Council reviews special-events cost analysis, asks staff to develop fee options and permit checklist

The council reviewed a staff-prepared cost analysis that tallied personnel hours and equipment use for town special events and directed staff to return with possible fee schedules and permit requirements.

Jesse, the assistant town manager, presented a spreadsheet showing hours and equipment used by police, fire and public works at events such as the Apple Festival and various races. He said the analysis used departmental hourly rates and noted the civilian police academy volunteers saved the town an estimated amount in labor costs.

Council members asked staff to research how other municipalities structure event fees, including application fees, charges for street closures, fees for police or fire coverage, equipment depreciation and whether some recurring downtown-event costs should be budgeted centrally (for example, in a Downtown Waynesville operating account) rather than charged to individual events. Council asked staff to return with sample fees and ordinance language used elsewhere and to include a menu of a la carte services (barricades, officer detail, street closure, EMS standby) and guidance on charging schools for extra patrols at sporting events.

Jesse said staff would compile options and examples from neighboring towns and present rate options, permit templates and an updated cost worksheet for council consideration. The council emphasized transparency about the town's internal costs and discussed the potential to shift recurring support costs into a downtown operating budget so businesses can better understand the services provided.

No formal ordinances were changed at the meeting; the council's request was direction to staff to return with proposed fee schedules and permit requirements.