HomeMy WebLinkAboutD-2 Staff Report - Co-Sponsorships FY 23_24SCHEDULED ITEM
TO:
VIA:
FROM:
DATE:
D-2
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
SERGIO GONZALEZ, CITY MANAGER
MIKI CARPENTER, DIRECTOR OF COMMUNITY RESOURCES
JULY 17, 2023
SUBJECT: APPROVAL OF FY 2023-24 CITY OF AZUSA 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 use of City
facilities for these events/activities. Recognizing the value of partnering with local organizations 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. On May 17, 2021, the Azusa City Council adopted Resolution No. 2021-C24, and provided
for a City of Azusa Co-Sponsorship and Waiver Policy.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve the proposed co-sponsorships for FY 2023-24.
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; and,
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
Approved
City Council
July 17, 2023
FY 2023-24 Co-Sponsorships
July 17,2023
Page 2
Director of Community Resources, will also consider factors including, but not limited to: 1) benefit to
the City; 2) proposed event location(s) and time(s) of day; 3) impact on the surrounding neighborhood; 4)
risk to residents, staff, and to the organizations themselves; 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 as
deemed appropriate by Staff, the City Attorney, or other advisors.
FISCAL IMPACT:
Sponsorships shall not be cash contributions, rather, they would be in-kind contributions and represent
funds already budgeted. Beyond in-kind contributions, the remaining fiscal impact is the risk that comes
with the co-sponsored activities. The provisions and requirements of organizations in the Co-Sponsorship
and Waiver Policy, helps to minimize that risk to the City. 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 SergioGonzalez
Director of Community Resources City Manager
Fiscal Impact Review:
Talika M. Johnson
Director of Administrative Services
Attachments:
1) Resolution No. 2021-C24
2) City of Azusa 2021-22 Co-Sponsorship and Waiver Policy
3) Proposed City of Azusa 2023-24 Co-Sponsored Events/Activities
Attachment1
City of Azusa
Co-Sponsorship and Waiver Policy
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 2
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 activity 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 applyonce 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 Applicationwith 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.
MOU Required
(nonprofit or
nonprofit
sponsor)
Facilities Application
Required
(must be non-profit and
have insurance coverage;
forms may be reqired for
set up/scheduling
purposes)
Azusa Golden Days Various functions of Golden Days including
planning, marketing, coordination, and
implementation of events
Yes N/A Staff and city expenses that
include, supplies and
equipment, street closures,
security
9 Days in October, including participation in
pre-planning activities.
Little League of Azusa Baseball league play for Azusa youth Yes Yes (for special events, not
part of MOU)
Ball field and lights March - July and other activities
Little League Softball of Azusa Softball league play for Azusa youth Yes Yes (for special events, not
part of MOU)
Ball field, lights, some
maintenance
March - July and other activities
Azusa Jr. All American Football League Football league play for Azusa youth Yes Yes (for special events, not
part of MOU)
Field and lights July-December and other activities
Helping Hands Bingo - community event and fundraiser
for Helping Hands
N/A Yes Facility use only, staff set up Azusa Golden Days
Azusa Connects Various community events for awareness
and fund raising and participation in
Golden Days
N/A Yes Facility use only, staff set up Azusa Golden Days and other activities
Azusa Learners as Leaders Foundation Various community events for awareness
and fund raising and participation in
Golden Days
N/A Yes Facility use only, staff set up Azusa Golden Days and other activities
Azusa Woman's Club Various community events for awareness
and fund raising and participation in
Golden Days
Yes Yes (for special events, not
part of MOU)
Facility use only, staff set up Azusa Golden Days and other activities
Azusa Beautiful Various community events for awareness
and fund raising and participation in
Golden Days
N/A Yes Some staff time for set up
and tear down
Azusa Golden Days and other activities
Azusa Rotary Various community events for awareness
and fund raising and participation in
Golden Days
N/A Yes Some staff time for set up
and tear down
A week in September that includes
September 11 & Azusa Golden Days
Veterans Committee Events recognizing veterans which may
include, 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
Event(s) / Activity(ies)
MOU or Facilities Application
City of Azusa 2023-24 Co-Sponsored Events/Activities (proposed)
City Contribution for
SponsorshipOrganization Timeframe