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SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: Follow-up on Process for Allocation of Funding for Community Events
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
BACKGROUND:
At the March 3, 2010 City Council Meeting, direction was given to staff to:
1. Create a list of community events for which the City has traditionally allocated funds in
fiscal year 2009/10, together with proposed funding levels for each event for fiscal year
2010/11;
2. Include “Unspecified Event” funding in the 2010/11 budget in the amount of $5,000;
3. Create a simplified form and process for application, similar to the one used for
community grant funding, which would be used by organizers of traditional events and
other events that fall under the “unspecified” category; and
4. Include information about the community events applications process on the City website.
Traditional community events, their 2009/10 actual/estimated expenses and proposed fiscal year
2010/11funding are provided below. Prior year funding for these and other events is included as
Attachment “A”.
Event 2009/10 Actual/Estimated 2010/11 Proposed Budget
Non-City
expenses
* City
expenses
(banner,
facility rental,
permit fee)
Annual Tree Lighting $1,037 (actual) $ 1,200
$ 600
(banner)
Arbor Day Celebration $ 100 $ 100
$ 0
City Incorporation Celebration $ 0 $ 0
$ 0
Event 2009/10 Actual/Estimated 2010/11 Proposed Budget
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Non-City
expenses
* City
expenses
(banner,
facility rental,
permit fee)
Citywide Garage Sale $5,000 $ 5,000 $ 0
City Ceremonies (Joe’s trail) $ 242 (actual) $ 150 $ 0
Fourth of July $4,000 (reallocated) $ 1,000 $ 0
Memorial Day $ 0 $ 0 $ 600
(banner)
Mustard Faire $4,000 (includes $1,217.50
for City-related expenses)
$ 3,000 $1,230 (banner,
facility rental,
permit fee)
Saratoga Art & Wine Festival
(formerly Taste of Saratoga)
$5,000 (actual) **$ 5,000 $ 0
Sister City (25th Anniversary) $1,200 (reallocated) $ 0 $ 0
Unspecified Event(s) $5,000 $ 5,000 $ 600
Total $21,450 $3,030
NOTES:
*City expenses do not include associated staff time or use of City vehicles, nor other
materials provided, such as barricades, cones, electricity, tables, chairs, audio equipment,
etc.
** The Saratoga Art & Wine Festival is proposed as a two-day event in 2010/11. The
amount budgeted for this event in prior years was for a one-day event.
Staff is requesting direction from the Council concerning the above list of traditional community
events and their proposed funding. Staff has also attached a simplified application form to be
used for community events (Attachment “B”).
FISCAL IMPACTS:
The fiscal impact of funding traditional community events will depend upon the events chosen
for funding and the level of funding allocated per event. As noted above, City expenses do not
include associated staff time or use of City vehicles, nor other materials provided, such as
barricades, cones, electricity, tables, chairs, audio equipment, etc.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City Council may decide to allocate funding to any, all or none of the above traditional
community events or may provide additional direction to staff.
ALTERNATIVE ACTION(S):
N/A
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FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment “A” – Prior Year Community Events Funding
Attachment “B” – Community Event Application
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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
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CITY OF SARATOGA
COMMUNITY EVENT APPLICATION
1) Applicant Name: __________________________________________
Agency/Organization (if applicable): ________________________________________
Street Address: _________________________________________________________
City: ______________________ Zip Code: _____________
Phone: (____) _______________ Fax: (____) ________________
E-Mail: ____________________________________________
2) Event Name: ___________________________________________________________
Event Location: _________________________________________________________
Date(s) of Event: ___________________________
3) Event Description: (attach additional pages, if needed)
4) Anticipated number of attendees: _____________
5) Anticipated matching funds: $ ____________
6) Requested Funding: Please use the attached worksheet.
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REQUESTED FUNDING
EVENT NAME: ___________________________ Date Prepared: _________________
EXPENSE TYPE (e.g. advertising, banner, facility
rental, materials, supplies, contractors, performers,
porta-potty, etc.)
AMOUNT
Non-City
related
expenses
City-related
expenses
(banner, facility
rental, permit
fee)
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