THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY
PHIL BREDESEN, MAYOR
Subject: Establishment of the Public Event Coordinating Committee and Outlining its Role and Responsibilities
Pursuant to the authority vested in me as Metropolitan County Mayor, I hereby establish the Public Event Coordinating Committee.
A. The Public Event Coordinating Committee shall be composed of thirteen (13) members who shall be representatives from the following boards, commissions, departments and agencies of the Metropolitan Government:
A representative from the Police Department as designated by the Chief of Police.
A representative from the Fire Department as designated by the Fire Chief.
A representative from the Ambulance Division of the Fire Department as designated by the Fire Chief.
A representative from the Parks Department as designated by the Director of Parks and Recreation.
A representative from the Traffic and Parking Commission as designated by the Secretary of the Traffic and Parking Commission.
A representative from the Public Works Department as designated by the Director of Public Works.
A representative from the Metropolitan Transit Authority as designated by the Executive Director of the Transit Authority.
A representative from the Insurance and Safety Division of the Department of Law as designated by the Director of Law.
A representative from the Mayor's Office as designated by the Mayor.
A representative from the Department of Codes Administration as designated by the Director of Codes Administration.
A representative from the Health Department as designated by the Chief Medical Director of the Health Department.
A representative from the Finance Department as designated by the Director of Finance.
The Executive Director or a representative of the Beer Permit Board.
B. Members of the Public Events Coordinating Committee shall attend all meetings or designate a individual to attend the meeting in their absence. An individual designated to sit in place of a member must also attend all other meetings of the Committee.
C. The Mayor shall appoint the Chairperson of the Committee.
D. The Department of Law shall provide legal advice as may be required by the Committee.
E. The Committee shall meet on a monthly basis and at such other times as they shall deem appropriate. The Chairperson shall have the authority to call and to cancel meetings as needed.
F. The purpose of the Committee shall be to review the plans submitted by the sponsor, ensure that the event is planned in such a manner that the health, safety and welfare of the citizens of the Metropolitan Government are protected and that any economic impact upon the Metropolitan Government is minimized. The Committee may recommend amendments to this Executive Order as they may deem appropriate from time to time.
G. All organizations sponsoring a public event shall present their plan to the Public Event Coordinating Committee prior to the event being held. "Public Event" is defined as any event sponsored by a person or organization that requires more than one service of the Metropolitan Government to carry out the event, other than the issuance of a permit or approval of the Charitable Solicitations Board. To be included as a "Public Event", all or a portion of the event must be held on public property.
H. It shall be the policy of the Metropolitan Government to sponsor public events only if the event has been approved by a specific board, commission, department or agency of the Metropolitan Government. Any board, commission, department or agency of the Government may invite other entities of the Government to co-sponsor an event. Approval to sponsor a public event by a board, commission, department or agency shall commit only that entity to finance or partially finance the event, and only to the extent of the entity's legal authority. Other boards, commissions, departments or agencies of the Government may voluntarily commit to co-sponsor the event and to provide additional financial support for the function where authorized by law.
I. Before any event is authorized to be conducted within the geographic area of the Metropolitan Government, the plans for the public event must be presented to the Public Event Coordinating Committee. The Committee shall require that all such plans provide the following minimum items of information:
1. The dates the event will be held.
2. The location of the event.
3. The number of safety personnel needed to cover the event.
4. Insurance requirements to be met by the sponsoring organization.
5. The hours during which the event may operate.
6. Such other areas as may be deemed necessary to protect the health, safety and welfare of the general public.
7. The name, address and daytime telephone number of a contact person for the sponsoring organization.
J. Any person or organization desiring to conduct a public event shall submit a proposal to the Committee at least ninety (90) days prior to the event being held. As to large events to be held, the proposal should be submitted at least six (6) months in advance of the event where possible. The Committee may allow exceptions when circumstances warrant.
K. This Executive Order shall not infringe upon the rights of any board, commission, department or agency to establish rental fees for property under its jurisdiction or to establish compensation rates for work performed by employees of the board, commission, department or agency.
L. This Executive Order shall apply to both revenue and non-revenue producing public events.
Ordered this 17th day of April 1992.
Philip Bredesen
Mayor