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HomeMy WebLinkAbout071123-03.2 STUDY SESSION MEMORANDUM 3.2 TO: Mayor and Town Council July 11, 2023 SUBJECT: Community Events – Categories and Levels of Town Support BACKGROUND The Town hosts or partners with various community organizations to stage numerous public events each year. Policies and procedures, dating back as far as 1991 and as recently as 2017, guide how the Town considers and supports community events. In this former era, requests for Town support from event sponsors most frequently involved either funding, in-kind support, use of Town facilities, or a street closure. Events for which the Town has provided support have come to be referred to, at least informally, as Town co-sponsored events. In fact, the reference to either “Full Co- Sponsorship” or “Limited Co-Sponsorship,” was derived from a policy that was intended to apply primarily to the Town’s cultural arts programs and the use of the Village Theatre and Art Gallery. In the intervening years, there have been significant changes in the type of events that organizers seek to host, the widely varying nature of Town support requested, as well as the sheer number of requests received by Town staff. Requests have become more extensive and oftentimes include requests for marketing and social media support, inclusion in the Town’s Activity Guide and other publications and use of the Town logo or brand which can boost event profile, credibility and attendance. Consequently, the definitions crafted well over a decade ago are difficult to apply and implement in today’s context. These context changes, along with Town Council’s desire to have further discussions related to supporting community events, is the framework for this memorandum, which seeks to: 1. Outline the new community events landscape; 2. Provide clarity on the event categories and levels of support provided; and 3. Seek direction on revisiting the community events policy in light of these changes. DISCUSSION In today’s context, the Town supports three broad categories of community events (Attachment A): Community Events Categories 2 July 11, 2023 and Support Levels Category 1 - Town Events: These events are hosted by the Town. These events are staff-led, identified within departmental program goals, and expenses are reflected in the operating budget. Examples include Art in the Park, Eggstravaganza, Moonlight Movies, Music in the Park, etc. Category 2 - Partnership Events: These events are hosted by other organizations. However, these events could not happen absent the Town’s substantial contribution in the form of funds, staffing resources (Maintenance services, Police services, and/or contract services such as the deployment of barricades). These partnerships require joint decision-making and feature several sub-categories, including those that: a. Require street closures (examples: July 4 Parade, Lighting of the Old Oak Tree, Hot Summer Sunday Car Show, Run for Education, etc.); b. Receive Town funding representing a significant portion of the event’s operating costs, allocated through direct annual budget appropriation (examples: July 4 Parade and Lighting of the Old Oak Tree); c. Require significant in-kind support such as Town staff or Town-provided programming to enhance the event (the proposed Danville Area Chamber of Commerce Health and Wellness Fair is an example); and/or d. Involve revenue-sharing of ticket sales, such as events held in the Village Theatre in exchange for no-cost rental (known in current procedures as “Full Co- Sponsorship” or Limited Co-Sponsorship” for cultural arts events). Category 3 – Town-Assisted Events: These events are hosted by other organizations and involve limited assistance from the Town, which may or may not include financial support. These events may potentially be hosted on Town-owned facilities (with reduced or waived fees) or could be supported through small grants. The general sub- categories of events are: a. Supported through Business Promotion or Economic Development grants (examples: Lions Club Restaurant Walk, Museum of the San Ramon Valley Shops and Hops, etc.) without requesting additional in-kind support such as street closures or staffing; and/or b. Supported through some form of minimal Town sponsorship, such as events seeking monetary sponsors for events held at private facilities (such as the 2023 Interfaith EarthFest event); and/or c. Supported through in-kind promotional opportunities with minimal impact on Town resources, such as website calendar listings or social media posts; and/or d. Supported through a reduced or waived facility rental fee (examples: public ceremonies hosted by local nonprofit organizations honoring veterans or public Community Events Categories 3 July 11, 2023 and Support Levels safety personnel such as Memorial Day Observance, 9/11 Observance, and Veterans Day Observance). The events examples cited are used for illustrative purposes only. Some, but not all, of these events are considered and approved annually by the Town Council through the annual “Intent to Host” process. Many of these events receive Town support in the form of financial and/or in-kind services including assistance by Town staff, contractors or other forms of committed resources. Apart from the Community Events process, the Town offers Facility Rentals for private events subject to a separate set of rental guidelines that spell out specific terms and conditions for facility usage. The Community Events discussion framed by this memorandum is separate and apart from (and is not intended to change) the Town’s facility rental guidelines and process. With continuing requests of Town support for community-focused events that increasingly fall outside of the existing policies and support guidelines, staff suggests evaluating the pertinent policies and creating an updated community event and/or co- sponsorship policy. This would allow the Town to support events benefitting the public with varying levels of financial and in-kind resources, while ensuring fair and equitable use of Town resources consistent with the Town’s mission and goals. RECOMMENDATION Provide direction to staff to develop a Community Events Policy reflecting the categories outlined above with associated procedures for evaluation, budgeting, and approval (draft policy framework and outline included as Attachment B). Prepared by: Jenn Starnes Public Information Officer Tai J. Williams Assistant Town Manager Community Events Categories 4 July 11, 2023 and Support Levels Attachment A: Summary of Event Categories and Support Levels Attachment B: Draft Policy Framework and Outline Attachment C: Request from Interfaith EarthFest event organizer ATTACHMENT A Category 1 Town Events Category 2 Partnership Events Category 3 Assisted Events Town Funding & Resources: All Substantial Limited Event Examples: Art in the Park X Eggstravaganza X May the 4th X Moonlight Movies X Music in the Park X Devil Mountain Run X Health & Wellness Day on the Green X Hot Summer Sunday Car Show X July 4th Parade X Lighting of the Old Oak Tree X 9/11 Observance X Danville Area Chamber Sip & Stroll X Interfaith EarthFest (2023) X Lions Club Restaurant Walk X Museum of the SRV Shops & Hops X SRVHS Homecoming Parade X Veterans Day Observance X ATTACHMENT B ~ DRAFT FRAMEWORK AND OUTLINE ~ COMMUNITY EVENTS AND EVENT SUPPORT POLICY 1. PURPOSE The Town receives requests from non-profit organizations, community groups and service clubs to support events and activities. Recognizing the value of partnering with other organizations to provide events that benefit the community, the Town wishes to offer a program to assist community groups with events and activities that support the Town’s purpose and mission, and serves Danville residents. This policy is intended to guide Town consideration for approval of community events and event support. This policy applies to events held annually or seasonally, and not to long-term or ongoing uses for which rentals of Town facilities are more appropriate. 2. ELIGIBILITY Requests for community events or for Town assistance of community events are considered annually by the Town Council. Eligible organizations would include those operating within the Town of Danville, such as: a. Local non-profit organizations. b. Local service clubs. c. The Danville Area Chamber of Commerce or other business organizations whose membership is open to all Danville businesses. d. Veteran’s organizations. e. Other government agencies serving the Town. f. Religious organizations (if the event neither promotes religious messages nor advocates for or promotes religious beliefs). 3. ELIGIBILITY CRITERIA Policy would describe specific eligibility criteria as well as set forth types of events that would be ineligible for consideration. All applicants must follow the requirements of the Town’s standard facility use agreement and process if a Town facility is requested. Proposed events must comply with the Town’s non-discrimination policies and all other Town policies. 2 4. TOWN SUPPORT Policy would include the criteria to be used as a basis to review and approve requests for support, based on which level of support is being requested: • Category 2 - Partnership Events • Category 3 - Town-Assisted Events All eligible events would be annually recurring or one-time events. 5. REQUESTS FOR SUPPORT Policy should describe the process for submitting proposals, lead time required to review them, and the information necessary for the Town to consider eligibility and suitability. 6. FEE WAIVERS Policy could allow for consideration of fee waivers that may be requested by the organization hosting the community event. Requests may be granted only by the Town Council.