make that go," Williams said. "It’s very important that we consider that as far as we manage our costs."

His group meets with police, fire officials, the Chamber of Commerce and downtown businesses, and "we are very aware of how we affect the downtown area."

He said the organization would be willing to bring in more volunteers after an event to help with things like cleaning up. But the nonprofit events can't afford to pay for more, he said.

"We’ve been asked to foot more money and pay for more police security," he said. "Our events end and we’re asked to pay for security, when we’re not making money."

The organization is working with the University of South Florida on a two-part study that will help analyze public perception and show the economic impact the group has on the community and on the downtown, with events like the Seafood Festival.

Mike Carter, a Main Street merchant, said that the City Council does not need to manage the resources. He said the city should leave it to the Downtown Development Authority and the Main Street Merchants Association to make events work downtown.

"You all need to delegate to the owner and operator of those improvements downtown," Carter said. "Charge the DDA with doing that.  They built it. They are closer to it, they walk the streets every day."

He said the DDA could work in a public-private partnership that reports to the City County.

"They can advise you on proposed regulations and mitigate challenges," he said.

Kim Bailey, the new event coordinator for the Old Main Street Association, told council members that she was working on making the events downtown more diverse and more family-oriented.

"I am trying to revitalize Get Down Downtown," she said, adding that she wants more variety and to draw different crowds to each event. "I would welcome information for new vendors. I have turned away vendors that I didn’t think were a right fit for us."

Callahan said the city needs to set the expectations, manage the competing interests and make downtown the city's centerpiece for events and attractions.

"We know that everybody is interested in making this the best venue they can," Callahan said.

He plans to work with the city staff on an event package for downtown that deals with parking, timing, competing interests and costs to the city.