HomeMy WebLinkAbout02/01/2000, C6 - EARTH DAY CO-SPONSORSHIPM64
council FebrDA uary 1, 200
acEnaa REpont '�" C6
C I T Y OF S A N L U I S O B I S P O
FROM: Paul LeSage, Parks & Recreation Dire
Prepared By: Linda Fitzgerald, Recreation Manager
SUBJECT: EARTH DAY CO- SPONSORSHIP .
CAO RECOMMENDATION
Approve request by Earth Day Alliance for co- sponsorship of county -wide Earth Day activities
on April 22 and waive use fees for Mission Plaza.
DISCUSSION
In 1994, the City established an administrative policy for addressing co- sponsorship of special
events by community organizations. The policy identifies that co- sponsored events be
recreational, cultural or educational in nature which benefit or are of interest to the community.
Additionally, certain events that have specific needs such as involving multiple City departments,
closure of streets or parks, in -kind support exceeding $500, and have the potential to draw large
crowds are to be brought to the Council for approval of the co- sponsorship request. In the past,
the Council has granted co- sponsorships to Central Coast Salmon Enhancement for Creek Clean-
Up Day and to the First Night activities.
The Earth Day Alliance approached Council in November 1999 for co- sponsorship
consideration. Their intent to provide environmental education on a county -wide basis clearly
allows their organization to be considered under the policy. Mission Plaza has been reserved on
April 22, 2000 for the event and will have staff support from Parks & Recreation and Public
Works Departments.
Event organizers requested several items as a part of their co- sponsorship request. Staff
recommends the following:
• Approve the co- sponsorship of the event to allow event organizers to use City of San Luis
Obispo in their publicity for the event.
Approve the fee waiver request for Mission Plaza use for April 22, 2000
• 10% vendor fees for the event would not be waived. Fees would be paid by the vendors, not
by the event sponsor.
• The liability insurance requirement of $1,000,000 naming the City of San Luis Obispo shall
not be waived as determined by the City's Risk Manager. Event organizers may purchase
coverage through the City's special event policy if not able to obtain on their own; cost under
the City's program is estimated between $330 -$660, depending on estimated attendance
numbers.
• The co- sponsorship request is for the year 2000 event only and would be considered on an
annual basis if the Earth Day Alliance chooses to continue the arrangement.
C6 -1
Earth Day Cosponsorship
Page 2
CONCURRENCES
The Public Works Department and the Risk Manager have reviewed and concur with the
recommendations.
FISCAL IMPACT
Waiver of the use fee for Mission Plaza use would result in a revenue loss of $328.00. Staff
costs would be the same for any other Mission Plaza event.
ALTERNATIVES
Council may choose to deny the fee waiver request which would require the event sponsors to
pay the $328.00 use fee for Mission Plaza.
ATTACHMENTS
1. Administrative Policy— Co- Sponsorship of Special Events
C6 -2
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.
6. Events promoting alcohol or tobacco use or sponsored by such companies
will not be co- sponsored.
ATTW 1
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
• inkind 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.
C6-4