HomeMy WebLinkAbout29B - AUDIO VISUAL EQUIPMENTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 19, 2016
TITLE:
AUDIO - VISUAL EQUIPMENT AND
DEVELOPMENT OF EQUIPMENT
RESERVATION PROGRAM FOR
COMMUNITY MOVIE EVENTS
(STRATEGIC PLAN NO. 5,4)
r
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 19' Reading
❑ Ordinance on 2 "d Reading
�] Implementing Resolution
Set Public Hearing For
CONTINUED TO
Authorize the expenditure of $15,000 for audio - visual equipment and subsequent development of
an equipment reservation program, subject to non - substantive changes by the City Manager and
City Attorney.
DISCUSSION
Staff evaluated several options to provide neighborhood associations the ability to host "movie in
the park" community movie nights. Such events would be hosted by neighborhood associations
or other eligible non - profit entities. Events would be open to the community and no admission fee
would be charged to view the movies. The cost for this equipment is $10,000.
Additionally, movie licensing fees range from $275 -$375 per movie for a screening of 0 -200
attendees. The City will allocate $5,000 in additional funding to offset the cost of these licensing
fees, for miscellaneous equipment, and other related costs to administer the program, bringing
the total amount allocated for FY 15/16 to $15,000. An estimated ongoing annual cost of $3,000
would be included in the base budget for subsequent Fiscal Years beginning in FY 16/17.
Funding is available due to savings from the redistribution of funds from the HEART program,
which received alternative Non - General Fund money.
An account will be created to distribute the funds for licensing costs. A separate purchase order
or agreement with a licensing company will be developed to accommodate such a process. The
proposed process would require the neighborhood association or eligible non - profit entity to
collect the signatures of at least one area school principal and one additional neighborhood
association, acknowledging that they were invited to participate in the event. If approved, staff will
develop a form and process for reserving the equipment.
2913-1
Purchase Audio - Visual Equipment and Development of Equipment Reservation Program for
Community Movie Events
January 19, 2016
Page 2
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
Funding for this program in the amount of $15,000 is available in the FY 2015 -16 General Non -
Departmental account (01105015- 66400). Ongoing yearly expenses of $3,000 will be included in
the base budget starting FY 2016 -2017.
APPROVED AS TO FUNDS AND ACCOUNTS
Pz
Fr ncisco Gutierrez
Executive Director
Finance and Management Services Agency �^
29B -2