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Council debates rewrite of Special Activities Permit policy, tables the draft for more review
Summary
Council reviewed a staff rewrite of the city's Special Activities Permit policy, including definitions of city-sponsored/supported events, a special activity permit committee and new fees; members raised concerns about decision rules, fees, appeals and named organizations and voted to table the draft for revision and stakeholder input.
Staff presented a first-draft rewrite of the City's Special Activities Permit (SAP) policy that defines city-supported and city-sponsored activities, names a Special Activity Permit committee, establishes new application deadlines and requires insurance and hold-harmless agreements. The draft also proposes new fees (a $100 street-closure fee and $100 park-use fee) and explains that city-supported events would be given priority.
The presenter (staff) said city-supported activities listed include the Charlestown Farmers Market, West Virginia Fest, the NAACP African American Heritage Parade and other recurring events; the draft designates city-sponsored events (where the city would assume more fiscal responsibility) and clarifies that city-supported and sponsored events would get priority over other permit requests for overlapping time or location.
Council debate centered on decision-making rules for the SAP committee (should it be majority-rule, advisory to the city manager, or require a clear appeal path?), whether to list specific organizations by name (concern about longevity of named entities), the adequacy and scope of the proposed fees, and whether the chief of police should be able to override committee decisions on life-safety grounds. Several council members asked for clearer criteria and an express appeal process to council.
After extensive discussion, council voted to table the SAP policy rewrite to the second meeting in February and requested staff to revise the draft, circulate it for stakeholder input (including Parks & Recreation), and include clearer language on committee authority, appeal procedures, fee calculations and how city-supported events are defined and prioritized.
Council passed a motion that the city manager should have final approval authority after consulting identified committee members and that the city attorney be added to the advisory group; the body also requested staff present a revised document with the suggested clarifications at the next scheduled meeting.
