HomeMy WebLinkAboutFY18-19 - Proposed Special Events STAFF REPORT
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
MEETING DATE: June 28, 2018
PREPARED BY: Amy Lawrence, Management Analyst al'/
REQUEST: Approval of Proposed Special Events for FY 2018/19
Recommendation
By Minute Motion, that the City Council,
1. Approve Proposed Special Events for FY 2018/19;
2. Authorize the City Manager to take any necessary action to facilitate the special
events including adjustments to funding amounts or events, provided the total does
not exceed $202,000;
3. Authorize the City Manager to execute any agreements associated events, if
applicable; and
4. Authorize the City Manager to award contract to a consultant to be determined for
production of the Swing 'N Hops Street Party in an amount not to exceed $56,000.
Funds will be available in Account No. 1 1 0441 6-43061 01
Strategic Plan Objective
Approval of the Proposed Special Events for FY 2018/19 would address the following
priorities as specified in the City's 2013-2033 Strategic Plan, Envision Palm Desert -
Forward Together.
- Economic Development Priority No. 3: Create and attract entertainment and events
to enhance and expand the Palm Desert economy and lifestyle.
- Marketing and Tourism Priority No. 2: Grow existing events and develop new events
to enhance the desirability of Palm Desert as a year-round destination.
- Parks and Recreation Priority 3: Make recreational and exercise opportunities
available in all public spaces.
Discussion
During the City Council's FY 2018/19 Budget Study Session, the following annual special
events were recommended by staff to be included as part of the City's FY 2018/19 budget.
PROPOSED EVENTS AMOUNT
Celebrate the Season Event $10,000
Construction of the City's Golf Cart Parade Float $5,000
independence Day Celebration $60,000
Spring and Fall Concerts in the Park { $60,000 ,
Swing `N Hops Street Party 1 $60,000
STAFF REPORT - JUNE 28, 2018
APPROVAL OF PROPOSED SPECIAL EVENTS FOR FY 2018/19
PAGE 2
Veterans Day Ceremony $6,000
Miscellaneous Events (e.g. dedications, etc.) $1 ,000
TOTAL $202,000 J
With regard to the Swing 'N Hops Street Party, in July staff will publish a Request for
Proposals (RFP) for production of the event. Given that City Council will not meet again until
the end of August, in the essence of time, staff is requesting authorization for the City
Manager to award the contract to the most qualified consultant in an amount not to exceed
$56,000 so that work on the event can begin in a timely manner. The balance of the budget
for the event (i.e. $4,000) will be set aside for special event insurance and other incidental
expenditures. Please note that staff will bring the road closures and other ancillary items
requiring City Council approval for the event (e.g. consumption of alcoholic beverages on
City-owned property) at a later date.
Fiscal Analysis
Funding for these proposed special events will be included as part of the FY 2018/2019
budget and available in Account No. 1 1 0441 6-43061 01.
LEGAL REVIEW DEPARTMENT DEPARTMENT FINANCIAL REVIEW i CITY MANAGER
REVIEW p REVIEW
Not Applicable
Thomas Soule Martin Alvarez
Robert W. Hargreaves Tourism and Marketing Director of Economic t Moore Lauri Aylaian •
City Attorney Manager Development Director of Finance City Manager
APPLICANT: None
ATTACHMENTS: Proposed Special Event Schedule for FY 2018/19
City of Palm Desert Proposed Special Events for FY 2018/19
Event Date Amount
Independence Day Celebration 7/4/2018 $60,000
Spring and Fall Concerts in the Park Oct & May $60,000
City Golf Cart Parade Float 10/28/2018 $5,000
Veterans Day Ceremony 11/11/2018 $6,000
Celebrate the Season Event (Holiday) 12/7/2018 $10,000
Swing 'N Hops Street Party 2/2/2019 $60,000
Miscellaneous Events $1,000
Subtotal for City-Produced Events $202,000