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HomeMy WebLinkAboutAGENDA REPORT 1994 1207 CC REG ITEM 11FITEM /it F&1 CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Servic( DATE: November 22, 1994 SUBJECT: Consider a Film Permit Fee Resolution On November 9, 1994, the Council reviewed a draft film permit fee resolution and requested staff to return with additional details to explain the fee rates. Staff has completed a comprehensive survey of filming fees in Ventura County and has included the results of this survey along with a revised film permit application packet. Fee Resolution Attachment "A" is the proposed film permit fee resolution. Attachment "B" is the survey of film permit fees for cities in Ventura County. Page 1 of Attachment "B" compares film permit rates in various cities, and Page 2 is an application of two different film project scenarios. At the bottom of this page are Moorpark's current fees and as proposed. The permit fee alone is rarely the only cost to a film company when filming in cities. Therefore, staff applied two filming scenarios (a project on private property and a project in public right -of- way) to compare the total cost of filming in different jurisdictions. The survey conclusion is that Moorpark's fees are high currently and as proposed. This is due to the cost of police, more than the cost of the filming permit. Where Moorpark charges $70 an hour for a deputy, most cities (including Camarillo and Thousand Oaks who contract with the County Sheriff), only charge between $51 and $34 per hour. The Moorpark police fee includes operational costs whereas the other cities which contract with the County are only billing for the personnel costs. There is section in the resolution that allows staff to bill directly, in the event that the project creates an unusual expense to the City. To support this section, staff has added a filming deposit based on the number of days in the project's duration. This second deposit is in addition to that required when submitting the application, (which accounts for costs incurred on projects that do not materialize). The Permit deposit would only be due if or when the application is approved. Focussing on the first scenario, Moorpark's fees are higher now by $400, than the proposed rate. This is because staff applied a 20 hour estimate to the scenario at the current cost of $78 per hour. If the 1995 cost per hour is applied for Administrative Services, II at $62 per hour, the difference is less than $100. The film permit deposit is intended to encourage the applicant to stay within the permit conditions. If the project does not stay within the conditions, the deposit makes collecting the unusual expenses easier, which can arise when the applicant unilaterally chooses to change locations, film for additional days or hours, causes damage to public or private property, or causes an unforseen disturbance to the neighborhood. Providing for the deposit for this purpose help to insure full cost recovery for the City. Looking at the second scenario, (private property), one can see that Moorpark's rates, if applied to each day of filming, would have been extremely high. Based on past experience, the cost to the City for private property activities rarely causes additional expenses. Therefore, to make the private property fee more closely reflect City expenses, a flat fee of $600 is proposed. This rate is less than one other city, but: :substantially higher than the current rate in Moorpark. Attachment "C" is the revised permit "packet." The cover letter has been updated to reflect the current process, and staff has added the industry code of conduct to the notification process. The last pages of the packet include an explanation of City fees, which was not distributed before. The application has been modified to assure that City costs incurred during the project will be reimbursed. Now the City's film permit packet is fairly comprehensive and complete, making it a better tool for customer service. The Economic Development /Affordable Housing Committee is scheduled to discuss marketing this process at their next meeting. Recommendation That the City Council adopt Resolution 94- Attachments: A) Proposed Fee Resolution B) Film Fee Survey C) Revised Film Permit Packet 00087 17- NOV -94 PAGE D 'O -I to D ro c-> 2 � 3 M z Agency 3ontact Ise of public RQW. mmercial frk a agency begin to charge 'sras ReStratim erson adADr public property 36trict ntrol erty in day of set preparation? Lequired eq'd at a business tax Camarillo Dc>dieWilbite No Charge No Charge Sheriff= 34.07/hr 0- Yes 50.00 388-5363 Most filming done at Camarillo House it lmore Noreen Withers 50.00 a day Z50.00 Sheriff= 40.00/hr 100.00 Yes 300.00 Included in the 250.00 24 -3701 Fire= 40.00/hr Maine. = 36.00/hr Ojai Stan Moore Only 1 permit has been issued 60.00 30.00 75.00 -5581 ince 1988, (a student project) C C. enies/opposes applications that are eceived, due to the filming of �2e Bionic Woman Hueneme Lisa Donley 00.00 a day .00 olice= 37.50Por Z5.00 Yes 750.00 + 30.00 086-6542 inter= 1 Ofcr Cert of Liability comer= 2 Ofcrs 'Lifeguard = 30.00/hr Santa Paula Bob Gonzales $50.00 a day i any public building Discretion of filming company Police= 45.00/hr Discretion of filming company Yes Agency projects days of filming 100.00 25 -4478 and property owner. Fire= 35.001hr and property owner. 29 %overhead/man hours and Maine. = 25.00 % of 450.00. 50% due in advance Simi Valley Bob Heitzman Minor Production (1 day) = 245.00 Police Ofcr= 5 L00/hr Yes All fees due 100.00 583-6707 Majx Production (2 days +)= 502.00 Police Sarg= 67.00)hr in advance 2 Hr Minimum) d Oats Roy Meyers 75.00 a day 75.00 a day Based on cost basis. Do not have a fee Yes AM fees due 10.00 Temp Bus. license 449-2100 Estimate done on Sheriff Dept in advance tuna Carole Green Uses own discretion 54 -7850 D 'O -I to D ro c-> 2 � 3 M z ATTACHMENT B, page 2 THE FOLLOWING SCENARIOS REPRESENT THE MOST SIMPLE WAY TO COMPARE THE COST OF FILMING IN THE CITIES OF VENTURA COUNTY. THE HYPOTHETICAL APPLICATION OF THE FILMING FEES IS BASED ON THE FOLLOWING CRITERIA: SCEN. 1 2 DAYS OF FILMING STREET CLOSURE /INTERIM TRAFFIC CONTROL REQUIRED FOR 8 HOURS EACH DAY (32 TOTAL HOURS) COMMERCIAL DISTRICT (E.G., HIGH STREET) NO SPECIAL EFFECTS IF STAFF TIME IS CHARGED DIRECTLY IN LIEU OF HAVING A FLAT FEE, 20 HOURS HAS BEEN APPLIED SCEN. 2 PRIVATE PROPERTY 2 DAYS OF FILMING NO SPECIAL EFFECTS CITY SCENARIO 1 PUBLIC RIGHT OF WAY CAMARILLO FILLMORE OJAI PT. HUENEME ST. PAULA SIMI VALLEY THOUS. OAKS VENTURA DEPOSIT I 0 300 NOT ALLOWED 750 2997 2736 1250.24 OPEN -----------------------------------------------------------------.---------------------------------------------------------- - - - - -- TOTAL COST ESTIMATE 1 1190.24 2130 NOT ALLOWED 2230 2997 2736 1250.24 OPEN CITY SCENARIO 2 PRIVATE PROPERTY CAMARILLO FILLMORE OJAI PT. HUENEME ST. PAULA SIMI VALLEY THOUS. OAKS VENTURA DEPOSIT 0 300 OPEN 750 1125 590 10 OPEN ---------------------------------------------------------- - - - - -- ---------------------------------------------------------- - - - - -- TOTAL COST ESTIMATE 1 0 300 OPEN 50 1125 590 10 OPEN MOORPARK FILMING FEES SCENARIO 1- PUBLIC RIGHT OF WAY SCENARIO 2- PRIVATE PROPERTY CURRENT STRUCTURE PROPOSED STRUCTURE CURRENT STRUCTURE PROPOSED STRUCTURE DEPOSIT 5870 4660 L13 700 ----------------------------------------------------------- - - - - -- ------------_--------------------------------- - - - - -- TOTAL COST ESTIMATE 1 3913 3540 11.3 700 00091 ATTACHMENT C MOORPARK 1 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 CITY OF MOORPARK FILM PERMIT PROCESS Revised November 21, 1994 This information packet has been prepared to assist persons interested in filming in Moorpark, to acquire the appropriate permits and explain City fees. The fee schedule for filming is described in the attachment. A 30 day lead time may be required for complex projects which involve City right -of- way, (e.g., filming on High Street), while permits for projects contained solely on private property can be issued within two to three working days. Each film application and permit conditions are developed based upon the City's understanding of the project's impact on the community. It is important therefore, to provide the City with as many details as possible on the application and attach additional pages if necessary. High Street is the City's most popular location, but filming here can also be the most disruptive to the community. Parking, traffic interruptions, disruption to the residents and the disruption of business activity must be kept to a minimum. Large scale filming activities on High Street may, at the discretion of the City Manager, require a 30 day lead time, and include City Council approval. Filming on private property, school or college property, can be a simple application process. The most significant concern in these cases is the use of public right -of -way for signs, and the coordination of traffic getting to and from the set location. All County related requirements including fire protection, the Air Pollution Control District's requirements for generators, and health permits required for catering services, are the responsibility of the applicant, and arrangements will be made directly with the County. All use of private property requires proof to the City that approval has been received from the owner. Use of private property without approval is considered trespassing. All related deposits and insurance requirements are to due to the City before the initiation of the filming project. The City considers the initiation of the filming activity to begin with set preparation, and the end of the activity to end with set take -down and clean -up activities. All fees are based on this criteria. Applications may be received by fax, but delays in processing will occur if payment for the initial review is not received within two working days. 00092 PAUL W. LAWRASON JR. PATRICK HUNTER SCOTT MONTGOMERY BERNARDO M. PEREZ JOHN E. WOZNIAK Mayor Mayor Pro Tem Councilmember Councilmember Councilmember Printed on Recycled Paper FILM PERMIT FEES The City of Moorpark adopted Resolution 94- on December , 1994, establishing a fee schedule as represented in this summary. Examples of the application of these fees are provided in Attachment A. INITIAL REVIEW To initiate a film permit, the following fee structure applies: Application Fee $100 Initial Review Deposit $600 Total $700 A sum of $700 is required with a completed film permit application (Attachment B) . The application fee is not refundable. If the application is withdrawn, the deposit will be refunded to the applicant, (less actual city costs) . If the proposed event occurs, the deposit will be applied to the balance of deposits required City fees. PROJECT DEPOSIT- $600 The City collects a deposit for the event activities to assure compliance by the applicant to the film permit conditions, to facilitate City reimbursement for unexpected costs during the event, and in an attempt to keep staff time to a minimum. Any portion of the deposit that is unused will be refunded, and the City reserves the right to bill above the deposit amount if costs exceed this amount. PROJECT FEES (Due prior to the initiation of the event) 1. In the Public Right of Way $600 per day This fee applies to the first day of related work at the film set, and includes set -up and take -down, plus each day of filming. 2. Exclusively on Private Property- $600 per application ADDITIONAL FEES (Due prior to the initiation of the event) If the project is required by the City to have police officers, the City will charge for this cost separately, at the established rate. A deposit equal to 150 percent of the estimated police cost is required prior to application approval. 00093 If the City or Redevelopment Agency agrees to lease property to the applicant for use during the filming activity, these charges will be in addition to the per day rate described above. Any use of City equipment or City staff during the project will also be billed separately. EXEMPTIONS Businesses permanently located in the City of Moorpark, and Moorpark non - profit organizations are required to pay the application fee of $100, and are exempt from the film permit fee, but will be billed for actual City costs, 00094 FILM PERMIT FEE CALCULATIONS APPLICATION FEE $ 100 INITIAL REVIEW DEPOSIT $ 600 PER DAY CHARGE PUBLIC PROPERTY $600 EACH $ (apply initial review deposit) PRIVATE PROPERTY $600 FLAT FEE $ EVENT DEPOSIT $ 600 ADDITIONAL CHARGES Police costs $ /hour, of hours $ Police Cost Deposit (50 percent of police costs) $ Staff and /or equipment costs required during filming Rental of City or Redevelopment Agency Property TOTAL FEES REQUIRED PRIOR TO INITIATION OF EVENT $ ACTUAL POLICE COSTS $ STAFF COSTS DURING THE EVENT $ TOTAL ADDITIONAL COSTS $ REFUND /ADDITIONAL COST DUE $ 00095 PART I Company Name Address Representative Filming Dates Production Title Summary of Proposal CITY OF MOORPARK APPLICATION FOR FILM PERMIT COMMERCIAL MOTION PICTURE /STILL PHOTOGRAPHY DATE (TO BE COMPLETED BY APPLICANT) Zip Phone Location Supervisor Total Days Location and Times Yes No Yes No Yes No Street Traffic Closure _ _ Control _ _ Animals Pyro Special Technics_ — Conds _ If yes, please explain. Number of Vehicles: Trucks — Cars Vans _ Other _ Total Number of Personnel: Cast _ Crew Other_ Total A Certificate of Insurance must be on hand with the City prior to filming. Please attach proof of insurance to include name of company, policy number and amount. The certificate shall not be subject to cancellation or modification until after 30 -days written notice to the City. The applicant hereby agrees to reimburse the City for all additional costs that are incurred by the City during the filming activity, which are directly related to the project described herein. A deposit of $600.00 will be collected by the City prior to the initiation of event activities, and the City retains the right to retain a portion or all of this deposit for additional expenses, and if needed, invoice the applicant for all costs above the deposit amount, payable to the City within 30 days of the end of the above described project. Applicant LAW94060.MIS 00096 I IiAI, FI (, CUN I M) L, F1,AN (1140 SANE CONV(;NTIONAL HIGHWAY) /FILNINC C'2 C36 N CIIP PREPARE ,JUIiK I NC; � TO S TO P 300' -500' 300'- 500 300' -500' Nr; E�- O� C O 0 SPECIAL CONDI'T'ION- PE'RMI'T' FOR MOVIE AND TV P I LMING 1. Awareness and compliance with all permit conditions. 2. The permittee is required to make arrangements with the California Highway Patrol for patrolmen to be present during filming, for traffic control purposes. 3. Walkie- talkies to be continually maintained in working condi- tion, shall be provided by the permittee for the City of Moorpoark Inspector and for each Highway Patrol,aan for use in traffic control. 4. The permittee shall be responsible for providing, installing and maintaining traffic signs in accordance with the traffic control plan (over). S. Limit traffic delays to three minutes maximum uider_ the direc- tion of California Highway Patrolmen only. 6. Two way traffic shall be restored at the end of each three min- ute maximum delay. 7. Minimize the number of vehicles and personnel on City right of way. 8. Park all vehicles off the traveled way as far as possible on the right road shoulder. 9. Keep pedestrians out of the traveled way. 10. Display courtesy to passing motorists. 11. Sweep traveled way clear of dirt and other debris resulting from the filming. 12. Refrain from using or disturbing private property without prior consent of the property owner.. 13. Base camp to be located on private property not in roadway or on road shoulder. 14. Refrain from removing road signs, street name signs or dis- turbing in any way City property or road facilities. 15. Covering of signs permitted during periods of traffic delays only. 16. Use of vehicles in the performance of stunts, chases, swerving, near misses and crashes, is sul_)ject to all limitations that may be imposed by the California Highway Patrolmen and /or City of Moorpark Inspector_ on duty lit the filming, which, in their judgement, are necessary to pr )vide safety to the general motoring public and to all jei Tons involved in activities authorized uncle, this permi . SPECIAL CONDI "'IONS PERMIT FOR `•tOVIE AND TV FILMING Page - - 17. All vehicles, including but not limited to those used to trans- port personnel and cameras, sound and lighting equipment and reflectors, shall be restricted to loading and such other limi- tations as may be deemed appropriate by the California Highway Patrolmen and /or City of Moorpark Inspector on duty at the filming. 18. Failure to comply with all permit conditions or to conduct all ooerations as directed by the City of Moorpark Inspector shall result in a cancellation of this T)ermit. 00099 INDUSTRY CODE OF CONDUCT The City requires that each filming activity follow the film industry's Code of Conduct. You and your production company can either make or break this location. You are guests and should treat this location with courtesy. You make the difference! If the City learns that any aspect of the Code of Conduct is being violated, a complaint will be filed with the California Film Commission. 1. Make sure that all catering, craft services, construction and strike and personal trash is removed from the location. 2. When filming in a neighborhood or business district, proper notification is to be provided to each merchant or neighbor. The filming notice must be first approved by the City, and include: * Name of Company * Name of Production * kind of production * Duration of activity (hours of operation) * Nature of activity, (especially when pyrotechnics are involved) * Company contact, with the a phone number The City of Moorpark requires notice within 1,000 feet of all activities planned for High Street. The notice will be distributed with the Industry Code of Conduct. 3. Cast and crew meals shall be confined to the area designated in the location agreement or film permit. Individuals shall eat within the designated meal area, during scheduled crew feedings. 4. Removal, trimming or cutting of vegetation is prohibited, unless approved by the permit authority and /or property owner in writing. 5. All signs erected and /or removed for filming purposes will be removed or replaced upon completion of the day's filming, unless otherwise stipulated in the permit conditions. No signs are permitted on public right -of -way outside of the immediate set location unless written approval from the City is obtained. 6. The company shall keep noise levels as low as possible. 7. The company will take every step possible to avoid disturbing the community with bright or intensive lighting during evening film activities. 8. The removal, moving or towing of the public's vehicles is prohibited, without express written permission of the City, or vehicle owner. 9. Do not park production vehicles in, or block driveways without the express permission of the municipal jurisdiction or driveway owner. 00 '00