Council backs raising public-event threshold to 100 and agrees not to bill routine city staff time for events

Sedro-Woolley — City staff on Sept. 3 recommended increasing the threshold that triggers a special-event permit for use of public property from 50 people to more than 100, and the council indicated support for that change along with clarifying exemptions for approved facility reservations and businesses holding events as part of their normal operations.

Finance Director Kelly Conkin said the current 50-person threshold prompted questions when staff compared facility capacities. She noted the large picnic shelter at Riverfront Park has a capacity of 100 and that requiring a special-event permit at 50 would capture many normal reservations. Staff recommended increasing the public threshold to "more than 100" and adding language that park and facility reservations at the community center and athletic fields do not require a separate special-event permit, though facility capacity limits continue to apply.

The council also discussed private-property events and the draft language that would except established businesses holding events as part of their normal operations (for example, hotel conferences) from the special-event permit requirement. Council members asked about the 30-day special-event permit application window; staff clarified that park reservations sometimes require less notice and that the 30-day rule applies specifically to the special-event permit.

On staffing costs tied to events, staff presented three options: charge event hosts for city costs and encourage them to seek lodging-tax reimbursement; require hosts to hire private security and services; or continue providing staff services without charging host organizations. Conkin said state lodging-tax rules allow reimbursement for public-safety costs only if tied to tourism promotion and properly documented; the city had asked the Municipal Research and Services Center (MRSC) for guidance and was awaiting a response.

After extended council discussion about the importance of longstanding events (Loggers Rodeo, Blast from the Past, the Veterans Day and Christmas parades), concerns about volunteer-run organizations' capacity to front lodging-tax reimbursement, and the practical burden on staff during peak weeks, the council expressed consensus to pursue option three: staff will draft code language so the city continues to provide routine services for community events and does not require hosts to pay the city for staff time. Council also asked staff to consult the city attorney or MRSC about legal risks, limits on co-sponsorship and whether long‑standing events should be explicitly recognized in code language.

Public comment during the meeting included Mike Collin of the school district asking whether the Veterans Day parade would be charged; staff replied that the council discussion indicated the city would not charge for that event pending the drafted ordinance.