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21 - PLAZA LIGHTS POLICYItem No. 21 memorandum TO: Mayor & City Council FROM: John Godwin, City Manager SUBJECT: PLAZA LIGHTS POLICY DATE: January 15, 2016 BACKGROUND: Somewhat like what happened with council proclamations, we have had a growing number of worthy groups requesting to turn the lights at the plaza to different colors for a month at a time to honor certain causes. Several problems have arisen and others may. Specifically, we sometimes have overlapping requests, we get complaints from citizens who do not like the changes, in the future we may have groups that are not especially worthy or community positive who might demand equal opportunity, and because the light fixtures are historical and difficult to handle we increase the risk of permanent damage every time they are changed out. STATUS OF ISSUE: I have drafted a policy that would prohibit removing the old fixtures, but allow local non - profit organizations to put spotlights on the fountain for a couple of weeks at a time. Such usage would be heavily restricted and require city council approval. BUDGET: NA. RECOMMENDATION: Approve attached policy. PLAZA LIGHTING The central plaza in downtown Paris is a significant and important feature of the city, and is prominent as a tourist attraction, a gathering place for local citizens, and as the physical and psychological center of the community. It is an historical treasure and the site of high vehicular and pedestrian traffic counts. As a result, many citizens and groups use the location to draw attention to their accomplishments, activities, and causes. One manner in which groups have requested to use the plaza is by changing the regular fountain lights to colors representing their causes and organizations. Effective with this policy, that practice will no longer be permitted. The fountain and the light fixtures are historical and quite old, and damage to them is far too big of a risk. However, under certain circumstances local non - profit organizations may be permitted to place up to four of their own colored spotlight(s) at the fountain for up to 16 days, weather, electricity, and safety permitting. Individuals may not make such requests. GUIDELINES Approval for plaza lighting may only be granted by a majority vote of the city council, and shall comply with the guidelines below. Plaza lighting may generally be approved for the following purposes: • Supporting public awareness campaigns that have the potential to enhance public health, safety, or wellness. • Memorializing special or exemplary events or days, both within and outside of Paris, including certain national days of celebration, recognition, or mourning. • Encouraging or supporting local charitable fundraising campaigns. • Supporting local arts and cultural celebrations. • Recognizing unique or especially successful local school - related activities, including academics, athletics, music, etc. Plaza lighting may generally not be approved for the following purposes: • Groups or individuals from outside Paris. • Matters of a political nature. • Controversial issues or organizations. • Events or activities that do not benefit Paris or are not of a general public interest. • National or international groups without an in -city sponsor. • Events, campaigns, or activities that are contrary to or in opposition to adopted city policies, plans, or ordinances. PROCEDURE All lighting requests must be submitted in writing to the city clerk at least two months prior to the event or organization to be recognized. Submission of a request does not guarantee its aproval. The council reserves the right and has the final decision to approve or deny any request, consistent with this policy. Non - profit organizations seeking to place lights at the plaza fountain must submit: • Contact person's first and last name, address, telephone number, and e-mail address. • A brief summary or background of the event or organization. • The dates the lights are proposed to be displayed, and the number and type thereof. • A brief description /explanation as to why this is an appropriate use of this public space, including clarifying that this is of general public interest. • Agreement by Public Works staff that the lights can function safely and appropriately in this environment.