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HomeMy WebLinkAboutD-2 Staff Report - 2021-22 Co Sponsorship PolicyTO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER SCHEDULED ITEM D-2 FROM: MIKI CARPENTER, DIRECTOR OF COMMUNITY RESOURCES DATE: MAY 17, 2021 SUBJECT: ADOPT A RESOLUTION APPROVING A CITY OF AZUSA CO-SPONSORSHIP AND WAIVER POLICY AND APPROVAL OF 2021-22 CO-SPONSORSHIPS BACKGROUND: The City of Azusa routinely receives requests from nonprofit organizations, service clubs, and others requesting co-sponsorship of various activities, or to waive permit fees and /or rental fees for the use of City facilities. Recognizing the value of partnering with local organization to provide beneficial programs and events to the community, while also upholding fiscal responsibilities, a policy has been drafted to determine when fees may be waived or co-sponsorships are appropriately approved. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1)Adopt Resolution No. 2021-C24, providing for a City of Azusa Co-Sponsorship and Waiver Policy; and 2)Approve the proposed co-sponsorships for 2021-22. ANALYSIS: Fees may be waived or reduced when co-sponsored by the City when the City Council makes a determination that the program or event is: 1) of significant value to the community or to a significant portion of its residents; 2) is safely conducted with City Staff informed; and 2)within the scope of services normally provided by the City. Upon receiving a written a request and before recommending approval, the City Manager, and/or the Director of Community Resources, will also consider factors including, but not limited to: 1) benefit to the City; 2) proposed event location and time of day; 3) impact on the surrounding neighborhood, 4) risk to residents, and 5) required City staff and resources. APPROVED CITY COUNCIL 5/17/2021 While organizations, agencies, and others within Azusa may qualify for fee waivers or co-sponsorship based on meeting this policy’s criteria, the City does not guarantee all requests will be accommodated. The City Council, or its designee, may determine not to provide support, due to lack of adequate funds or other resources, or when the request represents a conflict of interest, or is not in the best interest of the City. Co-sponsorships and fee waivers may be revoked at any time effective immediately, if the recipient agency or organization fails to comply with this policy or any other local, state or federal regulations or guidelines established for the activity. The entity must also comply with required risk management provisions including, but not limited to, insurance coverage, safety protocols, or other necessary requirements. FISCAL IMPACT: The fiscal impact is dependent upon the amount and number of co-sponsorships, however the sponsorships that are acceptable, are not cash contributions. Rather, they are in-kind contributions and represent funds already budgeted. Upon Council acceptance of the annual co-sponsored events and activities, the Finance Division and the appropriate Departmental Staff will monitor activities to ensure appropriate compliance with policy provisions. Prepared by: Reviewed and Approved: Miki Carpenter Sergio Gonzalez Director of Community Resources City Manager Fiscal Impact Review: Talika M. Johnson Administrative Services Director Attachments: 1)Resolution No. 2021-C24 2)Draft City of Azusa 2021-22 Co-Sponsorship and Waiver Policy 3)Proposed City of Azusa 2021-22 Co-Sponsored Events/Activities RESOLUTION NO. 2021-C24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA APPROVING A CO- SPONSORSHIP AND WAIVER POLICY WHEREAS, the City of Azusa’s residents benefit from local organizations and nonprofits that provide community services; and WHEREAS, the City of Azusa aims to partner and collaborate to most efficiently and effectively serve residents; and WHEREAS, the City of Azusa is home to many organizations that desire partnership and sponsorship from the City of Azusa; and WHEREAS, the City of Azusa intends to be an effective steward of the City Budget and resources; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Azusa: 1.The City Council acknowledges the great benefit of collaborating to support local efforts that serve the residents of Azusa. 2.The City Manager and/or his designee is hereby authorized to provide support to the annual events and activities as approved by the City Council, and as per the Co-Sponsorship and Waiver Policy. APPROVED AND ADOPTED this 17th day of May, 2021. Mayor ATTEST: City Clerk Attachment 1 MOU Required (nonprofit or nonprofit sponsor) Facilities Application Required (must be non- profit and have insurance coverage) Azusa Golden Days Committee Committee Organizing, umbrella functions of Golden Days including marketing and coordination of events Yes*Yes Staff, equipment, street closures Begins first full weekend in October through following weekend Azusa Golden Days Event- Helping Hands Bingo - community event and fundraiser for Helping Hands N/A Yes Facility use only, staff set up One day during Golden Days Azusa Golden Days Event- Azusa Learners as Leaders Foundation Dinner dance community event and fundraiser for the nonprofit N/A Yes Facility use only, staff set up One day during Golden Days Azusa Golden Days Event- Azusa Womens Club (referring to Golden Days Only) Paint and sip community event and fundraiser N/A Yes Facility use only, staff set up One day during Golden Days Little League of Azusa Baseball league play for Azusa youth Yes*N/A Ball field and lights March - July and year round Little League Softball Softball league play for Azusa youth Yes*N/A Ball field, lights, some maintenance March - July and possible winter league Jr. All American Football League Football league play for Azusa youth Yes*N/A Field and lights July-December Azusa Rotary Memorial and recognition community event and fundraiser N/A Yes Some staff time for set up and tear down A week in September that includes September 11 Veterans Committee Events recognizing Memorial Day, Korean War Veterans Day, and Veterans Day N/A Yes Some staff time for set up and tear down Last Monday of May, July 27th, November 11, annually *MOU update needed Event(s) / Activity(ies) MOU or Facilities Application City of Azusa 2021-22 Co-Sponsored Events/Activities (proposed, based on typical year) City Contribution for SponsorshipOrganization Timeframe Attachment 2 City of Azusa Co-Sponsorship and Waiver Policy DRAFT Introduction: The City of Azusa routinely receives requests from nonprofit organizations, service clubs, and others requesting co-sponsorship of various activities, or to waive permit fees and /or rental fees for the use of City facilities. Recognizing the value of partnering with local organization to provide beneficial programs and events to the community, while also upholding fiscal responsibilities, a policy has been drafted to determine when fees may be waived or co- sponsorships are appropriately approved. Policy: Fees may be waived or reduced when co-sponsored by the City when the City Council makes a determination that the program or event is: 1. Of significant value to the community or to a significant portion of its residents; 2. Is safely conducted with City Staff informed; and 3.Within the scope of services normally provided by the City. Upon receiving a written request and before recommending approval, the City Manager, and/or the Director of Community Resources or designee, will also consider factors including, but not limited to: 1) benefit to the City; 2) proposed event location and time of day; 3) impact on the surrounding neighborhood, 4) risk to residents, and 5) required City staff and resources. While organizations, agencies, and others within Azusa may qualify for fee waivers or co- sponsorship based on meeting this policy’s criteria, the City does not guarantee all requests will be accommodated. The City Council, or its designee, may determine not to provide support, due to lack of adequate funds or other resources, or when the request represents a conflict of interest, or is not in the best interest of the City. Co-sponsorships and fee waivers may be revoked at any time effective immediately, if the recipient agency or organization fails to comply with this policy or any other local, state or federal regulations or guidelines established for the activity. The entity must also comply with required risk management provisions including, but not limited to, insurance coverage, safety protocols, or other necessary requirements. Activities specifically prohibited from City co-sponsorship or waiver of fees include those that: 1) enhance private business; 2) held on behalf of, in support of, or in opposition to any political candidate or ballot measure or advocate a political position; 3) promote adult – oriented businesses; 4) solicit criminal activity; or 5) any other activity that may potentially harm the City Attachment 3 or Azusa residents. Religious organizations or groups may obtain fee waivers or co-sponsorships as long as the proposed program, event, or project does not exclude any residents from participating based on religious beliefs, nor advocates for any particular religion. The City reserves the right to assess all activities at any time to ensure all rules, regulations, conditions of use, City and health and safety laws are not violated. Co-sponsorships and fee waivers may be revoked at any time effective immediately, if the recipient agency or organization fails to comply with this policy or any other local, state or federal regulations or guidelines established for the activity. Qualifications for those seeking fee waivers or co-sponsorship: 1. Must be a valid non-profit or partnered with a non-profit organization (proof of non-profit status is required if applicable); 2. All of the following criteria shall be demonstrated by the applicant: a. Mission and/or services that are aligned with the City’s economic, social, or recreational goals; b. Free and open to the public or a fundraiser with a community benefit; c. Demonstrate community pride and involvement; d. Not have an exclusively religious purpose; e. Not have a political purpose; and f. Other criteria relevant to the type of activit y proposed Co-sponsorship may include fee waiver or reduction for any of the following: 1. Use of a facility; 2. Temporary Use Permit; 3. Encroachment Permit; and/or 4. Street Closure and /or traffic control plan. 5. Staff costs; 6. Outdoor use of any city equipment such as tables, chairs, sound equipment, canopies; and/or 7. Other agreed upon fees/charges authorized by the City Co-Sponsorship policy. Co-sponsorship does not include the following: 1. Refundable security deposit; 2. Insurance; and 3. Any other expense or cost not authorized by the City Co-Sponsorship policy. Procedures: Requests should be made three months prior to the end of the fiscal year (March 30), so that staff may prepare the slate of potential co-sponsorships for Council consideration for the following fiscal year. Requests should be in writing to the Department of Community Resources Director, or designee and include the following: 1. Name and mailing address of organization making request; 2. City facility or property requested and any potential parking or traffic impacts; 3. Proof of non-profit status if applicable; 4. Description and purpose of event, including date/time, etc; 5. Concession information, including whether food or drink will be sold. Please note that health department permit may be required; 6. List of equipment that will be brought in for the event or required; 7. List of event sponsors and their role (if any); 8. A description of the benefits the organization will receive and the benefit the City or its residents will receive as a result of the co-sponsorship; 9. Detailed description of any support needed from City staff; and 10. City equipment and supplies requested. Use of City vehicles for nonprofit organization use is prohibited. The following conditions apply once fee waiver and or co-sponsorship is approved: 1. Appropriate recognition of the City as co-sponsor of or contributor to the event or program will be provided on all promotional materials and at all events and programs. The Director of Community Resources or his/her designee must approve promotional materials, the event/program schedule and activities. 2. All non-profits must complete the appropriate Facilities Application with the Recreation Division, Community Resources Department. Conditions may be placed on the use to minimize impacts to facilities or costs to the City, or to restore facilities to pre-event conditions. 3. Proof of General Liability Insurance and Endorsements with the City additionally insured as well as a hold harmless agreement will be required for each event. The insurance coverage will be determined on a case by case basis between the City, non-profit organization . 4. If facilities are to be used, the appropriate application form should be utilized and all requirements that pertain to a typical rental, even with a waiver of fees, shall be followed. 5. As required, secure necessary permits, e.g., vendors need business license, County Health Department, etc. The list of co-sponsorships will be reviewed and approved annually by the City Council. This Policy is subject to interpretation. The City Council designates the City Manager or his/her designee in conjunction with the appropriate Department Head to interpret the Policy when items are not specifically addressed in the Policy.