CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting April 5, 2022
To: Honorable Mayor and Honorable City Councilmembers
From: Ana Kwong – Administrative Services Director
Subject: Approval of City Sponsorship Request
Recommendation: That the City Council Approve the Request for Sponsorship Program in support of the following organizations:
a. Sebastopol Library for Sponsorship of Project for October 2022 (Waiving of Permit fees for Use of Parking Spaces) (Permit Fees Estimated at $245.00) b. Sebastopol Service and Action Coalition June Summit - The Coalition requests the City provide $1000 in monetary support for the project as well as additional non monetary requests outlined in the report.
c. Sebastopol Kiwanis Club (Fee Waiver of $400.00 for Use of Ives Park for Easter Egg Hunt)
Funding: Currently Budgeted: X Yes No N/A
Net General Fund Cost: $ 2021/22 Funding Available: __$15,000 Account Code/Costs authorized in City Approved Budget (if applicable) __AK____ (verified by Administrative Services Department) INTRODUCTION:
This item is to request City Council Approve the Request for Sponsorship Program in support of the following organizations:
a. Sebastopol Library for Sponsorship of Project for October 2022 (Waiving of Permit fees for Use of Parking Spaces) (Permit Fees Estimated at $245.00) b. Sebastopol Service and Action Coalition June Summit - The Coalition requests the City provide $1000 in monetary support for the project as well as additional non monetary requests.
c. Sebastopol Kiwanis Club (Fee Waiver of $400.00 for Use of Ives Park for Easter Egg Hunt)
BACKGROUND:
On September 7, 2021, The City Council adopted a Community Sponsorship Policy No.84. The policy established the parameters to promote significant and special community events primarily benefitting the Sebastopol community. City supports of such program may consist of monetary funding and/or in-kind support. Community sponsorships can be an effective means to identify the event with the City and building community partnerships while raising revenue.
The purpose of this sponsorship policy is to set forth guidelines and criteria governing the granting of City of Sebastopol funds or in-kind servicesfor the purpose ofsupporting local festivals,special events, community projects or programs. Although the City makes a concerted attempt to limit the amount of General Fund monies expended toward such sponsorship activity, the City recognizes that sponsorships play an vital role in supporting our community, as well as to promote cultural experience and economic development efforts of the City.
As stated in Council Policy 84 Community Sponsorship.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
“The City of Sebastopol recognizes that sponsorships play an important role in supporting our community and providing support for community events that are held for the following purposes:
• Support of nonprofit organizations, service clubs, groups or organizations serving the Sebastopol community; • Cultural, recreational and educational activities;
• Promotion of the City of Sebastopol
In order to expand access to a wide range of cultural experiences and diversified community connections for all its residents, the City of Sebastopol provides limited assistance to local organizations in support of community events that are consistent with the goals and priorities of the city and that serve a public purpose.” “Sponsorship – A sponsorship is any monetary or in-kind support from the City (City logo, City staff time, public safety services, and the use of City facilities or property, event permit fees, etc.) to the organizing agency that helps offset the costs of the event operations.”
DISCUSSION:
As of the writing of this agenda item, the City has received the two applications as follows:
1. Sebastopol Library for Sponsorship of Project for October 2022 (Waiving of Permit fees for Use of Parking Spaces).
The Sonoma County Library/Sebastopol Library will be conducting an event on Wednesday, October 27, between 10:00 am and noon. The Bibliobus will be at the Sebastopol Library to educate library staff and community leaders on this new service. The request is to block off three parking spots in the City Parking Lot. Use of City facilities such as parking lots would require a special event permit application, fees, and insurance submitted as required by CIRA. By sponsoring this event, the City will be waiving the fees for this event ($245.00) to include the refundable deposit ($500) as well as that the City will be co-sponsoring with City insurance.
2. Sebastopol Service and Action Coalition June Summit - The Coalition requests the City provide $1000 in monetary support for the project as well as additional non monetary requests outlined in the application and listed below.
The Sebastopol Service and Action Coalition will be hosting a Summit in June at West County High School. The purpose of the Community Needs Summit is similar to the Community Needs Summit held last year which the City sponsored that event which brought together some 70 community service organizations with approximately 200 citizens of the City to showcase what the organizations did and explain the types of volunteer support each could use to sustain its mission.
The Coalition is also asking for use of City materials as listed below and further defined in the application:
Mailing List Authorization from Summit
Use of Summit Guide
Water Bill Insert
Posters
City E Newsletter
City Facebook
3. Sebastopol Kiwanis Club (Fee Waivers for Use of Ives Park for Easter Egg Hunt) The Sebastopol Kiwanis Club will be hosting the Kiwanis Annual Easter Egg Hunt at Ives Park on April 16, 2022. The Kiwanis is asking for a waiver of fees in the amount of $400 for the permit as well as waiver of the refundable deposit of $1000. A refundable deposit is required for all events held on City facilities. Applicants are billed for any damages done to the Park from the event.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
City departments responsible for the events have reviewed the applications and are recommending approval.
GOALS:
4.2.2, Foster a Sense of Community by Providing and Encouraging Participation in Community Events, Volunteering, and working with Non-Profits to Support Local Events PUBLIC COMMENT:
As of the writing of this staff report, the city has not received any public comment. However, staff anticipates receiving public comment from interested parties following the publication and distribution of this staff report.
Such comments will be provided to the City Council assupplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
The current sponsorship program has a budget of $15,000 identified in the 2021/22 budget. The above request from each of the organization will further reduce the account by $1000 in financial support for the Sebastopol Service and Action Coalition June Summit. The waiver of fees for the Library and Kiwanis events will have no impact to this account. It is recommended that the Administrative Services Department keep an accounting of fees waived for informational purposes.
RECOMMENDATION:
That the Mayor and City Council Approve the Request for Sponsorship Program in support of the following organizations:
a. Sebastopol Library for Sponsorship of Project for October 2022 (Waiving of Permit fees for Use of Parking Spaces) (Permit Fees Estimated at $245.00) b. Sebastopol Service and Action Coalition June Summit - The Coalition requests the City provide $1000 in monetary support for the project as well as additional non monetary requests.
c. Sebastopol Kiwanis Club (Fee Waiver of $400.00 for Use of Ives Park for Easter Egg Hunt)
ATTACHMENT(S):
Applications
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: April 5, 2022