Oldsmar council backs $150 license fee, reporting for nonprofit event fee waivers

City of Oldsmar officials on Tuesday signaled support for a formal policy that would limit special event fee waivers to nonprofit organizers, require event reports and a flat license fee, and continue to hold organizers responsible for utilities.

City Manager Felicia Donnelly opened the work session and invited Chip Potts, the city’s director of parks and recreation, to review current practice and how neighboring cities handle waivers. Potts told council members the city currently waives most event fees “except for utilities” and that peer cities vary in what they waive and what reporting they require.

“Fee waivers for the nonprofits to host events in Oldsmar, it gives us an opportunity to host a more unique variety of specialized events for our residents to attend,” Potts said, describing benefits such as drawing visitors and reducing staff burden.

Council discussion focused on three principal changes: limiting eligibility to 501(c)(3) nonprofit organizations or civic groups; charging a flat license fee (council members discussed $150 as a starting point); and requiring pre‑ and post‑event reports documenting attendance, vendors and how proceeds would be used. A city staff slide referenced practices in Largo, Dunedin, Tarpon Springs, Clearwater and Safety Harbor; council members said they favored Safety Harbor’s requirement that organizers supply financial documentation and event budgets when seeking full waivers.

Several council members emphasized that organizers should continue to pay utilities and that the license fee is intended to offset some staff overtime and other costs. One council member summarized the emerging consensus: require nonprofit status, ensure events are open to the public, collect a $150 license fee, charge for utilities, and require reporting similar to Safety Harbor’s process.

Members also raised enforcement concerns, including the risk that an applicant could misrepresent an event’s organizer or purpose. One council member referenced a prior problem at a flea market and asked what would prevent bad actors from presenting misleading applications; others replied that council review and the reporting requirement would provide additional safeguards.

Potts listed the events that received waivers in fiscal 2024, including the Rod Run, Celebrate Oldsmar, the Craft Beer Festival, performances by Oldsmar Friends of the Arts, a Mardi Gras fundraiser, runs organized by Rotary and Ultimar CARES, and Ultimar Days and Nights. He reminded council that waivers do not change whether an event may be held; they only affect the city’s decision to waive fees.

Felicia Donnelly said staff will draft an evaluation policy that reflects council guidance and return the policy to the council for formal adoption. The council did not take a formal vote during the work session and instead directed staff to prepare the policy for a future meeting.

The work session concluded after the council confirmed the agreed points; the mayor then adjourned the meeting.