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City Council Special Event Sponsorship Policy <br />December 7, 2021 <br />Page 2 <br />2 <br />3 <br />1 <br />1 <br />Eligibility Criteria <br />Upon receipt of a request for sponsorship, staff reviews each request using the following <br />criteria: <br />1. Whether the expenditure is normal and customary <br />2. The relationship and importance of the event to the City’s mission <br />3. Whether, and the extent to which, the event furthers one or more of the City <br />Council’s adopted focus areas <br />4. Whether and the extent to which the event will create financial or administrative <br />burdens on the City or require additional personnel <br />5. The extent and prominence of communications to the public regarding the event <br />6. The aesthetic characteristics of communications to the public regarding the event <br />7. Whether the sponsorship will establish, or will be perceived as establishing an <br />inappropriate association <br />8. Whether the event is, or will be perceived to be politically oriented <br />9. Whether the event is, or will be perceived to be religiously oriented <br />10.Whether the event is, or will be perceived to be offensive to segments of the City’s <br />citizenry <br />11.Whether the persons or organizations affiliated with the event manufacture <br />products, take positions, or otherwise engage in activity that is/are inconsistent <br />with local, state, of federal law, or city policies, city mission, or council’s focus areas <br />12.Other factors that might undermine public confidence in the City’s impartiality or <br />interfere with the efficient delivery of city services or operations <br />Use of Sponsorship Funds <br />The direct cash payment or City services credit may be applied towards the following: <br />1. Special event expenses <br />2. On-going program costs/expenses <br />3. Special Events Application or Permit fee <br />4. Reservation fees for facilities and equipment owned by the City <br />5. City staff time, if required, including Police Department staff services <br />6. Liability Insurance Fee (if acquired from the City) <br />Application Process <br />Initial Review and Eligibility: Applicants submit a Donation Request Form, a one- <br />page application outlining the details of the sponsorship request such as the <br />special event scope and community benefit. Staff reviews the Donation Request <br />Form to ensure its content meet the policy’s eligibility criteria. <br />Pre-Approval: The Donation Request Form must be pre-approved by the <br />specified councilmember in writing. <br />Approval: Staff contacts the applicant via email to notify them of the approval and <br />explain the payment process. <br />Payment: The Donation Request Form is used to either process a one-time <br />payment to the applicant or to transfer funds internally to be applied towards fees <br />incurred by the applicant for City services.