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HomeMy WebLinkAbout081523-03.2 ss STUDY SESSION MEMORANDUM 3.2 TO: Mayor and Town Council August 15, 2023 SUBJECT: Community Events – Categories and Draft Policy Review BACKGROUND At the July 11 Study Session, staff presented a history and update on community events and requests for event support. Staff also presented a draft framework Community Events Support Policy (Policy) for Council discussion and direction. Key questions and direction from Town Council included:  Question related to the ability to support events if they are hosted by religious or political organizations.  Question related to the process of providing monetary support for events.  Question related to support requests outside of a budget cycle or annual process.  Desire for processes that can flex to accommodate a range of event support requests (from minimal to substantial support).  Desire for outreach to organizers for feedback on proposed changes prior to adoption. Staff from Recreation, Arts & Community Services, Community Outreach, and Economic Development collaborated to complete a draft Community Events Support Policy that is consistent with Town Council direction provided. Impacts on existing events hosted by outside organizations were taken into consideration, as were modifications needed to existing policies and procedures. These considerations were taken in balance with the need to establish an updated policy that both furthers the Town mission and vision. DISCUSSION Event Categories The categories outlined at the July 2023 Study Session are reflected in the draft Policy: Category 1: Town Events: Hosted by the Town, 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. These events would not be governed by the Community Events Policy. Community Events - Categories 2 August 15, 2023 and Draft Policy Review Category 2: Town-Partnered Events: Hosted by other organizations with a substantial contribution of Town resources in the form of funds, staffing, or other significant resources. 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, Police services, and/or Town-provided programming to enhance the event (the proposed 2023 Health and Wellness Fair and 2024 Interfaith Earth Fest are examples); and/or d. Involve revenue-sharing of ticket sales, such as events held in the Village Theatre in exchange for no-cost rental. Category 3: Town-Assisted Events: Hosted by other organizations and involve limited assistance from the Town, which may or may not include minimal 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 event assistance are: a. Business Promotion or Economic Development grants for events that do not request additional in-kind support such as street closures or staffing (examples: Lions Club Restaurant Walk, Museum of the San Ramon Valley Shops and Hops); b. Minimal Town sponsorship, such as events seeking monetary sponsors for events held at private facilities (such as the 2023 Interfaith EarthFest event); c. In-kind promotional opportunities with minimal impact on Town resources, such as website calendar listings or social media posts; and/or d. Waived facility rental fee, such as public ceremonies hosted by local nonprofit organizations honoring veterans or public safety personnel (examples: Memorial Day Observance, 9/11 Observance, and Veterans Day Observance). The examples cited here and in Attachment A 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. Policy Purpose and Potential Impacts Adopting a Community Events Support Policy (Attachment B) would allow the Town to continue to have events that contribute to the quality of life while minimizing undue Community Events - Categories 3 August 15, 2023 and Draft Policy Review burden on Town resources, and without compromising the mission and vision of the Town. The policy would include evaluation parameters to ensure events meet quality and engagement standards the Town is known for, keeping the brand of the Town and its quality service delivery reputation intact. Staff have also identified internal processes and procedures that would address concerns raised by the Town Council in the July study session. These items are addressed in the draft Policy and would be accompanied by an internal procedure document. Events requiring fee waivers or significant contribution of Town resources (such as funding) would still be reviewed through the standard annual process, which ensures Town Council oversight. Event requests that occur outside of the annual review process may be brought to the Town Council by staff if significant resources are requested and the event meets criteria outlined in the Policy. Events requesting minimal Town support would be approved by staff in accordance with the final adopted Policy. Existing Event Agreements In evaluating impact on existing events, staff determined that the draft Policy would only serve to formalize some agreements that do not fall completely within current policies. The formalization may take the form of a written agreement outlining the summary of what the Town is contributing to the event, and the associated responsibilities of the event organizers. Given that this draft Policy has limited impact on exiting events, it is presented first to Town Council for initial feedback and direction at a noticed public meeting, with refinements to be undertaken in collaboration with event organizers prior to policy adoption. Apart from the existing 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 Support Policy is not intended to change the Town’s facility rental guidelines and process. The Policy governs requests for support to hold an event, whether it is at a Town facility or not. The Policy would also not adversely impact the Business Promotion Grant Program. The procedures for that Program will be before Council at the August 15, 2023, regularly scheduled public meeting. Existing events would continue as they are and the Policy would serve as a framework for considering future proposed events. With continuing requests of Town support for community-focused events that increasingly fall outside of the existing policies and support guidelines, staff recommends adopting a comprehensive 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. Community Events - Categories 4 August 15, 2023 and Draft Policy Review RECOMMENDATION Provide direction to staff to bring a Community Events Support Policy to Town Council for approval at a future meeting. Prepared by: Jenn Starnes Public Information Officer Tai J. Williams Assistant Town Manager Attachments: A-Summary of Event Categories and Support B-Levels Draft Community Event Policy & Procedures Category 1 Town Events Category 2 Partnered Events Category 3 Assisted Events Town Funding & Resources: All Substantial Limited Event Examples: Art in the Park X Eggstravaganza X May the 4th Be With You X Moonlight Movies X Kidchella X Music in the Park X Senior Variety Show X Spooktacular Celebration X Holiday Hangout X Elf Workshop X Harry Potter Birthday Bash 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 A 1 | Community Events Support Policy DRAFT COMMUNITY EVENTS SUPPORT POLICY (DRAFT) 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. The policy also intends to sustain fair and equitable use of Town facilities and resources. This policy does not supersede existing adopted Town policies or agreements that establish distinct facility use relationships and support arrangements for specific programs and/or entities, but this policy may be used to guide evaluation of new events. 2.ELIGIBILITY Requests for community event support shall be considered annually by the Town Council. The following organizations are eligible to submit requests for Town support of a community event: a.Local non-profit organizations as classified under Internal Revenue Code Section 501 (c) (3), (c) (4) or (c) (6), that operate within the Town of Danville with mission statements in alignment with the Town’s vision, mission, and goals. b.Local service clubs that operate within the Town of Danville with mission statements in alignment with the Town’s vision, mission, and goals. c.The Danville Area Chamber of Commerce or other business organizations whose membership is open to all Danville businesses. d.Veteran’s organizations that make up the Danville Veterans Memorial Building Board of Trustees. e.Other government agencies serving the Town of Danville whose use of a Town facility is consistent with their normal functions. f.Religious organizations with the required IRS status for charitable or social welfare organizations if the event neither promotes religious messages nor advocates for or promotes religious beliefs. ATTACHMENT B 2 | Community Events Support Policy DRAFT 3.ELIGIBILITY CRITERIA Requests may be considered based upon the following criteria for the event: a.supports the Town’s mission, vision and goals, and is of significant value to the community. b.is open to the public or allows the general public to attend through ticketing. c.will not have a significant impact upon Town facilities, and any minor impacts will be mitigated by the event sponsor. d.does not conflict with or duplicate any Town-organized event, program, or activity. e.will not adversely impact Town resources or finances. f.when the event is expected to draw attendance of more than 2,500, must be organized by an individual or group with past event experience, either through past successful events in the Town or through a professional event organizer. g.must be appropriate to the facility being requested, including capacity, location, traffic, parking, availability, and purpose. Community events and/or co-sponsorships approved by the Town are not intended to create public forums for general speech and/or public expression. 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. The following events are not eligible to be considered: h.Private events not open to the general public, or public events not providing a significant community benefit to Danville residents. i.Events intended to provide commercial or benefit to private businesses (except as permitted through Economic Development grant programs), or generate profit for a business. j.Events solely intended for fundraising purposes. k.Events held on behalf of, or in advocacy of any political activity, platform, or candidate. l.Events that conflict with Town ordinances and Facility Use guidelines, including but not limited to advocacy or promotion of the sale or use of tobacco, alcohol, controlled substances, weapons, or similar products. m.Events that have the potential to solicit criminal activity. n.Events requiring recurring use of Town property or facilities, or events of a duration lasting longer than two days. 3 | Community Events Support Policy DRAFT o. Events previously supported by the Town in which the organizer did not provide good faith information to the Town for consideration of support, or events held previously that did not adhere to Town-provided permits or agreements. p. Individuals seeking to hold events without support of an established organization as outlined in Eligibility above. 4. PROPOSALS In addition to applications for existing Town processes such as Intent to Host and Facility Rentals, organizations seeking community event support must submit a proposal no less than 6 months prior to the event date for Town-Assisted Events and 12 months prior to the event date for Town-Partnered events. The proposal will be used for consideration of eligibility and suitability, and considered in tandem with other required applications. Staff will provide proposal guidance at the time of the request. 5. TOWN SUPPORT LEVELS Criteria, review and approval of Town Support for community events varies based on the level of support requested: Category 1: Town Events Events organized, funded, and planned solely by the Town are not governed by this policy, and are given resource priority over Category 2 and 3 events. Category 2: Town-Partnered Events a. Events must be annual or one-time. b. Organizers may request funding or in-kind support; c. Organizers must submit requests annually in accordance with a schedule provided by the Town for Partnered events.. d. Requests will only be considered in accordance with budget and resources available and approved by Council through the annual budget adoption process and/or the annual community event approval process. e. Event partnership must be approved annually by the Town Council. f. Organizers must collaborate with Town staff for input on event operations, logistics, audience, marketing, purpose, and adherence to approved proposals. g. Event must follow all procedures and gain all Town-managed approvals no later than 6 months prior to the event date. h. Monetary or in-kind contribution of the Town must not exceed 50% of similar contributions from the organization. i. Town must be acknowledged on all marketing materials as an event partner or co-host. 4 | Community Events Support Policy DRAFT j. Town may promote the event on the Town’s website, marketing and social media channels at its discretion. Category 3: Town-Assisted Events a. Events must be annual, one-time, or seasonal. b. Organizers may request in-kind support in line with normal Town operations that does not incur additional direct costs to the Town. c. Organizers may request up to $500 in monetary support as a sponsorship. d. Sponsorship requests, benefits, and acknowledgements must be in line with other sponsorship levels offered publicly by the event organizer. e. Support requests must be approved by the Town Manager or their designee, as well as associated Department Directors impacted by in-kind assistance. f. Support requests will only be approved in accordance with budget and resources available to the Department affected, as approved by Council in the annual budget adoption process. g. At the Town’s discretion, Town may be acknowledged on all marketing materials as an event sponsor, in a manner commensurate with other similar sponsors. h. At the Town’s discretion, Town may participate in planning to the degree that the event logistics impact Town operations. i. Town may promote the event on the Town’s website, marketing and social media channels at its discretion. 6. FEE WAIVERS Fee waivers that may be requested by an organization shall be included as a part of the request and may be granted only by the Town Council. Fee waivers are considered annually. At the Town’s discretion, fee waivers may require Town input on event logistics that impact Town operations.