The Surgoinsville BMA voted 6-0 last week to adopt a facility use agreement and fee schedule for any group wishing to use city property for events.
Any business, organization or individual hosting an event on city property must complete and sign a five-page contract that states guidelines and removes liability from the town.
The agreement also includes a fee that the organizer will have to pay. Currently the prices are $25 per vendor without electrical connection and $45 for vendors using city electricity.
Mayor Graham said educational, charitable, or civic activity, such as the Cruise In, will only be responsible for the special event application and proof of insurance.
Alderman Warren Bishop suggested that the BMA revisit the agreement and fees in October to see if any changes are needed.
“It’s a lot better than what we had before,” Alderman Randy Collier added.
Use agreement and license
The facility use agreement includes a temporary non-exclusive revocable license that designates that an organizer can use the space allotted to them, provided that rules are followed.
Hosts will need to state the timeframe of the event with the purpose for holding it. Cleanup will be the responsibility of the host and must ensure that the town’s guidelines are followed.
The guidelines include the prohibition of alcohol consumption or sale on city premises; all federal, state, county, and municipal laws must be followed; and all people under the age of 18 must be accompanied by adult supervision. Events must also not prevent entrance to public spaces, such as the walkway at Riverfront Park.
Failure to comply may result in the city revoking the license at any point.
A certificate of insurance will be required for an event permit that lists the town as an additional insured for a minimum amount of $1 million.
“It’s five pages long because it’s everything we discussed,” City Attorney Joe May said, referring to the months of planning for the agreement.
May added that the city would take a “Trust but verify” policy in ensuring the city’s stipulations are followed.
Fee schedule
The organizer will also be responsible for collecting and paying the town the designated fee of $25 per vendor or $45 per vendor using city electricity for the entire event. In other words, an event with 10 vendors using no electricity would result in a cost of $250 for the organizer.
Though not meant as a means of income, Mayor Graham stated that the fee was just to allow the city to recuperate revenues from using city property.
In discussing the fee schedule, Vice Mayor Bobby Jarnagin said, “It’s a start. We can always go up if we need to.”
Fee exemptions
Though private organizations will have to fill all five pages of the document, Mayor Graham stressed that certain events will be exempt from the fees and the license. Charity, civic, and educational events will only be required to fill out the final two pages of the document, which include the special event application and cleanup procedures.
Insurance requirements are also waived.
The city will also evaluate the results of the current agreement in October to see what needs amending after the events season.
“We’ll let it work out for a bit then we’ll see where we’re at, see what works and what doesn’t,” Bishop recommended.
The agreement passed with a unanimous vote, all BMA members expressing their belief that the agreement and attached fees were a fair starting point. Alderman John Sandidge was not present to vote on the matter.
City Hall rental
In other business, the BMA also approved a $25 increase to the fee attached to renting the basement of City Hall or the “little house” beside Surgoinsville Middle School for non-city residents.
Surgoinsville citizens will still be able to use the space for the old price of $25.
Though originally proposed as a flat rate of $50 for all rentals, Collier proposed keeping the price lower for residents.
“Give them a break, the city taxpayers, if they can prove they’re a resident,” Collier said.
“I think that’s a good idea,” Mayor Graham agreed.
The resolution passed with a 6-0 vote.
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