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Village partially waives event fees for Madison United rugby; board asks staff to recover incidental costs
Summary
Trustees agreed to partially waive class‑1 special event fees for Madison United rugby matches and tournaments while requiring recovery of shelter rental charges and other incidentals. Staff will itemize village costs for barricades, traffic management and any incidental public‑safety needs.
Madison United rugby requested fee relief for multiple scheduled events. Brad, representing the club, asked the board for “a little bit of flexibility” this year given a mid‑year fee change that substantially increased per‑event costs.The agenda packet contained an invoice for $3,975, of which $1,000 was a refundable security deposit; staff noted the non‑refundable portion equated to $2,975 after removing the deposit. After discussion trustees agreed to waive the class‑1 event per‑day fee (the line described in the fee schedule) but to recover shelter rentals, refundable deposit and other incidentals such as barricades and any police/EMS costs that the village incurs.Public Works and Police staff indicated they had not yet quantified the additional barrier or traffic control costs and will evaluate costs after the next events. Trustee Severson moved to approve the partial waiver as discussed and Murphy seconded; the motion carried. Staff will calculate the incidental costs and notify the rugby organization of the final balance.
