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Home My WebLink AboutSS2 - Special Event03/08/2011 Special Events Support Newport Beach City Council Study Session March 8, 2o11 Event Support Pre -2010 - -- -- • Requests handled individually • Departments responded directly, independently • Grants, sponsorships, waivers — some groups received some, all, or nothing • Large annual expense — approx. $43oK 2010 • Economic downturn • City needed to reduce all costs • Staff directed to improve event process • Event organizers notified of coming change • Initial changes implemented • Annual City costs reduced to approx. $34oK Changes Implemented • Centralized requests through City Manager • Goal to reduce waivers • Reduced levels of financial support (grants) due to City budget balancing 03/08/2011 2 FY 11 Approved Grants Decrease of $67,500 from FY 10 03/08/2011 3 Proposed Process Overview • One annual funding cycle • All applications due on same date • Applications reviewed concurrently • All requests reviewed and approved by Council at the same time Process Details — Applications �0 • Annual call for applications late winter / early spring • Application & instructions available on website & at City Hall • Event organizers notified of process & deadlines • Firm application deadline 03/08/2011 rd Process Details - Review Special Events Advisory Committee - reviews & ranks applications • Based on set criteria List forwarded to staff committee for support funding recommendations • City Manager provides total $ available for upcoming FY Event rankings & recommended support for each placed on Council agenda for approval Proposed Changes to Evaluation Criteria �r • Events should be principally held within city limits • City support should not equal more than 25% of event budget • Applicants must permit City to review financial statements, if desired • Event must directly benefit a local non -profit 03/08/2011 0 Key Changes Proposed • No waivers or support (including waivers) without Council approval • All costs estimated and agreed to upfront • Police hourly rate for qualifying events • Ex. Current rate - $172.26 / hr/ officer Proposed rate - $ 74.72 / hr/ officer Example 2010 Actual �Staffl Hours WO MIII 1 v a FY11 -12 Proposed ��7 �S,gk. .r , }:- i,;` �``h��7 ` �✓ „'9•$3G . „�.✓ � �"�,`� ,a��o6 a ; 03/08/2011 r Proposed Process - Pros • Clearly establishes available funding • Provides equal opportunity for groups to request & potentially receive support • Distributes funding equitably • Easier to manage and track support Proposed Process - Potential Cons -- �i -- • Additional work for Special Events Advisory Committee • Some groups may miss annual "funding cycle" • Available dollars divided among qualifying events. May result in less funding for some. 03/08/2011 Next Steps • If Council generally agrees, item placed on 3/22 agenda • Notify event organizers • Return to Council for further review, approval Special Events Support --------- ---- -------- %�` - - --------------- - - - -- Newport Beach City Council Study Session March 8, 2oii 03/08/2011 91 CITY OF NEWPORT BEACH SPECIAL EVENT SUPPORT APPLICATION Evaluation Criteria for City Support 1. The event should advance the City of Newport Beach as an exciting place to live, play, learn, work, and visit. 2. The event should give Newport Beach residents pride and ownership. 3. The event should increase the the city at that time thereby providing potential benefit Events that bring in new money and result in people s Beach are highly desirable_, 4. The City's support must be 5. A execution, not a sense of civic normally come into businesses. ht in Newport an actual event — i.e. toward the total event budget, but the value of in= ,q goods an&J ices "M*y be counted. 7. The request tior,City ort must include a list of other City entities or groups e r"tk.r and private spon! <tiom whom the applicant is seeking financial support. 8. The event need not always be free of charge, but should be accessible to the community /public. Events that are not free must have a free -to- the - public portion. 9. The City's support is a sponsorship, not a grant, and Newport Beach is to be treated as any other commercial sponsor in terms of recognition and benefits. The City reserves the right to negotiate levels of recognition /benefits. 10.The Applicant must demonstrate the ability to produce and market a well - planned, safe event. 11. The Applicant must demonstrate strong financial management and effective management controls, including cost - effectiveness. S "ucpe sfpl a 3 ie rtte ri0, Summary of the Application meline 1. Each fundm a t(uest t @t include a.q.0, apleted City application form. Attached to the applicattk "rm mat be: criteria, the event meets the City support c:, operationalsp)an foi"th event, including schedule, d. a projected budt, including revenue and expenses, for the entire event, e. a spoh:Sorship proposal to the City, and f. data on IY' ja1leconomic impact of the event, g. a description of your organization including purpose, history, type of organization (non - profit, trust, corporation, etc). h, the name, mission, contact information of the non - profit organization (s) that will benefit from the event and a copy of the signed agreement or letter that states the non - profit will receive at least 20% of the proceeds. 2. City support will be awarded for one year only. Event organizers must apply annually. 3. Applicants must obtain all required permits, insurance, and security /police support as determined through the Special Event Application process for the event and are responsible for all related costs. 4. Event organizers must submit a post event evs,ibn not later than ninety (90) days following the event. 5. The event/sponsoring organizatio requirements and invoices. 6 Ttr rj43: (Proposed for March 23* - Applications Dept. as of March 1 & May - how in good starift on all previous City will be available on the City website t #Recrea(tdt,and Senior Services April 15 at 5 p.m. Late will be reviewed and ranked (based upon the City's criteria). June - The full I� riding requests, ratings and rankings will be presented to the City Council during its annual budget approval workshops. The City Manager and Administrative Services Director will recommend a total number of City dollars available for event support and recommended funding levels for successful applicants. *pending Council approval on March 22