Loading...
HomeMy WebLinkAbout55B - RESO SPONSORSHIP POLICYREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 5, 2019 TITLE: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE REVISED CITY SPECIAL EVENT SPONSORSHIP POLICY {STRATEGIC PLAN NO. 5,41 CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1e Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Adopt a resolution of the City Council of the City of Santa Ana approving the revised City Special Event Sponsorship Policy to streamline the process in providing sponsorship funds to qualifying nonprofits and neighborhood associations with the approval from the respective Councilmember(s) and process payment under the authority'of the City Manager. DISCUSSION Effective 2015, the City Special Event Sponsorship Policy provides Councilmembers with an allocation of $10,000, respectively, per fiscal year to sponsor events organized by qualifying nonprofits or neighborhood associations that provide a public purpose that benefits the community. On election years, Councilmembers may spend no more than half of the allocation prior to December 31St, in order to reserve at least half of the allocation for incoming Councilmembers. Since the adoption of the City Special Event Sponsorship Policy, the City of Santa Ana has supported numerous nonprofits and neighborhood associations. The current process to issue funds is extensive and takes up to two months, requiring that the Donation Request Form first be approved by the respective Councilmember, then be approved at a City Council Meeting and processed as an agreement with the Clerk of the Council and finally submitted to the Finance Department for payment processing. The revised City Special Events Sponsorship Resolution (Exhibit 1) and the Revised City Special Event Sponsorship Policy (Exhibit 2) will make the process more efficient, and provide the much- needed funds to nonprofits and neighborhood associations in a more reasonable timeframe. The revised resolution and policy would allow Donation Request Forms to be pre -approved by the respective Councilmember(s) and then approved for payment by the City Manager, within the existing signing authority. The new process will eliminate the need to execute individual agreements for each sponsorship, which requires intensive staff time and delays the turn -around time in providing sponsorship payments to qualifying non-profit organizations and/or neighborhood 5513-1 1J Adopt the Resolution to Approve the Revised City Special Event 'Sponsorship Policy February 5, 2019 Page 2 associations. For your convenience, the redline versions of the policy has been included in this staff report as Exhibit 3. In the effort to uphold transparency and accountability, staff will provide the City Council with a quarterly report (Exhibit 4) outlining the approved City Special Event Sponsorships with the designated funds, dates, amounts, and event details. Council may request reports or available funding levels at any time to the City Manager's Office. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #4 (support neighborhood vitality and livability). FISCAL IMPACT There is no fiscal impact associated with this action. Exhibits: 1. Resolution — City Special Event Sponsorship 2. Policy — Revised City Special Event Sponsorship Policy 3. Redline Version — City Special Event Sponsorship Policy 4. Report — Fund Balances for City Special Event Sponsorship 55B-2 jmf 1/31/19 RESOLUTION NO. 2019 -XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE REVISED CITY SPECIAL EVENT SPONSORSHIP POLICY WHEREAS, the City Special Event Sponsorship Policy was adopted by the City Council by Resolution No. 2015-042 on August 4, 2015, and has been effective since that time, benefiting the community by establishing guidelines for City support of special events conducted in the City by qualifying nonprofit entities and neighborhood associations; and WHEREAS, under the current policy, disbursement or use of funds to eligible non- profit organizations and neighborhood associations is subject to approval of the respective Councilmember, at his or her discretion for each funding request, and then is later presented for Council approval by use of an agreement in compliance with the current policy; and WHEREAS, the City Council desires to streamline the current City Special Event Sponsorship Policy through the use of an updated form that will include the City's required terms and conditions, as authorized by the City Council, to award funds without the need for additional City Council approval, thereby achieving greater efficiency in the policy's administration and expediting the needed resources for the community; and WHEREAS, the revised policy will continue to implement and establish procedures in accordance with the City's annual budget processes, requirements for Council approvals, and the funding amounts and restrictions provided in Resolution No. 2015-042 for community groups and nonprofit entities to request an appropriation of available funds, when the City Council has allocated funding for this purpose; and WHEREAS, under the revised policy, the City will continue to make funds available for allocation to qualified nonprofit organizations or recognized City neighborhood associations that actively and effectively enhance the quality of life for Santa Ana residents and businesses; and WHEREAS, on a quarterly basis, the City Council will be provided with a report that indicates each Councilmember's approved sponsorships including organization name, amount approved, and event/purpose. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: 1. The City Council approves the revised City Special Event Sponsorship Policy attached hereto as Exhibit 1. Resolution No. 2019-xxx EXHIBIT 1 Page 1 of 2 55B-3 jmf 1/31/19 2. In accordance with the revised policy, neighborhood associations and/or non- profit entities shall submit a Donation Request Form, attached hereto as Exhibit 2, and as may be amended from time to time, for staff review of eligibility and approval from the respective Councilmember. Section 2. This resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of February, 2019. Miguel A. Pulido Mayor APPROVED AS TO FORM: By: V ,Uhn M. Funk, Assistant City Attorney AYES: NOES: ABSTAIN: NOT PRESENT: Councilmembers: Councilmembers: Councilmembers: Councilmembers: CERTIFICATE OF ATTESTATION AND ORIGINALITY I, NORMA MITRE, Clerk of the Council, do hereby attest to and certify that the attached Resolution No. 2019 -XXX to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Norma Mitre Acting Clerk of the Council 55B-4 Resolution No. 2019-xxx Page 2 of 2 PURPOSE To establish a City Council Special Event Sponsorship Policy and guidelines for disbursement of discretionary funds approved by City Councilmembers to sponsor city programs, services, and special events produced by qualified nonprofit organizations and/or City recognized neighborhood associations. BACKGROUND In August 2015, the City Council approved the Special Event Sponsorship fund providing the Mayor and Councilmembers with the opportunity to allocate sponsorship, up to $10,000 per fiscal year (contingent upon annual City Budget approval), for special events conducted by qualified nonprofit organizations or City -recognized neighborhood associations. The resolution, as adopted in August 2015, specifies that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31 sc." POLICY This policy governs the approval of sponsorships by the City of Santa Ana ("City') of special events, programs and services conducted by external local entities. Pursuant to this policy, and as approved by the respective Councilmember, the City will consider entering into sponsorship agreements that further the City's mission by providing monetary or in-kind benefits for special events conducted by external groups in the City. However, the City recognizes that the public trust and perception of its integrity and impartiality may be damaged by sponsorships that: a) establish, or are perceived as establishing an inappropriate association; City Council Special Event Sponsorship Policy 1 EXHIBIT 2 55B-5 0 City of Santa Ana Original City Council Adoption Administrative August 4, 2015 Policies and Procedures City Council Special Event Sponsorship Adopted as Revised: Policy February 5, 2019 PURPOSE To establish a City Council Special Event Sponsorship Policy and guidelines for disbursement of discretionary funds approved by City Councilmembers to sponsor city programs, services, and special events produced by qualified nonprofit organizations and/or City recognized neighborhood associations. BACKGROUND In August 2015, the City Council approved the Special Event Sponsorship fund providing the Mayor and Councilmembers with the opportunity to allocate sponsorship, up to $10,000 per fiscal year (contingent upon annual City Budget approval), for special events conducted by qualified nonprofit organizations or City -recognized neighborhood associations. The resolution, as adopted in August 2015, specifies that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31 sc." POLICY This policy governs the approval of sponsorships by the City of Santa Ana ("City') of special events, programs and services conducted by external local entities. Pursuant to this policy, and as approved by the respective Councilmember, the City will consider entering into sponsorship agreements that further the City's mission by providing monetary or in-kind benefits for special events conducted by external groups in the City. However, the City recognizes that the public trust and perception of its integrity and impartiality may be damaged by sponsorships that: a) establish, or are perceived as establishing an inappropriate association; City Council Special Event Sponsorship Policy 1 EXHIBIT 2 55B-5 b) are perceived to be politically oriented; c) are offensive to segments of its citizenry; or d) are aesthetically displeasing. Therefore, the City will only consider sponsorships in limited circumstances as outlined in this policy. L Sponsorship Opportunities A. Available Funds - Each Councilmember will be allotted $10,000 per fiscal year (contingent upon annual City Budget approval), to sponsor Special Events for eligible applicants whose events and programs support the City's mission and provide a community benefit. The respective Councilmember will have the authority to approve sponsorship requests and staff will process the sponsorship request(s) accordingly. Applicants (nonprofit organizations or city recognized neighborhood associations) may request sponsorship funds via Direct Payment or City Service Credit by submitting a Donation Request Form ("DRF") to the City Council, a sample of which is attached to this policy. All sponsorships are subject to the terms and conditions appearing on the reverse of the DRF. B. Eligible Applicants 1. Nonprofit Organizations: Qualifying nonprofit organizations that are incorporated as a nonprofit charitable organization that is tax exempt under section 501(c)(3) of the Internal Revenue Code are eligible for sponsorship funds via direct payment or City Service Credit. a. If not a non-profit organization, applicants may qualify for City Service Credit. City Service Credit varies and if approved, credit may or may not cover full cost of requested City services. 2. Neighborhood Associations: In the absence of 501(c)(3) status, City - recognized neighborhood associations may be eligible for sponsorship funds via City Service Credit or in the form of a direct payment to a 501(c)(3) entity acting as a fiscal sponsor for the association. C. Ineligible Applicants: 1. Entities that promote the sale or consumption of tobacco products; 2. Entities that promote the sale or consumption of illegal drugs; 3. Entities that promote gambling; City Council Special Event Sponsorship Policy 2 EXHIBIT 2 55B-6 4. Entities that promote the sale or consumption of alcoholic beverages, or that primarily sell alcoholic beverages such as bars, but not including restaurants; 5. Sexually oriented businesses as defined in Chapter 41, Article XVII of the City Code, and entities that promote the sale or dissemination of erotic materials or services; 6. Political parties or political advocacy groups; 7. Inappropriate expenditures such as professional sporting events, alcohol or jewelry. D. Use of Sponsorship Funds -The sponsorship Direct Payment or City Service credit may be applied towards the following: 1. Special Event expenses; 2. On-going program costs/expenses; 3. Special Events Application or Permit fee; 4. Reservation fees for facilities and equipment owned by the City; 5. City staff time, if required, including Police Department staff services; 6. Liability Insurance Fee (if acquired from the City). E. Donation Request Form — A DRF may be accessed via the City of Santa Ana website or the CMO. When submitted, a DRF must include the following information: 1. Contact Information; 2. Organization Information, must indicate valid Tax ID #; 3. Must select City Service Credit or Direct Payment Amount a. City Service Credit Amount; or b. Direct Payment Amount; c. Event Location; d. Description of Event/Purpose; e. Community Benefit (identify how the event, program, service will benefit the community and/or the event participants, briefly describe the positive impact to the community). 4. Applicant Signature & Date; 5. Applicants must submit a current W-9 Form with pertinent information and signature. City Council Special Event Sponsorship Policy 3 EXHIBIT 2 55B-7 IL Eligibility Criteria The City shall consider the following non-exclusive criteria: 1. Whether the expenditure is normal and customary; 2. The relationship and importance of the event to the City's mission; 3. Whether, and the extent to which, the event furthers one or more of the City Council's adopted focus areas; 4. Whether and the extent to which the event will create financial or administrative burdens on the City or require additional personnel; 5. The extent and prominence of communications to the public regarding the event; 6. The aesthetic characteristics of communications to the public regarding the event; 7. Whether the sponsorship will establish, or will be perceived as establishing an inappropriate association; 8. Whether the event is, or will be perceived to be politically oriented; 9. Whether the event is, or will be perceived to be religiously oriented; 10. Whether the event is, or will be perceived to be offensive to segments of the City's citizenry; 11. Whether the persons or organizations affiliated with the event manufacture products, take positions, or otherwise engage in activity that is/are inconsistent with local, state, of federal law, or city policies, city mission, or council's focus areas; 12.Otherfactors that might undermine public confidence in the city's impartiality or interfere with the efficient delivery of city services or operations. 1. Initial Review & Eligibility — Applicants must submit a Donation Request Form to the CMO at City Hall 8t' floor or via email at donationreauest(d-)santa-ana.org. DRFs are available on the City of Santa Ana's webpage and at the CMO located at 20 Civic Center Plaza, Santa Ana, CA 92701 or may be emailed by calling (714) 647-5200. a. City Manager's staff will review the DRF for eligibility and verify that the non- profit organization is listed and in good standing with the IRS. b. CMO will forward DRFs to the City Councilmember(s) from whom the donation was requested to obtain pre -approval of donation amount. 2. Pre -Approval — DRF must be pre -approved by the City Councilmember via email in order to grant the donation request. City Council Special Event Sponsorship Policy 4 EXHIBIT 2 55B-8 3. Approval — Once the CMO staff verifies that the Donation Request Form meets the eligibility criteria and the respective Councilmember approves the request, then the CMO will contact the Applicant via email to notify them of the approval and explain the payment process. 4. Direct Payment Voucher (DPV) — The CMO will fill out the "City Use Only' section of the DRF, obtain City Manager's signature on the Donation Form, then process the Donation Request Form via the City's Direct Payment Voucher process through the City's Finance Department. a. Journal Entry for City Service Credit — DRFs that indicate City Service Credit will be processed through Journal Entry Forms with the Finance Department in order to transfer the funds from the City Manager's Office to the department ensuring the costs/fees/staff time for the Applicant's event as outlined in the DRF. 5. Payment Confirmation — CMO will confirm that the Applicant has received the sponsorship payment, update the tracking spreadsheet, and inform the respective Councilmembers of their available balance for that fiscal year. 6. Election Years — CMO will be responsible for sending a reminder, in July, to Councilmembers that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31st," as outlined in the resolution. 7. Oversight — CMO is responsible for providing the City Council with quarterly updates of approved sponsorships, using a Receive & File agenda item to the City Council. CMO staff will manage and track each Councilmember's allocation per fiscal year and obtain review by the Finance Department for each approved DRF and on the Council quarterly update. 8. Questions/Concerns — should be directed to the CMO staff. City Council Special Event Sponsorship Policy 5 EXHIBIT 2 55B-9 City of Santa Ana 559 Special Event Sponsorship Donation Request Form ChyManagers Office -M-31 20 Civic Center Have P.O Boz 1988 Santa Ana. CA 92702 (714) 647-5200 .Contactr r Nam¢: Tttle. Address: Phone: Fm Email: Mflon Request Pre -Approved by Councilmember City Services ices Credit 1 flmount Requested: 1 teba Needed: h1a rfCouneilmember. IPlE+asie Choose From the Cat 6elc t ' , _ - -.I I _.,�1 � I___ _ _ � _ •J prirenAmount S�I�' — �ETime:qMP City Manager Signature: EveM DateRetm Approved Amount: Event Location- AMMS, City, State, Dp FM�lfpose: CommunOy Benefit Bysfgnfng, I have read and agree to bebamd bythe terns and conditions included on the reverse side of this Donation Request Form. - - Applicant Signature: Date: Mail: City Managers office -M•31 Email: donationrequeslQgsanta-anaorg 20 Civic Center Mara Fax: (714) 667-6916 P.O- Boz 1988 Santa Ana• CA92702 Revised 01131/1010 City Council Special Event Sponsorship Policy 6 EXHIBIT 2 55B-10 Pre -Approved by Councilmember ❑yE5 ❑SFO Pre -A oval Date: pW City Manager Signature: Approved Amount: Date. DPv 0: Revised 01131/1010 City Council Special Event Sponsorship Policy 6 EXHIBIT 2 55B-10 TERMS AND CONDITIONS Use of Fund;. The City has chosen to provide Recipient with fund; as noted on the Donation Request Form for an event to be held in the community because the City has determined that there is a public purpose to be served in supporting the Community Benefit C -Agreement"). In executing this Agreement and receiving the fimds, Recipient agrees to use the funds only for the purpose described and subject to the terms and conditions provided for in this Agreement. Should Recipient fail to we the funds for such purpose or otherwise comply fully with the terms of this Agreement. City shall have the right to termmate this Agreement and demand the return of the fimds pursuant to Section 3.2 below. Term; Termination of Agreement This Agreement shat take effect on the date first above written and remain in effect through Recipient's full expenditure of the fiords. The City has the right to terminate this Agreement upon one day's notice, with or without cause. Should the City terminate this Agreement, it shall also have the right to demand the immediate return of all funds protided to Recipient pursuant to this Agreement, as well as interest at the mate of ten percent (100%) per annum. Notwithstanding the foregoing, the indemnification provisions of this Agreement shall survive any expiation or termination of this Agreement. Waivers, Insurance or Other Obligations. For purposes of the City's protection, if the City determines that the funds will be wed for a purpose which may cause a significant rUof injury, the City may, in its sole discretion, require Recipient to provide certain insurance and participant waiverfrelease protections. This right shall be on-going and may be implemented by the City at any time, and all m --save and warverhelease forms shall be provided on forms, in amounts and with provisions acceptable to City. No Oversight by City. Nothing in this Agreement shall be implied or interpreted as City establishing or providing oversight, control or approval ofthe Community Benefit or any activities conducted by the Recipient. Indemnification. Recipient understands, acknowledges and agrees that Recipient shall assume all risks associated with the Community Benefit, including, but not limited to, the posability of death or serious trauma or injury. To this end. therefore, Recipient shall defend, indemnify and hold City and its officials, officer, employees, agents and volunteers fine and harmless from and against any and Al claims, demands, causes of action, costs, expenses, liabilities, losses, damages or iajmies, in law or equity, to property or persons, including wrongful death, in any runner arising out of or incident to any and all acts, omission, willfid misconduct or other activities of the Recipient or its officials, officer,, employees, agents, guests, participants attendees, and contractors, including. the performance of the Community Benefit or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. The only exception to the Recipient's obligations hereunder shall be for claim , demands, causes of action, costs, expenses, liabilities, losses, damages or injuries cawed by the sole negligence, sole willful misconduct or sole active negligence of the City. Recipient shall defend, at Recipient's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, it- officials, officers, employees, agents, or volunteers. Recipient shall pkv and satisfy any judgment, award or decree that may be tendered against the City or its officials, officers. employees, agents, or volunteers, in any such suit, action or other legal proceeding. Recipient shall reimburse City and its officials, officers, employees, agents, andlor volunteers, for any and all legal expenses and costs incurred by each of them is connection therewith or in enforcing the indemnity herein provided Recipient's obligation to indemnity- shall not be restricted or limited by insurance proceeds, if my, received by the City, its official, officer., employers, agents or volunteer. The indemnification provisions of this Agreement shall survive any expiration or termination of this Agreement Entire Contract/r�fodification. This Agreement contains the entire agreement of the Parties with respect to the subject matter hereof; and supersedes all prior negotiations, understandings or agreements. The tern and conditions of this Agreement may be altered, modified or amended only by uaitten agreement signed by both Parties. Authority to Enter Agreement. The person executing on behalf of Recipient represents and warrants that the Recipient has all requisite power and authority to conduct it: business and to execute, deliver and perform this Agreement. Each Party warrants that the individual- who have signed this Agreement have the legal power, right and authority to make this Agreement bind each respective Party. City Council Special Event Sponsorship Policy 7 EXHIBIT 2 55B-11 55B-12 City of Santa Ana Administrative City Council Adoption February 5, 2019 Policies and Procedures City Special Event Sponsorship Policy effective: January 1. 201 Sity-6eunsilSpecial EveRt SpenGeFsh p Policy Adepted-on- August -4, 2016. BACKGROUND In August 2015. the City Council approved the Special Event Soonsorshio fund providing each year. each Councilmember may spend no more than half of the allocated amount prior to December 31st." POLICY Possess This policy governs the approval of sponsorships of the City of Santa Ana ('City" > and city programs and services by external entities. Pursuant to this policy, the City will consider agreemerits nsorshio with eligible; %,ants that further the City's mission by providing monetary or in-kind support for City programs or services. However, the City recognizes that the public trust and perception of its integrity and impartiality may be damaged by sponsorships that: (a) establish, or are perceived as establishing an inappropriate association; - -- -- { Famutbd: Indent First line: 0.41' (b) or are perceived to be politically oriented; (c) are offensive to segments of its citizenry; or (d) are aesthetically displeasing. Le) When the City loses public trust and public perception of integrity and impartiality, its ability to govern effectively in the interest of its citizens is impaired. Therefore, the City will only consider sponsorships in limited circumstances as a means to generate funds or in-kind support for improving or expanding City programs and services. Therefore, the City will only consider sponsorships in limited circumstances as outlined in this policy. A. Available Funds - Each Councilmember will be allotted $10,000 per fiscal year (contingent uponFamotbd: Fontuvt. Not sold annual City Budget approval) to sponsor Special Events for eligible applicants that are that fomrthd: FMt12 EXHIBIT 3 55B-13 support the City's mission and provide a community benefit. The respective Councilmember will have the authority to approve sponsorship requests and staff will process the sponsorship request accordingly. Applicants (nonprofit organizations or city recognized neighborhood associations) may request sponsorship funds via Direct Payment or City Service Credit by submitting a Donation Request Form ("DRF") to the City Council (reference: Donation Request Form as attached in this olic . r --- I Fomatgd: Indent left 0.5', No bullets or numbering B. Eligible Applicants 1. Nonprofit Organizations: Qualifying nonprofit organizations that are incoroorated as a nonprofit charitable organization that is tax exempt under section 501(63 of the internal revenue code are eligible for sponsorship funds via direct payment or City Service Credit. a. If not a non-profit organization, applicants may Qualify for City Service Credit. City Service Credit vary and if approved, credit may or may not cover full cost of requested City services. 2. Neighborhood Associations: City -recognized neighborhood associations would are eligible for sponsorship funds via City Service Credit or in form of a direct payment through a fiscal sponsor 501(c)3 nonprofit organizations only. C. ' Ineliaible Applicants fierce-soensershia- •------ F,mmtted: Numbered+ Level: l+ Numbering Style: entities that are ineligible for co-sponsorship A, B, C.... + Start at 1 + Alignment Left + Aligned at 1. Entities that promote the sale or consumption of tobacco products 0.25-+ Indent at 0.5- _. 2. Entities that promote the sale or consumption of illegal drugs 3 Entities that promote gambling D. Use of Sponsorship Funds - The sponsorship Direct Payment or City Service credit may be a lied towards the following: 1. Special Event expenses: 2. On-going program costs/expenses: 3. Special Events Apolication or Permit fee: 4. Reservation fees for facilities and equipment owned by the City: 5. City staff time. "if required, including Police Department staff services: 6. Liability Insurance Fee (if acquired from the City). -" Fonnattad: indent Left 0.75-, No bullets or E. Donation Request Form - may be accessed via the City of Santa Ana website or the CMO. DRF numbering must include the following information: 1. Contact Information Fee at Font 12 pt Not Bold .EXHIBIT 3 Fomathmb Centered 55B-14 2. Organization Information, must indicate valid Tax ID # 3. Donation Request, must select City Service Credit or Direct Payment Amount a. City Service Credit Amount: or b. Direct PavmentAmount c. Event Location d. Description of Event/Purpose e. Community Benefit (identify how the event, program, service will benefit the community and/or the event participants, briefly describe the positive impact to the community) 4. Applicant Signature & Date 5 Applicants must submit a current W-9 Form with pertinent information and signature 2-.1_Whether the expenditure is normal and customary; 3-.2. The relationship and importance of the event to the City's mission; 43 Whether and the extent to which the event furthers one or more of the City Council's adopted focus areas, 5. Whether and the extent to which the event will create financial or administrative burdens onthe 4_City, or require additional personnel; 6,5, The extent and prominence of communications to the public regarding theevent; 7.6. Whether the sponsorship will establish, or will be perceived as establishing an inappropriate association; 37_Whether the event is, or will be perceived to be politically oriented; 48 Whether the event is, or will be perceived to bereligiously oriented, 3&9_Whether the event is, or will be perceived to be offensive to segments of the City's citizenry; 41-10. TThe aesthe', 1mUn GallORS to !he pub! 6 regarding -the event 42-11. Whether the person s or organizations{ affiliated with the event manufactures products, takes positions, or otherwise engages in activity that is inconsistent with local, sState, or (Federal law, or CltygollcieS, 6i'. , Council's focus areas; 4,3,12. Other factors that might undermine public confidence in the City's impartiality or interfere with the efficient delivery of City services oroperations. XHIBIT 3 55B-15 Formatted: Indent left 0" Formatted: Font 115 pt Bold Thick underline Formatted: Font: 11.5 pt Bold Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, If HL... + Start at 1 + Alignment Right + Aligned at 0.25" + Indent at 0.5" 'Il Formatted: Numbered + Level: 1 + Numbering Style: A, B. C,,,, + Start at: I + Alignment Left + Aligned at: di 0.11" + Indent at: 0.36" Formatted Numbered +LevN:l+Numbenng Style: 1, 2, 3, ... + Start at:1 + Alignment Left + Aligned at: 0.36'+Indent at 0.61' 'Formatted: Numbered + Level:1 + Numbering Style: 1, 2,3, ... + Start at 1 + Alignment Left + Aligned at 0.11" + Indent at: 0.36' Formatted: List Paragraph, Space Before: 0 pt Line spacing: Exactly 12.3 pt Numbered + Level:1 + Numbering Style: 1, 2,3.... + Start at 1 + Alignment Left + Aligned at 0.11" + Indent at 036", Tab stops: 0.61', Left + 0.61", Left Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at. l + Ngnment Left + Aligned at 0.11" + Indent at 036" -- - Formattek Numbered + Ievel:1 + Numbering Stye: L L 3.... + Start at 1 + Alignment Left + Aligned at 0.11'+Indent at 036' Formatted: Font 12 pt Not Bold Fomrttak CMtM'.d 6"I( GOURGII Gp_apOnnnrnA n nn1 n nn1 Gan be app! 'ed to the fn n 21.The oost of the Yspea al events permitfee,' ---' Formatted: Numbered + Level: l + Numbedng Style: L 2 3.... + Start at 1 + Alignment Lek + Aligned at 23m City staff time, if requiFed, Rdwding PGIlG9 DepaFtment staff 6 0.11'+Indent at 036' 24. Wability -fee: Qeq nqqnuptpd %vith nt.nnt bnr: Gann PROCEDURE a. City Manager's staff will review the DRF for eligibility and verify that the non-profit organization is listed and in good standing on the IRS website: https://apps.irs.gov/app/eos/. b. CMO will forward DRF's to the City Councilmember(s) from which the donation was requested to obtain pre -approval of donation amount. 2. Pre -Approval — DRF must be ore -approved by the City Councilmember via email in order to grant the donation reauest. Fomwtad: Fant 12 pt Not Bold Fomwttad: fantod .EXHIBIT 3 55B-16 cntena and the respective Councilmembers ore -approve the request, then the CMO will contact the Applicant via email to notify them of the approval and explain the payment process. a. Journal Entry for City Service Credit — DRF that indicate City Service Credit will be processed through Journal Entry Forms with the Finance Department in order to transfer the funds from the City Manager's Office to the department ensuring the costs/fees/staff time for the Applicant's event as outlined in the DRF. 5_ Payment Confirmation — CMO will confirm that the Applicant has received the sponsorship payment, update the tracking spreadsheet, and inform the respective Councilmembers of their available balance for that fiscal year. B. Questions/Concems - may be directed to the CMO staff. Farnrterd: Font u pt Not Bold �XFil61T 3 •; `- rwnmt"cwftw 55B-17 55B-18 m 55B-19 gQQ o 0 qgQ ggg o 0 8 x E p m s m ri a c c 3 is, 9w m w N8 N C O8b O p O p 8 $ p 8 8N p 8 8 p8 p8 GS S 8 8O OC 8w 8 B8 8 N P 1[! O N b N O O N O O r N Id O M N M w N N N M N N N N N N N N NNM NN M M mN yy O qm m m m aD aD a0 N s w a0 aG 0 m w w m m m N O Oi y Q •a X01 O SOV N W ylaj O (oV O y o A oV O AoV �` 0! o C C q o N W T l3 C YS E yE O {a Qt N Ca Yd til �d!! a r E N° N _ etl � E � E o o 0 c SO v U E ug a c u W d u0woE$ E N aoi g 7 a o c ac@� LL d rn (m1 e c d c y 3 N W c m W V o U U a E a m o E LLO u E 8 z .c'_ w m c_ g m'c$9c v a d E m —W 8-3 EW8 A c 3 E ER Ea m N H £ W N W m. N N CdJ� > C >m C C g' 9 C W W Z Z to N U IL X Y U K IL R Q O u> co N W a N E' d `m t o m o LD L 2 L E m W `� N za �$ `� c$ rd N W 3wo E m a o o N y v O c c 8 O O O $ c O O m N o LL a 'o E `o 0 5 a `o m `o o E d `o o `o v E� P Z. 2 UO e! N o¢ W 2N2 o 0 E > a o v W p� U Q 0 c ai v a 2 W E 7 w EEW W c L O d W d N W 1 W W 1 W L W LL W 7 W W W W L W W o mAm �U U a` f 4X p1 yC N W 0 CC 8C O L U L U W zm(n W O L U a` yW L U Ji L U �� W 000 �i W U L UUU L L L U�ii' U 8 c N IL m m m m m m w m yEE sEE sEE �EE iEE S 5E S E E p NNN N N N N � E o o F F F F F F e,2 0 W W W W W W aoO a s as a a a a. a d g^ Wo" T O T o T AR G C UL C � U C C C W W f W v � I i J m f 2 (0 N y 2 2� 2 E a 55B-19 01 M- 55B-20 2 m m m m m m # # § # - - m mm ■ 88888 a 880 m8 m § a .� B § aa§- •© §§ g §## ■ ■ � � | - -- --®-- - --- -- - . , .s.. ; i / - )| �� | ! \ § ` E 0 ! %, ! ` 0 7 | |#2 kirk$$§!k| ! , ® = ))l! um)E 2 til(n E / !k|\t$ n||ƒ2 § �`!f!! 720«|2 10 1 k c _ , ! !2 ! 2 r ! E \ ! E LD | ! 7 ° °8 k, !;;! { 0.6 i¥) §§ § f| 2 k k 2!� E! - !°v ) |%| 22 LO){ \\lkk� k z) /\ k 77$x$ , -a« a� a ) 7 p £££££ ; �, ! P E (i E k ;i$ $ - / as wm!!! 55B-20 2