HomeMy WebLinkAboutCommunity Event Funding -- Process and AllocationPage 1 of 3
SARATOGA CITY COUNCIL
MEETING DATE: April 19, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: Allocation of Funding for Community Events
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
BACKGROUND:
At its March 17, 2010 meeting, the City Council agreed upon a total budget allocation for
Community Events in fiscal year 2010/11 of $25,000, of which $5,000 would be for City-related
fees (banners, special event permits) and $20,000 would be for other event-related expenses. The
Council also made the following specific allocations for fiscal year 2010/11 community events:
Event Amount of
Funding
Non-
City
City
Annual Tree Lighting $3,000 $ 600
Arbor Day Celebration $ 100 $ 0
City-wide Garage Sale $5,000 $ 0
City Ceremonies (Joe’s Trail) $ 500 $ 0
Unspecified Event(s) $5,000 $ 600
Sub-total $13,600 $1,200
Remaining (Unallocated) $ 6,500 $3,800
TOTAL $20,000 $5,000
The Council did not make any specific allocations for the following traditional community
events:
• Mustard Faire (for FY 2009/10 received $4,000 -- $1,217.50 to fund City-related
expenses)
• Memorial Day (backfill of $600 banner fee was not funded in FY 2009/10)
• 4th of July (no funding required for FY 2009/10)
• Saratoga Art & Wine Festival (previously a one-day event funded at $5,000, is planned as
a two-day event for FY 2010/11)
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The Council directed staff to discuss with the Finance Committee options for allocating both the
“Unspecified Event” and “Remaining/Unallocated” funds listed in the chart above and to bring
back a recommendation to the Council.
At its April 7, 2010 meeting, the Finance Committee discussed the following allocation options:
1. Establish two dates per fiscal year during which applications for community event
funding would be accepted.
2. Establish a schedule under which applications for community event funding would have
to be submitted at least three months prior to an event.
The Committee also discussed delegating the allocation of community events funding to the
Finance Committee. Further, the Committee indicated a preference for the Chamber of
Commerce to apply for Saratoga Art & Wine Festival funding, rather than recommending a
specific allocation amount at this time.
REQUESTED DIRECTION:
Staff is requesting direction from the Council concerning:
1. The process, in general, by which community event funding will be allocated; and
2. Whether a separate process will be used for allocation of funding for the 2010/11
Saratoga Art & Wine Festival.
FISCAL IMPACTS:
The fiscal impact of funding traditional community events for FY 2010/11 will be a maximum of
$25,000.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City Council may decide to adopt one of the funding allocation options provided by the
Finance Committee, or may provide other direction to staff.
ALTERNATIVE ACTION(S): N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the meeting agenda.
ATTACHMENTS:
Attachment “A” – Prior Year Community Events Funding
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Community Event Fund From Fiscal Year 2006/07 to 2009/10
2006/07
2007/08
2008/09
2009/10 2009/10
Actual
Actual
Actual
Budgeted Estimate
Chamber of Commerce Events
Celebrate Saratoga - Teen Scene
7,527
10,000
-
-
-
Celebrate Saratoga - Fun Zone
4,900
4,900
-
-
-
Celebrate Saratoga - Event Support
-
4,996
-
-
-
Celebrate Saratoga Banner
-
-
-
-
-
Taste of Saratoga
-
-
3,299
-
-
Saratoga Art & Wine Festival
-
-
-
5,000
4,258
Annual Tree Lighting
-
-
-
-
1,037
General Community Events
Unspecified Event Funding
-
-
-
5,000
-
Neighborhood Block Party Supp
-
-
-
-
-
Month of the Child Celebration
-
-
-
-
-
Mustard Faire
1,418
2,000
3,649
-
4,000
Sister City 25th Anniversary
-
-
-
1,200
-
Arbor Day Celebration
-
-
78
100
100
Memorial Day Event (Banner)
-
300
-
-
-
Fourth of July Event
-
-
1,547
4,000
-
Cancer Society - Relay
-
200
-
-
-
Citywide Garage Sale
-
-
4,270
5,000
5,000
City Ceremonies
Fellowship Hall Opening
-
-
-
-
104
De Anza Trail Opening
-
-
23
-
-
KMP Groundbreaking /Opening
-
-
-
250
138
Total Community Events
13,845
22,396
12,866
20,550
14,637