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neighborhood block parties to the scale of large parades, fund-raising marathons or other large events requiring road closures and public safety support during the event. Then during the event, these same City departments may provide staffing and equipment to support public safety needs and maintain public facilities. Regarding the current cost recovery performance of special events, City staff prepared a few case studies of the total estimated costs of City support for several events such as parades, community weekend events, marathons, and large sports tournaments. To develop an estimate of the total costs, City staff applied the methodology described above where a fully burdened cost per hour was applied to the number of hours of support required. This analysis was performed for Police, Public Works, and Parks staff. Costs of equipment required were also considered. The results of the analysis determined that the City is subsidizing between $15,000 and $30,000 for these types of large events without charging any fees for recovery of costs. Recommendations — Short Term We recommend that the City take initial action to add a cost recovery mechanism for support to special events. This would include adding a fee for "City Staff Support During Special Events". Because events vary in type and size, the charges for these services would be developed on an actual cost basis for each event supported. Actual cost would include staff time charged at fully burdened rates and any specialized equipment needed to support the event. The City can also add a communication step within the existing event application review process to provide an initial estimate to applicants detailing needed support activities and their potential fees and charges associated with their event. Appendix A to this Memorandum provides a survey of various structures of special events permit fees. As shown, most comparable agencies charge hourly for staff support from various departments needed during the event. Recommendations - Long Term After working with City staff on the topic of Special Events Permits and special events cost recovery, in our professional opinion, the City needs to formalize its special events permit application and approval process. Then, in tandem with setting a formalized process for this service, adopt a set of updated fees that will achieve better cost recovery for the City as a whole. There must be a clear definition of what constitutes a special event requiring a Special Event Permit (SEP), and whether certain types of events are considered simple to approve and support, versus much more complex. Typically, a Special Event Permit is required for any event that is outside the scope of normal services offered by a City such as: Impacts to Public Right -of -Way Traffic Control Alcohol Amplified Sound Events above a certain capacity of persons in attendance Events requiring temporary tents or booths to be set up, carnival rides, etc. Events requiring public safety services Once the SEP requirements are clearly defined, they can be categorized according to the degree of complexity and level of City staff effort required. Appendix A to this Memorandum provides a survey of various structures of special events permit fees. As shown, most comparable agencies use a "tiered" )NBS 4