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Home My WebLink About05/04/1999, C7 - FIRST NIGHT CO-SPONSORSHIP council `°�°- s j agcnaa REpoRt CITY OF SAN LUISOBISPO FROM: Paul LeSage, Parks & Recreation Director SUBJECT: First Night Co-Sponsorship CAO RECONEMM'4DATION 1. Approve City co-sponsorship of the 1999 First Night Celebration with the understanding that the planning, funding, and management of the event is 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, 1999. 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. Attendees at the "first" First Night exceeded 10,000, and were family-oriented and extremely well behaved. They also spent a lot of money in the downtown, as merchants reported record sales. Co-Sponsorship The First Night organization has again requested City Co-sponsorship for this year's event (Attachment 1). 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 again participate in the event. The organization meets the policies established for co-sponsorship (Attachment 2) in that: • It is planning an activity that will benefit the community. • It is taking direct responsibility for the operation of this event. • Its activity furthers City-wide goals, especially in the area of recreation. • It will supply appropriate liability insurance within the identified timeline. • Its event does not promote (in fact it discourages) the use of alcohol and tobacco. C7-1 Council Agenda Report—First Night Page 2 The primary benefit of co-sponsorship to First Night is the good will and support of the City. Any fee reductions that might be negotiated between the City and First Night are available to all organizations regardless of sponsorship status. Successful major events in San Luis Obispo have a broad base of support. First Night has demonstrated that it has this type of support. Its 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 only a supportive role. Ultimately, for this event to be a long-term success, the base of community support must be maintained. There should not be an expectation on the part of First Night that the City, by virtue of co-sponsoring the event, would take over as the lead agency. Use of the Council Chambers The organization has again requested the use of the Council Chambers as an event.venue. Council approval is required for this use to happen. Staff supports this request, with the same conditions as last year. Conditions would include: limiting the types of entertainment to be offered (i.e. a string quartet), prohibiting food and beverages, 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 the Council permits the use of the Chambers, staff will again develop a use agreement with the event organizers that insures access to City Hall is confined to the Chambers and that they are properly used. 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 IMPACT 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, facility fees, and event cleanup. The granting of co-sponsorship status does not specifically change the fees the First Night Organization will pay for City support. That amount is determined in accordance with the City's Special Event Policy. Staff will determine the fee when more specific information is available about this year's event. ATTACHIMENTS 1. First Night Co-Sponsorship Request 2. Co-Sponsorship Policy C7-2 _ Paul Le Sage Director, Parks & Recreation Department City of San Luis Obispo 1349 Nipomo Street San Luis Obispo, CA 93401 Dear Mr. Le Sage, The First Night San Luis Obispo experience was very well received, and we hope served to enhance San Luis Obispo's cachet and luster as a highly desirable place to visit, live, work, raise a family and appreciate the arts. We couldn't have done it without the city's sponsorship, and we ask your favorable consideration of continuing that relationship. We, in turn, pledge our best efforts toward a millennium celebration which will build on our initial efforts to model a safe, responsible, quality year-long process culminating in shared celebration and community enhancement. Yours t UIY9 Stephen L. Hansen, M.D. ATTACHMENT 1 C7-3 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. C7-4 ATTACHMENT 2 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 • inldnd 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. C7-5