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HomeMy WebLinkAbout2019-007 - Approving the Revised City Special Event Sponsorhsip Policyjmf 1/30/19 RESOLUTION NO. 2019-007 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: Resolution No. 2019-007 Page 1 of 9 The City Council approves the revised City Special Event Sponsorship Policy attached hereto as Exhibit 1. 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, 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 5t' day of February, 2019. APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: 0M/. Jo. Funk As istant City Attorney AYES: Councilmembers Iglesias, Penaloza Pulido, Sarmiento, Solorio, Villegas (6) NOES: Councilmembers None (0) ABSTAIN: Councilmembers None (0) NOT PRESENT: Councilmembers Reyna (1) Resolution No. 2019-007 Page 2 of 9 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Norma Mitre, Acting Clerk of the Council, do hereby certify the attached Resolution No. 2019- 007 to be the original resolution adopted by the City Council of the City of Santa Ana on February 5, 2019. Date: 1x-112-/9 C Norma Mitre Acting Clerk of the Council City of Santa Ana Resolution No. 2019-007 Page 3 of 9 i.. +x:. 4 Administrative Zlff;�, = City Council Special EventSponsorship Policy 1r' Original City Council Adoption August 4, 2®t6 Adopted as Revised: February 5, 2019 To establish a City Council Special Event. Sponsorship Policy and guidelines for disbursernent of discretionary funds approved by City Courrcllrnembers to sponsor city programs, services, and special events produced by qualified nonprofit organizations and/or City recognized neighborhood assoclalions, I o August 2415, the City Council approved the Special Event Sponsorship fund providing the Mayor and GounclImembers with the opportunity to allocate sponsorship, up to $10,000 per fiscal year (contingent upon annual Cily Budget approval), for special events conducted by qualifiednonprofit .organizations or ltyrecognized neighborhood assoolat ons. The resolution, as, adopted In August 2015, specifies that, "d'uring an election year, each Counclimernber may spend no more than half of the allocated amount prior to December 31sk." This pollcy +governs the approval of sponsorships by the City of Santa Ana {"CIV) of special events, programs and services conducted by external local entities. Pursuant to this policy, and as approved by the respective Councilmember, the City vAl 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,. t;owever, the City reoognizes 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; Clty Council Spedal Event Spnnmouhlp Policy t Exhibit 1 Resolution No. 2019-007 Page 4 of 9 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. I. UaPsterahik_t3pr aanitles A. Available Funds - Each sCcuncilmember will be allotted $10,000 per fiscal year (contingent upon annual City Budget approval), to sponsor Special Events for eligible applicants whoseevents and programs support this City's mission and provide a community benefit. The respective Councilmernbor will have the authority to approve sponsorship requests and staff will process the sponsorship requesl(s) accordingly. Applicants (nenproftt organizations or city recognized neighborhood associations) may request sponsorship funds via Direct Paymont cr City Service Credit by submitting a Donation Request Form ('DRF") to the City Council, a sample of which Is attached to this policy. Ali sponsorships are subtect to the terms and conditions appearing on tho reverse of the DRK B. Eligible Applicants Nonprofit Organizations., Qualifying nonprofit organizations that are Incorporated as a nonprofit charitable organization that is tax exempt under section 501(cX3) 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 quality for City Service Credit_ City Service Credit varies and if approved, credit may or may not cover ful I cost of requested City services. Neighborhood Associations: In the absence of 501(c)(3) status, City - recognized neighborhood associations may be eligible 'tor 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; . Entities that promote the sale or consumption of Illegal drugs,, 3. Entities that promote gambling; City Council Special Event Sponsorship Policy 2. Resolution No. 2019-007 Page 5 of 9 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 ordisseminatlon of erotic materials or services; 6. Political parties or political advocacy groups; 7. Inappropriate expenditures such as professional sporting events, alcohol or jewelry. C. Use of Sponsorship Funds - The sponsorship Direct Payment orCtty Service credit may be applied towards the following: 1, Special Event e"nses; F. ren -going program costsfexpenses, 3. Special Events Appilcatlon or Permit fee; 4Reservation fees for facilities and equipment owned by the City; 5, City staff tinie, If requlred, Including Police Department staff services; 6, Liability Insurance Fee (if acquired from the Clty9 E. Donation bequest Form — A DRF may be accessed via the City of Santa Ana website or the CMO, When submitted, a DRI= must Include the following Information: 1. Contact Information, 2. Organization inrormation, must Indicate valid Tax 10 #; 3. Must select City Service Creditor Dtrect Payment Amount a. City Service Credit Arno unt;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 parildpents, briefly describethe positive Impact to the community). 4. (Applicant Signature & hate, 5. Applicants must submit a current trti/_g Form with pertinent Information and signature. City Council Special Event Sponsorship Polly 3 Resolution No. 2019-007 Page 6 of 9 H. gligibft 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 misskan; 1 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; 6. The extent and prominence of communications to the public regarding the event„ 6. The aesliaelic characteristics of communications to the public regarding the event; 7. Whether the sponsorship will establish, for will be perceived as establishing an inappropriate association; 8. 'Whether the event Is, orwill be perceived to be politically oriented, fa. Whether the event is, or will be perceived to be religiously oriented, 16, 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 Islare inconsistent with local, state, of federal taw, or city policies, city mission, or council's focus areas; 12. Other factors 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 roust submit a Donation Request Form to the CMO at City Wall 8u, floor or via email at donationreotr a Santa:pno,orn. DRF9 are available on the City of Santa Ana's waebpage and at the CMO located at 20 Civic Center Plaza, Santa. Ana„ CA 92741 or may be emalled by calling (714) 647-52M m 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, CMGC will forward DRFs to the City Councilrnember(s) from wham the donation was requested to obtain pee -approval of donation amount, 2, Pre -Approval —'CRF must be pre-epproved by the City Councll ember via email In carder to grant the donation request. City CoUndl Special Euent Spansorshfp Poricy4 Resolution No. 2019-007 Page 7 of 9 3. Approval —Croce the CMO staff verifies that the Conation Request Form meets the eligibility criteria ,and the respective Cou nclimember approves the request, then the CMO will contact the Applicant via email to notiify them of the approval and explain the payment process. 4. Direct Payment Voucher (DPV) —The CMOwlli fill out the "Coy 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 tha funds from the City Manager's Office to the department ensuring the costsffeasi'staff time for the Applicant's event as outlined In the DRF. 6. Payment Confirmation — CMC will confirm that the Applicant has received the sponsorship payment, update the tracking spreadsheaL and Inform the respective Coauncllmembers of their available balance for that fiscal year. 6. Election 'yearn — +CK40 will be responsible for sending a reminder, In July, to Councilrnembers that, ",during an election year, each Counolimember may spend no more than had of the allocated amount prior to December 31ai," as outlined in the resolution. 7. oversight — CMCJ la responsible for providing the City Council with quarterly updates of approved sponsorships, using a Receive, & File agenda Item to the City Council. CMC staff will manage and track each Counclimembees allocation per fiscal year and obtain review by the f=inance Department for each approved DRF and on the Council quarterly update. B. QuestfornsfConcerns.— should be directed to the CMC staff. Resolution No. 2019-007 Page 8 of 9 City ff'Santa Ana riryManagsts OYlGetr—H.7'i Special Event Sponsorsh;p me lP via p ti�„^v¢; Saom Jinx f"J4 Sna? Donation Roquest Form P'fe)ru-M -,Ityl;MAM audit bunt Raquw>;e9: �rJsfaffaeded F IagtiaJCqunra}.:�mter tSblsc Chaasu F'Fcmfkea t9»Rsfs� '.Iraal PY}wEMDln4;IsA I .. PJIt ©Yl a: rent 7Lma: �.. -. aqutr3esd: Evvnt6ueuSam Ii''�''� rab am srek, 2v P - atrhUPuryusn: Cummunity6anbfld --- Ayaoin lg. Jfrfro foal ea rJLpraFfaAehal+edbyhtm karmamnd'culdlansinsAfded'an tke ruxsrsa nWraaft rr KAaJraqua€t Pere, 1.11Pp:Tn1n1'SeGnucunc =`-T oa9n:- FEE a CnunbUmmW _ rte' �tCt PFrJlWWOIDa'Iu: CiLyJJindOwflanitim--•..--.-'--"------...... ,nl oyB dAmgn d: .. .. �_- ,ME DPMd. �,—......_b Avi"4014tolo City Council Special Event Sponsorship Policy 6 Exhibit 2 Resolution No. 2019-007 Page 9 of 9