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HomeMy WebLinkAbout09/01/1998, C5 - APPROVAL OF CITY CO-SPONSORSHIP OF SECOND WESTERN REGIONAL URBAN STREAMS CONFERENCE, APRIL 11-13, 1999 council . j ac en ba uepoin C I T Y O F SAN LU IS O B I S P O FROM: Ken Hampian,Assistant City Administrative Officer4ir Prepared By: Neil Havlik,Natural Resources Manager Y��' SUBJECT: APPROVAL OF CITY CO-SPONSORSHIP OF SECOND WESTERN REGIONAL URBAN STREAMS CONFERENCE, APRIL 11-13, 1999 CAO RECOMMENDATION Approve City co-sponsorship of the Second Western Regional Urban Creeks Conference, planned to be held in San Luis Obispo on April 11", 12", and 13'", 1999. DISCUSSION In November 1996, a conference was held in Arcata, California that focused on studies and programs involving urban streams throughout the western United States. The program was attended by about three hundred individuals from as far away as Seattle and Honolulu and was generally considered highly successful by those who participated. Recently, City staff have inquired as to the interest by participants in the Arcata conference in having a second or follow- up conference or perhaps beginning a series of such conferences that might be held every two to three years. Interest was found to be strong. Therefore, in cooperation with the Chamber of Commerce, Visitors and Convention Bureau, and local hoteliers, City staff have explored the possibility of having a Second Western Regional Urban Streams Conference that would be held in the City.of San Luis Obispo in early 1999. This group has worked well together, and found that interest has been strong enough that we feel comfortable proceeding to develop a formal program for such a conference to be held in the City of San Luis Obispo. For that reason staff are recommending that the City Council declare the City of San Luis Obispo to be a co-sponsor of the event. Other co-sponsors expected at this time include the U. S. National Park Service,U. S. Fish and Wildlife Service,U. S. Natural Resources Conservation Service, California Department of Fish and Game, State Coastal Conservancy, and Questa Engineering. As a co-sponsor of the event, the City would advertise itself as a desirable location for environmental meetings and conferences as well as showcase some of the projects and programs which are going on within the City and nearby areas (such as Chorro Creek). Co-sponsorship of the event by the City would authorize future staff planning and a more complete involvement in the establishment of the curriculum and other incidental activities that would be associated with the program. The event is tentatively scheduled for April 11th, 12th, and 13'h, 1999 (Sunday- Tuesday). We believe an attendance of between three and four hundred is a reasonable expectation. Council Agenda Report—Urban Streams Conference Page 2 CONCURRENCES The City's Public Works Department,Parks and Recreation Department and Utilities Department all support the concept of the program and anticipate being active participants and presenters at the conference. FISCAL MPACT The City's involvement will be in the form of staff support, including planning, solicitation of speakers, preparation of mailings, and logistical support during the conference. This level of staff support can be absorbed through the operating budgets of the participating departments. The City is requesting all other sponsoring government agencies and for-profit organizations to provide $2,500 each to offset the costs of the program. The preliminary budget for the event is $30,000. It is expected that about half of that cost would be recouped through registration fees, the other half through other sponsorships and perhaps vendor fees. The Embassy Suites would be the primary location for the conference activities with field trips being held on Sunday afternoon. C s-2- council -30y1re j acEnaa REpont C ITY OF SAN LU IS O B I S P O FROM: 4aul LeSage,Director of Parks and Recreation SUBJECT: FIRST NIGHT CAO RECOMMENDATION 1. Approve City co-sponsorship of the 1998 First Night Celebration with the understanding that the planning, finding, and management of the event is largely the responsibility of the First Night San Luis Obispo organization. 2. Authorize the First Night San Luis Obispo organization to use the Council Chambers on December 31, 1998. DISCUSSION Background First Night is a community celebration of New Year's Eve through the arts. Founded over twenty years ago in Boston, there are First Night celebrations in cities throughout the United States. First Night emphasizes family entertainment in a non-alcoholic environment. This year, several local persons formed an organization called "First Night of San Luis Obispo." Their intent is to offer an annual New Years Eve celebration, to first to be held on December 31, 1998. Staff has been working with the group to coordinate the City logistical support that will be needed to assure a well-organized and safe event The City Council has previously approved a $25,000 Promotional Coordinating Committee grant in support of the activity. Co-Sponsorship: Appropriate,within limits The First Night organization has requested City co-sponsorship for this year's event (Attachment 1). This organization meets the policies established for co-sponsorship(Attachment 2)in that they: • Are planning an activity that will benefit the community. • Are taking direct responsibility for the operation of the event • The activity furthers City-wide goals,especially in the area of recreation. • The organization will supply appropriate liability insurance within the identified timeline. • The event does not promote(in fact it discourages)the use of alcohol and tobacco. Staff is supportive of this activity because of its emphasis on being a family event that discourages the use of alcohol. The Mayor's Youth Task Force will actively participate in the event and provide several programs for teens. Council Agenda Report-First Night Page 2 The primary benefit of co-sponsorship to First Night is that it offers the event added credibility by use of the City name. It will also allow for easier use of City facilities(as noted below)and perhaps some equipment (e.g. the trolley). Any fee considerations that might be negotiated between the City and First Night are available to all organizations regardless of sponsorship status, and will be considered in the same fashion. Further guidance regarding special event fees will be provided in early October, after Council considers a proposed special event policy. Successful major events in San Luis Obispo have a broad base of support. First Night is off to a good start in this regard. Their membership includes individuals from non-profit agencies, local artists, the business community, service clubs, and active community volunteers. The City as co- sponsor will play a supportive role. Ultimately, however, for an event of this size to be a long-term success, this base of community support must be maintained and even strengthened. Events that do not achieve this typically falter, even if prolonged with added infusions of City financial support (La Fiesta serves as one such example). Therefore, staff wishes to emphasize that co-sponsorship does not mean that that the City might later assume a lead role or that the City is committing to ongoing direct financial support . In fact, the $25,000 PCC grant was made from its Enhanced Promotional Fund which is specifically intended to "seed" off-peak events that quickly become self-supporting (e.g. the Film Festival). In short,First Night has been started as a community-based event and should remain as such, if it is to succeed in a long-term way. It should not become,or be perceived as, a"City event". Use of the Council Chambers The organization has requested the use of the Council Chambers as an event venue. Council approval is required for this to happen. Staff is generally in support of this proposal, provided several use conditions could be met. This would include: limiting the types of entertainment to be offered (Le. a string quartet), prohibiting food and beverage, and clearly defining how the event would be supervised. All First Night activities taking place in City facilities will have paid staff on site for the duration of the activity. If Council permits the use of the Chambers, staff will develop a use agreement with the event organizers that insures access to City Hall is confined to the Chambers and that it is properly used. Since this is a co-sponsored event, staff is willing to support the exception to use of the Chambers. This action should not be seen as precedent setting. CONCURRENCES The Parks and Recreation Commission supports the First Night activities.The Mayor's Youth Task Force is participating in the First Night Celebration. FISCAL EA PACT The City Council has already approved a$25,000 grant as "seed money" for the event through the Promotional Coordinating Committee's Enhanced Promotional Fund. The Mayor's Youth Task Force has made over$4,000 available to the First Night organization for teen programs. Like all major events of this magnitude, there will be other City costs.associated with the First Night activities. Typically, these costs include: staff overtime (police, parks and recreation), C(P e2 Council Agenda Report-First Night Page 3 facility fees, and event cleanup. Depending upon the size of the event, these costs can be significant. The granting of co-sponsorship status does not specifically change the fees the First Night Organization will pay for the City support. That amount will be determined in accordance with the City's Special Event Policy. That policy is due to be considered by Council on October 6. If adopted, the policy will set guidelines for fee negotiations with the First Night Organization and other similar large events. ATTACHMENT 1. First Night Co-Sponsorship Request 2. Co-Sponsorship Policy _ ��15OQjso NIG f Paul LeSage, Director San Luis Obispo Department of Parks & Recreation 1341 Nipomo Street San Luis Obispo, CA 93401 Re: City Co-Sponsorship of First Night San Luis Obispo 12-31-98 Dear Mr. LeSage: Please consider our formal request for city co-sponsorship of this event which we anticipate will become a San Luis Obispo tradition. We believe that our organization meets each requirement as set forth in the administrative policies for co-sponsorship of special events (attached). We will file a certificate of insurance as required under item #4, and we do request consideration of appropriate fee reductions as noted in item #5. It has been a pleasure working with you, your staff, and other city officials. We look forward to a long and mutually beneficial collaboration. Yours truly, A-� Stephen L. Hansen, M.D. President, First Night SLO Board of Directors Enclosures: Board roster Bylaws,207 — -- Ma damn f. �yq - �o z ATTACHMENT a ADMINISTRATIVE POLICY - CO-SPONSORSHIP OF SPECIAL EVENTS PURPOSE: For organizations to offer recreational, cultural, or educational activities with the City of San Luis Obispo which benefit or are of interest to the community. DEFINITIONS: Co-sponsored activities are offered by an organization to the community for recreational, cultural, or educational value and which rely upon support from the City of San Luis Obispo for its operations. Organizations are responsible for planning, organizing, promoting and implementing the event with limited City support. The activity should be mutually beneficial for the organization and the City. A recognized organization is one whose goals and purpose are recreational, cultural, or educational in nature and whose membership is open to the public. Organizations must have an elected board and a set of bylaws. GENERAL POLICIES: 1. The City supports special events and activities which benefit the community. 2. For co-sponsorships, the organization shall be responsible for planning, organizing,promoting, and implementing activities. The City shall act as a resource for staff support, maintenance, safety, facilities, and equipment where appropriate and within financial constraints. 3. Co-sponsored activities shall further City-wide goals in the areas of recreation, cultural arts, and education. 4. The organization must provide general liability insurance in an amount to be determined by the City's Risk Manager. A certificate of insurance with an endorsement naming the City as additional insured on the policy must be received by the City 10 days prior to the activity. 5. Organization is responsible for all fees and permits as it pertains to the activity. Reduced fees or fee waivers must be requested in writing to the City Administrative Officer 30 days prior to the event. Fees will be charged for park usage, special event permit, staff time, equipment, facility rentals, and maintenance. ATTACHMENT 2 n/tr 6. Events promoting alcohol or tobacco use or sponsored by such companies will not be co-sponsored. 7. The City is not obligated to continue co-sponsorship arrangements once activity has concluded; organizations will be required to submit requests annually for co-sponsorship endorsements with the City. 8. Council approval is required for events which: • involve multiple City departments • inland support exceeds $500 (direct cash contributions not allowed) • require closure of City streets,parks, or facilities • have the potential to generate large crowds • delay, impede, or interfere with pedestrian or vehicular traffic • is likely to result in the need for public safety controls • the City is listed as a co-sponsor in promoting the event Approval at the department level may be given for those events which are solely affecting departmental operations or have a fiscal impact of less than $500.