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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 19, 2016 <br />TITLE: <br />AUDIO - VISUAL EQUIPMENT AND <br />DEVELOPMENT OF EQUIPMENT <br />RESERVATION PROGRAM FOR <br />COMMUNITY MOVIE EVENTS <br />(STRATEGIC PLAN NO. 5,4) <br />r <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 19' Reading <br />❑ Ordinance on 2 "d Reading <br />�] Implementing Resolution <br />Set Public Hearing For <br />CONTINUED TO <br />Authorize the expenditure of $15,000 for audio - visual equipment and subsequent development of <br />an equipment reservation program, subject to non - substantive changes by the City Manager and <br />City Attorney. <br />DISCUSSION <br />Staff evaluated several options to provide neighborhood associations the ability to host "movie in <br />the park" community movie nights. Such events would be hosted by neighborhood associations <br />or other eligible non - profit entities. Events would be open to the community and no admission fee <br />would be charged to view the movies. The cost for this equipment is $10,000. <br />Additionally, movie licensing fees range from $275 -$375 per movie for a screening of 0 -200 <br />attendees. The City will allocate $5,000 in additional funding to offset the cost of these licensing <br />fees, for miscellaneous equipment, and other related costs to administer the program, bringing <br />the total amount allocated for FY 15/16 to $15,000. An estimated ongoing annual cost of $3,000 <br />would be included in the base budget for subsequent Fiscal Years beginning in FY 16/17. <br />Funding is available due to savings from the redistribution of funds from the HEART program, <br />which received alternative Non - General Fund money. <br />An account will be created to distribute the funds for licensing costs. A separate purchase order <br />or agreement with a licensing company will be developed to accommodate such a process. The <br />proposed process would require the neighborhood association or eligible non - profit entity to <br />collect the signatures of at least one area school principal and one additional neighborhood <br />association, acknowledging that they were invited to participate in the event. If approved, staff will <br />develop a form and process for reserving the equipment. <br />2913-1 <br />