Milan City Council approves new fee schedule for vacant buildings and special events

The updated fees aim to cover the city’s costs while ensuring equity in community events and inspections of vacant properties.

Photo: Milan Christmas Parade 2023. Photo credit: Milan District Chamber Facebook.

At the work session and regular meeting of the Milan City Council on October 15, 2024, discussions focused on changing the city’s fee schedule, particularly for vacant buildings and special events. The changes to the fee schedule were intended to ensure fairness while covering the city’s costs without burdening event organizers or hindering participation in Milan’s vibrant community events.

Vacancy fees

Milan City Manager Jim Lancaster opened the work session by addressing vacant building fees. “These are the costs that Carlisle-Wortman recommended under the ordinance,” he explained, noting that commercial buildings are billed based on square footage. This is different from residential properties where the fees are simpler. The reason for this is that larger buildings require longer inspections, which justifies the different fee structure.

Councilman Dave Snyder expressed concerns about an annual registration fee for vacant buildings. “It seems to me that registering the building is a one-time process,” he noted, questioning the need for a recurring fee if the building’s vacancy status has not changed. Despite some back and forth on the issue, Lancaster emphasized the importance of regular inspections over time to monitor any changes in conditions.

Special event fees

A major point of contention has been special events, with the city grappling with how to fairly distribute the costs associated with hosting popular local events. “Milan is known for its events and special events,” Lancaster said, pointing out that these celebrations come at a price and put a strain on both the city’s budget and resources.

Jill Tewsley, Milan’s Community Engagement Director, provided insight into fee structure research conducted across the state. “We looked at the low and moderate events that actually have fees ranging from $0 to $50,” she said, explaining that while larger, more complex events will have higher fees, the intent is to lower the fees to keep it manageable for everyone involved. For multi-day events, a smaller fee will be charged for each additional day to cover costs.

“We don’t make any money,” Tewsley clarified. “They just help us cover the costs we currently spend on these special events.” The fees, she said, would also account for additional hours for municipal employees such as DPW or police officers if needed.

Councilman Snyder raised the issue of fee transparency and suggested the city provide a clearer breakdown. “My guess is that when you add up the police and DPW hours for some of these events, the costs we estimate are significantly higher than what is shown here,” he said. While Snyder didn’t advocate for higher fees, he stressed the importance of giving event organizers a complete picture of city costs.

Approval of Resolution 2024-14

At the regular council meeting, Resolution 2024-14, which formalized the fee schedule changes, passed unanimously. “There is still time to answer any questions that have arisen since the work session,” Mayor Ed Kolar said before opening the floor for discussion.

Mayor Pro Tem Shannon Dare Wayne acknowledged the contributions of nonprofit groups such as Relay for Life that commented on the fee structure. “We are making sure we have a sense of fairness and justice in this process,” she said, emphasizing the need to consider the financial constraints of smaller, community-driven events.

The resolution was adopted without objection, signaling broad Council support for the updated fee schedule.