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HomeMy WebLinkAbout25 Farmers Market SponsorshipSTAFF REPORT CITY OF PALM DESERT ECONOMIC DEVELOPMENT DEPARTMENT MEETING DATE: August 26, 2021 PREPARED BY: Thomas Soule, Public Affairs Manager REQUEST: Feedback and direction regarding the 2021/2022 Certified Farmers’ Market sponsorship request. ________________________________________________________________________ Recommendation By Minute Motion: Provide feedback and direction to staff regarding the 2021/2022 Certified Farmers’ Market sponsorship request. Strategic Plan Approval of the 2021/2022 Certified Farmers’ Market sponsorship request helps address the following Economic Development priorities as specified in the 2013-2033 Strategic Plan, Envision Palm Desert – Forward Together: • Economic Development Priority 3: Create and attract entertainment and events to enhance and expand the Palm Desert economy and lifestyle. The City’s General Plan also includes priorities affected by this request: • Goal 3 – Neighborhoods: Access to daily activities. Require development patterns such that the majority of residents are within one-half mile walking distance to a variety of neighborhood goods and services, such as supermarkets, restaurants, churches, cafes, dry cleaners, laundromats, farmers’ markets, banks, hair care, pharmacies and similar uses. • Goal 4 – Healthy food: Encourage farmers’ markets in a wide variety of formats and venues. Executive Summary Staff is requesting feedback and direction from Council regarding the 2021/2022 Certified Farmers’ Market sponsorship request. Specific areas of feedback needed include: • What types of costs is the City comfortable sponsoring? • Is the City willing to be the sole support of a sponsored event? • Is the Certified Farmers’ Market an event or a service? Background The Palm Springs Cultural Center (PSCC) is a non-profit agency that operates the Certified Farmers’ Market in Palm Desert. In 2020/2021 the market was held on San Pablo Avenue from 8 a.m. – 12:30 p.m. every Wednesday, October through April. This market offers incentive programs to lower income individuals, families, children and all seniors in the August 26,2021 - Staff Report Approval of the 2021/2022 Certified Farmers’ Market Sponsorship Request Page 2 of 4 Coachella Valley. Their location in Palm Desert provides access to nutritional, high quality seasonal and local produce to all Palm Desert residents. PSCC determined that San Pablo was not the best location for the market because: 1. A number of businesses on San Pablo do not see the benefit of closing the street weekly for the market and requested that it be moved. 2. PSCC did not care for location as there was no visibility from Highway 111. 3. PSCC and market customers complained about the lack of easy parking. Since June, Development Services staff have been working with PSCC to find a more suitable location. After considering many options throughout the City, PSCC has concluded that the Westfield Mall parking lot is the most favorable option. The City has provided sponsorship of the Certified Farmers’ market in the past, although up until FY 2017/18 that funding came through the City’s Outside Agency/Charitable Contributions Committee. In FY 2018/19, the City moved to consolidate sponsorship requests through one budget. One consequence of that was that starting with FY 2018/19 Certified Farmers’ Market funding shifted to the Special Events budget, which typically supports events rather than services. While it exhibits some characteristics of an event, the Certified Farmers’ Market also provides a service to the residents of Palm Desert in a way that other entertainment-oriented events do not. This type of benefit is not a consideration when event sponsorships are evaluated. Prior funding of the Market generally costs of road closures, with one exception: • FY 2016/2017 - $6,700 • FY 2017/2018 - $7,200 • FY 2018/2019 - $15,450 (including $3,750 to cover rent inside Westfield Mall for a summer market) • FY 2019/2020 - $11,700 • FY 2020/2021 - $31,930 (extra costs incurred due to the move of the market to San Pablo: road closures at $25,630 and message boards at $6,300) At its regular meeting of September 26, 2019, City Council passed a resolution regarding sponsorships that outlined general requirements, eligibility criteria and conditions the City would use to evaluate sponsorship requests. Among the provisions of this resolution are the following: • Event and promotion must take place within Palm Desert city limits. • The event must align with the City of Palm Desert Strategic Plan. • The applicant must also submit a Special Events Application/ Agreement along with this special events sponsorship request application. • The applicant agrees to use the City's sponsorship funds exclusively for the event represented in its application. Said funds are not designated for salaries or salary reimbursements or budget subsidy. August 26,2021 - Staff Report Approval of the 2021/2022 Certified Farmers’ Market Sponsorship Request Page 3 of 4 Specifically not allowed in the resolution are the following: • An activity, program, project or service that promotes a political viewpoint, provides for a political purpose or causes participants to engage in or otherwise affiliate or express an endorsement of partisan political functions or activities. • A private individual for his/her own use. • A political, politically affiliated or political action organization. • Outside Agency Funded Organizations, receiving funds concurrently (during the same fiscal year). The resolution outlines five assessment criteria for use in evaluating requests: 1. The ability of the event to activate public spaces and attract/expand new audiences, and extend the season. 2. The degree to which the event provides a measurable economic benefit to the City and supports local businesses. 3. The degree to which the event assists in the development of a strong and resilient community and increases participation in city life for people of all ages, cultures and means. 4. The extent to which the event proposes to raise awareness of, or increase the profile of, Palm Desert as a tourist destination. 5. The degree to which the event and/or organization is financially viable and sustainable with or without City sponsorship. Sponsorship consideration for Fiscal Year 2021/2022 was included in the adopted Sponsorship Budget in an amount not to exceed $40,000. This amount was an estimate based on actual costs associated with hosting the market at the San Pablo location for the full season, including street closures and message boards. Moving the market to the parking lot at Westfield, however, results in a shift in costs associated with operating the market. The Palm Springs Cultural Center is requesting City funding in the amount of $20,794.84 to cover the following costs: 1. Lease of space --- $12,000.00 2. Restroom facilities & handwashing stations --- $3,832.96 3. Onsite Storage --- $1,205.88 4. Marketing costs a. Radio ads --- $720.00 b. Social media --- $1,200.00 c. Printed materials --- $500.00 5. Signage --- $1,336.00 Discussion Moving the Certified Farmers’ Market to location on private property substantially alters the type of costs to run the market, which in turn has altered the sponsorship request. This request raises several questions: August 26,2021 - Staff Report Approval of the 2021/2022 Certified Farmers' Market Sponsorship Request Page 4 of 4 • Is Council comfortable approving sponsorship funds to cover the requested costs (i.e. lease of space, onsite storage, marketing, signage)? • The City generally stipulates that applicants must be able to demonstrate that they apply for and receive funding from other sources, governmental or otherwise, and are not relying solely on City support. In this case, PSCC has indicated that the market is not viable without City support. Is Council comfortable being the sole support for events such as the Certified Farmers' Market? • Does the Farmers' Market merit special consideration because it provides a service that entertainment-focused events do not? Fiscal Analvsis Sponsorship for the 2021/2022 Palm Desert Certified Farmers' Market in an amount not to exceed $40,000 was previously approved at the June 24, 2021 City Council Meeting as part of the FY 2021/2022 City-Sponsorship budget. Funds are available in Account No. 1104416- 4306201. LEGAL REVIEW IIIa DEPT. REVIEW FINANCIAL REVIEW ASSISTANT GTY MANAGER MA Jo� Lu,i,� ��i,"Q�a' Robert W. Martin Alvarez For Janet M. Moore Hargreaves Director of Economic Director of Finance City Attorney Development City Manager L. Todd Hileman: L. Todd ht��ewiav�. APPLICANT: Palm Springs Cultural Center 2100 E Tahquitz Canyon Way Palm Springs, CA 92262 r'incfj J'irestine Andy Firestine Assistant City Manager ATTACHMENTS: Certified Farmers' Market Palm Desert 2021-2022 Sponsorship Request Palm Desert Resolution 2019-77 *Council gave direction to explore Entrada energetically to determine if Entrada will work for the year; not an event. Consensus, no vote. Direction only. CITY COUNCILACTION APPROVE}� n�xr�n� RCCEIVED r►TNER MEETINGDATF '��"��i�i -�i�.,�ll AYE�• NOES• A 13SF,NT: A13STAIN: VF,RII�IF,U BY:._(Y[��/������ � C�3'iaina! un ➢�m9c tviSla City',"'ea�d,"r i)flvre Certified Farmers' Market Palm Desert � 2021-2022 Sponsorship Request o � ' D FARMERS'��MARKET`°' A Ga�M S�RINGS CUITURAt CENTER GROGRAN Item Cost/Monthly One-Time Cost Lease Burtecc Waste Comfort Stations* ADA unit Special event unit Doublesided handwashing station Onsite Storage Marketing Radio ads Social media Printed materials Signage (3) Custom mesh outdoor 3x12 banners Permanent signage $1,000 $374.96 $200.52 $218.72 $100.49 $720.00 $100 $500.00 $636.00 $700.00 Total $12,000.00 $1,499.84 $802.08 $1,531.04 $1, 205.88 $720.00 $1, 200.00 $500.00 $636.00 $700.00 Total $1,775.62"' $2,556.00 $20,794.84 'This estimate is for weekly pick up and drop off by Burrtec. If the units are left onsite and serviced once a week, the total cost for the comfort stations for the outdoor season would drop from $3,832.96 to $2,086.77. However based on past experience, Westfield management has recommended that Burrtec pick up and drop off the units each week to avoid destructive vandalism. `*The monthly total only applies to the outdoor season (October - April), as comfort stations will no longer be necessary once the Market moves indoors for the summer months (May - Septermber). [This page has intentionally been left blank.] RESOLUTION NO. 2019-77 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, ADOPTING A POLICY ON COMMUNITY EVENT SPONSORSHIPS WHEREAS, the City Council of the City of Palm Desert seeks to establish guidelines through which the City will approval community event sponsorship requests; and WHEREAS, the City Council of the City of Palm Desert recognizes sponsorships play an important role in supporting our community; and WHEREAS, the City Council of the City of Palm Desert identifies sponsorships of community events as a way to promote the tourism and economic development efforts of the City; and WHEREAS, the City Council of the City of Palm Desert is committed to being a good steward of taxpayer money while supporting events; and WHEREAS, the decision to grant a sponsorship is optional and shall be considered on a case-by-case basis. WHEREAS, the City Council of the City of Palm Desert, California, is the final approval body for all sponsorship of City produced events; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, as follows: Section 1. Adoption of Recitals. The City Council hereby adopts the foregoing recitals as its findings in support of the following guidelines Community Event Sponsorships. Page 1 of 7 RESOLUTION NO. 2019-77 Section 2. Adoption of Policv for Communitv Event Saonsorships. The City Council hereby adopts the Policy for Community Event Sponsorships attached hereto as Exhibit "A". PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert City Council held on this 26�h day of September 2019, by the following vote, to wit: AYES: HARNIK, JONATHAN, KELLY, NESTANDE, and WEBER NOES: NONE ABSENT: NONE ABSTAIN: NONE �-.�•- - � VLp-Z wx/�-- SUSAN MARIE WEBER, MAYOR ATTEST: RA ELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA Page 2 of 7 RESOLUTION NO. 2019-77 COMMUNITY EVENT SPONSORSHIP POLICY EXHIBIT A PURPOSE This policy establishes guidelines for disbursement of discretionary funds approved by City Council, as well as in-kind services to sponsor special events produced by qualified organizations. The City recognizes that sponsorships play an important role in supporting our community, as well as to promote the tourism and economic development efforts of the City, nevertheless the City is committed to being a good steward of taxpayer money while supporting events. SCOPE This policy applies to all City sponsorship support of external events where the City provides funds to an outside organization. This policy does not apply to table sponsorship requests, nor does it apply to the third party sponsorships of City produced events. The granting of City funds or in-kind support is evaluated based on the proposed event's impact on the community. Special attention is paid to sponsorships that promote Palm Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City and its environs, and enrich the character and quality of life of its residents and visitors. The City is under no obligation to approve a requested sponsorship. The City Council and City Manager reserve the right to deviate from the policy and criteria contained herein when they believe it is the City's best interest to do so. GENERAL REQUIREMENTS, ELIGIBITY CRITERIA AND CONDITIONS Due to limited resources, not all special event sponsorship requests are funded. The number of special events that the City sponsors varies annually. The City will evaluate each request based upon available funds, satisfaction of eligibility criteria, and compliance with the application requirements set forth below. Applicants for special events sponsorships must meet all of the following requirements, eligibility criteria, and conditions: • Applicants requesting event sponsorships in the amounts of $2,500 to $20,000 shall use the City's community event sponsorship application. Incomplete applications will not be accepted. The City may require additional information, as necessary, to evaluate compliance with this policy. � Applicants requesting event sponsorships over $20,000 shall present their request to the Hotel & Signature Events Committee for recommendation, prior to presenting to City Council at a schedule Council Meeting. • For sponsorship requests not exceeding $2,500, the City Council will authorize the City Manager to establish a policy on accepting and approving such requests. Page 3 of 7 RESOLUTION NO. 2019-77 COMMUNITY EVENT SPONSORSHIP POLICY EXHIBIT A •Event and promotion must take place within Palm Desert city limits with limited exceptions. Reason(s) for not holding the proposed event or promotion in the City of Palm Desert must be stated on the application. Exemption from this requirement will be provided on a case-by-case basis and will favor activity promoting the City of Palm Desert as a desirable place to live, visit and do business. •The event must align with the City of Palm Desert Strategic Plan. •The applicant must also submit a Special Events Application/ Agreement along with this special events sponsorship request application. •The applicant agrees to use the City's sponsorship funds exclusively for the event represented in its application. Said funds are not designated for salaries or salary reimbursements or budget subsidy. •The recipient of sponsorship funds or in-kind services shall provide the City recognition as a sponsor in exchange for the funds or in-kind services in a method consistent with other sponsors. In no event shall the recognition for the City's funds or in-kind services be less than that provided to other sponsors who have contributed the same total financial or in-kind support. •The applicant must be ready, willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable. •Special event sponsorship applications are limited to one per year, per taxpayer identification number. •Failure to hold event as depicted in application will result in forfeiture of sponsorship funds. •Sponsorships will be approved on a competitive basis and are not guaranteed. Applicants should be aware that they may not receive the full amount of the sponsorship requested. •Sponsorship approvals are made on an annual basis and shall be considered as a one-time approval. Approval for sponsorship in one year does not imply or guarantee that the City will approve sponsorship for the same event or organization in subsequent years. •An official Post-Event Evaluation form must be submitted to City staff within (90) days following the conclusion of a sponsored event. •Application and all supporting documents are to be submitted to the Economic Development Department, City of Palm Desert, 73-510 Fred Waring Drive, Palm Page 4 of 7 RESOLUTION NO. 2019-77 COMMUNITY EVENT SPONSORSHIP POLICY EXHIBIT A Desert, California 92260, to be considered for funding for FY 2019/2020. Applications must be submitted a minimum of six months prior to event date. INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS •An activity, program, project or service that promotes a political viewpoint, provides for a political purpose or causes participants to engage in or otherwise affiliate or express an endorsement of partisan political functions or activities. •A private individual for his/her own use. •A political, politically affiliated or political action organization. •Outside Agency Funded Organizations, receiving funds concurrently ( during the same fiscal year) ASSESSMENT CRITERIA Criteria Consideration Weighting (%} Innovation The ability of the event to activate public spaces and 20% attract/expand new audiences , and extend the season Economic Impact The degree to which the event provides a 20% measurable economic benefit to the City and supports local business Quality of Life The degree to which the event assists in the 20% development of a strong and resilient community and increases participation in city life for people of all ages, cultures, and means Branding The extent to which the event proposes to raise 20% awareness of, or increase the profile of, Palm Desert as a tourist destination Financial Viability The degree to which the event and/or organization is 20% financially viable and sustainable with or without City sponsorship Total 100% Page 5 of 7 RESOLUTION NO. 2019-77 COMMUNITY EVENT SPONSORSHIP POLICY EXHIBIT A APPLICATION REVIEW FOR EVENTS WITH A REQUEST $2,500 TO $20,000 Economic Development Department staff overseeing Special Events will review applications for completeness and verify that eligibility criteria have been met. As appropriate, staff will make a recommendation to the City Manager prior to sponsorship approval. Requests will be presented to the City Manager on a quarterly basis: July — September; October — December; January — March; and April — June. APPLICATION REVIEW FOR EVENTS WITH A REQUEST OVER $20.000 Official request (on organizational letterhead), Special Events Application/Agreement, and all supporting documents are to be submitted to the Economic Development Department, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260, to be considered for funding. All documentation should be submitted a minimum of six months prior to event date. • The applicant will be contacted by City staff to secure a presentation date with the Hotel & Signature Events Committee. As well as be placed on the agenda for the soonest City Council Meeting. • City staff will present official request, Special Events Application/Agreement and all supporting documentation to the Committee one week prior to the committee meeting for review. • Applicant will then present to the Hotel & Signature Committee. • Committee will make a recommendation to either approve or deny the request. That recommendation will be noted in the committee minutes and present to the City Council at the scheduled Council Meeting. • Once applicant has meet with the Hotel & Signature Events Committee, applicant will then present to the City Council at a pre-scheduled City Council Meeting. • At the City Council Meeting, staff will present applicants request, as well as the Hotel & Signature Event Committee's recommendation. Applicant will then be able to make their presentation to the City Council and members of the general public in attendance. • City Council will then vote on applicant's request. � Page 6 of 7 RESOLUTION NO. 2019-77 COMMUNITY EVENT SPONSORSHIP POLICY EXHIBIT A ADMINISTRATION AND ENFORCEMENT OF POLICY Review by the City Manager: • The City Council designates the City Manager to administer the Sponsorship Policy. This delegation is with the power of re-designation to appropriate staff. • The City Manager or herlhis designee shall review all Sponsorship applications and determine compliance with this policy. • On an as needed basis, the City Manager or her/his designee may refer any controversial proposed sponsorship to the City Council for approval or rejection with a majority vote. • Sponsoring entity or individual must comply with all other applicable City, state and federal faws and regulations Page 7 of 7 RESOLUTION NO. 2019-77 [This page has intentionally been left blank.] RESOLUTION NO. 2019-77 EXHIBIT B � �----------------------------------------------------------------------------------------- COMMUNITY EVENT SPONSORSHIP REQUEST ($2,500 to $20,000) Application (Exhibit B) Fiscal Year 2019/2020 City of Palm Desert ECONOMIC DEVELOPMENT DEPARTMENT 73-510 Fred Waring Drive Palm Desert, CA 92260 760-346-0611, Ext. 425 Fax: 760-341-4564 -----------------------------------------------------------------------------------------� RESOLUTION NO. 2019-77 EXHIBIT B INTRODUCTION The City is committed to being a good steward of taxpayer money while supporting events that benefit our community. The granting of City funds or in-kind support is evaluated based on the proposed evenYs impact on the community. Special attention is paid to sponsorships that promote Palm Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City and its environs, and enrich the character and quality of life of its residents and visitors. GENERAL REQUIRMENTS, ELIGIBILITY CRITERIA AND CONDITIONS Due to limited resources, not all special event sponsorship requests are funded. The number of special events that the City sponsors varies annually. The City will evaluate each request based upon available funds, satisfaction of eligibility criteria, and compliance with the application requirements set forth below. Applicants for special events sponsorships must meet all of the following requirements, eligibility criteria, and conditions: 1. Applicants requesting event sponsorships in the amounts of $2,500 to $20,000 shall use the City's special event sponsorship form. Incomplete applications will not be accepted. The City may require additional information, as necessary, to evaluate compliance with this policy. Event and promotion must take place within Palm Desert city limits with limited � exceptions. Reason(s) for not holding the proposed event or promotion in the City of Palm Desert must be stated on the application. Exemption from this requirement will be provided on a case-by-case basis and will favor activity promoting the City of Palm Desert as a desirable place to live, visit and do business. 3. The event must align with the City of Palm Desert Strategic Plan. 4. The applicant must also submit a Special Events Application/Agreement along with this special events sponsorship request application. 5. The applicant agrees to use the City's sponsorship funds exclusively for the event represented in its application. Said funds are not designated for salaries or salary reimbursements or budget subsidy. 6. The recipient of sponsorship funds or in-kind services shall provide the City recognition as a sponsor in exchange for the funds or in-kind services in a method consistent with other sponsors. In no event shall the recognition for the City's funds or in-kind services be less than that provided to other sponsors who have contributed the same total financial or in-kind support. 7. The applicant must be ready, willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable. Page 2 of 10 RESOLUTION NO. 2019-77 EXHIBIT B � 8. Special event spansorship applications are limited to one per year, per taxpayer ' identification number. 9. Failure to hold event as depicted in application will result in forfeiture of sponsorship funds. 10. Sponsorships will be approved on a competitive basis and are not guaranteed. Applicants should be aware that they may not receive the full amount of the sponsorship requested. 11. Sponsorship approvals are made on an annual basis and shall be considered as a one-time approval. Approval for sponsorship in one year does not imp{y or guarantee that the City will approve sponsorship for the same event or organization in subsequent years. 12. An official Post-Event Evaluation form must be submitted to City staff within (90) days following the conclusion of a sponsored event. 13. Application and all supporting documents are to be submitted to Vanessa Mager, Economic Development Department, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260, to be considered for funding for FY 2019/2020. Applications must be submitted a minimum of six months prior to event � date. INE�IGIBLE QRGANIZATIONS AND ACTIVITIES OR PRt)JECTS The Gity of Palm Desert WILL NOT award funding for: 1. An activity, program, project or service that promotes a political viewpoint, provides for a political purpose or causes participants to engage in or otherwise affiliate or express an endorsement of partisan political functions or activities. 2. An organization, activity, program, project or service that is discriminatory. 3. A private individual for his/her own use. 4. A political, politically affiliated or political action organization. 5. Outside Agency Funded Organizations, receiving funds concurrently (during the same fiscal year) Page 3 of 10 RESOLUTION NO. 2019-77 ASSESSMENT CRITERIA Criteria Consideration Innovation The ability of the event to activate public spaces and attract/expand new audiences , and extend the season Economic Impact The degree to which the event provides a measurable economic benefit to the City and supports local business Quality of Life Branding Financial Viability Total The degree to which the event assists in the development of a strong and resilient community and increases participation in city life for people of all ages, cultures, and means The extent to which the event proposes to raise awareness of, or increase the profile of, Palm Desert as a tourist destination The degree to which the event and/or organization is financially viable and sustainable with or without City sponsorship APPLICATION REVIEW EXHIBIT B Weighting � (%) 20%0 20% 20% 20% 20% 100% Economic Development Department staff overseeing Special Events will review applications for completeness and verify that eligibility criteria have been met. As appropriate, staff will make a recommendation to the City Manager prior to sponsorship approval. Requests will be presented to the City Manager on a quarterly basis: July — September; October — December; January — March; and April — June. � Page 4 of 10 RESOLUTION NO. 2019-77 EXHIBIT B � FILING INSTRUCTIONS Please review these instructions carefully in order to completely and accurately file your * application: 1. PREPARE YOUR APPLICATION PACKET containing the following: ❑ One (1) application packet, single sided, 8'/z x 11, white paper, unbound, unstapled, unpunched. Color documents may be included if desired for clarity and detail. Application packet will contain the following: ■ Application with original signature ■ Attachments as necessary for further explanation of application content, all 8'/2 x 11" or smaller in size 2. RETURN COMPLETE APPLICATION PACKET in a sealed envelope via mail or hand delivery to: City of Palm Desert Economic Development Department 73510 Fred Waring Drive Palm Desert, CA 92260 � CONTENTS: SPECIAL EVENTS SPONSORSHIP APPLICATION — Attn: Vanessa Mager 3. SUBMIT. Incomplete packets will not be considered until all required information is received. �� Page 5 of 10 RESOLUTION NO. 2019-77 Application (Exhibit A) 1. GENERAL INFORMATION Date of Request: Amount Requested: Name of Organization: Organization Contact: Mailing Address: Physical Address: Phone Number: E-mail address: Federal Taxpayer I.D. No: Palm Desert Business License No. (Required for any work or service performed in PD city limits) Non-Profit Tax Status (verification must be attached): EXHIBIT B FOR CITY USE ONLY Date Received: ❑ Original Sponsorship Application ❑ Special Events Application/Agreement ❑ Sponsorship Request Letter ❑ Complete — -OR- ❑ Incomplete — return to Applicant $ 501(c)3: Yes Other class (specify): � � Page 6 of 10 RESOLUTION NO. 2019-77 � 2. STATEMENT OF PURPOSE EXHIBIT B 1. Description of services or event being provided to the city. (Describe the event/activity and explain the impact you believe that it will have on the community. Will it generate sales tax and/ or bed tax through retail sales or hotel stays? Will it educate and/or provide quality of life to Palm Desert residents/visitors?): 2. How will the city's funds be used? (Provide specific details regarding your reason for request and how those funds will be spent. Funds are considered per line item, and appropriate information should be provided to assist the Committee's review and decision. If necessary, attach a separate sheet): 3. Item Example: Tops N' Barricades I Description Amount requested Traffic contro/ plan for street closure 2,000 I 3. Total number of persons that benefit from or will attend this program or event: 4. Of the total number benefitting, give an estimate of the percentage (%) of Palm Desert residents that participate in said benefit: Resident Non-Resident Page 7 of 10 RESOLUTION NO. 2019-77 3. AGENCY BUDGET 1. Sources of Funding: EXHIBIT B A. Palm Desert Suaport: List any and all funding requested from the City of Palm Desert, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of the funding request: Type of Request Example: FY 18/19 Funds FY 19/20 Requested Received Requested Amount Amount $1, 000 $1, 500 Reason for and/or description of request B. Communitv Support: List any and all funding requested from other community partners, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of the funding requested (If necessary, attach a separate sheet.): Agency providing funds Example: Berger Foundation FY 18/19 Approved FY 19/20 Requested Amount/ Requested Amount Funds Amount received $10,000 $5,000 $10,000 Description of Contribution (in-kind, sponsorship, event, grant) Education grant � Page 8 of 10 RESOLUTION Please provide event budget. (If necessary, attach a separate sheet.) GRAND TOTAL OF EXPENDITURES: $ Page 9 of 10 RESOLUTION NO. 2019-77 4. SIGNATURE AUTHORIZATION EXHIBIT B 1. Identify the principal (owner, president, or equivalent) who is ultimately responsible for the applicant's event: ►I�Is\►�il�l TITLE: ADDRESS: PHONE: E-MAIL: 2. Signature of authorized official: The undersigned does hereby confirm that the information herein is true and correct, that the applicant agency meets the criteria set forth herein, and that the applicant agency agrees to comply with all requirements. Signature: Date: - END OF DOCUMENT - �� Page 10 of 10 I� RESOLUTION NO. 2019-77 EXHIBIT C ----------------------------------------------------------------------------------------- LARGE COMMUNITY EVENT SPONSORSHIP REQUEST j$20.000+1 Application (Exhibit C) Fiscal Year 2019/2020 City of Palm Desert ECONOMIC DEVELOPMENT DEPARTMENT 73-510 Fred Waring Drive Palm Desert, CA 92260 760-346-0611, Ext. 425 Fax: 760-341-4564 -----------------------------------------------------------------------------------------� r" RESOLUTION NO. 2019-77 EXHIBIT C INTRODUCTION , The City is committed to being a good steward of taxpayer money while supporting events that benefit our community. The granting of City funds or in-kind support is evaluated based on the proposed event's impact on the community. Special attention is paid to sponsorships that promote Palm Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City and its environs, and enrich the character and quality of life of its residents and visitors. GENERA� REQUIRMENTS, E�IGIBILITY CRITERIA AND CONDITIONS Due to limited resources, not all special event sponsorship requests are funded. The number of special events that the City sponsors varies annually. The City will evaluate each request based upon available funds, satisfaction of eligibility criteria, and compliance with the application requirements set forth below. Applicants for special events sponsorships must meet all of the following requirements, eligibility criteria, and conditions: 1. Applicants requesting event sponsorships over $20,000 shall present their request to the Hotel & Signature Events Committee for recommendation, prior to presenting to City Council at a schedule Council Meeting. Event and promotion must take place within Palm Desert city limits with limited exceptions. Reason(s) for not holding the proposed event or promotion in the City of Palm Desert must be stated on the application. Exemption from this requirement will be provided on a case-by-case basis and will favor activity promoting the City of Palm Desert as a desirable place to live, visit and do business. 3. The event must align with the City of Palm Desert Strategic Plan. 4. The applicant must also submit a Special Events Application/Agreement along with all documentation requested by the Hotel & Signature Events Committee. 5. The applicant agrees to use the City's sponsorship funds exclusively for the event represented in its request. Said funds are not designated for salaries or salary reimbursements or budget subsidy. 6. The recipient of sponsorship funds or in-kind services shall provide the City recognition as a sponsor in exchange for the funds or in-kind services in a method consistent with other sponsors. In no event shall the recognition for the City's funds or in-kind services be less than that provided to other sponsors who have contributed the same total financial or in-kind support. 7. The applicant must be ready, willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable. Page 2 of 5 RESOLUTION NO. 2019-77 EXHIBIT C 8. Special event sponsorship requests are limited to one per year, per taxpayer identification number. 9. Failure to hold event as depicted in documentation submitted will result in forFeiture of sponsorship funds. 10. Sponsorships will be approved on a competitive basis and are not guaranteed. Applicants should be aware that they may not receive the full amount of the sponsorship requested. 11. Sponsorship approvals are made on an annual basis and shall be considered as a one-time approval. Approval for sponsorship in one year does not imply or guarantee that the City will approve sponsorship for the same event or organization in subsequent years. 12. An official Post-Event Evaluation form must be submitted to City staff within (90) days following the conclusion of a sponsored event. 13.Official request (on organizational letterhead), Special Events Application/Agreement and all supporting documents are to be submitted to Vanessa Mager, Economic Development Department, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260, to be considered for funding. All documentation must be submitted a minimum of six months prior to event date. INELIGIBLE C)RGANIZATIONS AND ACTIVITIES OR PR(3JECTS The City of Palm Desert WILL NOT award funding for: 1. An activity, program, project or service that promotes a political viewpoint, provides for a political purpose or causes participants to engage in or otherwise affiliate or express an endorsement of partisan political functions or activities. 2. An organization, activity, program, project or service that is discriminatory. 3. A private individual for his/her own use. 4. A political, politically affiliated or political action organization. 5. Outside Agency Funded Organizations, receiving funds concurrently (during the same fiscal year) � Page 3 of 5 RESOLUTION NO. 2019-77 � LARGE SPONSORSHiP REQUEST PROCEDURE EXHIBIT C Official request (on organizational letterhead), Special Events Application/Agreement, and all supporting documents are to be submitted to Vanessa Mager, Economic Development Department, City of Palm Desert, 73- 510 Fred Waring Drive, Palm Desert, California 92260, to be considered for funding. All documentation should be submitted a minimum of six months prior to event date. 2. The applicant will be contacted by City staff to secure a presentation date with the Hotel & Signature Events Committee*. As well as be placed on the agenda for the soonest City Council Meeting. 3. City staff will present official request, Special Events Application/Agreement and all supporting documentation to the Committee one week prior to the committee meeting for review. 4. Applicant will then present to the Hotel & Signature Committee. 5. Committee will make a recommendation to either approve or deny the request. That recommendation will be noted in the committee minutes and present to the City Council at the scheduled Council Meeting. 6. Once applicant has meet with the Hotel & Signature Events Committee, applicant will then present to the City Council at a pre-scheduled City Council Meeting. 7. At the City Council Meeting, staff will present applicants request, as well as the Hotel & Signature Event Committee's recommendation. Applicant will then be able to make their presentation to the City Council and members of the general public in attendance. 8. City Council will then vote on applicanYs request. �r *The Hotel & Signature Events Committee meets once a month. I Page 4 of 5 RESOLUTION NO. 2019-77 EXHIBIT C � FILING INSTRUCTIONS Please review these instructions carefully in order to completely and accurately file your request: 1. PREPARE REQUEST PACKET containing the following: ■ Official sponsorship request (on organizational letterhead) with original signature ■ Complete event budget ■ Sponsorship benefits ■ List of past and current sponsors ■ Explanation of how funding provided by the City will be utilized 2. RETURN COMPLETE PACKET in a sealed envelope via mail or hand delivery to: City of Palm Desert Economic Development Department 73510 Fred Waring Drive Palm Desert, CA 92260 CONTENTS: SPECIAL EVENTS SPONSORSHIP APPLICATION — Attn: Vanessa Mager 3. SUBMIT. Incomplete packets will not be considered until all required information is received. � Page 5 of 5