TO: HONORABLE MAYOR FROM: Nanci Klein
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: July 31, 2023
Approved Date
8/8/23
COUNCIL DISTRICT: 3
SUBJECT: APPROVAL OF “FREE USE” OF CITY HALL ROTUNDA FOR THE 2023 CODASUMMIT: ART, TECHNOLOGY, AND PLACE OPENING
NIGHT RECEPTION
RECOMMENDATION
Adopt a resolution authorizing “Free Use” for the private, ticketed 2023 CODAsummit: Art, Technology, and Place Opening Night Reception held at City Hall Rotunda on Wednesday, October 4, 2023, co-hosted by the Office of Economic Development and Cultural Affairs and CODAworx.
SUMMARY AND OUTCOME
The Office of Economic Development and Cultural Affairs and CODAworx will be granted free use of the City Hall facilities (City Hall Rotunda, City Hall Garage, and Fourth Street Garage)
for the 2023 CODAsummit: Art, Technology, and Place Opening Night Reception.
BACKGROUND
In June 2019, the City adopted the Schedule of Fees Resolution No. 79138, Section 13.080 for free use of City Hall facilities and the plaza. Presently, the resolution allows City Council and City departments to have free use of the facilities for 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. 79138 does not apply to free use requests for private, ticketed events that are not free and open to the public and, as such City Council approval is required to authorize free use for the 2023 CODAsummit: Art, Technology, and Place Opening Night Reception held at the City Hall Rotunda on Wednesday, October 4, 2023.
COUNCIL AGENDA: 8/22/23
FILE: 23-1077
ITEM: 2.9
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Approval of “Free Use” of City Hall Rotunda for the 2023 CODAsummit: Art, Technology, and Place Opening Night Reception
CODAworx, in conjunction with the Office of Economic Development and Cultural Affairs (OEDCA), seeks approval of free city use of City Hall facilities to hold the 2023 CODAsummit:
Art, Technology, and Place Opening Night Reception on October 4, 2023. Approval for this event’s free use designation is required because this will be a private, ticketed event. CODAworx is charging $750 per person to attend the conference, which includes the Opening Night Reception at the Rotunda, engaging presentations, showcases, panel discussions, and public art tours.
ANALYSIS
The Opening Night Reception will kick off the two-and-a-half-day CODAsummit conference and aligns with connecting and celebrating San José's creative culture and strengthening San José's brand within the City's economic and cultural development goals.
After submitting a bid proposal to CODAworx that included hosting an opening reception, the City of San José was selected to host the international 2023 CODAsummit: Art, Technology, and Place conference through a competitive process. San José, a leading art and technology destination and the largest city in Silicon Valley, welcomes CODAsummit to shine a spotlight on the diverse ways in which art and technology can transform our urban landscape. The conference will take place at the Hammer Theatre Center on Wednesday, October 4 through Friday, October 6, 2023. The conference will explore topics such as sustainability, inclusivity, and the impact of art on community development. The conference will include public art tours in the vicinity of downtown San José. It will also bring together internationally known artists, creative entrepreneurs, innovators, commissioners, public art administrators, and thought leaders in the art, design, and tech worlds together to reimagine placemaking by using art and technology to experience the environments.
Free use is being requested because of the public benefit this CODAsummit: Art, Technology, and Place Opening Night Reception will bring to the City of San José. This partnership will help drive economic development to make San José a more vibrant place to live, work, and visit. The event will also help with visibility to the City’s downtown and drive tourism to San José, with associated economic impact through Transient Occupancy Tax revenues and attendees’ expenditures.
CODAsummit: Art, Technology, and Place conference is presented by CODAworx, the global online community that celebrates design projects featuring commissioned artworks. CODAworx is also the premier resource to find and hire talented artists, creative teams, and qualified sub- contractors that are experienced in the creation of commissioned artwork. In anticipation and excitement of the upcoming CODAsummit in San José, from October 4-6, CODAworx’s July 2023 magazine is entitled “Celebrating the San Francisco Bay Area,” and celebrates outstanding public art collaborations in this region.
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Approval of “Free Use” of City Hall Rotunda for the 2023 CODAsummit: Art, Technology, and Place Opening Night Reception
EVALUATION AND FOLLOW-UP
The primary metrics for this event include the number of attendees, the amount of exposure the City gets for its tourism, and future partnerships to advance its art and technology.
COST SUMMARY/IMPLICATIONS
The estimated total cost of the event is $5,601.50, $845 of which will be supported by fees paid by CODAworx for the use of the rotunda and associated staffing, as detailed below.
Rotunda
Event Captain (3:30PM-8:30PM): $125.00
Good Guard Security (3:30PM-9:30PM): $210.00
Good Guard Security (3:30PM-9:30PM): $210.00
Audio/Video Personnel (3:30PM-7:30PM): $300.00
Total: $845.00
Remaining event costs, totaling $4,756.50, will be accommodated within existing funds from the Personal Services and Non-Personal/Equipment appropriations (General Fund) to the Department of Public Works. In addition, estimated foregone parking revenue to the General Purpose Parking Fund for the validation of tickets issued to attendees using the City Hall Parking Garage and Fourth Street Garage is $7,500 (300 cars x eight hours, or a maximum of $25 per day).
City departments may exercise free city use for qualifying events up to five times each year.
Approval of this action will go towards one of OEDCA’s free use options.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager's Budget Office, and Public Works Department.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the August 22, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Approval of “Free Use” of City Hall Rotunda for the 2023 CODAsummit: Art, Technology, and Place Opening Night Reception
CEQA
Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
NANCI KLEIN
Director of Office of Economic
Development and Cultural Affairs
For questions, please contact Kerry Adams Hapner, Director of Cultural Affairs, at kerry.adams- [email protected] or (408) 793-4333.