TO: HONORABLE MAYOR AND FROM: Toni J. Taber, CMC
CITY COUNCIL City Clerk
SUBJECT: SEE BELOW DATE: August 8, 2023
SUBJECT: Approval of Free Use for the USA Gymnastics National Championship Welcome Reception event Sponsored by Council District 9 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event
Recommendation
As recommended by the Rules and Open Government Committee on June 21, 2023:
(a) Adopt a resolution authorizing “Free Use” for the private, invitation-only USA Gymnastics National Championship Welcome Reception held at City Hall Rotunda on Wednesday, August 23, 2023;
(b) Approve the USA Gymnastics National Championship Welcome Reception event scheduled on August 23, 2023 as a City Council Sponsored Special Event and approve the expenditure of funds; and
(c) Approve and accept donations from various individuals, businesses, or community groups to support the event.
CEQA: Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment. (Foley)
[Rules Committee referral 6/21/2023 - Item B.2]
COUNCIL AGENDA: 8/8/2023
ITEM: 2.10
FILE NO: 23-989
RULES AND OPEN GOVERNMENT COMMITTEE AGENDA: 06/21//2023 ITEM:
Councilmember Pam Foley HONORABLE MAYOR AND
CITY COUNCIL
TO: FROM:
SUBJECT: SEE BELOW DATE: 06/13/2023
Approved Date
SUBJECT: Approval of Free Use on Wednesday, August 23, 2023, for the USA Gymnastics National Championship Welcome Reception event co-hosted by Council District 9 and San Jose Sports Authority as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event.
RECOMMENDATION
1. Adopt a resolution authorizing “Free Use” for the private, invitation-only USA Gymnastics National Championship Welcome Reception held at City Hall Rotunda on Wednesday, August 23, 2023;
2. Approve the USA Gymnastics National Championship Welcome Reception event on August 23, 2023 as a City Council Sponsored Special Event and approve the expenditure of funds;
3. Approve and accept donations from various individuals, businesses, or community groups to support the event; and
4. Place the item on the Tuesday, August 8, 2023 City Council Agenda for action.
BACKGROUND
In June 2019, the City adopted the Schedule of Fees Resolution No. 79138, Section
13.080 for Free Use of the City Hall Facility and Plaza Use. Presently, the resolution allows the City Council, Redevelopment Agency Board, and City departments to have “Free Use” of the facilities for those events that 1) qualify as official city business; 2) are free and open to the public; 3) occur on a Sunday through Friday; and 4) are booked 30 days in advance. Resolution No. 79829 does not apply to free use requests for private, invitation-only events that are not free and open to the public and as such City Council 06/13/2023
approval is required to authorize free use for the USA Gymnastics National Championship Welcome Reception on Wednesday, August 23, 2023.
ANALYSIS
The USA Gymnastics National Championship Welcome Reception will be held on August 23, 2023 in the City Hall Rotunda. Approval for this event’s free use designation is required because the event will be a private, invitation-only event. Free use is being requested because of the public benefit this Welcome Reception will bring to the City of San Jose. The purpose of this event is to welcome the 2023 USA Gymnastics National Championship to San José as the Championships are taking place at the SAP Center from Thursday, August 24 to Sunday, August 27, 2023. The annual national championship event for artistic gymnastics in the U.S. will take place at SAP Center at San Jose and will determine the men’s and women’s junior and senior all-around and individual apparatus national champions. Members of USA Gymnastics, the San Jose Sports Authority, and elected officials will be invited to the Welcome Reception. The goal of the Welcome Reception is to commemorate the special sporting event and increase visibility for the City of San José.
San Jose has a longstanding history of partnering with gymnastics. SAP Center previously hosted the U.S. Olympic Team Trials for women in 2016 and men and women in 2012. The San Jose area has also welcomed the 2016 National Congress and Trade Show, 2011 U.S. Acrobatic Gymnastics Championships, 2009 U.S. Trampoline and Tumbling Junior Olympic Championships, 2008 Pacific Rim Gymnastics Championships, 2007 Visa Championships – the equivalent of the current U.S.
Gymnastics Championships – and 2004 U.S. Olympic Trials for rhythmic and trampoline gymnastics.
The USA Gymnastics National Championship is the sport’s marquee event. USA Gymnastics President and CEO Li Li Leung said, “The U.S. Gymnastics Championships are a prime opportunity for fans to get to know the gymnasts who hope to represent Team USA at the 2024 Paris Olympics, while our annual National Congress and Trade Show brings together thousands of community stakeholders from around the country.”1
“We are excited to welcome back USA Gymnastics and the nation’s gymnastics community for the 2023 U.S. Gymnastics Championships in what promises to be an amazing event showcasing the top gymnastics talent in the United States,” said Jonathan Becher, President of Sharks Sports & Entertainment. “SAP Center at San Jose has a tremendous record of hosting successful, world-class gymnastics events including a sold- out U.S. Olympic Gymnastics Team Trials in 2016.”
“We are thrilled for our Northern California gymnastics community with USA Gymnastics’ decision to host the 2023 U.S. Championships in San Jose,” said John Poch, Executive Director of the San Jose Sports Authority. “Our region loves their Olympic
1 https://usagym.org/u-s-gymnastics-championships-national-congress-and-trade-show-set-to-return-to-san- jose-calif-in-2023/
sports as evident from our track record of hosting premier events at SAP Center. We are extremely thankful for our partnerships with Visit San Jose, the San Jose Marriott and SAP Center to bring the championship back to our city.”
The USA Gymnastics National Congress & Trade Show will run concurrently at the San Jose McEnery Convention Center and will provide more than 2,000 attendees access to valuable educational opportunities, including seminars and live demonstrations focused on a range of topics spanning coaching, judging, general business, sports science, fitness and nutrition, athlete safety and more. The trade show will provide a space where gymnastics professionals can connect with vendors who provide goods and services to the gymnastics community.
Approval by the City Council of the event will ensure compliance with the Council’s prior direction regarding Council Special Events. In observance of existing fundraising disclosure requirements, Councilmember Pam Foley will report any cash or in-kind donations received for the event on their Disclosure of Fundraising Report (DFR-1).
Approval of this memorandum will enable Council District 9, City departments, and the Office of the City Clerk to proceed with the event. Any cash donations received will be processed pursuant to the City’s normal financial and budgetary procedures.
The San Jose Sports Authority is a 501(c)(3) non-profit organization whose mission is to increase the City of San Jose’s economic development, visibility, and civic pride through sports. Serving as the City’s sports commission since its inception in 1991, the Sports Authority has provided leadership and support to attract or host hundreds of sporting events in San Jose and the South Bay. The Sports Authority also supports and operates community, youth, and amateur sports programs.
PUBLIC OUTREACH/INTEREST
The Office of the City Clerk will post the item on the City’s Website for the May 31, 2023 Rules Committee Agenda and the June 14, 2023 City Council Agenda.
COORDINATION
This memorandum has been coordinated with the Office of the City Attorney and Public Works/Event Services.
COST AND FUNDING SOURCE
The total cost of the event is $3,927.50, of which $1,037.50 will be paid by San Jose Sports Authority. The breakdown of non- free use expenses are below. The remaining $2,890.00 will be charged to the Department of Public Works/Event Services’ budget. In addition, estimated loss of parking revenue at the 4th Street garage is $2,000 (100 cars x 8 hours of use, for a maximum of $20 for the day). Each year each Council Office is allotted 5 free uses for events qualifying for free use. Approval of this action would go towards one of Council District 9 Office’s free uses.
Rotunda:
Event Captain (1:00 pm-9:30 pm): $212.50
Good Guard Security Event Guard: $262.50
Good Guard Security Event Guard: $262.50
Cleaning Fee: $300
Total: $1,037.50
CEQA
Statutorily Exempt, File No. PP17-005, CEQA Guidelines Section 15273, Rates, Tolls, Fares, and Charges, Adjustment to Fees, Rates & Fares without changes to or expansion; of services. Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment.
Reviewed by:
TONI J. TABER, CMC
City Clerk
For questions, please contact Toni Taber, City Clerk, at (408) 535-1260.