EXHIBIT “A”
Citywide Ward-Specific Special Events, Programs or Projects Policy
PURPOSE:
Provide consistent framework, programming, expectations and appropriate spending for city event(s) within the specific wards that provides a community event, programming or project equitably throughout the community and for the community.
POLICY:
Establish a standard procedure for the development, management and implementation of Ward Specific events, programs and/or projects.
What type of events/projects are allowable through this program:
Events: Fairs, Expos, festivals, music events, car shows, art events, runs, etc.
Projects: Open and accessible in the public right of way; on City Property or in conjunction with city department or program; art and cultural installations Criteria:
Open and/or accessible to the public
Event/Project is within the designated Councilmember’s Ward boundaries The event shall not be used for any political or campaign purposes, including but not limited to being affiliated with, in support of, or in opposition to, a political party, candidate for any political office, or political group/issue
Event branding is to be associated with the City’s Local Vibes branding but may use Ward number or neighborhood name and will not include the Councilmembers’ names or logos
When are events/projects allowable to be implemented:
Anytime up to 90 days Preceding an election in which the Councilmember’s name will appear on the ballot, except where the event is an annually occurring event which has occurred for at least three years prior to the election.
Able to partner/collaborate with a nonprofit or outside organization. Can NOT sponsor an event
Who implements these events/programs/projects and approves budgets:
These events/projects are implemented by City staff not elected officials.
Able to partner/collaborate with a nonprofit or outside organization. Can NOT sponsor an event
Money Allotted to each Ward:
Will be reviewed during the budget process. If the City budget is fiscally challenged each Ward amount will be reduced and/or eliminated per the direction of approved budget through City Council
Monies are not allowed to be donations to organizations or individuals (e.g. a team going on a special trip, an artist looking for donations for an event or program)
Reporting:
Following each Ward event, the Arts and Culture team will provide a post -event report to the respective Councilmember. In addition, the team will present an annual summary report to the full City Council in the fall.
PROCEDURE:
Responsibility Action
Arts & Cultural
Designated Staff
Councilmember
Arts & Cultural
Designated Staff
Arts & Cultural
Manager
PRCS Department
Head/City Manager
Arts & Cultural
Designated Staff
Councilmember or
Councilmember’s
Designee
Arts & Cultural
Manager
If for a Project:
1. Conduct annual meetings with the Councilmember and Council Assistant(s) to discuss pre- event planning to identify priorities, funding, and reduce last minute requests.
2. Provides feedback, potential partners, location(s), and ideas.
3. Prepares “idea packet” for Deputy Director - Arts & Cultural Affairs Manager approval
4. Reviews, make changes, and/or approves “packet” for
presentation to Councilmember
5. If needed, Department Head and/or City Manager Approval to provide approval or request changes
6. Presentation to Councilmember for final approval of concept
7. Submit all Ward events, projects and/or programs for a Marketing piece to begin distribution
8. Planning and implementation of event that includes but is not limited to:
9. Logistics (Rentals, Traffic Control, Restrooms, Sound)
10. Processing of invoices/payments
11. Marketing of the Event (Branding to be the same of City Logo)
12. Partners and/or Vendors
13. Staffing and/or Volunteers
14. Obtain all necessary permits (if applicable)
15. Ceremonial Element/Welcome for event, if needed
16. Day of Event Set-up and Implementation
17. Day of Clean after Event/Project
18. Event Participation
19. Post Event Update
20. Annual report to City Council
1. Conduct annual meetings with the each Councilmember and Council Assistant(s) to discuss pre -event planning to identify priorities, funding, and reduce last minute requests.
2. Provides feedback, potential partners, location(s), and ideas.
3. Prepares “idea packet” for Deputy Director - Arts & Cultural Affairs Manager approval
PROCEDURE:
Responsibility Action
4. Reviews, make changes, and/or approves “packet” for
presentation to Councilmember
5. If needed, Department Head and/or City Manager Approval to provide approval or request changes
6. Presentation to Councilmember for final approval of concept
7. Implementation of project
Other Departments:
If an event, project or program is to be administered by another department, written approval from PRCS – Arts & Culture Affairs must be obtained prior to the commencement of the event, project, or program for authorization to use the account.