HomeMy WebLinkAbout2024 12.04 PRC AgendaParks & Recreation Commission
City of Apache Junction, Arizona
Agenda
Meeting Location:
City Council Chambers
at City Hall
300 E Superstition Blvd
Apache Junction, AZ
85119
apachejunctionaz.gov
P: (480) 983-2181
Doors are open to the public at least 15 minutes prior to the
posted meeting start time.
City Council Chambers6:00 PMWednesday, December 4, 2024
1.Call to Order
2.Pledge of Allegiance
3.Roll Call
4.Consent Agenda
The commission may, at this time, take single action on any or all items listed as consent agenda items.
These include acceptance of agenda and acceptance of minutes. Any member of the commission may
remove any item from the consent agenda for discussion and cause a separate vote on the matter later in
the agenda.
24-847 Consideration of approval of agenda.
24-848 Consideration of approval of regular meeting minutes of November 6,
2024.
Meeting Minutes 11.6.24Attachments:
5.Information and Reports
The chair at this time may announce information regarding activities involving Parks and Recreation
matters, such as, but not limited to attendance of commission members at community meetings or
events, seminars or conferences, or upcoming events or conferences
6.Staff Report
The Director or those individuals designated by the Director may present information pertinent to items
under consideration or information related to the operation of the department.
24-966 Presentation and update on projects and opportunities in the parks and
other service areas.
Sponsors:Dave Butler
24-967 Presentation, discussion and update on upcoming events and
activities.
Sponsors:Jamie Sullivan
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
December 4, 2024Parks & Recreation Commission Agenda
7.Old Business
24-849 Discussion and update on Tree City USA.
Sponsors:Liz Langenbach
8.New Business
24-965 Presentation and discussion on the city-wide special event permitting
process.
Sponsors:Riley King
City of AJ Event Process Info Sheet 2024
Event Application- Fillable
Special Event Handbook FINAL
Attachments:
24-852 Election of Parks and Recreation Commission Chairperson and
Vice-Chairperson.
Sponsors:Liz Langenbach
9.Call to Public
Arizona Open Meeting Law allows individuals to address Commission on any issue within the jurisdiction
of the Commission. Commission may not answer your questions or discuss your comments at this time.
However, at the conclusion of Call to the Public, Commission may do any of the following: 1) respond to
criticism made by any individual who addresses the Commission; 2) ask staff to review a matter; 3) ask
staff to place the matter on a future agenda. Commission shall not discuss or take legal action on
matters raised at Call to the Public unless the matters have been properly noticed for discussion and
legal action. Please stand, approach the podium microphone and state your name and address after
being called to speak. There is a three (3) minute time limit per speaker.
10.Call for Future Agenda Items
At this time Parks and Recreation commissioners or Parks and Recreation staff members are given the
opportunity to suggest a topic or topics to be added to the next or any subsequent agenda of the Parks
and Recreation Commission. No discussion of the topics suggested are to take place at this time
11.Selection of Meeting Dates, Times, Location and Purpose
24-851 Regular Meeting of the Parks and Recreation Commission to be held
at 6:00 p.m. on February 5, 2025 in the city council chambers located
at 300 E. Superstition Boulevard.
12.Adjournment
The City of Apache Junction invites and welcomes people of all abilities to use our programs, sites and
facilities. Specific requests may be made by contacting the Human Resources Office at (480) 474-2617
or TDD (480) 983-0095.
Page 2 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-847
Agenda Date: 12/4/2024 Sponsor:
In Control: Parks & Recreation CommissionIndex:
Consideration of approval of agenda.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-848
Agenda Item No.
Agenda Date: 12/4/2024 Sponsor:
In Control: Parks & Recreation CommissionIndex:
Consideration of approval of regular meeting minutes of November 6, 2024.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Meeting Location:
City Council Chambers
at City Hall
300 E Superstition Blvd
Apache Junction, AZ
85119
apachejunctionaz.gov
P: (480) 983-2181
City of Apache Junction, Arizona
Meeting Minutes
Parks & Recreation Commission
Doors are open to the public at least 15 minutes prior to the
posted meeting start time.
6:00 PM City Council ChambersWednesday, November 6, 2024
Call to Order1.
Chair Heather Moeller called the regular meeting of the City of Apache Junction Parks and
Recreation Commission to order at 6:00 p.m.
Pledge of Allegiance2.
Chair Heather Moeller led in the Pledge of Allegiance.
Roll Call3.
Chairperson Moeller, Vice Chair Bigelow, Commissioner Schoenbeck,
Commissioner Borey, Commissioner Kyhn, and Commissioner Madrid
Present 6 -
Staff present:
Liz Langenbach, Parks and Recreation Director
Jamie Sullivan, Recreation Superintendent
Dave Butler, Parks Superintendent
Riley King, Management Analyst
Larry Binion, Management Analyst
Christi Hamm, Senior Administrative Assistant
Consent Agenda4.
Vice Chair Sheryl Bigelow moved that the Parks and Recreation Commission accept the agenda
as presented and approve the minutes from the October 2, 2024 regular meeting. Commissioner
Judy Borey seconded the motion. This was approved.
Yes:Chairperson Moeller, Vice Chair Bigelow, Commissioner Schoenbeck,
Commissioner Borey, Commissioner Kyhn and Commissioner Madrid
6 -
No:0
24-840 Consideration of approval of agenda.
24-841 Consideration of approval of regular meeting minutes of October 2, 2024.
Meeting Minutes 10.2.24Attachments:
Information and Reports5.
Commissioners shared positive comments about the events they attended and volunteered for.
Several mentioned how impressed they were with the grand opening of Painted Sky Park and
are looking forwarded to attending the upcoming events and activities.
Page 1City of Apache Junction, Arizona
November 6, 2024Parks & Recreation Commission Meeting Minutes
Staff Report6.
24-842 Presentation and update on projects and opportunities in the parks and
other service areas.
Parks Superintendent Dave Butler provided an update and shared photos of both current and
completed projects in the parks. He reported that the ADA improvements at the Dog Park,
overseeding, and the Little League fencing project have all been completed. He also updated
the commission on the progress of several projects, including drainage, fencing, and lighting
improvements at Superstition Shadows Park, as well as the new roof installations at all of the
ramadas at Prospector Park. All questions from the commissioners were addressed and noted.
24-843 Presentation, discussion and update on upcoming events and activities.
Recreation Superintendent Jamie Sullivan provided the commission with an update on recent
events highlighting the impressive turnout for the grand opening of Painted Park as well as the
successes of the Halloween event, Mud Run, and Paint and Pints. She announced several
upcoming events including Teen Nights at the MGC, invasive grass pulls, line dancing,
S'mores and Stories, and more. Superintendent Sullivan also updated the commission on
recent staff changes, noting that Riley King now oversees all city-wide events, and Jody Dutra
has been promoted to the Youth and Senior Services Coordinator.
24-888 Information about welcome bags to new developments.
Director Liz Langenbach provided additional details and estimated numbers on the community
members who received welcome bags. Commissioners had the opportunity to view the
contents of a sample welcome bag that was passed around.
Old Business7.
Management Analyst Riley King presented the final draft of the Parks and Recreation Strategic
Plan and fielded questions. After questions, Chair Heather Moeller called for a motion.
Commissioner Frank Schoenbeck moved that the commission adopt the Parks and Recreation
Strategic Plan as presented, seconded by Commissioner Judy Borey. This was approved.
Yes:Chairperson Moeller, Vice Chair Bigelow, Commissioner Schoenbeck,
Commissioner Borey, Commissioner Kyhn and Commissioner Madrid
6 -
No:0
24-844 Discussion and approval of the final draft of the Parks and Recreation
Strategic Plan.
Apache Junction Parks and Recreation Strategic PlanAttachments:
New Business8.
24-845 Update on public art at the Multi-Generational Center.
Director Liz Langenbach presented the final art piece selected for installation on the front
entrance window of the Multi-Generational Center. She also provided an update on the new
vinyl backdrop recently installed on the mobile stage.
24-846 Presentation of newly appointed and reappointed commission members
Page 2City of Apache Junction, Arizona
November 6, 2024Parks & Recreation Commission Meeting Minutes
and overview of the upcoming officer election process.
Director Liz Langenbach announced the reappointment of Commissioner Frank Schoenbeck
and informed the commission that the newest appointee was unable to serve. As a result, the
commission will operate with six commissioners until October 2025. She also reviewed the
process for the upcoming officer elections that will take place at the December meeting.
Call to Public9.
None.
Call for Future Agenda Items10.
Commissioner Judy Borey asked to have more information on Riley King's new role and
city-wide events.
Selection of Meeting Dates, Times, Location and Purpose11.
Commissioner Felicia Madrid moved, seconded by Commissioner Sheryl Bigelow that the regular
session of the Parks and Recreation Commission be held December 4, 2024 at 6:00 p.m. in the
city council chambers. This was approved.
Yes:Chairperson Moeller, Vice Chair Bigelow, Commissioner Schoenbeck,
Commissioner Borey, Commissioner Kyhn and Commissioner Madrid
6 -
No:0
24-850 Regular Meeting of the Parks and Recreation Commission to be held at
6:00 p.m. on December 4, 2024 in the city council chambers located at
300 E. Superstition Boulevard.
Adjournment12.
Chair Heather Moeller adjourned the meeting at 6:48 p.m.
Page 3City of Apache Junction, Arizona
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-966
Agenda Date: 12/4/2024 Sponsor: Dave Butler
In Control: Parks & Recreation CommissionIndex:
Presentation and update on projects and opportunities in the parks and other service areas.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-967
Agenda Date: 12/4/2024 Sponsor: Jamie Sullivan
In Control: Parks & Recreation CommissionIndex:
Presentation, discussion and update on upcoming events and activities.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-849
Agenda Date: 12/4/2024 Sponsor: Liz Langenbach
In Control: Parks & Recreation CommissionIndex:
Discussion and update on Tree City USA.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-965
Agenda Date: 12/4/2024 Sponsor: Riley King
In Control: Parks & Recreation CommissionIndex:
Presentation and discussion on the city-wide special event permitting process.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
CITY OF APACHE JUNCTION EVENT PROCESS
Effective July 2022
1
•Activities requiring review/approval/inspection of 2 or more city/regional depts
•Any activity held outdoors on public or private property that is inconsistent with the
legal use of the property under the City's zoning ordinance
•Use that changes the legal occupancy limit of the property
•Use of/impact to any city street, sidewalk, alley, flow of traffic, or any other right-of
way area
Events that require adherence to
the Special Event Process and an
Application Review
(minimum of 60 days notice)
•Activities not listed above, that involve profit or non-profit vendors that are not
already licensed by the City of Apache Junction (see apachejunctionaz.gov/eventinfo
for more details)
•Neighborhood or block parties
•Funeral or memorial processionals
Events that do not require a
Special Event Application but
may require other notices
(minimum of 15 days notice)
Special Event Application
The form can be found
online by visiting
www.apachejunctionaz.gov/events
or through contact above
A completed application will be
reviewed by city and community
staff to determine needs
and potential fees
Depending on the nature of the
event, certificates of insurance,
additional security
may be necessary
Plan for at least 30-90 days
advanced notice depending on
the needs of the specific event
Alcohol Served
Serving or providing alcohol to
the public requires a state-issued
special event liquor license.
Possible extension of premises
will require additional approvals
The liquor license process goes
through the City Clerk and the
State Liquor License Board -plan
to start this process at least 30
days in advance
When at city park facilities,
allowing guests to bring their
own beer/wine requires an
alcohol permit and fee
Food & Non-Alcoholic
Beverages
Providing/cooking perishable
food/drinks on site requires a
Pinal County food permit.
Non-dairy packaged goods are
allowed without Pinal County
food permit
Potlucks and picnics do not
require food permits
Mobile food vehicles/carts
require proper licensing and tax
paperwork completed prior to
the event. (See Business
Activities info to the right)
Business Activities
Any events selling tickets or
merchandise must have proper
business licensing and tax
paperwork completed prior to
the event.
Vendor booths and mobile food
booths/trucks must follow the
city event vendor process which
can be viewed at
apachejunctionaz.gov/eventinfo
Other Considerations
Safety & Security -require
review, approval and possible
personnel costs from police
Medical & First Aid -require
review, approval and possible
personnel costs from SFMD
Tents (of a certain size) and food
booths/trucks must be inspected
by the Fire Marshal
Parking/street access must be
reviewed by multiple
departments
Capacity of the event will be
considered affecting restrooms,
exit/entry, etc
CONTACT:
events@apachejunctionaz.gov
480-474-5065
Special Event process forms and
additional info located at:
apachejunctionaz.gov/events
City of Apache Junction Special Event Application
Please complete and return form to the City of AJ at least 30 days prior to the event.
Return form to: events@apachejunctionaz.gov Call for more info or assistance: 480-474-5065
Event information available at: www.apachejunctionaz.gov/events
Sponsoring organization/business/individual:
City of Apache Junction license #: Tax #: Is the organization a non-profit?
Event name: Annual event: Yes __ No__
Date(s) of event: Start time: AM / PM End time: AM / PM
Set-up time: AM / PM Take down time: AM / PM
Is the event open to the public? Yes __ No __ Total attendance: Peak attendance:
Event location:
For events on private property, owned by other than the sponsoring party, a letter of permission from owner must be attached to event application.
Please note that this application does not override any rules or regulations of the property owner or HOA.
Responsible party: Email: Phone:
Mailing address:
Insurance company*: Amount: $ Policy No.:
*A certificate of insurance with the city of Apache Junction as an additional insured is required for events held on public p roperty.
Will the event be benefiting a non-profit organization*:
*Proof of non-profit status of applicant or benefitting organization may be required depending on location/event
Please list any additional sponsors:
Will the event include vendors/booths? Yes __ No__ How many/types:
*All vendors must have a valid city business license and tax license prior to the event & food vendors must meet all Pinal Co unty Health Codes as
well as Superstition Fire and Medical District inspection and approval of tent structures and food vendors.
Are there fees for the event (admission, space rental, parking fees, etc)? Yes__ No __ If there are event fees, please g ive a detailed
list of fees:
(Depending on size/nature of event a reconciliation form may be required after the event)
Event Activities:
Detailed description of the event/festival (size, location, and activities will determine if other City departments may be involved in the
review/approval process; attach additional pages if necessary):
Amplified Music (list DJ): Live Entertainment (list band):
Rides (list company): Inflatable (list company):
Petting Zoo (list company): Signs / Banners (explain):
Parade, run, or other event utilizing city streets:
Facilities - Equipment - Services:
Please list any public property impacted*:
*Include City or Park facility, public streets, sidewalks, or public rights -of-way
Please list any equipment you are requesting from Parks & Rec (tables, chairs, barricades, etc):
Event Planning:
Please attach an event site plan including streets, entrances & exits, parking, emergency access, tent locations, alcohol/foo d
area and music/DJ area, etc.
Please list your plans for marketing (including social media sites & hashtags):
Please list your plans for security (this item may be required to have a supplemental Safety/Security Plan):
Please list your plans for medical services / first aid:
Please list your plans for clean-up during and after the event:
Please list your plans for restrooms:
Please list your plans for electricity and water:
Please list your plans for parking:
Please list your plans to control dust at the event:
Will there be alcohol at the event?* If yes, please describe in the space below AND mark: ___Sold ___Allowed __Provided
If alcohol is being sold, a valid state liquor license is required. Applications for special event liquor licenses, or an ex tension of premises must be
submitted to the city clerk’s office at least 30 business days prior to the event. Note: If alcohol is not being sold, but is being provided or allowed, a
Parks & Recreation Alcohol Permit is required for all events held at a City Park. (Limited facilities allow alcohol).
I certify that the statements made in this application are true and complete to the best of my knowledge. I further understan d, that this application is
not final until all check-list items are completed by myself, the responsible party. This form is recommended to be submitted AT LEAST 30 days
prior to the event; however, some activities and resources may require additional lead time in order to be approved.
Applicant’s Printed Name Driver's License Number
Applicant’s Signature Date
Site Plan Drawing (or attach a separate sheet/site plan)
SPECIAL EVENT CHECKLIST OFFICIAL USE ONLY
PRE-EVENT ITEMS Required Date
Completed
City of Apache Junction Event Application* ✓
Aerial Site Map diagram of proposed Event* ✓
Pre-Event Stakeholders meeting
Certificate of Liability Insurance listing the City as additionally insured with necessary
endorsements (others listed: )
Apache Junction City Clerks Office Approvals
Community Event - Event Sponsor submits all vendor paperwork to City Clerk's Office &
applicable vendors pay own temporary Vendor fees, as applicable
Civic Event - Event Sponsor submits all vendor paperwork to City Clerk's Office & pays $50/day
which covers individual temporary Vendor Application fees
Alcohol (sold or provided) – Arizona Dept. of Liquor Licenses & Control form (recommend
completed at least 30 days prior to event)
Food (sold or provided) – Pinal County Health Department Requirements
Apache Junction Police Department Approvals
Traffic impact assessment/Traffic Control Plan
Safety & Security Plan
Security Personnel (may require a paid contract for off-duty AJPD)
Apache Junction Building Safety Approvals
Restroom facilities
Number of gates and/or exits
Electric requirements/temporary electric
Apache Junction Public Works Approvals
PM-10 Dust Control Measures
Traffic Control Plan and Barricade Company utilized
Superstition Fire & Medical District Approvals
Inspection of Tent Structures at event
Inspection of Food Vendors (temporary food booths, food trucks, etc)
Medical/First Aid Plan (may require paid contract for SFMD personnel)
POST-EVENT ITEMS
Special Event Reconciliation Form (Events sponsored by city)
Post-Event Wrap Up Meeting with Stakeholders
City and other officials will review this checklist and mark/notate all items that shall be required for submittal/completion and sign
their approval of the event below. This approval is subject to the completion of each of the above marked items.
Agency Parks & Rec City Clerk AJPD Building Safety Public Works SFMD
Contact
Approval
Date
CITY OF APACHE JUNCTION
Table of Contents
Introductfon
Flow Charts
The Applicatfon Process
a. Applicatfon Submission
b. Applicatfon Review and approvals
c. Event preparatfon and executfon
d. Post-Event Evaluatfon
Applicatfon Timeline
The Special Event Applicatfon
a. Sponsoring Organizatfon/Business
b. City of Apache Junctfon License, Tax Informatfon, or Non-Profit Status
c. Event Descriptfon and General Informatfon
d. Insurance Requirements
e. Entertainment and Vendors
f. Event Admissions/Fees and TPT license
g. Event Actfvitfes
h. Traffic Restrictfons/Closures
i. Facilitfes- Equipment- Services Needed from the City
j. Marketfng
k. Event Security
l. Fire Safety and Emergency Medical Services
m. Trash and Sanitatfon
n. Water and Electricity Planning
o. Dust Control at Event
p. Liquor Licensing
q. Event Map and Site plans
Resources and Contact Informatfon
Attachments
Introductfon
The City of Apache Junctfon has developed this informatfon guide to assist you in the planning process for festfvals and
events in our city. The applicatfon process is intended to provide staff with an overview of your event. The informatfon
provided is used to determine whether your request complies with the City of Apache Junctfon Statute and guidelines,
the impact on area residents, businesses and or park guests. Several departments within the city work together to make
this applicatfon process simple and complete. However, there may stfll be instances where you need to contact other
agencies and departments individually. The following pages include the City of Apache Junctfon’s Special Event
Applicatfon instructfons to guide you through the process.
A Special Event Application is needed for the following activities:
• Actfvitfes requiring review/approval/inspectfon of two or more city/regional departments.
• Any actfvity held outdoors on public or private property that is inconsistent with the legal use of the property
under the City's zoning ordinance. Development Services Website
• Use that changes the legal occupancy limit of the property.
• Use of/impact to any city street, sidewalk, alley, flow of traffic, or any other right-of way (ROW) area.
Events that do not require a Special Event Application but may require other notices:
• Actfvitfes not listed above, that involve profit or non-profit vendors that are not already licensed by the City of
Apache Junctfon
• Neighborhood or block partfes that do not impact ROW
• Funeral or memorial processionals
To fill out your applicatfon please visit: https://www.apachejunctfonaz.gov/DocumentCenter/View/22507/City-of-AJ-
Event-Applicatfon?bidId=
Special Event Process
Vendor Process
The Applicatfon Process
Applicatfon Process
An Event Organizer can start the process by contactfng the City of Apache Junctfon at events@apachejunctfonaz.gov or
calling 480-474-5065 to start the applicatfon process. In this step, the City of Apache Junctfon will gather all pertfnent
event informatfon from the Event Organizer to ensure that the proposed event is able to occur successfully, based on
availability (locatfon/venue, dates, etc.) and direct impact on the surrounding community and City resources. Based on
an event’s needs, the City of Apache Junctfon will provide the necessary informatfon required to submit a successful
Applicatfon and answer questfons related to the Applicatfon process, as well as determine what documentatfon will be
required in the Applicatfon submission and suggested Applicatfon submission tfmeline. Once all required event
informatfon is available, the Event Organizers can submit the special event applicatfon. The applicatfon can be submitted
by email to events@apachejunctfonaz.gov or in person at 1035 N Idaho Rd. Apache Junctfon, AZ 85119.
Applicatfon Review
During this tfme, the City of Apache Junctfon will review the submitted Special Event Applicatfon and required
attachments to ensure all informatfon required for review is complete and accurate. Missing informatfon may cause a
pause in the review process untfl all required informatfon is provided by the Event Organizers. Once all required
informatfon and documentatfon is received, the Applicatfon will be forwarded to the Special Event Task Force for review.
The task force will then conduct thorough reviews of event plans and documentatfon. Review meetfngs, adaptatfons to
plans and additfonal documentatfon are often required during this period. Timeliness in providing updated plans and
documents is critfcal during this period. The duratfon of the review process will depend on the nature and complexity of
the Special Event and can take days to months. For example, review of a Parade or larger events with street closures will
differ from a Special Event taking place entfrely within a park, with no impact to the surrounding community. The Special
Event Task is comprised of the following City of Apache Junctfon departments and other various agencies:
• Public Works
• Parks and Recreatfon
• Police Department
• Public Informatfon Office
• Superstftfon Fire and Medical District
Permit Issuance
APPROVAL: Following the review and Applicatfon approval from reviewing City Departments, the Event Organizers will be
notffied of the approval and if held on City property a permit will be issued. If the event is held on private property a
copy of the applicatfon with approval will be sent to the Event Organizers.
DENIAL: If, during the Applicatfon process, it is determined by the City of Apache Junctfon that the Event Organizers has
not satfsfied all the required aspects to execute a safe and successful event, the Applicatfon may be denied.
POSTPONED EVENTS: Events may be postponed due to unforeseen circumstances (Ex: weather, low tfcket sales, etc..) if
the facility is available for future use and if the event organizers make the City of Apache Junctfon aware of plans to
postpone in a tfmely manner.
Event Preparatfon and Executfon
The Event Organizer is responsible for all preparatfons related to an event and must execute the event set up, actfvitfes,
and tear down/clean up according to the agreed upon plans and communicated expectatfons prior to and during the
Applicatfon process. Organizer(s) must properly coordinate all service providers – entertainment, barricading vendors,
trash/portable restroom providers, event security, etc. Organizer(s) must ensure that all City ordinance or park rules are
adhered to – noise, building and zoning ordinances, fire regulatfons, city business licensing and/or vendor licensing, etc.
Post-Event Evaluatfon
For Civic Events a reconciliatfon form will be required to be completed after the event is over. A post-event meetfng will
also be held to discuss the successes of the event.
A post event survey will be sent out to the Event Organizer to fill out to help the City of Apache Junctfon know about the
event and how the process can be improved.
Applicatfon Timeline
The Applicatfon Timeline
The Applicatfon process tfme can take from 15 to 60 days* depending upon the scope of the event. Large events,
especially those involving road closures and/or alcohol will require additfonal tfme, so please plan accordingly. Please be
sure to apply early. Event Organizers shall submit completed Applicatfons to the City no later than:
• 60 calendar days before the Special Event for large scale events
• 15 calendar days before the Special Event for small scale/simple review
Applicatfons that are not submitted by these deadlines may be denied.
Applicatfons will be accepted up to one (1) year prior to an event. Please be sure to apply as early as possible.
The Special Event Applicatfon
Sponsoring Organizatfon
List the organizatfon, business or individual who is responsible for the event itself and the applicatfon.
Business License and Arizona Transactfon Privilege Tax
If the Event Organizer is a for-profit entfty, the Event Organizer may be required to have a Transactfon Privilege Tax (TPT)
License and proper Business licensing from the City Clerk’s Office. Non-profit entftfes will need to provide proof of 501c3
status and may be required to get a Transactfon Privilege Tax (TPT) License from the Arizona Department of Revenue,
depending on the nature of the event.
Event descriptfon and General informatfon
The Special Event Applicatfon requires a summary of the event. This allows City staff to get an idea of the scope of the
event, where it will be held, and the potentfal impact it will have on businesses, neighborhoods and the area surrounding
the event. The more City staff understands the scope and nature of the event, the better they can guide Event Organizer
through the Applicatfon and approval process. Informatfon that will be needed when completfng this sectfon includes:
• Name of the event
• Event dates/tfmes & set-up/take down tfme
• If the event is open to the public or a private event
• Estfmated peak attendance (number of people at one tfme)
• Total attendance (total overall attendance throughout the event)
• Locatfon of the event
Insurance requirements
Proof of insurance may be required based on the features and nature of the event. If required, the Event Organizer must
provide certfficates of insurance and an endorsement page before the start of the event. All certfficates of insurance
must name the City as an additfonal insured as follows: THE CITY OF APACHE JUNCTION, ARIZONA, ITS EMPLOYEES,
OFFICIALS, VOLUNTEERS, OFFICERS, AGENTS, AND ELECTED OFFICIALS ARE NAMED AS AN ADDITIONAL INSURED AS
RESPCTS TO LIABILITY ARISING OUT OF OPERATIONS OF THE NAMED INSURED.
A minimum of $1 million Individual/$3 million Aggregate limits are required for all events and may include automobile
insurance, Workman’s Comp, and Liquor Insurance. Other factors that can affect the amount of insurance that will be
required include carnival rides, the use of inflatables, and the serving or selling of alcohol.
Entertainment and Vendors
Vendor booths and mobile food booths/trucks must follow the city event vendor process. Providing/cooking perishable
food/drinks on site requires a Pinal County food permit. Non-dairy packaged goods are allowed without a Pinal County
food permit. Potlucks and picnics do not require food permits.
Mobile food Vehicle/Cart
• Must have a City of Apache Junctfon Business license ($50) and State of Arizona issued TPT License ($14)
with the City of Apache Junctfon listed.
• Must have a Pinal County Health Department permit.
• Pays all applicable sales taxes.
Temporary Food Booth
• Submits Community Event Vendor Applicatfon ($15) or an annual $50.00 City of Apache Junctfon Business
License
• Must have a temporary food booth permit with the Pinal County Health Department or, if the Cottage food
handlers apply, a Cottage Food Program License and Food Handler’s License.
• The State of Arizona issued TPT License ($14) with the City of Apache Junctfon listed.
• Pays all applicable sales taxes.
Vendor Booths
• Must have City of Apache Junctfon business license or submits Community Event Applicatfon ($15)
• The State of Arizona issued TPT License ($14) with the City of Apache Junctfon listed.
• Pays all applicable sales taxes.
Non-Profit Vendor Booths
• Submits Civic or Community Event Vendor Applicatfon (no fee).
• Provide IRS Determinatfon Letter of non-profit status and/or EIN.
• The State of Arizona issued TPT License ($14) with the City of Apache Junctfon listed-unless only seeking
donatfons.
• Pays all applicable sales taxes unless only seeking donatfons.
Hobbyist
• If a hobbyist/crafter makes less than $3000 in a 12-month period, they will fall in this designatfon.
• Submit Community Event Vendor Applicatfon (no fee).
• The State of Arizona issued TPT License ($14) with the City of Apache Junctfon listed.
• Pays all applicable sales taxes.
*Note: The $15 Vendor Applicatfon fee is not applicable IF a vendor is a non-profit agency, a hobbyist (as described
above), or already possesses a valid City Business License
Important Notes:
1. TPT is a Transactfon Privilege Tax and must be filed with the state for both Arizona ($12, payable only once IF
a. renewed, on tfme, annually) and City of AJ ($2 paid annually at renewal)
2. Event Sponsor shall verify the TPT number of each vendor selling items is valid with the City Clerk’s office
prior
b. to the event – any vendor at the event without the appropriate TPT will not be allowed to conduct business.
3. All final completed applicatfons, applicable vendor fees and final list of vendors (vendor name, address and
c. phone numbers) must be submitted to the City Clerk’s office no later than 8 city business days following the
last day of the event. In which all applicable fees must be paid in full at that tfme.
4. Local distributor/Parent Companies (i.e. Avon) – Either the local distributor OR the parent company must
obtain the appropriate licensing/permitting depending on the corporate policy.
5. City Business licenses and Non-Profit Licenses must be renewed annually, 12 months after the issued date,
and any necessary fees paid.
6. REALTORS/INSURANCE COMPANIES: Realtors and insurance companies only need a City Business License if
they have a storefront in the City Limits. TPT and taxes do not apply to these vendors unless they are selling
d. merchandise.
7. MASSAGE THERAPISTS: Massage therapists need a City Business License (or temporary vendor app/fee);
e. However, they do not need a TPT, nor do they pay taxes – unless they are selling retail.
8. ART/ARTISTS: Vendors who are selling their own or other’s art must follow all licensing, permit, and taxatfon
f. rules.
9. Businesses outside of the United States are not permitted to operate within the city limits.
Event Admissions/fees
If the event will be charging admission to the event or directly selling food or other retail merchandise, the Event
Organizers may be required to have a State of Arizona Transactfon Privilege Tax (TPT) License and proper Business
licensing. If you don’t already have a TPT License, you will be required to apply for one through the Arizona Department
of Revenue. Event Organizers may submit an applicatfon online at AZTAXES.GOV or contact ADOR at 602-255-3381. To
obtain a City business license, please contact the City Clerk’s office at 480-982-8002. If you already have a TPT License
you will be asked to provide that informatfon during the Special Event Applicatfon process.
Please list all fees that are associated with your event. Examples: admission fee, vendor booth fee, parking fee, etc…
Event Actfvitfes
Please describe in detail the actfvitfes that will be at the event. Some actfvitfes may need additfonal insurance, licensing,
and other consideratfons. Special Event task force will inform Event Organizers of these additfonal needs after applicatfon
is reviewed.
List the following informatfon if applicable to your event:
• Amplified music/DJ
• Live Entertainment/Band
• Inflatable company, type, and amount
• Petting Zoo
• Signs/Banners
• Parade, run, or other event utflizing City
streets
Parades
• Steel-wheeled or tracked vehicles, trailers, military vehicles, or equipment shall have prior approval by the
City for their use on any paved street.
Event and Wayfinding Signage
• Event signage, wayfinding signage, and banners must have prior City approval and be depicted on the site
plan for the event in relatfon to and locatfon to adjacent ROWs.
• All signage/banners shall not be installed sooner than twenty-four (24) hours before the event and then shall
be removed within twenty-four (24) hours of the conclusion of the event.
• Event signage/banners shall not be attached to existfng roadway signage, traffic signals or street light poles.
• Wayfinding signage shall be no greater than four (4) feet square and secured only by sandbags (not brick,
rocks, etc., that could be a collision hazard to ROW users).
• Event signage and banners shall not be installed or placed in any way that will obstruct the use of public
streets, sidewalks, alleys, or trails by the public’s use of the ROW.
• The installatfon of any event signage or banners shall not create any obstructfon to the sight distance of on-
coming traffic at street intersectfons or driveways.
Approved Field Markings
Event Organizers wantfng to mark the sidewalk, street pavement, or trails for their event must follow these guidelines:
• Water-based marking paint is the only permissible paint allowed to be used on grass fields or dirt trails as
determined by the City, not on sidewalks or street pavement.
• Only chalk or marking gypsum is permissible for the marking of sidewalks or street pavements.
Traffic restrictfons and closures
Any planned event that restricts the public use of, or requires closure of, the public right-of-way (ROW) such as streets,
sidewalks, multf-use paths, or alleys will require pre-approval from the City and may require the Event Organizers to
obtain a City ROW Permit and the development of a Temporary Traffic Control Plan (TTCP). In additfon, any
restrictfon/closure of an Arizona Department of Transportatfon (ADOT) ROW will require an ADOT Encroachment Permit
(ADOT Encroachment Permit, visit: www.azdot.gov or call 602-721-7521.
Restrictfon/closures of the City’s public ROW may require the Event Organizers to arrange for barricades, signage, public
notfficatfon, a City ROW Permit, and a Temporary Traffic Control Plan (TTCP). With a TTCP, all signage and barricades
must comply with the Manual of Uniform Traffic Control Devices. To ensure that this signage is compliant, the City would
require the Event Organizer to use an approved barricade company for the correct placement and removal of all
barricades and related signage before and after an event. The barricade company must produce and submit the TTCP to
the City at least thirty (30) days in advance of the event for review and approval. In some cases, depending on the
complexity of the TTCP, staffing requirements may be requested by the City to be included as part of the plan at the
expense of the Event Organizer (see below Fees and Event Security sectfon for more informatfon). Event
workers/volunteers are not permitted to direct traffic on City streets.
The City may request that Event Organizer notffy affected business(es) and/or residents of the upcoming event if it
requires street closing(s) or significant change in traffic and/or parking patterns are possibly antfcipated. This may be in
the form of printed notfficatfons, press releases to local media outlets, and postfngs to social media platiorms.
Fees:
• $150 City ROW Permit and Temporary Traffic Control Plan (“TTCP”) review fee.
• $40 per hour per staff (3-hour minimum) on-site Public Works staff for TTCP supervision.
Facilitfes-Equipment- Services Needed from the City of Apache Junctfon
Please list any facilitfes, equipment, or services you are requestfng from the City of Apache Junctfon. There are
associated fees with each facility, equipment, or services requested. To see the associated fees visit:
https://www.apachejunctfonaz.gov/195/Parks-Facilitfes
Marketfng Plan-
List your plans for marketfng your event including social media and hashtags.
*It is strongly recommended that an applicatfon be approved prior to doing any advertfsing for the event.
Event Security
An Event Organizer is responsible for providing adequate security for an event. The type and locatfon of the event,
presence of alcoholic beverages, crowd size and other factors will determine the amount of security needed. After
reviewing the event applicatfon, the City of Apache Junctfon Task Force Committee may require an Event Organizer to
provide private security and/or hire off-duty police officers for security, traffic control, and/or crowd control.
Private Security Officers shall be licensed through the State of Arizona Department of Public Safety:
https://www.azdps.gov/services/public/licensing.
Off-Duty Police Officers shall be hired by utflizing the ODM (Off Duty Management) and can be contacted toll-free at 1-
877-636-8300.
Off-duty police officers may be available for events at the following rates with a 4-hour minimum:
Officer $ 70.00 per hour
Supervisor $ 85.00 per hour
Vehicle (if required) $10.00 per hour
Holiday* $105.00 per hour
Emergency $85.00 per hour
*Note: The holiday rate will apply to the following days: New Year’s Eve., New Year’s Day, MLK Day, Presidents’ Day,
Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving,
Christmas Eve. Christmas Day.
*Note: The company must provide a person of contact and a letter of confirmatfon that security is being provided
through this organizatfon.
Fire Safety and Emergency Medical Services
Fire Safety
If the event will include any of these features, Event Organizers may be required to submit additfonal permits for review
and approval by Superstftfon Fire and Medical District as part of the Special Event Applicatfon process:
• Tents over 200 square feet. Smaller tents and canopies placed in proximity so that the combined total square
footage meets or exceeds the stated limits are subject to the same requirements.
• Use of cooking equipment and use of open flames.
• Use of liquid propane (LP) gas.
• Use of fireworks, pyrotechnics, or other fire features
• Use of amusement rides
EMS
Additfonal safety measures will be determined and required by the Superstftfon Fire and Medical District (SFMD). Based
on factors such as the size, nature, and tfming (tfme of year) of the event, Event Organizers may also be required to have
Emergency Medical Services (EMS) personnel on-site at the event.
The Superstftfon Fire and Medical District is the sole provider for all EMS and fire standby events. A contract or
agreement will need to be executed before applicatfon approval. Event Organizers are responsible for providing details of
the event so SFMD can determine the appropriate EMS staffing level. However, an evaluatfon of the specific health and
safety hazards of the event may require the Superstftfon Fire and Medical District to have a presence at the event to
address risks to event attendees and the general public. Superstftfon Fire and Medical District services will be paid
directly by the event organizer at the rate currently established by the Superstftfon Fire and Medical District. Please
contact the SFMD as early as possible in the applicatfon process so EMS requirements can be determined.
Any special event should have an on-site first aid statfon in an appropriate locatfon. The First Aid statfon should be able
to handle minor medical needs, such as small cuts, scrapes, or minor strains, etc. EMS services beyond minor medical
needs require the use of the 911 system.
The evaluatfon of emergency medical service needs for the event is separate from the Fire Safety.
Trash and Sanitatfon
Trash and sanitatfon are the responsibility of the Event Organizers. Event Organizers must make adequate provisions for
the collectfon, removal, and proper disposal of all trash and refuse. Event Organizers may contract with a private waste
disposal company. Event organizers are responsible for prompt cleanup and removal of debris from all City of Apache
Junctfon streets, right of ways, and affected property owners’ sidewalks. Event producers are responsible for clean-up
from when the setup begins untfl tear-down crews have finished and vacated the event area.
Please remember to include the following in the event clean-up plan:
• All trash accumulatfons within tents and event area shall be removed regularly to keep area clear of debris
and hazards.
• All trip hazards shall be abated or marked to prevent public access.
• A drawing or site map of the festfval or event area, showing the types and locatfons of dumpsters and
individual trash receptacles.
• The locatfon(s) where all waste, including cooking oils and gray water, will be disposed of in an approved
manner.
The following requirements must be met for sanitation at all events:
Where alcohol is served at the event, the existfng permanent fixtures provide service for attendees at the following rates:
• Each toilet- water closet or urinal- provides service for 40 attendees. (The applicatfon needs to specify how
many men’s, and how many women’s water closets/urinals are existfng and will be available.)
• Expected attendance that exceeds the quantfty calculated based on the above, shall be provided temporary
toilet facilitfes as follows-
• For an event, not exceeding 4 hours- provide one portable toilet for each 40 people.
• For an event, exceeding 4 hours provide one portable toilet for each 25 persons.
Where there is no alcohol being served at the event permanent fixtures provide service for attendees at the following
levels:
• Each toilet- water closet or urinal- provides service for 75 attendees. (The applicatfon needs to specify how
many men’s and how many women’s water closets/urinals are existfng and available.)
• Expected attendance that exceeds the quantfty calculated based on the above, shall be provided temporary
toilet facilitfes as follows-
• For an event, not exceeding 4 hours- provide one portable toilet for each 75 persons.
• For an event, exceeding 4 hours provides one portable toilet for each 40 persons.
*Note: In cases where there is no qualifying accessible route from the venue area to existfng accessible fixtures, a
minimum of 1 accessible portable unit must be provided adjacent to the venue area. For portable toilet units’
handwashing facilitfes are to be provided at a number determined by the portable toilet supplier.
Water and Electricity planning
The City of Apache Junctfon does not provide electrical equipment and access to water at all public venues. Event
Organizers should consult directly with the Special Event Task Force to discuss all electrical and water needs for an event
and plan on securing their own electrical and water sources and show it on the site map of the event.
The Event Organizer should provide their own generators, light towers, spider boxes, or extension cords for events.
Event producers must obtain permission from the City of Apache Junctfon to tap into any City property power source
if/when available or permitted.
• All generators shall be separated from any temporary structures or tents by at least 20 feet.
(1) They shall be protected from the public by fencing, enclosure, or other approved means.
(2) They shall be grounded in accordance with manufacturers’ specificatfons.
• All extension cords and power bars shall be UL approved, not be pinched, frayed, cut, or cracked, and must be of
3-wire grounded type. They shall be secured or placed so as not to be a hazard, obstructfon, or located in areas
where water may accumulate.
• All power bars shall be plugged directly into single cords and may not be plugged into other multf-plug devices.
• All lightfng shall be specifically manufactured for the intended use.
Parking Plan
A parking plan must be provided as part of the event applicatfon (see Event Map and Site Plans sectfon). This plan needs
to indicate where event parking will occur and how it will be managed. Event producers are responsible for ensuring
that adequate parking for attendees, event volunteers, employees, and vendors are also available. The Parking Plan
serves to demonstrate meetfng the event’s parking needs and assist in identffying possible traffic impacts to adjacent
streets, residents, businesses and so the surrounding areas are made aware of the event. The Parking Plan shall also
identffy area(s) identffied for use by ride providers and passenger loading and unloading inclusive to the use of any
shuttling drop-off and pick-up actfvitfes.
Event Organizers must obtain written approval from an authorized individual for the use of any privately owned parking
lot areas and a copy of the approval(s) must be included with the Event Applicatfon.
Dust control at event
A part of the event’s parking plan (see Traffic Restrictfons/Closures sectfon), the Event Organizer must include how the
control of dust will be implemented for any unpaved event area, parking lot, and unpaved entrance/exit driveways. This
plan needs to indicate what dust mitfgatfon measures are planned to be used. Event Organizers are responsible for
ensuring that these measures are implemented and enforced. Events that produce significant dust may jeopardize
eligibility of future event approvals by the City and the Event Organizer may incur dust fines and/or orders to cease event
actfvitfes from regulatory inspectors at the tfme of the event. Minimum control measures shall consist of pre-saturatfng
unpaved surfaces and routfne watering of traveled surfaces and keeping speed limits of vehicles below fifteen (15) miles
per hour.
Alcohol
If an event will be serving or selling alcohol (beer, wine, or distflled spirits) at the event, a Liquor License will be required.
Event Organizers must complete the State of Arizona Series 15 Liquor License Applicatfon. Contact Arizona Department
of Liquor License & Control for applicatfons and additfonal informatfon. They can be reached by phone at 602-542-5707.
The Arizona Department of Liquor License & Control will mail the completed applicatfon to the City of Apache Junctfon
for review and recommendatfon. The Event Organizer will be responsible for submitting a Certfficate of Insurance with
and Liquor endorsement on their General Liability policy to the Special Event Coordinator.
Eligibility for obtaining a Special Event Liquor Permit is determined by A.R.S. 4-203-02. Eligible groups include charitable,
religious, fraternal, civic, and politfcal organizatfons. A Special Event Liquor Permit allows a charitable, civic, fraternal,
politfcal, or religious organizatfon to have alcohol donated to sell and serve spirituous liquor for consumptfon only on the
licensed premises and only for the period authorized on the permit. This is a temporary permit. An Event Organizers
must be at least 21 years old and a resident of Arizona to obtain an Alcohol Beverage Permit.
Commercial Organization Requirements:
All commercial organizatfons partnering with a charity or non-profit organizatfon to serve/sell alcoholic beverages must
provide a letter from the charity statfng the following:
• The eligible organizatfon and the event chairperson agrees to partfcipate as the agent and Event Organizers for
the Special Event Liquor Permit and will receive a minimum of 50% of the gross proceeds from the sale of
alcoholic beverages, as evidenced by a written agreement provided with the applicatfon,
• Verificatfon that a principal of the charity will be on-site during hours when liquor is being served.
Please Note:
• The state requires 25% of gross revenue from alcohol sales to be provided to the nonprofit organizatfon.
• Both areas of revenue transactfons should be accounted for and reported individually for the event.
• The Arizona Department of Liquor and Licensing Control (AZDLLC) requires additfonal security measures in
special events where alcohol is being sold or served.
Event Map and Site Plan
• Event site plans shall include distances or measurements (noted in feet).
• A fire lane of 20 feet must be maintained to allow access within 150 feet of all areas of the event site.
• All entry and exit points for the event must be marked and kept clear at all tfmes.
• Any events that have fencing or other means of segregatfon must have a minimum of two exits.
o Exits must be a minimum of 16 feet wide and labeled as Emergency Exit.
o Exits may be closed during the event but must not be locked.
• The plan must include the following items:
o Locatfons of all canopies, tents, stages, platiorms, bleachers, dance floors, etc.
o Locatfons of all inflatable actfvitfes and/or rides
o Locatfons of all electrical supply and service (permanent and portable generators)
o Locatfons of all entrances, exits, and emergency exits as well as all fencing and barricades that will be used
o Locatfons of all booth spaces, including food trucks/booths
o Locatfon of first aid tent/area and lost & found property area(s)
o Locatfon of all dumpsters and trash receptacles
o Locatfon of tables, chairs, picnic tables, etc. that will be used
o Locatfon of all parking areas, including attendee, ADA, supplier, volunteer, rideshare, bikes, etc.
o Permanent and portable restroom facilitfes, as well as wash statfons
o Signage and banners that will be hung or installed
o Affected streets, alleys, and rights-of-way, including those that will be closed
Resources and Contact Informatfon
OTHER AGENCIES/RESOURCES
Below is a list of outside Agencies that may require additfonal Permits or Licenses for Special Events.
For Special Event Liquor Licenses:
AZ Liquor Licensing (Arizona Department of Liquor)
Phone: 602-542-5141
Web Address: https://azliquor.gov/series15.cfm
For Food Vendor Permits
Pinal County Health Department - Food & Restaurants
Phone: 602-506-6824
Web Address: Food & Restaurants | Pinal County, AZ
For Transaction Privilege Tax
Arizona Department of Revenue Phone: 602-255-3381 Locatfon: 1600 W. Monroe Phoenix, AZ 85007
Web Address: Transactfon Privilege Tax | Arizona Department of Revenue
Online TPT Applicatfon: Applying for a TPT License | Arizona Department of Revenue
Off Duty Management:
Phone: 1-877-636-8300
Attachments
Sample Certfficate of Insurance:
Sample Endorsement Page:
Sample Event Map/Site Plan:
Sample City of Apache Junctfon Business License:
Sample Tax Privilege License:
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-852
Agenda Item No.
Agenda Date: 12/4/2024 Sponsor: Liz Langenbach
In Control: Parks & Recreation CommissionIndex:
Election of Parks and Recreation Commission Chairperson and Vice-Chairperson.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ
85119
File ID: 24-851
Agenda Date: 12/4/2024 Sponsor:
In Control: Parks & Recreation CommissionIndex:
Regular Meeting of the Parks and Recreation Commission to be held at 6:00 p.m. on February
5, 2025 in the city council chambers located at 300 E. Superstition Boulevard.
Page 1 City of Apache Junction, Arizona Printed on 12/10/2025