HomeMy WebLinkAboutCity Council Resolution 20-047 Community Event Grant program policyRESOLUTION NO. 20-047
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE COMMUNITY EVENT GRANT PROGRAM POLICY
WHEREAS, the Saratoga City Council created the Community Event Grant program in
Fiscal Year 2013/14 to support events that bring residents together and build a stronger sense of
community; and
WHEREAS, the City Council adopted the Community Event Grant Program Policy on
April 17, 2019 to establish criteria and eligibility requirements for the program and describe how
the program will be administered; and
WHEREAS, the policy is being amended to include the Bollywood in the Park with the
other events that are covered by the City's insurance program.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby adopt the amended policy pertaining to the Community Event Grant program (attached),
which shall herein supersede all previous policies and understandings related to the Community
Event Grant Program. Text added to the policy is shown in bold double -underlined text gjqm 1 )
and text deleted from the policy is shown in strikeout (fie). Following adoption of this
resolution the text may be revised to incorporate these amendments in standard font.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 1 St day of July 2020 by the following vote:
AYES: Mayor Howard A. Miller, Vice Mayor Mary -Lynne Bernald, Council Members E.
Manny Cappello, Yan Zhao, Rishi Kumar
NOES:
ABSENT:
ABSTAIN:
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oward A. Miller, Mayor
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DATE:
ebbie Bretschneider, CMC, City Clerk
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PROGRAM POLICY
PROGRAM POLICY TITLE
CITY COUNCIL APPROVAL
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Community Event Grant Program Policy
July 1, 2020 via Resolution No. 20-
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PURPOSE
This policy outlines the criteria Council applies to determine secured and unsecured funding
allocations for the Community Event Grant Program. The objective is to provide guidelines
to administer a program that is in -line with Council direction and is helpful to event
organizers wishing to request community grant funding. This policy is effective with the
Community Event Grant process beginning in December 2019.
II. ELIGIBILITY CRITERIA
The criteria for receiving Community Event Grant funding is listed below:
a. Event is a volunteer -led event held in Saratoga.
b. Event is free and open to everyone.
c. The event concentrates on Saratoga's character, diversity or history.
d. The event celebrates the community as a whole and is not limited to a small group such
as reunions.
III. PROGRAM REQUIREMENTS
The Community Event Program requirements are listed below:
a. Community Event funding applications are to include an itemized list of expenses
identifying specific expenses desired for grant funding. The application must be
completed, signed, and submitted during the annual application process. Off -cycle
requests are not allowed.
b. Event organizers are to.obtain a minimum of $1 million liability insurance coverage for
the event. Events organized by individuals or an informal group of individuals, that
are not a part of or related to any non-profit corporation or other legal business
entity, may request City Council approval for event insurance to be provided by the
Cit 's insurance program. Events approved to receive event insurance through the
City's insurance program include: Saratoga's Independence Day Celebration,.ar44
Saratoga Village Development Council events, and Bollywood in the Park.
c. Unsecured event funding requests are limited to a maximum of $2,000.
d. Events run by organizations receiving Secured Community Event Grant Funding are not
eligible to apply for discretionary funding.
IV. ANNUAL APPLICATION PROCESS
The application process begins in December for the following Fiscal Year. The timeline is
outlined below:
a. December - Council reviews and determines both secured and unsecured funding
amounts for the next fiscal year's Community Grant allocations.
b. January - Applications for unsecured funding grants are available and event organizers
are invited to apply.
c. February - Completed applications are due. Applications are reviewed and compiled for
Council review.
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PROGRAM POLICY
d. March - Council determines the unsecured funding distribution for events based on
funding availability and need.