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HomeMy WebLinkAboutResolution - 6406 - Approve Parks And Rec. Board Recommendations- FY1998-99 Use Of In-Kind Services - 06_24_1999Resolution No. 6406. June 24, 1999 Item No. 25 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby approves the recommendations of the Parks and Recreation Board, regarding FY 1998 - 99 use of in - kind services by City of Lubbock Departments, for special event support at the Lubbock Centro Aztlan Menudazo Festival in the amount of Three Hundred Two and 64/100 Dollars ($302.64) and all associated documents. Passed by the City Council this 24th day of June '1999. WINDY SITTO , MAYOR ATTEST: / a6" &MR ay ie Darnell, City Secretary APPROVED AS TO CONTENT: J Tommy Gcfizalez, an ing Director of Civic Services APPED A FORIVI: Amy s, sistant City torney gs/ccdocs/Parks & Rec Board-1998-991n-Kind Servs.res June 9, 1999 Resolution No. 6406 Prepared by Parks and Recreation Department June 24, 1999 for June 24, 1999 City Council Meeting Item No. 25 SPECIAL/CONMIUNITY EVENT APPLICATION For CITY OF LUBBOCK IN -KIND SERVICES 1. Applicant Information Name of Organization/Company Event Representative Address City State Zip Daytime Phone Fax# Name of event/project Official Proposed date(s) #of event days Non -Profit Tax ID Number Number of years the event has been in existence II. Service Request - With this application, you are applying for in -kind services only. The following services qualify for in -kind services: • Electricity used during an event on City of Lubbock property • Water used during an event on City of Lubbock property • Police used on City of Lubbock streets (automobile traffic control only) • Street Cleaning • Street Barricades • Putting - up street signs • Dumpsters • Administrative time of City of Lubbock employees • Time of any City of Lubbock employee actually performing a service for the event Any item that produces revenue for the City of Lubbock is not considered an "in - kind service" and therefore is not eligible for this grant. The following items are not eligible for grant consideration: • Rental of show wagon • Rental of show wagon extra staging • Rental of trash cans • Rental of bleachers • Rental of picnic tables • Rental of barricades (from Parks Department) • Rental of quick coupler • Police or security not on a City of Lubbock street 2 Special/Community Event Application 2 (continued) • Twenty-four hour security • Permits (block park, parade, loud speaker, food permits, etc.) • Street signs made for the event • Temporary electrical hook-ups or activation of electricity • Sound system equipment • Non-profit groups may apply for the non-profit rate for the following services: show wagon rental; rental of extended show wagon staging; rental of trash cans; rental of bleachers; rental of picnic tables; rental of barricades; rental of quick coupler. All non-profit groups must submit a copy of their non-profit status, or 501C3 status • If your group owes the City of Lubbock money, your application will not be considered until your account is paid in full. All arrangements for Parks equipment rental must be scheduled through the special events office, Parks and Recreation Office,1010 -91h street, 806-775-2675. • Please do not work among other special event groups to arrange for or share Parks and Recreation equipment, these arrangements will not be honored. Please list your specific service needs for in -kind services a. Police Police officers for hours on days Parade officers for hours on days b. Utilities Number and type of outlets to connect electrical wires coming from outdoor vendor booths and stage. Daily usage (hours) Number of days c. Parks and Recreation Requirements * Show wagon use(date requested) * Electricity on park land, *Trash cans on park land (1 trash can per 25 estimated attendance if food is served) Other *These items are not eligible for in -kind service grant consideration d. Equipment (list specific needs, including #, duration of use and number of days) i.e. show wagon, trash cans, bleachers, barricades, etc. Special/Conununity Event Application 3 e. Supplies/ Services (list specific needs, including #, duration of use and number of days) i.e. electrical service and/or hook-ups, water, police automobile traffic control, etc. f. Other (be specific) III. Subjective Benefits 1. How does this project or event compliment Lubbock's reputation as a regional cultural and entertainment center? 2. How does the project or event expose citizens to the arts and/or entertainment? 3. In what ways does your project support the preservation and enrichment of the diverse cultural resources of the community? 4 Special/Community Event Application 4 4. How does your projector event serve to promote the identification or development of local creative talent? 5. Is the project or event compatible with the image or reputation of the City of Lubbock? 6. How does the project enhance the quality of life in Lubbock. Please be specific. 8 Special/Community Event Application 5 7. Identify and address the real and potential risks and liabilities of the project or event Please be specific. 8. Is an individual or organization with a proven record of sound fiscal management handling the administration of the project or event? 9. Does the project or event represent collaborations of two or more organizations or two or more projects or events? Special/Community Event Application 6 IV. Objective Benefits 1. What percent of total budget represents non -governmental or private contributions? Amount Percentage Tax Funded Assistance (METTS, Arts Alliance, other) Non -governmental private contributions Total Project Budget V. Potential Participation 1. Please estimate the total number or project/event participants and spectators. Provide supporting justification for your estimates. How many of these participants are from the City of Lubbock? How many of these participants are from out of town? How many hotel/motel nights will be used in Lubbock? "You are responsible for your own parade and loud speaker permits through the City Secretary's office; food permits through Environmental Inspection; and working with the Police department to secure specific security needs. Parks and Recreation Office —1010 — 91h Street, 775-2675 City Secretary's Office —1625 —13th Street, 775-2029 Environmental Inspection Office —1625 —13`h Street, 775-2928 Police Department, traffic control — 910 Texas Avenue, 775-2748 CITY OF LUBBOCK MEMORANDUM TO: Bob Cass, City Manager FROM: Tommy Gonzalez, Managing Director of Civic Services SUBJECT: Agenda Comments — June 24, 1999 City Council Meeting DATE: June 10, 1999 rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr,r*r,t+.r+.rrrtrrt*r,w,t+.tt,wt,w ITEM#!SUBJECT: #Consider a Resolution authorizing the City Council to approve the recommendation of the Parks and Recreation Board regarding use of in -kind services by City of Lubbock Departments for special event support at the Lubbock Centro Aztlan Menudazo Festival. BACKGROUND/DISCUSSION: At the January 9, 1997, City Council Meeting the City Council approved Ordinance #9965 which amended Chapter 2 of the Code of Ordinances of the City of Lubbock. In doing so, the duties of the Parks and Recreation Board were expanded to include review of requests for in -kind services for special/community events. The special events policy was developed in order to track special event support and monitor the increase of requests received from non-profit organizations for special events in the City of Lubbock. The policy allocates up to $200,000 annually for in -kind services. Of that amount ninety (90) percent is earmarked for existing events, while the remaining ten percent is targeted for new events. Each year, City staff conducts at least two training sessions for local non-profit and civic organizations to familiarize them with the special events policy and the grant process. Applications for in -kind services are due at least forty-five (45) days prior to the event. Once received, the applications are reviewed by the appropriate departmental staff to ensure that the request is appropriate. For example, the Police Department reviews requests for security and traffic control to ensure that the appropriate number of officers were requested. If needed, adjustments are made to the requests and the applicants are notified. The Parks and Recreation Board then rates the grant applications for in -kind City services based on the applicant's response to nine (9) subjective questions for each event. Each subjective question is worth up to 5 points from the individual Park and Recreation Board members. The individually graded applications are then returned to staff in order to determine the aggregate score. There are a total of 243 possible points on the subjective section and an additional 250 possible points on the objective section of the application with a possible 493 points for each event. The objective section deals with the percent of budget that is publicly funded, the applicant's non-profit status, etc. On May 25, 1999 the Parks and Recreation Board approved the aggregate scoring of the Menudazo application. The Parks and Recreation Board recommends the following Special Event Application for in -kind services: EVENT IN -KIND IN -KIND PERCENT REQUESTED GRANTED RECEIVED Menudazo $388 $302.64 78% To date, there has been a total of $84,404.09 of in -kind services granted. If the Menudazo Festival is granted the $302.64, there will be a balance of $95,293.27 of in -kind services that can be allocated for existing special events. This total does not include the $20,000 reserved for new special events. SUMMARYIRECOMMENDATION: Staff recommends approving the Lubbock Centro Atzlan Menudazo Festival for the in -kind services to be provided through the Special Events Policy adopted by City Council.