HomeMy WebLinkAboutS21 - Special Events Advisory Committee�EW `Rr CITY OF
NEWPORT BEACH
City Council Staff Report Agenda Item No. S21
February 14, 2012
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: A
TITLE: Resolution No. 2012- 20 Amending the Special Events Advisory
Committee's Membership, Term, and Duties
ABSTRACT:
The Special Events Advisory Committee ( "SEAC ") reviews and makes
recommendations to the City Council on all requests for financial support from
community organizations. Due to an ever increasing workload, it is necessary to amend
SEAC's membership, clarify member terms, and streamline SEAC's duties.
RECOMMENDATION:
Read by title only and adopt Resolution No. 2012- 20 amending SEAC's membership,
term, and duties.
FUNDING REQUIREMENTS:
There is no fiscal impact related to this item.
DISCUSSION:
SEAC is an integral part of the City of Newport Beach's ( "City ") process for evaluating
requests for event support. SEAC was formed by Council Resolution No. 2009 -22 on
May 12, 2009 and amended by Council Resolution 2011- 32 on April 12, 2011. If
approved, among other changes, Resolution No. 2012 — 20, would: (1) amend SEAC's
membership structure to add an advisory, non - voting City staff member selected by the
City Manager; (2) allow the Mayor to name any committee member, including the City
staff member, as chairperson; and (3) remove the requirement that SEAC assist in the
creation of a Citywide Master Calendar of Special Events.
Resolution No. 2012- Amending the Special Events Advisory Committee's
Membership, Term, and Duties
February 14, 2012
Page 2
Background
SEAC was originally formed to help evaluate larger events that request at least $20,000
in financial or in -kind support from the City. In 2011, the City established a new
administrative process for handling requests for special event support. The process
involves a call for applications, a review of all applications by SEAC (no matter the
amount of financial support requested), 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
formal review and approval or amendment by the City Council. This process is
conducted in concert with the City's annual budget development cycle so that the City
Council- approved event funding is integrated into the new fiscal year General Fund
budget.
The revised process added complexity to the process and increased the workload and
time commitment required of the SEAC members. Two recent resignations— one filled
by Council in January and the other received this week (the Committee's Chair person)
— have underscored the need to increase the level of support provided to SEAC.
Proposed Changes
If approved, this Resolution (Attachment "A "), would authorize the City Manager to
select a City staff member to serve as a non - voting member of SEAC. The Resolution
also allows the Mayor to appoint the SEAC chairperson from the committee
membership including the non - voting member. These changes will provide additional
consistent resources to SEAC.
The Resolution also clarifies the length of member appointments to SEAC. While SEAC
itself has an indefinite term, individual committee member appointments are for four -
year terms (consistent with Council Policy A -2).
The Resolution updates the membership qualifications and committee's responsibilities
to better suit the new process. It slightly broadens the areas of experience needed and
it removes the creation of a Citywide Master Calendar of Special Events from SEAC's
list of responsibilities. Visit Newport Beach, Inc. offered to assume that task and is
currently preparing a new master calendar.
If the Resolution is approved as submitted, the City Manager will appoint the Assistant
City Manager to SEAC. The Mayor should name the chairperson prior to the next
meeting of SEAC, tentatively scheduled for February 27, 2012.
Resolution No. 2012- Amending the Special Events Advisory Committee's
Membership, Term, and Duties
February 14, 2012
Page 3
ENVIRONMENTAL REVIEW:
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:
Da iff
City Manager
Attachments: A. Resolution No. 2012 —
B. Redline of Proposed Changes to the Special Events Advisory
Committee Membership, Term and Duties
RESOLUTION NO. 2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
NEWPORT BEACH, CALIFORNIA CHANGING THE MEMBERSHIP,
TERM, AND DUTIES OF THE SPECIAL EVENTS ADVISORY
COMMITTEE
WHEREAS, the City of Newport Beach ( "City") receives many requests for financial
support of special events from community organizations; and
WHEREAS, the City has an administrative process for supporting special events that
provides an opportunity for all event organizers to request support and have their applications
evaluated by the Special Events Advisory Committee ( "Committee ") at the same time and under
the same set of criteria; and
WHEREAS, the Committee reviews all applications for support, no matter the level of
financial commitment requested; and
WHEREAS, the Committee's workload has steadily increased along with the time
required of each Committee member; and
WHEREAS, the City desires to amend the membership criteria, clarify member terms,
and streamline the Committee's duties to provide additional support and resources to the
Committee.
NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Newport
Beach, California as follows:
1) The Special Events Advisory Committee is hereby amended as described in the
attachment to this Resolution (Exhibit "A ").
2) The City Council finds 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.
3) This Resolution shall take effect immediately upon its adoption by the City Council,
and the City Clerk shall certify the vote adopting the Resolution.
ADOPTED this 14`x' day of February, 2012.
MAYOR
ATTEST:
CITY CLERK
EXHIBIT "A"
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.
Membership, -term, and duties amended by Resolution No.
2012 - adopted on February 14, 2012.
TERM: Tna r-.The Committee shall have an indefinite term,
however, individual Committee member
appointments /selections shall be for Ffour (4) year terms.
MEMBERSHIP: The Committee shall consist of seven (7) persons appointed by
the Mayor from applications received and one (1) Cites
member selected by the City Manager that shall serve in an
advisory non -voting capacity.
gToups, and other groups with an interest in speeial events in
New The members should be professionals with
experience in event organization and promotion; marketing
including advertising, public relations, web marketing and
brand development; budgeting; nd should possess an
understanding of the Newport Beach community, its 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 Beach Conference and Visitors Bureau.
The Committee will be provided organization and staff
support by the City. The City's Police Department, Recreation
& Senior Services Department, City Manager's Office, and
Public Works Department will assign staff members to serve
the eCommittee emin 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 (2)
years.
The Mayor shall select a flame the Chairperson of the
Committee from the seven 7 appointed
members or the City staff member selected by the City
Manager. The Chair ep rsonmaH 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. With the exception of the selected staff member
who shall serve at the discretion of the City Mana ger Aall
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 financial support. sen3e
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O-C. The Committee will be advisory in
nature, and will not make determinations as to the final
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O-C. The Committee will be advisory in
nature, and will not make determinations as to the final
approval of any special event. That responsibility rests
exclusively with the City Council.