HomeMy WebLinkAbout101-Staff Report.pdfPage 1 of 3
SARATOGA CITY COUNCIL
MEETING DATE: March 3, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Process for Allocation of Community Events Fund
RECOMMENDED ACTION:
Accept report and select a process for allocating community event funds.
BACKGROUND:
At the February 17, 2010 City Council Meeting, direction was given to staff to bring back
options for formalizing allocation of the City’s Community Events Fund. The distribution of the
Community Events Fund from fiscal year 2005/06 to the current fiscal year is included in
Attachment A. The fund has been used for a variety of events in past years, including:
- City events, such as park openings, Arbor Day, and the Community Garage Sale
- Special events coordinated by members of the community, such as Taste of Saratoga, the
Mustard Faire, the Memorial Day event, and the Fourth of July celebration
Staff has prepared several options to formalize allocation of Community Events Fund. These
options are listed below for Council consideration.
Option 1:
Status Quo
Formally adopt the current practice of allocating money in the
Community Event Fund through the budget process.
Option 2:
Traditional Event Application
Continue to provide City support and sponsorship for
established community events that have received City funding
or assistance in the past. Require event organizers for these
events to submit an application.
The Community Development Block Grant (CDBG) and
Community Grant application could be used as a template for
the Community Event Fund application (see Attachment B).
Council would review applications to determine which events
to support and funding amounts for selected events.
Page 2 of 3
Option 3:
Open Application Process
Hold an open application process in which traditional and new
community event organizers could seek City sponsorship and
monies from the Community Events Fund.
The CDBG and Community Grant application could be used as
an application for the Community Event Fund application.
Council would review applications to determine which events
to support and funding amounts for selected events.
Option 4:
Prioritize Traditional Events
Solicit applications from traditional event organizers. Council
would then review applications to determine which events to
support and the funding amount for selected events.
If there is remaining money after funds have been allocated to
established events, applications for new events would be
considered. The CDBG and Community Grant application
could be used as an application for the Community Event Fund
application.
FISCAL IMPACTS:
Should the Council select option 2, 3, or 4, staff time will be required to formalize the
application process, solicit applications, and prepare applications for Council to review.
However, establishing a process for allocation of Community Event Funds that coincides with
the budget process will provide for a better understanding of the needs of community event
organizers that may consequently reduce the number of budget requests related to events that go
before the City Council.
Additionally, Council may want to consider providing direction to staff on the total funding
amount for community events in the proposed budget for the next fiscal year. The amount of
money set aside in the Community Event Fund has varied, but since fiscal year 2006/07 it has
typically ranged from approximately $12,000 to $15,000.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
There will be no formalized process for determining Community Event Fund allocations.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
Page 3 of 3
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Community Events Fund distribution from fiscal year 2006/07 to the current fiscal year
Attachment B: CDBG/Community Grants application