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Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 7, 2021
TOPIC: City Council Special Event Sponsorship Policy
AGENDA TITLE:
City Council Special Event Sponsorship Policy Update
RECOMMENDED ACTION
Receive and file.
DISCUSSION
In August 2015, the City Council adopted a resolution approving the City Council Special
Event Sponsorship Policy. This policy outlines the process by which councilmembers may
recommend direct (cash) or in-kind (City services credit) sponsorship of eligible special
events and activities, up to $10,000 per councilmember per fiscal year (contingent upon
annual City Budget approval). Below is an overview of the parameters set forth by the
policy:
Eligible Applicants
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 cash
payment or City services credit.
Neighborhood associations: In the absence of 501(c)(3) tax-exempt status,
neighborhood associations recognized by the City are eligible for sponsorship
funds via City services credit or in the form of a direct payment to a 501(c)(3) entity
acting as a fiscal sponsor for the association.
City Council Special Event Sponsorship Policy
December 7, 2021
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Eligibility Criteria
Upon receipt of a request for sponsorship, staff reviews each request using the following
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.Other factors that might undermine public confidence in the City’s impartiality or
interfere with the efficient delivery of city services or operations
Use of Sponsorship Funds
The direct cash payment or City services 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)
Application Process
Initial Review and Eligibility: Applicants submit a Donation Request Form, a one-
page application outlining the details of the sponsorship request such as the
special event scope and community benefit. Staff reviews the Donation Request
Form to ensure its content meet the policy’s eligibility criteria.
Pre-Approval: The Donation Request Form must be pre-approved by the
specified councilmember in writing.
Approval: Staff contacts the applicant via email to notify them of the approval and
explain the payment process.
Payment: The Donation Request Form is used to either process a one-time
payment to the applicant or to transfer funds internally to be applied towards fees
incurred by the applicant for City services.
City Council Special Event Sponsorship Policy
December 7, 2021
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Reporting
From time to time, staff shares budget-to-actual data for each of the councilmembers’
$10,000 budget (or $5,000 for council seats during election years). Additionally, staff
maintains a data dashboard on the City website to visualize sponsorship expenditures:
www.santa-ana.org/mayor-and-city-council/special-event-sponsorship/dashboard.
Remaining Balance of Each Councilmember’s $10,000 Discretionary Sponsorship Fund
Below is each councilmember’s remaining balance of his or her discretionary fund for
FY 2021-22:
Mayor Sarmiento - $3,678
Mayor Pro Tem Penaloza - $6,500
Councilmember Phan - $6,325
Councilmember Lopez - $9,400
Councilmember Bacerra - $9,500
Councilmember Hernandez - $3,502
Councilmember Mendoza - $0
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
Submitted By: Kristine Ridge, City Manager
Approved By: Kristine Ridge, City Manager