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July 28, 2026
ITEM TITLE
City Council Referrals: Presentation on City Council Referrals Related to Events and Associated Policies Report Number: 26-0240
Location: No specific geographic location
Department: City Manager
G.C. § 84308 Regulations Apply: No
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the State California Environmental Quality Act (CEQA) Guidelines. Therefore, pursuant to State CEQA Guidelines Section 15060(c)(3), no environmental review is required.
Recommended Action
Receive the staff presentation on recent City Council referrals related to events and associated policies, provide direction to staff, and, as appropriate, direct staff to return with policy recommendations for City Council consideration and adoption.
SUMMARY
Over the past year, the City Council has referred several matters related to events and associated policies for staff review. This report responds to those referrals by presenting the requested information and providing the City Council with an opportunity to discuss the issues and provide direction. Based on Council direction, staff will return with recommended policy updates, as appropriate.
ENVIRONMENTAL REVIEW
The proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA), and it has been determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
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DISCUSSION
Over the past year, City staff has received several City Council referrals regarding special events and associated policies. The following sections summarize the requested information, present staff's responses, and identify policy considerations related t o each referral. This presentation is intended to facilitate City Council discussion, gather policy direction, and identify any additional items for staff evaluation. Following Council direction, staff will return with proposed policy updates, as appropriate.
Referrals
On September 23, 2025, staff presented Council Policy 102 -07, City of Chula Vista Special Event Sponsorship and Endorsement, to the City Council for discussion and received feedback regarding potential policy updates (Attachment 1).
On April 14, 2026, Councilmember Preciado initiated a referral requesting guidance on the use of the City logo and City seal. The referral also requested clarification regarding Councilmember -hosted events and community meetings, including the allowable use of City budgets, staff resources, and equipment.
On May 5, 2026, Councilmember Inzunza initiated a referral requesting a comprehensive accounting and policy review of City-hosted and City-sponsored civic events, including State of the City events, swearing-in cer emonies, and similar civic events. The referral requested information regarding event-related costs, staff time, reimbursements, pending reimbursement requests, vendors, invoices, contracts, sponsorships, donations, behested payments, in -kind contributions , funding sources, public purpose findings, and Mayor and City Council credit card or procurement card expenditures.
At a subsequent meeting, the requested reporting period was narrowed to November 2022 through the present. The requested information is provided in Attachment 2. On May 5, 2026, Councilmember Preciado also requested a comprehensive accounting of the costs associated with holding the State of the City event off-site, including public and private expenditures, City costs, sponsorships, donati ons, and other related financial contributions (Attachment 2). The referral further requested that the City Attorney provide guidance regarding the legal, policy, and procedural considerations for determining the location of future State of the City events.
City Policies
Several existing City policies address the topics raised in these referrals. While no single policy governs all of the requested issues, the following policies provide the primary framework for staff's response:
1. Council Policy 102 -07 City of Chula Vista Special Event Sponsorship and Endorsement Policy (Attachment 1)
2. Council Policy 270-01 Donations to the City Policy (Attachment 3)
3. Council Policy 100-01 City Identification Program: Use of Seal and Logo (Attachment 4) Staff is seeking Ci ty Council feedback on these policies based on the information presented and will return with recommended policy updates, as directed.
Special Events
The City's current Special Event Sponsorship and Endorsement Policy (Council Policy 102-07, adopted May 5, 2015) establishes the framework through which the City may sponsor or endorse special events held within the City. The policy is intended to support events that enhance community vitality, engagement, cultural celebration, and economic prosperity.
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Under the existing policy, events fall into two classifications:
1. Sponsored Events
Sponsored events are special events for which the City provides underwriting, significant staff support, and/or direct General Fund contributions. Sponsorship requires a majority vote of the City Council, or a 4/5 vote when a budget appropriation is needed. Sponsored events are typically large- scale, high -impact public events that attract substantial attendance and provide a meaningful financial or promotional return to the City. Exa mples historically include HarborFest and the Starlight Parade.
The policy outlines the responsibilities of the City Manager’s Office, event coordinators, and Councilmembers serving as event “leaders,” including budget development, contracting, and fundraising as necessary.
2. Endorsed Events
Endorsed events are those in which the City provides limited staff support to help facilitate the event, at the discretion of the City Manager or designee. Endorsement is available to events sponsored by governmental agencies, educational institutions, and nonprofit partners that support City operations (e.g., Friends of the Library, Firefighters Foundation, PAL). Endorsement may also be granted by majority vote of the Council.
Endorsed events may use the City name and logo with prior approval. While Policy 102-07 provides a framework for sponsorship and endorsement decisions, it does not establish a comprehensive classification system for the wide variety of special events conducted today. As the number and diversity of events have increased, the existing two-category structure has become less effective for consistently assigning operational responsibilities, allocating City resources, evaluating community benefit, and aligning cost recovery practices.
While Policy 102-07 provides a framework for sponsorship and endorsement decisions, it does not establish a comprehensive category system for the wide variety of special events conducted today. As the number and diversity of events have increased, the exis ting two -category structure has become less effective for consistently assigning operational responsibilities, allocating City resources, evaluating community benefit, and aligning cost recovery practices.
Based on previous City Council feedback, staff is proposing an expanded event category framework to improve consistency, transparency, resource planning, risk management, and alignment with City priorities.
The proposed framework identifies eight event categories, each with clearly defined levels of City involvement and responsibility.
1. Signature Events - City-owned, City-produced flagship events with full funding responsibility and operational control by the City. Requires City Council designation by majority vote or 4/5 vote if new appropriations are ne eded (per the standard budget amendment process) . These events highlight Chula Vista’s cultural identity and community engagement priorities.
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2. Civic Events - City-led or coordinated events funded primarily through City controlled funds to support civic functions, public recognition, or intergovernmental partnerships. City funding may be supplemented by donations.
3. Department Events - Events produced independently by City departments, through the City Manager’s office, to support departmental missions or programs. Departments plan, staff, fund, and brand these events using approved logos.
4. Partnered Events - Events collaboratively planned, funded, and delivered by the City and one or more external organizations through a shared commitment of resources, respo nsibilities, and decision-making. Partnered Events advance a mutually beneficial public purpose that aligns with the City’s strategic priorities and the partner organization’s mission.
5. Sponsored Events - Externally produced events that provide community benefit and may receive up to $10,000 in City financial support at the discretion of the City Manager. The City does not manage operations or planning.
6. Supported Events - Externally produced events that may receive limited in -kind City services or logistical assistance, based on staff availability and City resource capacity.
7. Endorsed Events - Externally produced and funded events that receive formal City recognition only—no financial, staff, or operational support. May receive proclamations or letters of support.
8. Permitted Events - Events requiring a City-issued permit to occur on public property or within the public right of way. Receiving a permit does not constitute sponsorship or support. Event organizers are responsible for compliance with codes, safety requirements, insurance, and operations.
Staff also recommends clarifying in Policy 102-07 that Sponsored, Supported, and Endorsed events may take place outside the City.
A list of recurring Signature Events, Civic Events, and large Department Events, together with the proposed category for each event, is provided in Attachment 7. We will be seeking feedback on the proposed category each event has been assigned at the July 28 City Council meeting.
Special Events, including State of the City
A deta iled accounting of special events, including State of the City, expenditures, funding sources, sponsorships, donations, behested payments, and other financial contributions responsive to City Council Referrals 3 and 4, is provided in Attachment 2.
Donation expenses in Attachment 2 consist of Donations/Sponsorships or Behested Payments/Sponsorships. A donation is a voluntary contribution of money, goods, or services made directly by a donor to support a governmental, charitable, or civic purpose without being requested or solicited by a public official acting in their official capacity. In contrast, a behested payment is a payment made to a governmental agency or nonprofit organization at the request, suggestion, or solicitation of an elected official for a legislative, governmental, or charitable purpose. While behested payments are generally not considered campaign contributions or gifts under California law if they serve a legislative, governmental, or charitable purpose, they are subject to specific disclosure requirements under the Political Reform Act when applicable.
The primary distinction between the two is the involvement of the elected official: donations are initiated voluntarily by the donor, whereas behested payments are prompted by the request or encouragement of an elected official and may require public reporting.
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Consistent with state law, City funds may only be spent for a valid public purpose regardless of the source. A valid public purpose exists if the expenditure serves a direct, legitimate public purpose rather than benefiting a private individual or entity. The primary test is whether the funds support the City's mission, with courts generally deferring to the legislative body if a rational basis for the public benefit is documented. An expense is for a valid public purpose if it informs residents, promotes civic engagement, or supports economic development.
Chula Vista Municipal Code section 2.04.020 provides that regular meetings must be held in Council Chambers. Generally, the Stat e of the City report has been agendized as a special meeting, which does not need to be held in Council Chambers. Accordingly, the City has the ability to hold the State of the City report at locations other than Council Chambers so long as the meeting complies with applicable law, including the Brown Act.
Council Community Events
The City Council requested guidance regarding Councilmember -hosted events and community meetings, including the appropriate use of City funding, staff resources, equipment, branding, and communications support. The City Attorney’s Office will provide guida nce related to these issues in a forthcoming memorandum.
Use of the City Logo and City Seal
Staff was directed to provide guidance regarding the use of the City logo and City seal. Existing administrative practices, legal considerations, and proposed policy clarifications are summarized below for City Council discussion.
Adopted on August 6, 1985, and revised on September 23, 2025, the City Identification Program, Use of Seal and Logo (Policy No. 100 -01) was established to ensure consistent use of the City Seal and Logo and to protect the integrity of these official identifiers (Attachment 4). To suppleme nt the policy, the Office of Communications created a brand guide in April 2026 that outlines rules for color, spacing, and other visual elements when using the City Logo (Attachment 6).
Key elements of Policy 100-01 state that the Seal and Logo may not be altered in any manner. In addition, all proposed uses of the Logo require approval by the City Manager or their designee prior to implementation.
The City Seal serves as the official mark of the City and is used to authenticate and validate official documents, certifications, and ceremonial materials. Any exceptions to these purposes require a written request to the City Clerk and approval from the City Council or City Manager.
To maintain the integrity of the City Logo and Seal and establish a consisten t City brand, an automated approval process will be implemented for all new uses of these marks. The City Manager’s Office will work with elected officials and departments to reproduce or replace any items in inventory that may be out of compliance.
Lastly, the Office of Communications is developing a variety of design options that pair the City Logo with elected officials’ names and titles for a range of public -facing uses, such as banners, pop -up canopies, and more.
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DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no direct fiscal impact associated with receiving this report. Any fiscal impacts from council direction will be incorporated in a future item for Council consideration.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact as a result of this item.
ATTACHMENTS
1. Council Policy 102 -07 City of Chula Vista Special Event Sponsorship and Endorsement Policy (effective May 05, 2015)
2. Accounting of Special Events
3. Council Policy 270-01 Donations to the City Policy (last revised May 20, 2025)
4. Council Policy 100-01 City Identification Program: Use of Seal and Logo (last revised September 23, 2025)
5. Logo Graphic Standards
6. Brand Style Guide (April, 2026)
7. List of Reoccurring City Events
Staff Contact: Marco Verdugo, City Attorney
Courtney Chase, Deputy City Manager
Adrian Del Rio, Finance Director
Joy Whatley, Director of Library Services
Edward Prendell, Budget and Analysis Manager
John Cihomsky, Chief Communications Officer
Lois Yum, Special Projects Manager
Daniel Bermudez, Special Events Coordinator