HomeMy WebLinkAbout7/15/2009 - STAFF REPORTS - 1.A. �pALM SA
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CITY COUNCIL STAFF REPORT
DATE: JULY 15, 2009 NEW BUSINESS
SUBJECT: PROPOSED SPECIAL EVENT GRANT FUNDING
FROM- David H. Ready, City Manager
BY: Department of Parks and Recreation
SUMMARY
This report is an update of the Special Events Advisory Committee with regard to
special event funding priorities. The Committee has met twice and developed a priority
ranking of grant requests for privately promoted events and City-hosted community
events.
RECOMMENDATION:
1. Review special event priority recommendations of the Special Event Advisory
Committee, direct staff as appropriate.
STAFF ANALYSIS:
As part of the budget process, the City has considered special events and organization
sponsorship requests to conduct activities which benefit the City of Palm Springs. In
2008, a Special Events Grant Program was initiated, establishing a formal process for
such requests. Supporting these events with "funding" grants or "in-kind services"
grants is generally predicated upon anticipated local economic return on investment or
overall community value.
Due to the City's anticipated $12 million deficit in the current fiscal year, only the Palm
Springs International Film Festival and the Festival of Lights Parade has been
recommended by staff for funding from the General Fund. Subsequently, at its June
23`d meeting, Council earmarked $100,000 from the Tourism Budget for special events
and asked that the Special Events Advisory Committee make a recommendation on
which events should have priority for this limited funding. Additionally, Council
requested that the Festival of Lights Parade ($65,000) also be reviewed by the
Committee for a priority ranking.
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City Council Staff Report
July 15, 2009-- Page 2
Proposed Special Event Grant Funding
The Special Events Review Committee is comprised of community members with
interest and expertise in special events, including representatives from each of the
following organizations: Business Improvement District (BID); Palm Springs Hotel and
Hospitality Association (PSHHA); Main Street; Palm Springs Office of Neighborhood
Involvement Committee (PSNIC); Parks and Recreation Commission; and Tourism's
Program/Budget Joint Advisory Committee (PB&J).
The Committee met twice in June and considered requests from private event
sponsors, including: American Heat Motorcycle Weekend, the Tour de Palm Springs,
Modernism Week, Desert Aids Walk, Women Running Wild 5K, Opera in the Park, Palm
Springs Pride Festival & Parade. Also, the Committee reviewed requests for
community events, including: Festival of Lights Parade, Veterans Day Parade,
Homecoming Parade, Black History Parade, July 4t" Celebration and the Community
Concerts (i.e., Holiday Concert). An important caveat, due to the limited amount of
available funding, is that the Committee did not consider new requests, or those that
were submitted after the budget deadline.
General criteria for event/sponsorship prioritization was consideration of its individual
ability to generate tourism related room nights, marketing visibility, destination
awareness and/or overall value to community residents and visitors. Although the
Committee separated the requests by priority into two groups, private sponsors and
community events, they did not rank them against each other, respecting Council's
purview to determine a balance between the two categories of events. It should also be
noted that, although committee members represented different groups, this
recommendation reflects an overall consensus of the committee.
The attached Tables outline the Committee's prioritization of events. Additionally, the
Committee offered the following suggestions,
• Due to high cost for the International Film Festival and the current economic
condition, the City could fund the festival at 10% less than last year, and utilize
those savings ($40,000), for other events.
• All events should be funded at least 25% less than last year.
• Festival of Lights should be reviewed again next year to further reduce the fee.
• Events that donate proceeds to charities (i.e. Tour de Palm Springs, Parades of
Palm Springs) should fund those to a lesser extent this year, and reduce the
request for City funds.
City Council Staff Report
July 15, 2009-- Page 3
Proposed Special Event Grant Funding
FISCAL IMPACT:
The Committee reduced each event request by approximately 25% over last year's
funding. Their prioritized events total $237,800 (not including $35,000 from privately
raised funds for Veterans Day Parade). The amount available for allocation is $165,000
($100,000 earmarked in the Tourism Budget and $65,000 earmarked in the General
Fund).
P
Sharon Heider, Director Thomas Wi&n, Assistant City Manager
Department of Parks and Recreation
David H. Ready, City r
City Council Staff Report
July 15, 2009-- Page 4
Proposed Special Event Grant Funding
Special Events Committee - Priority Recommendation
PRIVATE SPONSORED Rank FY 08/09 FY 09/10
EVENTS (approx.25% less)
Pahn Springs Pride Festival 1 520,000 $13,500
Modernism Week 2 520,000 515,000
Totu•do Pahn Springs 3 525.000 $18,750
American Heat; 4 $35,000 S26 250
PS Bike Weekend
Desert Aids Walk 5 $7,000 $5,250
Opera in dte Park 6 55,000 $3,750
Sub Total 5112,000 582,500
COMMUNITY EVENTS Rank FY 08109 FY 09/10
Festival of Li`Itts Parade 1 $40,000 in-kind 535,000 in-kind
$40,000 contract 525,000 contract
4°1 of July Fireworks 2 555,000 $41,250
Veterans Day Parade 3 $35,000 in-kind 526,250 in-kind
535,000 prn•ale fimdr 535.000 pi ivale ftuvds
Community Concerts 4 522,000 $16,500
Black 1-hsrory Parade 5 $12,500 $8,300
and Festival
Homecoming Parado 6 54,000 53,000
Sub Total 5208,500 5155,300
Total Requests $320,500 $237,800
Total Funds Available V 5165,000
1.A. PUBLIC MEETING TO REVIEW SPECIAL EVENT GRANT FUNDING
PRIORITIES:
RECOMMENDATION: 1) Receive and file the Special Event Review
Committee Priorities; and 2) Discuss and direct staff as appropriate.
MATERIALS TO FOLLOW
Item No. 1 . A •