Permitting Permitting Procedures on Procedures on

Roosevelt IslandRoosevelt Island

Presented ByPresented ByDonna MaslyDonna Masly

Program CoordinatorProgram Coordinator

Department StaffDepartment Staff

Full Time StaffFull Time StaffDonna MaslyDonna Masly-- Program CoordinatorProgram CoordinatorLuz ReyesLuz Reyes-- Permitting AssistantPermitting Assistant

Seasonal StaffSeasonal StaffThree seasonal employees from April Three seasonal employees from April through October to monitor the tennis courts through October to monitor the tennis courts

What We DoWhat We Do The permit unit assists from the planning stages The permit unit assists from the planning stages

to the completion of every permit. We serve as to the completion of every permit. We serve as liaisons between the permit holder and all other liaisons between the permit holder and all other RIOC functions. RIOC functions.

We often have to think creatively and craft We often have to think creatively and craft solutions for highly soughtsolutions for highly sought--after permitted after permitted locations. locations.

We are jugglers! Numerous requests must be We are jugglers! Numerous requests must be evaluated and fulfilled at the same time. Many evaluated and fulfilled at the same time. Many requests are timerequests are time--sensitive and must be sensitive and must be expedited. expedited.

EZ FacilityEZ Facility All permits are scheduled with the aid of webAll permits are scheduled with the aid of web--

based program EZ Facility (based program EZ Facility (www.EZFacility.comwww.EZFacility.com))

EZ Facility provides a master schedule for all EZ Facility provides a master schedule for all locations and helps prevent doublelocations and helps prevent double--bookingbooking

Permit costs are automatically calculated and Permit costs are automatically calculated and can be easily adjustedcan be easily adjusted

Client contact information, payment history, Client contact information, payment history, usage reports, invoices can all be accessedusage reports, invoices can all be accessed

Major Permit CategoriesMajor Permit Categories

Outdoor Fields and Outdoor Fields and SportsparkSportspark

TennisTennis

Indoor Community Indoor Community SpacesSpaces

Filming/PhotographyFilming/Photography

Special EventsSpecial Events

Mobile Food VendorsMobile Food Vendors

Outdoor SeatingOutdoor Seating

Outdoor Fields and Outdoor Fields and SportsparkSportspark

Locations included:Locations included: Octagon, Firefighters, Pony, Octagon, Firefighters, Pony, CapobiancoCapobianco

FieldsFields GymnasiumGymnasium PoolPool Ping Pong Room (Multipurpose Room)Ping Pong Room (Multipurpose Room)

Permits are issued based on schedules designed around a typical season. Bulk (regular daily or weekly) requests are scheduled all at once prior to the start of the season. All other requests are considered on a rolling first come, first served basis.

Indoor Community SpaceIndoor Community Space

Locations included:Locations included: Good Shepherd Community CenterGood Shepherd Community Center

--Sanctuary, Multipurpose Room, ClassroomSanctuary, Multipurpose Room, Classroom Roosevelt Island Cultural CenterRoosevelt Island Cultural Center

--Theatre, Small and Large Studio, 4 other rooms Theatre, Small and Large Studio, 4 other rooms varying in sizevarying in size

This type of permit is almost exclusively requested by This type of permit is almost exclusively requested by island residents. island residents. Permits are issued quarterly. Bulk (regular daily or weekly) requests are scheduled all at once prior to the start of the quarter. All other requests are permitted on a rolling first come, first served basis.

Permit Procedures for Outdoor Permit Procedures for Outdoor Fields, Fields, SportsparkSportspark, and Indoor , and Indoor

Community SpaceCommunity Space Customer fills out and submits appropriate Customer fills out and submits appropriate

application from RIOC websiteapplication from RIOC website

Application reviewed by permit departmentApplication reviewed by permit department

If requested times/dates are available, it is booked If requested times/dates are available, it is booked in in EZFacilityEZFacility and an invoice is emailed to customerand an invoice is emailed to customer

If requested times/dates are NOT available, If requested times/dates are NOT available, customer is contacted so we may work out a customer is contacted so we may work out a suitable arrangementsuitable arrangement

Permit Procedures for Outdoor Permit Procedures for Outdoor Fields, Fields, SportsparkSportspark, and Indoor , and Indoor

Community Space (Cont.)Community Space (Cont.)

Once customer submits payment and certificate of Once customer submits payment and certificate of liability, a permit is created. liability, a permit is created.

Permit is sent to the customer to review and sign.Permit is sent to the customer to review and sign.

Once signed and returned to permit department, Once signed and returned to permit department, itits executed by RIOCs executed by RIOC

Permit and payment are submitted to RIOC Permit and payment are submitted to RIOC finance department for processingfinance department for processing

TennisTennis

Four types of individual permits Four types of individual permits --Adult (ages 18Adult (ages 18--59)59)--Junior (ages 17 and under) Junior (ages 17 and under) --Senior (ages 60+)Senior (ages 60+)--InstructorInstructor

Two lengths of individual permitsTwo lengths of individual permits--YearlyYearly-- July 1 through June 30July 1 through June 30--15 month15 month-- April 1 through June 30April 1 through June 30

Permit Procedures for TennisPermit Procedures for Tennis

Permit applicants complete appropriate Permit applicants complete appropriate form(sform(s) ) and process payment via and process payment via rioc.recdesk.comrioc.recdesk.com

New permit holders must arrange to have their New permit holders must arrange to have their pictures taken for an access card through the pictures taken for an access card through the permit departmentpermit department

Permit unit manually updates access control Permit unit manually updates access control panel at the tennis courts within 2 business days panel at the tennis courts within 2 business days for renewalsfor renewals

Permit Procedures for Tennis Permit Procedures for Tennis (Cont.)(Cont.)

Group permits issued on a rolling basis for Group permits issued on a rolling basis for summer camps, nonprofit lessons, and schoolssummer camps, nonprofit lessons, and schools

Seasonal staff present daily from 9am to 9pm, Seasonal staff present daily from 9am to 9pm, weather permittingweather permitting--Checks for permits/guest passesChecks for permits/guest passes--Keeps courts sweptKeeps courts swept--Enforces accurate court signEnforces accurate court sign--inin--Resolves disputesResolves disputes--General monitoring for safety of permit holdersGeneral monitoring for safety of permit holders

Filming and PhotographyFilming and Photography Island locations are very popular for personal Island locations are very popular for personal

and commercial still photography and motion and commercial still photography and motion pictures. pictures.

Any film/photography that affects island Any film/photography that affects island operations or involves equipment that is more operations or involves equipment that is more than handthan hand--held requires a permit from RIOC. held requires a permit from RIOC.

These requests very often require an expedited These requests very often require an expedited turnaround and usually involve many changes turnaround and usually involve many changes due to the artistic nature of the request.due to the artistic nature of the request.

Filming and Photography Filming and Photography (Cont.)(Cont.)

Filming/Photography permits usually fall Filming/Photography permits usually fall into one of four categories:into one of four categories:--Student projectStudent project--Independent project (limited budget)Independent project (limited budget)--Major motion pictureMajor motion picture--B Roll (scenery shots involving no actors B Roll (scenery shots involving no actors or dialogue)or dialogue)

Permit Procedures for Filming Permit Procedures for Filming and Photographyand Photography

Location coordinators contact permit unit to Location coordinators contact permit unit to discuss potential discuss potential location(slocation(s))

Program Coordinator schedules a walkthrough of Program Coordinator schedules a walkthrough of the location. Public Safety/Engineering/any the location. Public Safety/Engineering/any other appropriate RIOC department are included other appropriate RIOC department are included if necessary.if necessary.

Location coordinator completes and submits Location coordinator completes and submits film/photo permit applicationfilm/photo permit application

Application is reviewed by the Program Application is reviewed by the Program Coordinator, fees are estimated to include Coordinator, fees are estimated to include parking, Public Safety, maintenance, Tram parking, Public Safety, maintenance, Tram personnel, etc.personnel, etc.

Permit Procedures for Filming Permit Procedures for Filming and Photography (Cont.)and Photography (Cont.)

Program Coordinator creates an invoice with Program Coordinator creates an invoice with tentative fees and forwards to Location tentative fees and forwards to Location CoordinatorCoordinator

Technical scouts involving shoot director, Technical scouts involving shoot director, producers, etc. allow for tweaking of request producers, etc. allow for tweaking of request and associated feesand associated fees

Once Location Coordinator submits payment and Once Location Coordinator submits payment and certificate of liability, they receive a permit to certificate of liability, they receive a permit to signsign

Once signed and returned to permit department, Once signed and returned to permit department, itits executed by RIOCs executed by RIOC

Permit Process for Filming and Permit Process for Filming and Photography (Cont.)Photography (Cont.)

Permit and payment are submitted to RIOC Permit and payment are submitted to RIOC finance department for processingfinance department for processing

Advisories are created if there are permitted Advisories are created if there are permitted interferences with island operations or potential interferences with island operations or potential resident concerns (prop guns, etc.)resident concerns (prop guns, etc.)

On shoot On shoot day(sday(s), Program Coordinator oversees ), Program Coordinator oversees shoots to ensure proper adherence to permit shoots to ensure proper adherence to permit terms. If changes are requested, fees are terms. If changes are requested, fees are determined and settled.determined and settled.

Special EventsSpecial Events Special events are typically single day permitted events. Special events are typically single day permitted events.

Many customers are firstMany customers are first--time event planners and require time event planners and require extra assistance throughout the permit process.extra assistance throughout the permit process.

Special events include (but are not limited to):Special events include (but are not limited to):--Races/walksRaces/walks--Wedding proposals, ceremonies, receptionsWedding proposals, ceremonies, receptions--Sports tournamentsSports tournaments--Art installationsArt installations--Corporate outingsCorporate outings--Community eventsCommunity events--Four Freedoms Park events that fall on RIOC propertyFour Freedoms Park events that fall on RIOC property--Birthday partiesBirthday parties--BBQsBBQs--Red Bus RentalsRed Bus Rentals--ProtestsProtests

Permit Procedures for Permit Procedures for Special EventsSpecial Events

Customer/event planner contact permit unit to discuss Customer/event planner contact permit unit to discuss potential potential location(slocation(s))

A walkthrough of the location is scheduled. If A walkthrough of the location is scheduled. If necessary, this includes Public Safety/Engineering/any necessary, this includes Public Safety/Engineering/any other appropriate RIOC departmentother appropriate RIOC department

Customer/event planner completes and submits special Customer/event planner completes and submits special event permit applicationevent permit application

Application is reviewed by the Program Coordinator. Application is reviewed by the Program Coordinator. Fees are estimated to include parking, Public Safety, Fees are estimated to include parking, Public Safety, maintenance, Tram personnel, etc.maintenance, Tram personnel, etc.

Permit Procedures for Permit Procedures for Special Events (Cont.)Special Events (Cont.)

Program Coordinator creates an invoice with Program Coordinator creates an invoice with tentative fees and forwards to customertentative fees and forwards to customer

Once customer submits payment and certificate Once customer submits payment and certificate of liability, they receive a permit to signof liability, they receive a permit to sign

Once signed and returned to permit unit, itOnce signed and returned to permit unit, its s executed by RIOCexecuted by RIOC

Permit and payment are submitted to RIOC Permit and payment are submitted to RIOC finance department for processingfinance department for processing

Permit Procedures for Permit Procedures for Special Events (Cont.)Special Events (Cont.)

Walkthroughs/vendor meetings vary depending Walkthroughs/vendor meetings vary depending on the scope of the event, but are typically on the scope of the event, but are typically continual leading up to the event date.continual leading up to the event date.

Advisories are created if there are permitted Advisories are created if there are permitted interferences with island operations or location interferences with island operations or location closures.closures.

On event On event day(sday(s), Program Coordinator oversees ), Program Coordinator oversees event to ensure proper adherence to permit event to ensure proper adherence to permit terms and troubleshoot if necessary. If changes terms and troubleshoot if necessary. If changes are requested, fees are determined and settled.are requested, fees are determined and settled.

Mobile Food VendorsMobile Food Vendors Roosevelt Island is currently broken down into five Roosevelt Island is currently broken down into five

food vending food vending zoneszones::--TramTram--SubwaySubway--West PierWest Pier--Octagon Soccer FieldOctagon Soccer Field--Lighthouse ParkLighthouse Park

Mobile food vendors have the option of two types of Mobile food vendors have the option of two types of permits:permits:--Daily Daily --MonthlyMonthly

Mobile Food Vendor Permit Mobile Food Vendor Permit ProceduresProcedures

Interested vendors typically request a tour of Interested vendors typically request a tour of potential vending locationspotential vending locations

Once a suitable potential location is determined, Once a suitable potential location is determined, vendor submits a mobile food vending permit vendor submits a mobile food vending permit application, current health department application, current health department documentation, and certificate of liabilitydocumentation, and certificate of liability

Application and documentation are reviewed, Application and documentation are reviewed, and once cleared, an invoice is emailed to the and once cleared, an invoice is emailed to the vendorvendor

Mobile Food Vendor Permit Mobile Food Vendor Permit Procedures (Cont.)Procedures (Cont.)

Once payment is received, a permit is created Once payment is received, a permit is created and forwarded to the vendor for review and and forwarded to the vendor for review and signaturesignature

Once signed and returned to permit unit, itOnce signed and returned to permit unit, its s executed by RIOCexecuted by RIOC

Permit and payment are submitted to RIOC Permit and payment are submitted to RIOC finance department for processingfinance department for processing

On the first permitted date, Program Coordinator On the first permitted date, Program Coordinator ensures adherence to the permitted location and ensures adherence to the permitted location and provides the vendor with a decal displaying provides the vendor with a decal displaying permit expiration datepermit expiration date

Outdoor SeatingOutdoor Seating

Local island businesses that wish to Local island businesses that wish to provide outdoor seating to their customers provide outdoor seating to their customers must request a permit to do somust request a permit to do so

Permits are seasonalPermits are seasonal

Permit process follows standard RIOC Permit process follows standard RIOC permitting procedurepermitting procedure

In ClosingIn Closing

Permit revenue is over $3.5 million over the past 5 fiscal Permit revenue is over $3.5 million over the past 5 fiscal yearsyears

Over the last several years, the permit process has been Over the last several years, the permit process has been streamlined; at the same time westreamlined; at the same time weve increased the ability ve increased the ability to responsively accommodate customer needsto responsively accommodate customer needs

29329320142014

27827820132013

24824820122012

22022020112011

20920920102010

Requests ProcessedRequests ProcessedFiscal YearFiscal Year