Kerry Adams Hapner, Director of Cultural Affairs
Melina Iglesias, Director of Events
City Manager’s Office of Economic Development and Cultural Affairs Cost of Special Events Audit
Status Report
Community & Economic Development Committee
February 23, 2026
Item (d)2
Audit Recommendation 4 Overview
4.a – Permitting Coordination
• Assess opportunities to better coordinate or consolidate permitting
• Evaluate potential technology solutions
4.b – Timely Post-Event Invoicing
• Formalize procedures to ensure consistent and timely
billing
• Align with City’s Customer Service Vision and Standards 2 Progress to Date
Technology Assessment
• Police Department piloted eProval permitting system
• Demonstrated online intake, tracking, billing capabilities • Cross-department workflow evaluation underway
Billing Coordination
• Finance confirmed feasibility of consolidated billing model • Workflow mapping in progress
• Interim improvements to service tracking and invoice handoffs Customer Experience Improvements (Fiscal Year 2025–2026) • Website updates
• Clearer permitting guidance
• Greater transparency on event cost models 3
Constraints and Considerations
Operational Complexity
• Multiple departments with distinct processes and fee structures • Integration with revenue and regulatory systems required Resource & Funding Constraints
• Estimated $25,000–$45,000 annual base software cost
• Additional licensing, configuration, staffing needs
• Funding not yet identified
Growing Event Volume
• Increasing demand adds pressure to existing capacity
4 Path Forward and Timeline
Near-Term (This Fiscal Year)
• Update Special Event Guidelines
• Improve transparency on costs and billing
• Formalize interdepartmental Standard Operating Procedures updates Mid-Term
• Continue workflow mapping
• Evaluate system integration options
• Assess funding strategies
Target Completion: June 2027
5 Kerry Adams Hapner, Director of Cultural Affairs
Melina Iglesias, Director of Events
City Manager’s Office of Economic Development and Cultural Affairs Cost of Special Events Audit
Status Report
Community & Economic Development Committee
February 23, 2026
Item (d)2