12/23/2025
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RiversideCA.gov
Proposed Citywide Ward-Specific Events, Programs or Projects PolicyGovernmental Processes Committee January 7, 2026City Manager’s Office RiversideCA.gov2
August 6, 2025: GPC Reviewed the proposed policy and supported it with minor clarificationsOctober 28, 2025: City Council did not adopt the policy and referred the item back to GPCPurpose today: Review feedback and provide direction on policy revisionsBACKGROUNDWhy This Item is Back
12/23/2025
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DISCUSSION•During discussion, City Council raised policy questions and concerns regarding roles, election cycles, post-event reporting, and budget visibility•The following slides summarize key themes from Council discussion•GPC direction today will guide staff revisions to the proposed policy to either return to GPC or the City Council, as appropriate City Council Feedback GPC Direction Staff Revises Policy Return to GPC/Council RiversideCA.gov4
ROLES, AUTHORITY & APPROVAL PROCESS •Need clearer understanding of how events move from idea to implementation•Who has final decision-making authority?•Approval chain could benefit from additional detail/timeline clarificationCouncil Feedback•When/how should Council input occur?•How should roles and responsibilities be clarified?•What level of process detail is appropriate in the policy? Committee Input Requested 12/23/2025
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ELECTION CYCLES & BRANDING •When does the 90-day election period begin?•Should recurring annual events be allowed near elections?•Should Councilmember names be attached to events?•Limits on marketing or promotion during election periodCouncil Feedback•Should election-cycle safeguards focus on timing, branding, or both?•Should generic event naming be required (e.g. “Ward 2 Event”)? •How should recurring annual events be handled?Committee Input Requested RiversideCA.gov6
POST-EVENT REPORTING •Broad support for requiring a post-event summary to be sent to applicable Councilmember and Department lead•Need consistent information on what occurred and lessons learned•Information suggested:–Event/Project name and date–Total cost broken down by category–Attendance or participation #s–Partners or vendors involved–Lessons learned and recommendationsCouncil Feedback•Should post-event reporting be required for all events, programs, or projects?•Should reporting vary based on event size or duration?•Use of a simple dashboard for larger events or ongoing programsCommittee Input Requested 12/23/2025
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PRE-EVENT PLANNING •Benefit of early, consolidated planning for the year ahead•Reduces last-minute requests and mid-year changes•One comprehensive planning meeting per year with each Council office and the Arts & Cultural Affairs team•Outline anticipated events, priorities, and expectationsCouncil/Staff Feedback•Should a pre-event planning process be incorporated into the policy?•When should planning occur and at what level of detail?Committee Input Requested RiversideCA.gov8
BUDGET VISIBILITY & COST STRUCTURE •Requested regular visibility into ward event account balances•Need to understand how much is spent for each event•For City-related expenses like permits, staff time, etc., should there be a separate budget line item? •Visibility supports accountability and response to resident questionsCouncil Feedback•How should budget information be shared with Council offices?•Frequency of budget updates (after events, periodic summaries, quarterly?)•Whether any changes to City-service related costs should be consideredCommittee Input Requested 12/23/2025
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That the Governmental Processes Committee:1. Review City Council feedback on the proposed Ward-Specific Events Policy2. Provide Direction on key policy areas:•Roles and event approval process•Election-period rules •Pre-event planning and Post-event reporting expectations•Budget visibility and transparency3. Direct staff to revise the proposed policy and return it to the GPC or City Council for further consideration RECOMMENDATIONS