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HomeMy WebLinkAbout1990-07-24 - AGENDA REPORTS - POLICY FOR SPECIAL EVENTS (2)NEV BUSINESS DATE: SUBJECT: DEPARTMENT: BACKGROUND 11 AGENDA REPORT F_I L City Manager Approv� Item to be presented by: Jeff Kolin July 24, 1990 City Co -Sponsorship Policy for Special Events Parks and Recreation Department There are a growing number of special events in the Santa.Clarita Valley which provide a variety of recreational and social benefits to our residents. Several of these community special events have turned to the City of Santa Clarita for assistance and/or sponsorship. Requests have ranged from the provision of traffic control, crowd control and security services to waivers of facility fees and grants to provide for seed money to guarantee professional performances. The Parks and Recreation Department has formulated an administrative policy which would provide a procedure which could be used by community groups.. when applying for City co-sponsorship or support. These policies and procedures would begin to standardize the. criteria and methods by which the City would consider requests for sponsorship of community special events. The adminis- trative policy would also provide that sponsorship of special events be organ- ized such that it would be included in the regular budget process on an annual basis. This would allow the City Council to prioritize the sponsorship of community special events, along with all other governmental spending programs. The policy requires that major special events submit their requests for co- sponsorship a minimum of four months prior to the event, in order to be consid- ered by the City. Annual events which occur year after year in the City will be asked to submit their annual budget request by November of the current year, in order to be considered for funding in the next fiscal year. Each request for co-sponsorship will be evaluated by City Staff and assigned a point score according to the benefit, attendance and costs associated with the event. These scores will then be used to rank the requests and allocate funds for their co-sponsorship. The City Council will fix the amount of money avail- able for sponsorship in the annual budget process. Staff is recommending that a figure of $40,000 be established as the base available for sponsorship of commun- ity special events. This figure is based on the cost of sponsorship for ongoing annual special events currently funded by the City, plus a contingency fund of $10,000 to be used for special events which may be proposed outside of the annual budget cycle. Those events are listed in Attachment "D." They include a series of annual community events and two Arts Council grants awarded on a one-time basis, which were not included in the $40,000 total for community events. Continued To: '�(- / � . Agenda Item: 0 0 FISCAL IMPACT Staff is recommending that no changes be made to the Fiscal Year. 1990/91 Budget at this time. Actual costs for last half of Fiscal Year 1989/90 and first half of Fiscal Year 1990/91 will be reviewed and budgets adjusted at mid -year, if necessary. Thereafter, the $40,000 base figure would be adjusted in each fiscal year budget, according to the cost of living increase or decrease experienced that year. This would begin to control the amount of funds allocated and available for sponsorship of community special events. RECOMMENDATION It is recommended that the City Council review the proposed policy for co- sponsorship of special events, and direct the City Manager to sign it. ATTACHMENT Administrative Policy on City Sponsorship of Special Events 1989/90 Co -Sponsored Community Events 0 CITY OF SANTA CLARITA NUMBER ORIGINAL ISSUE CURRENT ISSUE SUPERCEDES I. PURPOSE: II. EFFECTIVE EFFECTIVE ATTACHMENT "A" POLICY/PROCEDURE SUBJECT CATEGORY STANDARD MANAGEMENT PROCEDURE The purpose of this policy is to establish a procedure and assign responsibility for City sponsorship of special events. POLICY• A. City co-sponsorship is available for special events which, in the judgment of the City of Santa Clarita, meet the City's objectives and/or provide a valuable service or resource to the community and its residents. Co-sponsorship generally implies the shared responsibility between those parties entering into a co-sponsorship agreement. Program content, liability, promotions and supervision are shared by the co -sponsoring parties. An individual agreement for each co-sponsorship will be developed which shall specify the details of the agreement between the co -sponsoring parties. Co-sponsored programs and events must agree to abide by the policies, rules and regulations of the City of Santa Clarita. B. Co-sponsored events and services must be in compliancewith of the Civil Rights Act of 1964, wherein the community service organization agrees that during the use of City facilities, they will not exclude anyone from participating in or deny anyone of the benefits. of the program or otherwise subject anyone to discrimination because of the person's sex, race, color or national origin. Events and services must not be of a political or religious nature,, nor shall proceeds: from the event go toward political or religious purposes. C. - Requests for co-sponsorship of major special events must be submitted a minimum of four months Prior to the event, or by a deadline as determined by the City. The request for co-sponsorship shall include a cost estimate showing a breakdown of associated costs of the event, including traffic control and crowd control services to be provided by the. Jheriff's Department and%or private security companies. Page 1. 0 D. All City expenses must be paid out of the event's revenue or by the applicant, unless otherwise specifically agreed to by the City Council. Such expenses may include, but are not limited to, labor, portable toilets, mass mailings, security, traffic control, sound systems, special lighting, publicity, insurance, etc. Provisions for such items shall be included in the detailed cost estimate for the event or service, and will be discussed at the pre -planning meetings for the event. The written co-sponsorship agreement for the event or service shall specify how these costs will be paid and at what date. E. Annual events which request ongoing consideration for co-sponsorship from the City and provide continuing benefit to the community in the form of services, resources, social or recreational activities, should submit their request for the upcoming year's funding no later than November 15 for activities, services or events which are proposed for the upcoming fiscal year July 1 through June 30. F. All advertising. and publicity must be approved by the City Manager (or designee), and must include credit for sponsorship by the City of Santa Clarita. G. The co -sponsoring organization must provide a $1 million comprehensive liability insurance policy with the City of Santa Clarita, its agents, officers and employees named as additional insureds. This policy is for any liability arising out of the co -sponsoring organization's negligence. The co -sponsoring organization must agree to hold the City and its appointed and elected officers, agents and employees free and harmless from any claims, demands or judgments arising out of the activity. Further, the co -sponsoring organization must promise to protect and defend the City from any action arising from the activity. H. Co-sponsorship of an event can be initiated by contacting the Parks and Recreation Department. Any organization or individual desiring co-sponsorship must submit a co-sponsorship application to the Parks and Recreation Department. The application must include a summary of the organization, contact person, description of the event and other information. Proposals will be reviewed by the Director, who will make recommendations to the City Manager or designee. I. The City Manager shall make the final decision on whether the City will enter into a co-sponsorship agreement with the requesting organization or individual. If approved, the City staff will meet with the: co -sponsoring organization to help coordinate the event. This includes follow-up meetings, scheduling permits and arrangements for City facilities and/or use of City streets. Appeal of request denials may be made in writing to the City Council. Page 2. IV. J. $40,000 shall be included in the 1991/92 Fiscal Year Budget for the sponsorship of community special events. This amount shall be adjusted annually to reflect changes in the C.P.I. The City Manager shall recommend the amount to be allocated for each City co-sponsored event. Proposals for co-sponsorship will be reviewed and assigned a score based on the following criteria. Benefits the community 1 - 20 pts. Meets social/human service needs 1 - 20 pts. Provides recreation activities 1 - 10 pts. Past attendance 1 - 10 pts. Benefits low & moderate income residents 1 - 20 pts Non-profit activity 1 - 20 pts. Supplements or replaces a City program or service 1 - 10 nts. MAX. 100 PTS. K. Criteria for the provision of City funds to pay for co-sponsored event or service costs will be based on the services, benefits and/or money generated by the activities which benefits the City of Santa Clarita and its residents. Profit-making events and services shall not be eligible for City co-sponsorship, unless they provide significant revenue and/or service benefits to the City of Santa Clarita and its residents. L. Each event or activity shall be evaluated by the co -sponsoring organization and the City after its conclusion. A detailed expenditure report shall be submitted to the City prior to submittal of the next year's funding request. EXCEPTIONS: Exceptions to this policy shall be authorized only by the City Manager. AUTHORITY: Issued by order of the City Manager. George A. Caravalho City Manager Page 3. Prior Event Time Required 5 months 4 months 4 months 3 1/2 months 3 months 3 months 2 1/2 months 1 month 1 week 0 days • • ATTACHMENT "S" CITY OF SANTA CLARITA SPECIAL USE/EVENT FLOW -CHART APPLICANT PICKS UP SPECIAL EVENT CO-SPONSORSHIP APPLICATION - Special Event Policy & Procedures Manual and Application (White copy) - Application for use of public streets for parade (Pink copy) - Application for use of public parks (Green copy) APPLICANT RETURNS SPECIAL EVENT CO-SPONSORSHIP APPLICATION - To be sent to Director of Parks and Recreation COPY OF APPLICATION SENT TO APPROPRIATE CITY DEPARTMENTS AND COUNTY AGENCIES - Opportunity to list objections/concerns DIRECTOR OF PARKS AND RECREATIONS DRAYS UP ROUGH AGREEMENT - Includes local rules/regulations - List of required actions/responsibilities MEETING BETWEEN APPLICANT AND DIRECTOR, PARKS AND RECREATION DEPARTMENT - Discussion of rough agreement E74Iff W. /:ldl�i.i iNYi7�7 MEETING BETWEEN APPLICANT AND DEPARTMENT REPRESENTATIVES - Information exchanged - Due dates/times established for fees, refundable deposits/insurance -.Fees established PRE -EVENT CHECK LIST MEETING - Review agreed upon commitments - Final acceptance of deposits/insurance - On-site pre -event walk through * * * SPECIAL EVENT * * * 1 week POST EVENT EVALUATION MEETING • • ATTACHMENT "C" SPECIAL EVENT CO-SPONSORSHIP APPLICATION Name of applicant Name of organization Address City Description of organization (Bus.) Phone (Home) Zip Description of event Location of event (Attach vicinity map, site plan, parking plan and road closure plan, when applicable.) Financial plan (Attach detailed financial plan showing financing source for City Services.) SPONSORSHIP REQUEST (List what specific services or contributions are requested from the City.) Page 1. 0 0 Benefits to City of Santa Clarita and its residents Has this event been sponsored by the City in the past? What percentage of your organization members and/or the event participants are residents of the City of Santa Clarita? Signature Date Page 2. July 4th Parade July 4th 5K Run July 4th Fireworks Frontier Days Parade Country Fair 0 0 1989-90 CO-SPONSORED ATTACHMENT "D" $ 8,000 (included in parade) $10,000 $ 4,400 7 600 TOTAL $30,000 CONTINGENCY $10,000 RECOMMENDED FUNDING LEVEL $40,000 FOR 1990/91 CULTURAL ARTS Carmen (Guarantee was not required by Arts Council. Performance fee paid by ticket sales.) $15,000 Santa Clarita Valley -Arts Council Operating Grant S 5,000 TOTAL $20,000