MONROE - The Monroe Public Safety Committee Monday night recommended to City Council approval of a new guideline manual for special event permits.
The recommendation spawned from a letter presented by the Business Improvement District (BID) board regarding special events unnecessarily closing the Square.
The committee maintained public safety as the focus of its purpose for permit approvals. However, city attorney Rex Ewald said, according to city code, the committee "is not strictly limited to safety."
BID members said it and the organizations most responsible for setting up special events, such as the Chamber of Commerce and Industry and Monroe Main Street, needed to work together to settle conflicting interests - keeping businesses busy but allowing festivals on the Square.
Four members of BID are also members of Monroe Main Street. But BID President Sherrill Kelly said BID is also concerned about outside groups requesting full Square closures for small events, without concern for business owners.
"We have to be fair to businesses, ... (but) these activities are to draw people to their businesses," committee chairman Chuck Koch said.
Kelly agreed with the committee's decision to remain safety focused.
"This is not a safety issue," she said. "It's a business issue."
BID was asking to be put into the city's process of approving special event permits, by being notified of events that generate Square closings.
Some downtown business owners have objected to Square closings because they have a negative effect on their business, Kelly said. She explained Saturday events on the Square, "particularly in the summer," interfere with customers' shopping.
BID wanted advanced notice of Square closures so members could voice opposition at City Council meetings if they determined event coordinators requested shutting down more streets than necessary, Kelly said.
Committee member Keith Ingwell asked Kelly what BID considered "unnecessary."
Kelly used the example of the 2007 Balloon Rally and Taste of Monroe, which she said were smaller events.
"From my observation, it could have easily been contained in the inner circle," Kelly said, noting that bad weather probably discouraged attendance.
In an opposite example, Police Chief Fred Kelley explained that at a Concert on the Square, attendees overflowed into the outer circle, forcing the police to shut down more streets than were requested.
Mayor Ron Marsh told the committee that the city provides public notification of upcoming special events. He saw legal problems with making special arrangements to notify only some private organizations or individuals.
"What if we forget to notify someone?" Marsh said. "There's enough (public) notification."
"The greatest concern is when folks come in a half hour before notices go out," Kelley said.
The committee recommended council approve an eight-page "special event manual," produced by Kelley and City Clerk Carol Stamm, to be used as a guide for event organizers to coordinate their plans via city requirements.
The manual suggests a minimum of 45 days before an event to begin planning, to allow various city departments time to review the permit request.
The manual does not make suggestions as to when streets should or can be closed. Kelley said he speaks directly to event coordinators about such concerns.
The manual defines a "special event," and outlines numerous considerations as to when and where to hold the event and what impact an event has on the neighborhood.
In other action, the committee recommended to council approval of the Green County Shrine Club George Carden Circus June 10 at the fairgrounds, and a series of Concerts on the Square, set for Thursdays, June 12 and 26 and July 10 and 24. Both lanes of the north side of the Square will be closed from 3 to 9 p.m. for the concerts. Kelley said both events met the required number of portable restrooms.
The recommendation spawned from a letter presented by the Business Improvement District (BID) board regarding special events unnecessarily closing the Square.
The committee maintained public safety as the focus of its purpose for permit approvals. However, city attorney Rex Ewald said, according to city code, the committee "is not strictly limited to safety."
BID members said it and the organizations most responsible for setting up special events, such as the Chamber of Commerce and Industry and Monroe Main Street, needed to work together to settle conflicting interests - keeping businesses busy but allowing festivals on the Square.
Four members of BID are also members of Monroe Main Street. But BID President Sherrill Kelly said BID is also concerned about outside groups requesting full Square closures for small events, without concern for business owners.
"We have to be fair to businesses, ... (but) these activities are to draw people to their businesses," committee chairman Chuck Koch said.
Kelly agreed with the committee's decision to remain safety focused.
"This is not a safety issue," she said. "It's a business issue."
BID was asking to be put into the city's process of approving special event permits, by being notified of events that generate Square closings.
Some downtown business owners have objected to Square closings because they have a negative effect on their business, Kelly said. She explained Saturday events on the Square, "particularly in the summer," interfere with customers' shopping.
BID wanted advanced notice of Square closures so members could voice opposition at City Council meetings if they determined event coordinators requested shutting down more streets than necessary, Kelly said.
Committee member Keith Ingwell asked Kelly what BID considered "unnecessary."
Kelly used the example of the 2007 Balloon Rally and Taste of Monroe, which she said were smaller events.
"From my observation, it could have easily been contained in the inner circle," Kelly said, noting that bad weather probably discouraged attendance.
In an opposite example, Police Chief Fred Kelley explained that at a Concert on the Square, attendees overflowed into the outer circle, forcing the police to shut down more streets than were requested.
Mayor Ron Marsh told the committee that the city provides public notification of upcoming special events. He saw legal problems with making special arrangements to notify only some private organizations or individuals.
"What if we forget to notify someone?" Marsh said. "There's enough (public) notification."
"The greatest concern is when folks come in a half hour before notices go out," Kelley said.
The committee recommended council approve an eight-page "special event manual," produced by Kelley and City Clerk Carol Stamm, to be used as a guide for event organizers to coordinate their plans via city requirements.
The manual suggests a minimum of 45 days before an event to begin planning, to allow various city departments time to review the permit request.
The manual does not make suggestions as to when streets should or can be closed. Kelley said he speaks directly to event coordinators about such concerns.
The manual defines a "special event," and outlines numerous considerations as to when and where to hold the event and what impact an event has on the neighborhood.
In other action, the committee recommended to council approval of the Green County Shrine Club George Carden Circus June 10 at the fairgrounds, and a series of Concerts on the Square, set for Thursdays, June 12 and 26 and July 10 and 24. Both lanes of the north side of the Square will be closed from 3 to 9 p.m. for the concerts. Kelley said both events met the required number of portable restrooms.