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SARATOGA CITY COUNCIL
MEETING DATE: February 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: Request for waiver of City fees related to 2010 Mustard Faire
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
REPORT SUMMARY:
On February 3, 2010, the Council received a report on the status of planning for the 2010 Mustard Faire.
Whereas in previous years, the City allocated funding for the Faire in the annual budget, due to an
oversight, no funding was allocated in the 2009/10 budget for the event. At the February 3rd
meeting, the
Mustard Faire Committee requested funding from the City in order to ensure that the 2010 Faire could be
held. The Council agreed to provide $3,000 to the Faire by reallocating funds that had been earmarked
for the July 4, 2009 event for which no City funds were required to be spent.
Council also directed staff to work with the Faire organizers in order to ensure tasks could be completed
in time to ensure a successful event.
On Monday February 8, 2010, staff met with Faire organizers and determined that many aspects of the
event had already been organized. A number of coordination tasks (e.g. scheduling use of the Warner
Hutton House, securing the use of the City’s portable microphone system, obtaining garbage/recycling
bins, obtaining barricades/cones, securing the use of City-owned tables/chairs, etc.) were requested of
City staff, and have been accomplished.
Faire organizers provided staff with a breakdown of anticipated costs for the event, which is provided as
Attachment “A”. In addition to the costs listed, the following City fees will be incurred:
Rental of Warner Hutton House: $517.50
Banner Display in Blaney Plaza (2 weeks) $600.00
Event Permit Fee
$1,217.50
$100.00
At this time, in order to assist in ensuring a successful event, staff is requesting that the Council consider
waiver of the City fees listed above. Because these fees are associated with the Recreation & Facilities
and Community Development Departments, which are operated on a cost-recovery basis, staff is
requesting that $1,217.50 be allocated from the Council’s discretionary fund to reimburse the
departments for the fees.
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To help ensure sufficient funding for the 2011 Faire, Staff and Faire organizers will be submitting an
application for 2011 Mustard Faire funding from the Community Grants program, which will be
reviewed by the Council on March 3, 2010.
FISCAL IMPACTS:
If Council agrees to waive the fees listed above, a total of $1,117.50 would be allocated to the Recreation
& Facilities Department and a total of $100 would be allocated to the Community Development
Department from the Council’s discretionary fund.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Mustard Faire organizers will have to pay for the above listed City fees from the $3,000 previously
allocated for the Faire, and may not have sufficient funds available to cover Faire-related expenses.
ALTERNATIVE ACTION:
The Council could decide to waive a portion or all of the City fees listed above.
FOLLOW UP ACTION:
Undertake Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Anticipated Mustard Faire 2010 expenses
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Saratoga Mustard Faire 2010
Anticipated Expenses
Item Cost
Food $590.00
Decorations & Supplies $525.00
Food Ticket
Reimbursements
$460.00
Flyer & Program Printing $320.00
Office Printing Supplies &
Banner
$375.00
Animals & Travel $1,350.00
Music $500.00
Porta-Potty Rental $151.55
Miscellaneous $300.00
Total $4,571.55