STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of October 22, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Timothy Rood, AICP, Community Development Director Christopher Roke, Parks and Recreation Director
SUBJECT: City-Sponsored Event Policy Amendments
RECOMMENDATION ACTION:
Approve a resolution amending the City-Sponsored Event Policy to allow the City Manager to fully or partially waive facility rental fees as well as permit fees as an in-kind contribution to community events that the City chooses to co-sponsor with City-recognized nonprofit groups.
BACKGROUND:
Since approximately 2007, the City has recognized and supported community-based nonprofit organizations that improve and enhance the quality of life for the residents of Hercules through the City’s Nonprofit Group Recognition Program. Each year, the Recreation Department accepts nominations, which are reviewed and acted upon by the City’s Community and Library Services Commission. Currently there are 14 nonprofits recognized by the City (Attachment 3). City-recognized nonprofits are eligible for reduced rates on facility rentals and are eligible to use certain City facilities at certain times for business meetings.
On March 12, 2024, the City Council approved a City-Sponsored Event Policy that allows, but does not require, the City manager to approve partial or full reductions in permitting fees, such as fees for Temporary Use Permits, for community events the City chooses to co-sponsor with City-recognized nonprofits. The policy provides that co-sponsored events must be nonpartisan, nonsectarian and open to the entire Hercules community. However, the policy does not currently allow the City Manager to waive or reduce facility rental fees below the already-reduced rates charged to City-recognized nonprofits.
Indoor and outdoor events held at City facilities such as Refugio Valley Park, the Hercules Library or the Community Swim Center are subject to facility rental fees but do not require temporary use permits unless 100 or more attendees are anticipated. Thus, under the current policy, City co-sponsorship does not provide any financial benefit to the organizers of these smaller events.
ANALYSIS:
To provide an increased benefit to the sponsors of City-cosponsored events, staff requests that the Council amend the City-Sponsored Event Policy to allow the City Manager at his or her discretion to fully or partially waive facility rental fees, in addition to permit fees.
Under the proposed amended policy (Attachment 2), City-recognized nonprofits applying for Special Event permits and/or facility rentals could request a fee waiver or reduction as well as a rental facility fee reduction at the time of application. The City Manager would determine within ten business days whether the City wished to co-sponsor the event and the extent of the fee reductions or waivers.
FISCAL IMPACT:
The proposed policy would reduce the facility rental fees accruing to the General Fund. The amount of the reduction would depend on the number of events co-sponsored with City-recognized nonprofits, as well as the extent of the fee reductions or waivers granted by the City Manager.
In 2023, City-recognized nonprofits rented City facilities for four events that included Bottles and Bites, Crab Feed, Career Fair, and Breakfast with Santa. The current facility rental fees for these events are estimated at $4,500, all or part of which could be contributed in kind by the City under the proposed policy.
ATTACHMENTS:
1. Resolution Amending the City-Sponsored Event Policy
2. Proposed Amended City-Sponsored Event Policy
3. City-Recognized Nonprofit Groups