CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: March 6, 2024
To: Honorable Mayor and City Council Members
From: Lydie Gutfeld, Director of Parks, Recreation & Community Services
Department: Parks & Recreation & Community Services
Subject: Budget Amendment FY 24 , Recreation and
Community Services for the Sponsorship of the 2024
Lunar New Year ($38,450.00) in Revenue and Expense
budget allocations
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-040 authorizing the Director of Finance to amend the FY2023/24 the budget in revenue and expenditures by $38,450 for the sponsorship payments received to support the Lunar New Year Event Executive Summary
Staff received a proposal to implement a Lunar New Year Celebration from community and local businesses. In recognizing limits with special event budgets, a call for sponsorship was completed. Funds collected will cover all costs for the event and additional funds will be carried into the Festival event budget. A total of $38,450 was collected by staff.
Background
The City of San Bernardino Lunar New Year event was initially proposed in January 2023 by dedicated community members and brought to the attention of the Parks, Recreation, and Community Services Department. Recognizing the cultural significance and community interest, the department embarked on the journey to make this event a reality.
Upon evaluation, it became apparent that there were constraints on the availability of special event funds. In light of this, the staff diligently explored alternative avenues to ensure the success of the Lunar New Year event. It was concluded that a fully sponsored event would be the most viable solution to bring the event to fruition.
To secure the necessary financial support, the department took proactive measures by creating a comprehensive sponsorship information packet. This packet was strategically distributed to local businesses and community members, outlining the unique opportunity to contribute to the Lunar New Year celebration and gain visibility within the community.
Recognizing the importance of community involvement, multiple meetings were convened. These meetings facilitated constructive discussions between department staff and local business owners, fostering a collaborative spirit. Onsite meetings at Court St. provided a platform for identifying potential costs associated with the event, ensuring a thorough understanding of the resources required for a successful celebration.
Discussion
Building on the successful execution of previous events, such as the Festival, Miracle on Court St., and Dia de Los Muertos, the Parks, Recreation, and Community Services Department developed a comprehensive budget plan that identified both direct and indirect costs associated with the proposed Lunar New Year event. The estimated budget ranged between $25,000 and $40,000, considering factors such as rentals, performance fees, and the necessity for sound technicians.
To secure the necessary funds, staff established a sponsorship cutoff date of Monday, February 12, 2024, at noon. As of the cutoff date, a total of $18,250.00 has been successfully deposited, with an additional commitment of $15,000 in route via USPS.
Amazon, expressing their commitment to the event, pledged $5,000 in support.
However, due to the organization's policy supporting local events, this contribution can only be made into a non-profit account. To accommodate this, Amazon has committed to supporting Parks and Recreation events with a $5,000 contribution once the Friends of Parks, Recreation and Community Services is officially established.
Recognizing the urgency of collecting sponsorships and preparing for the event, the City-Wide Events program code was utilized for the purchase of basic supplies. The funds collected will be subsequently deposited into the sponsorship program revenue code. It is recommended that budget allocations for both revenue and expense in the amount of $38,450 be approved, respectively.
Furthermore, sponsors have graciously agreed that any remaining funds can be utilized to supplement the Festival – Where our Cultures Connect event, scheduled for May 4, 2024. This collaborative approach ensures optimal resource utilization and a sustained positive impact on community events.
2021-2025 Strategic Targets and Goals
This request aligns with Key Target 2.b. Focused, Aligned Leadership and Unified Community – Build a culture that attracts, retains, and motivates the highest quality talent.
Fiscal Impact
There is no additional General Fund impact with this item. Both revenues and expenses will be increased to recognize the $38,450 received in sponsorships.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-040 authorizing the Director of Finance to amend the FY2023/24 the budget in revenue and expenditures by $38,450 for the sponsorship payments received to support the Lunar New Year Event Attachments
1. Attachment 1 – Resolution 2024-040
2. Attachment 2 - City Outreach Flyer
3. Attachment 3 - LNY Become a Sponsor
4. Attachment 4- LNY Sponsorship Application 2024
5. Attachment 5- Lunar New Year Sponsors
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A