STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of July 26, 2022
TO: Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Christopher Roke, Parks and Recreation Director SUBJECT: Hercules Special Event Funding Plan for FY 22-23 RECOMMENDED ACTION:
Staff recommends that the City Council:
Approve the proposed list of special events and maximum funding limits for FY 22-23; and Authorize the City Manager to enter into an agreement with the Bayfront Chamber of Commerce to coordinate and operate four special events for the 22-23 fiscal year for an amount not to exceed thirty-five thousand dollars ($35,000); and Authorize the City Manager to work with the City of Pinole to plan a Co-sponsored Fourth of July Firework Celebration event for July 2023 for an amount not to exceed twenty-five thousand dollars ($25,000).
FISCAL IMPACT:
During the FY 2022-23 budget sessions, the Hercules City Council earmarked sixty-thousand dollars ($60,000) to be used for special events. Staff has identified five special events to be coordinated in partnership with the Bayfront Chamber of Commerce and the City of Pinole.
BACKGROUND:
In the FY 2021-22, the Hercules City Council entered into an agreement with the Bayfront Chamber of Commerce to implement five (5) special events for the City of Hercules with compensation not to exceed twenty-five thousand dollars ($25,000). Additionally, City Council allocated seventy-five thousand dollars ($75,000) and authorized staff to explore the potential to work with the City of Pinole to co-sponsor a fireworks celebration on July 4, 2022.
Due to the continued impacts of COVID-19, only 3 of the 5 events planned with the Chamber were held, resulting in a savings of ten thousand dollars ($10,000). Staff also entered into a partnership with the City of Pinole to co-sponsor and split the costs of a fireworks celebration, resulting in a saving of forty-three thousand dollars ($43,000). Taken together, approximately fifty-three thousand dollars ($53,000) allocated for special events in FY 21-22 can be returned to the general fund for future uses.
DISCUSSION:
During the FY 2022-23 budget sessions, the City Council earmarked sixty-thousand dollars ($60,000) for special events. Staff recommends partnering with the Bayfront Chamber of Commerce again this year to coordinate National Night Out, Bayfront Festival & Fun Run, Bottles and Bites, and a Cultural Festival for an amount not to exceed thirty-five thousand dollars ($35,000) and exploring another partnership opportunity with the City of Pinole to host a Fourth of July Fireworks Celebration next year for an amount not to exceed twenty-five thousand dollars ($25,000). The chart below and the reports attached to this report provide additional details on the proposed special events for FY 22-23.
PROPOSED
EVENT DATE
EVENT TITLE
PROPOSED CITY CONTRIBUTION
August 2, 2022
National Night Out (at Refugio Valley Park)
$5,000
October 2, 2022
Bayfront Festival and Run (at the Bayfront)
$7,500
March 26, 2023
Bottles and Bites (at the Community Swim Center)
$5,000
June 3, 2023
Cultural Festival (at Refugio Valley Park)
$17,500
July 4, 2023
Fourth of July Celebration and Fireworks Show
$25,000
TOTAL
$60,000
ATTACHMENT:
Resolution
Description of Proposed City-Chamber Events for FY 22-23