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HomeMy WebLinkAbout13 - Special Events Advisory Committee Changes�a�WPORT CITY OF NEWPORT REACH' b C9�F00.HP Cuts/ Council Staff Report Agenda Item No. 13 April 12, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Tara Finnigan, Public Information Manager APPROVED: 4a TITLE: Resolution No. 2011- 32 Amending the Special Events Advisory Committee's Structure and Duties ABSTRACT: Recent changes to the City's administrative process for providing in -kind or financial support to community events necessitates revisions to the membership composition and responsibilities of the Council- appointed Special Events Advisory Committee. RECOMMENDATION: Approve Resolution No. 2011- 32 amending the structure and duties of the Special Events Advisory Committee. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: The Special Events Advisory Committee (SEAC) was formed by Council Resolution No. 2009 -22 on May 12, 2009. Its responsibilities have included developing criteria for evaluating requests for City support, evaluating requests for more than $20,000 in City event support, and assisting in the creation of a citywide, special events calendar. While the SEAC was formed to help evaluate larger events that request at least $20,000 in financial or in -kind support, the City also receives dozens of smaller requests each year. Individually, these account for anywhere from several hundred to several thousand dollars in in -kind or cash support. Collectively, all special event support provided by the City (for large and small events) was costing approximately $400,000 per year. The City determined that a new process for evaluating and providing event Resolution No. 2011- 32 Amending the Special Events Advisory Committee's Structure and Duties April 12, 2011 Page 2 support was needed to not only reduce these costs, but to continue to assist community events in a clear and equitable manner. At its March 22, 2011 meeting, the City Council reviewed and provided direction on a new administrative process developed by staff for handling requests for special event support. The new process involves a call for applications, a thorough review of all applications by the Special Events Advisory Committee, the identification of a proposed funding amount in the City's next fiscal year budget to be shared among the qualifying events, the assignment of recommended funding levels for each event by a staff committee, and then formal review and approval or amendment by the City Council. The process will be conducted in concert with the City's annual budget development cycle so that the Council- approved event funding is integrated into the new fiscal year General Fund budget. This new process necessitates the expansion of the scope of responsibilities for the SEAC. In addition, when the Council recently realigned the list of boards, committees and commissions that serve the City, the Economic Development Committee (EDC) was sunset. A member of the EDC had been appointed to the SEAC and therefore, the SEAC membership structure must now be amended. Proposed Amendments to the SEAC's Responsibilities The proposed resolution expands the committee's responsibilities. Rather than only reviewing applications for events requesting $20,000 or more in City support, the new process call for SEAC to review all applications for support, regardless of the amount of in -kind or financial support requested. Proposed Changes to the SEAC's Membership The committee will now be assigned a staff liaison from the City Manager's Office and several changes to the committee's membership are included in the resolution. These changes include: Removing the requirement that one committee member must be a representative of the now disbanded Economic Development Committee and instead including a member of the community at large. 0 Including City staff members to .serve the SEAC in an "ex officio" capacity and on an as- needed, advisory basis to provide information about public safety, traffic, and recreation services. These employees would include representatives from the Police Department, Recreation and Senior Services Department, and the Public Works Department. They would be selected by the City Manager or Resolution No. 2011- 32 Amending the Special Events Advisory Committee's Structure and Duties April 12, 2011 Page 3 Department Director. The staff representatives would not be voting members of the committee. [III Z�I 119L _�>l l!lIAW Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: & Dave Kiff City Manager Attachments: A. Resolution No. 2011 — 32 B. Redline of Proposed Changes to the Special Events Advisory Committee Responsibilities & Membership C. Clean version of proposed changes RESOLUTION NO. 2011- 32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH CHANGING THE MEMBERSHIP AND RESPONSIBILITIES OF THE SPECIAL EVENTS ADVISORY COMMITTEE. WHEREAS, the City Council receives many proposals for City financial or in -kind support of special events from community organizations; and WHEREAS, the City of Newport Beach has adopted a new and equitable administrative process for supporting special events that provides an opportunity for all event organizers to request support and have their applications evaluated at the same time and by the same set of criteria; and WHEREAS, this new process calls for the Special Events Advisory Committee's responsibilities to be expanded and for the committee to review all applications for support, no matter the level of funding or in -kind services requested; and WHEREAS, the recent realignment of the City's boards, committees and commissions has created a need to amend the membership of the Special Events Advisory Committee; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Newport Beach hereby amends the membership and responsibilities of the Special Events Advisory Committee as described in the attachment to this Resolution (Exhibit A). ADOPTED this 12`h day of April, 2011. MAYOR ATTEST: CITY CLERK SPECIAL EVENTS ADVISORY COMMITTEE AUTHORIZATION: Established by Resolution No. 2009 -22, adopted on May 12, 2009. Membership and responsibilities amended by Resolution No. 2011- 32 adopted on April 12, 2011. TERM: Indefinite. MEMBERSHIP: The Committee shall consist of seven (7) persons appointed by the Mayor from applications received and from recommendations provided by the r-onFffnitte Conf,,,,,..,,.e and vd, tef a,,..,..,.;Visit Newport Beach,eeffi the Chambers of Commerce, Restaurant Association, Film Festival, charitable groups, and other groups with an interest in special events in Newport Beach. The members should be professionals with experience in event organization and promotions marketing including advertising, public relations, web marketing and brand developments as -� Alas an and should possess an understanding of the Newport Beach visitor base and the City's infrastructure and resources to support special events. Experience working with charitable or civic organizations is encouraged but not required.. Members need not be residents of Newport Beach. One committee member will be a representative of the Newport u,,.,E Ge F.. «.,...... and Nz4si.efs o.,..eatiVisit Newport Beach:eem. The Committee will be provided organization and staff support by the City, The City's Police Department, Recreation & Senior Services Department and Public Works Department will assign staff members to serve the committee in an advisory, non - voting capacity as needed. and the Confef enee and Wsiter- uieau- The Committee will meet as needed, and all meetings will be noticed and open to the public. Committee members may not participate in the evaluation of a request made by an organization of which they are a member or by which they are employed or have been employed or compensated in any manner in the past two years. The Mayor shall name the Chairperson of the Committee from the list of approved members. The Chairman shall then organize the Committee as necessary to accomplish the assigned functions and duties. Committee appointees may be replaced after three (3) consecutive unexcused absences from Committee meetings. All members shall serve at the pleasure of the City Council. MISSION: The Committee's mission is to develop criteria to be used in evaluating special events and to evaluate special event requests for City support. PURPOSE & A. To recommend to the City Council criteria to be used RESPONSIBILITIES: in evaluating €uttrr-e- requests for City support of an event. Criteria may include civic pride, building of the Newport Beach brand, financial return on investment through participant spending, community benefit, etc. B. To use the established criteria to evaluate the benefits, tangible and intangible, of special events and provide the City Council with professional advice on special events reviewed by the Committee. Special events qualifying for Committee evaluation will include those that have submitted an apulication by the deadline and are requesting City support efnc3 "8 98E) in some combinations of cash, in -kind services or fee waivers. 945� staff will deter-mine Nv]Aieh proposals v,44 lqe4er-Nvarded to the Committee for. re..9'--W-. C. To assist in the createion of a Citywide "Master Calendar of Special Events" and to provide advice on event coordination throughout the City so that event organizers, City businesses, residents and visitors can derive maximum benefit and minimum impact from such events in terms of economics, mobility, timing and effectiveness. D. The Committee will be purely advisory in nature; and will not make determinations as to the approval of any special event. That responsibility rests exclusively with the City Council. SPECIAL EVENTS ADVISORY COMMITTEE AUTHORIZATION: Established by Resolution No. 2009 -22, adopted on May 12, 2009. Membership and responsibilities amended by Resolution No. 2011- 32 adopted on April 12, 2011. TERM: Indefinite. MEMBERSHIP: The Committee shall consist of seven (7) persons appointed by the Mayor from applications received and from recommendations provided by the Visit Newport Beach, the Chambers of Commerce, Restaurant Association, Film Festival, charitable groups, and other groups with an interest in special events in Newport Beach. The members should be professionals with experience in event organization and promotion; marketing including advertising, public relations, web marketing and brand development; and should possess an understanding of the Newport Beach visitor base and the City's infrastructure and resources to support special events. Experience working with charitable or civic organizations is encouraged but not required. Members need not be residents of Newport Beach. One committee member will be a representative of Visit Newport Beach. The Committee will be provided organization and staff support by the City. The City's Police Department, Recreation & Senior Services Department and Public Works Department will assign staff members to serve the committee in an advisory, non - voting capacity as needed. The Committee will meet as needed, and all meetings will be noticed and open to the public. Committee members may not participate in the evaluation of a request made by an organization of which they are a member or by which they are employed or have been employed or compensated in any manner in the past two years. The Mayor shall name the Chairperson of the Committee from the list of approved members. The Chairman shall then organize the Committee as necessary to accomplish the assigned functions and duties. Committee appointees may be replaced after three (3) consecutive unexcused absences from Committee meetings. All members shall serve at the pleasure of the City Council. MISSION: The Committee's mission is to develop criteria to be used in evaluating special events and to evaluate special event requests for City support. PURPOSE & A. To recommend to the City Council criteria to be used RESPONSIBILITIES: in evaluating requests for City support of an event. Criteria may include civic pride, building of the Newport Beach brand, financial return on investment through participant spending, community benefit, etc. B. To use the established criteria to evaluate the benefits, tangible and intangible, of special events and provide the City Council with professional advice on special events reviewed by the Committee. Special events qualifying for Committee evaluation will include those that have submitted an application by the deadline and are requesting City support in some combinations of cash, in -kind services or fee waivers. C. To assist in the creation of a Citywide "Master Calendar of Special Events" and to provide advice on event coordination throughout the City so that event organizers, City businesses, residents and visitors can derive maximum benefit and minimum impact from such events in terms of economics, mobility, timing and effectiveness. D. The Committee will be purely advisory in nature, and will not make determinations as to the approval of any special event. That responsibility rests exclusively with the City Council.