HomeMy WebLinkAboutRES 2022-031RESOLUTION NO. 2022-31
' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, RESCINDING RESOLUTION
NO. 2019-77, AND ADOPTING A REVISED COMMUNITY
EVENT SPONSORSHIP POLICY
WHEREAS, The City of Palm Desert City Council previously adopted Resolution
No. 2019-77 to provide a policy regarding community event sponsorship;
WHEREAS, The City of Palm Desert has found Resolution No. 2019-77 to not
include adequate measurable and clear evaluation guidelines; and
WHEREAS, The City of Palm Desert would like to create fair and equitable award
guidelines; and
WHEREAS, The City of Palm Desert has collected best practices from other City's
adopted community event sponsorship policies; and
WHEREAS, such community event sponsorship policy is attached hereto and
made a part hereof marked as Exhibit A, which guidelines for disbursement or
discretionary funds to sponsor community events produced by qualified organizations;
' and
NOW THEREFORE, the City of Palm Desert, State of California, hereby finds and
resolves that it approves the adoption of the Community Event sponsorship policy, as
attached hereto as Exhibit "A".
PASSED, APPROVED, AND ADOPTED on this 28th day of April, 2022 by the
following vote, to wit:
AYES: JONATHAN, KELLY, NESTANDE, and HARNIK
NOES: NONE
ABSENT: NONE
ABSTAIN: QUINTANILLA
AT, EST:
I
f��HONY ODES'RT,
Y CLERIC
ITY OF PACALIFORNIA
CL4,A � AC
JAN C. HARNIK, MAYOR
RESOLUTION NO. 2022-31
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RESOLUTION NO. 2022-31
I
CITY OF PALM DESERT
ADMINISTRATIVE PROCEDURES
Subject Community Event Sponsorship Policy
Policy No.
CMGR-002
Date
Issued:
Approved by
Resolution No. 2022-31
Authored by
Public Affairs
PURPOSE
A. This policy establishes guidelines for disbursement of discretionary funds
approved by City Council, as well as in -kind services, to sponsor community 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.
II. SCOPE
A. 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.
B. 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.
C. 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.
RESOLUTION NO. 2022-31
III. DEFINITIONS '
A. "Sponsorship" means any financial or in -kind support from the City (City staff time,
public safety services, use of City facilities or property, permit fees, etc.) to the
organizing agency that helps offset the costs of the event operations.
B. "Sponsorship Agreement" means a binding agreement between the City and a
company, organization, or individual to pay a fee, provide services, share products
or any combination thereof, including advertising and promotional opportunities
between the City and a company, organization, or individual.
C. "Event" means an occurrence of a local celebration, fundraiser, athletic, cultural,
or educational activity designed to attract a public audience which benefits the
residents and visitors of the City of Palm Desert. (i.e., walk, run, concert, parade,
etc.)
D. "Programs" means an on -going, set of structured activities. (i.e., classes,
performances, or procedures, etc.)
E. Outside Agency Funding is a grant program for non-profit, school, and community -
based organizations, who provide for unmet needs and services that serve the City
of Palm Desert and its residents. I
F. Table Sponsorship means purchase of a table at a Local Event, excluding the
individual purchase of tickets at the same table.
G. "Community Sponsorship subcommittee" means the subcommittee is comprised
of the Mayor and Mayor Pro Tern, the Director of Finance, the Public Affairs
Manager and the Public Affairs Staff member overseeing Community Sponsorship
and City Produced Events.
IV. GENERAL REQUIREMENTS, ELIGIBITY CRITERIA AND CONDITIONS
A. 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 the eligibility
criteria, and compliance with the application requirements set forth below.
B. Applicants for special events sponsorships must meet all 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
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RESOLUTION NO. 2022-31
additional information, as necessary, to evaluate compliance with this
policy.
2. Applicants requesting event sponsorships over $20,000 shall present their
request to the Community Sponsorship subcommittee 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.
4. The applicant must also submit a Special Events Application/Agreement a
minimum of 120 days prior to the event.
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. Please see Exhibit A.
8. Special event sponsorship 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 imply or guarantee that the City will approve sponsorship for the
same event or organization in subsequent years.
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RESOLUTION NO. 2022-31
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 the Public
Affairs Division, City of Palm Desert, 73-510 Fred Waring Drive, Palm
Desert, California 92260, to be considered for funding. Applications must
be submitted a minimum of six months prior to event date.
V. INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS
A. Examples of ineligible organizations or activities include, but are not limited to:
1. Any type of programing
2. An event or activity 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.
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 I
(during the same fiscal year).
VI. ASSESSMENT CRITERIA
A. Requests for donation, and/or sponsorship from schools or school -related groups
shall be processed through Outside Agency Funding.
B. Funds are not to be used for venue costs, salaries, prizes, and awards.
C. Community Sponsorship funds are solely for sponsorship of Events (i.e., festivals,
concerts, walks/runs, fashion shows, luncheon, etc.). Ongoing programming is not
considered an Event and these requests will be redirected to Outside Agency.
D. Sponsorship request for the inaugural year of an Event, the sponsorship request
may not exceed 50% of Event budget (if sponsorship request includes in -kind, the
value of the in -kind items may not exceed 50% of the Event budget).
E. All other sponsorship requests beyond the inaugural year is may not exceed 35%
of Event budget (if sponsorship request includes in -kind, the value of the in -kind
items may not exceed 35% of the Event budget).
F. Sponsorship request for a 5K walk/run shall be eligible for a maximum sponsorship '
of $2,500.
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RESOLUTION NO. 2022-31
I
G. Registered local nonprofit corporation or local 501(c) organization with tax-exempt
status will be given priority funding consideration.
H. Applicants are not guaranteed to receive the amount of funding requested or be
funded at all. Requests will not be considered approved until it is approved by the
City Council or City Manager, as appropriate. The City Council reserves the right
to deviate from the criteria contained herein when they believe it is the City's best
interest to do so.
VII. FUNDING TIMELINE
A. The funding timeline/application reviews are outlined below (all dates are subject
to change):
B. Rounds 2, 3 and 4 will only take place as long as there is funding available in the
Community Sponsorship budget, not already allocated during the 1st Round.
Applicants are strongly encouraged to submit sponsorship request applications
during the 1 st round in order to have a higher chance of receiving funding.
C. 1st Round:
' December 15t — February 15th: Applications are due for the upcoming fiscal year.
February: Applications are reviewed by the City's Community Sponsorship /
Charitable Contributions Committee for their budget recommendation.
March: Budget recommendations are submitted to the Finance Department.
April: Applications are reviewed by the City Manager.
May: City Council reviews the recommendations presented by the City's
Community Sponsorship / Charitable Contributions Committee and the City
Manager at a public meeting.
June: City Council approves selected applicants for funding in the upcoming fiscal
year (4:00 p.m., Council Chamber)
July: All applicants are contacted and advised of approved funding. Agreements
are issued to successful applicants for funds available beginning July 1. Funds are
issued a maximum of 60 days prior to the event and only upon approved insurance
and a fully executed Sponsorship agreement.
D. 2"d Round
Deadline: June. 30th by 5nm
Applications received after Feb. 15th, with requests under $7.500: Will be presented
to the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then to City Manager: first week of August, for approval.
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RESOLUTION NO. 2022-31
Applications received after Feb. 15th, with requests over $7.500: Will be presented to '
the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then presented to the City Council: First Council meeting in
August.
E. 31d Round
Deadline: October 31st. by 5om
Applications received after June 301h, with requests under $7.500: Will be presented
to the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then to City Manager: First week of December
Applications received after June 30th, with requests over $7.500: Will be presented
to the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then presented to the City Council: First Council Meeting in
December.
F. 4th Round
Deadline: February 28th by 5om
Applications received after Oct. 27th, with requests under $7.500: Will be presented ,
to the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then to City Manager: First week of April.
Applications received after Oct. 27th, with requests over $7.500: Will be presented to
the City's Community Sponsorship / Charitable Contributions Committee for
recommendation and then presented to the City Council: First Council Meeting in
April.
Vill. ADMINISTRATION AND ENFORCEMENT OF POLICY
A. The City Council designates the City Manager to administer the Sponsorship
Policy. This delegation is with the power of re -designation to appropriate staff.
B. The City Manager or her/his designee shall review all Sponsorship applications
and determine compliance with this policy.
C. On an as needed basis, the City Manager or her/his designee may refer any
controversial proposed sponsorship straight to the City Council for approval or
rejection with a majority vote.
D. Applicant must comply with all other applicable City, state and federal laws and '
regulations
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RESOLUTION NO. 2022-31
IX. APPEALS
A. Applicants who have been denied sponsorship shall have ten (10) days from the
date of the denial to request an appeal hearing with the entire City Council. The
appeal request shall be in writing and submitted to the City Manager, or his/her
designee. Within twenty (20) days of receiving the appeal request, the City
Manager shall provide the appeal hearing at an upcoming City Council meeting.
The entire City Council shall have the right to overrule the application denial,
uphold the application denial, or take any other action deemed appropriate.
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