HomeMy WebLinkAboutOrdinance - 9965-1997 - Amending Chapter 2 Code Ordinances Special/Community Events - 01/09/1997First Reading
Item #27
January 9, 1997
Second Reading
Item #7
January 23, 1997
ORDINANCE NO. 9965
AN ORDINANCE AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES
OF THE CITY OF LUBBOCK, TEXAS, WITH REGARD TO THE DUTIES OF THE
PARK AND RECREATION BOARD PERTAINING TO SPECIAL/COMMIJNITY
EVENTS; ADOPTING GUIDELINES AND FORMS FOR SPECIAL/COMMUNITY
EVENTS; PROVIDING AN EFFECTIVE DATE; PROVIDING A SA VINOS CLAUSE;
AND PROVIDING FOR PUBLICATION.
WHEREAS, the City Council desires to have the City of Lubbock Parle and
Recreation Board serve as an advisory board with regard to requests for in-kind services from
the City of Lubbock in connection with speciaVcommunity events; and
WHEREAS, the City Council desires to adopt policy guidelines and fonns for
applications for in-kind services to be provided by the City in connection with
speciaVcommunity events; NOW THEREFORE:
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
SECTION 1. THAT Section 2-259 of the Code of Ordinances, City ofLubbock,
Texas, is hereby amended by adding thereto a new Subsection (d) to read as follows:
( d) The park and recreation board shall, in addition to the above
responsibilities, act as an advisory board to the City Council on speciaVcommunity
events and shall make recommendations to the City Council on in-kind services
requests. The board shall administer the speciaVcommunity events program according
to guidelines and forms approved by the City Council, which guidelines and forms are
attached to and made a part of this Ordinance. The board may make non-substantive
changes to such guidelines and fonns as required to expedite their work, but any such
changes shall not result in an increase in revenues allotted to in-kind services.
SECTION 2. THAT this Ordinance shall become effective upon final passage by the
City Council.
SECTION 3. THAT should any paragraph, section, sentence, phrase, clause or word
of this Ordinance be declared unconstitutional or invalid for any reason, the remainder of this
Ordinance shall not be affected thereby.
SECTION 4. THAT the City Secretary is hereby authorized and directed to cause
publication of the descriptive caption of this Ordinance as an alternative method of publication
provided by law.
AND IT IS SO ORDERED.
Passed by the City Council on first reading this 9th day of January
Passed by the City Council on second reading this 23rd day of January
ATTEST:
Anita Burgess, City Attorney
ddord/ccdocs/pan:bd2.ord
December 31, 1996
2
• 1997.
1997.
• '
SPECIAL / COMMUNITY EVENTS OPERATING GUIDELINES
I. Special/Community Events Review Committee
1 • Composition
The City of Lubbock Parks and Recreation Board will serve as an
Advisory Board with regard to requests for In-kind Services from the
City of Lubbock in connection with special/community events.
2. Duties
The Park and Recreation Board shall act as an advisory board to the
City Council on special/community events and shall make
recommendations to the City Council on in-kind services requests.
The board shall administer the special/community events program
according to the guidelines and forms approved by the City Council.
The board may make non-substantive changes to such guidelines and
forms as required to expedite their work, but any such changes shall
not result in an increase in revenues allotted to in-kind services.
II. In Kind Service Appropriations
In kind service appropriation quantity is a $200,000 value of all City
in-kind services. Allocation of in-kind services shall be apportioned
according to event application status; ninety percent (90%) to projects
which apply during the initial grant application period, and ten percent
( 10%) to activities which apply subsequent the initial grant application
period.
Projects applying for in-kind services during the initial grant application
period will be awarded services at the beginning of the fiscal year
prior to event or project.
Events applying for City sponsorship subsequent to the initial grant
application period must make application to the Park and Recreation
Board at least forty-five (45) days prior to the event.
Services that are not awarded during the initial grant application
process will be set aside for events which apply subsequent to the
initial grant application deadline. Unallocated services, or in-kind
services appropriated and not used, are not carried over to the
following fiscal year.
HI. Workshops
The Parks and Recreation Department will conduct application training
workshops prior to application deadline as needed.
IV. Application Process
The process for securing City in-kind services is as follows:
1 . Applicant attends workshops conducted prior to March 1 ,
2. Applicant submits 10 copies of the application to Parks and
Recreation Department,
3. Park and Recreation Board evaluates and ranks special/community
event in-kind service request applications and will make
recommendations on in-kind services to be awarded,
4. Park and Recreation Board submits recommendations to City
Council,
5. If approved, Council allocates services for following year in budget
process.
V. Evaluation of Requests for In-Kind Services
Applications are to be evaluated on the weighted criteria rating matrix
system as contained in the application and funded accordingly.
2
SPECIAL/ COMMUNITY EVENTS
POLICY AND PROCEDURES
All projections, estimates and assertions must be accompanied by supportin& documentation.
ELIGIBLE ORGANIZATIONS
To be eligible for in-kind service contribution from the City of Lubbock. the project or event:
1. Represents a significant effort towards the promotion of the arts, culture and/or entertainment in
the Lubbock region.
2. Event open to the general public
3. Application submitted by official deadline
4. Applying organization must be non-profit and have proof of status
APPLICATION PROCEDURE
To file a timely and complete application, a representative of each organization/event/project is encouraged
to attend a Special I Community £vents Application workshop presented by the City of Lubbock. Parks and
Recreation Department, and submit:
I . Ten copies of complete application, with all required attachments and justifications for all
assertions. projections and estimates.
2. A proposed project or event budget.
3. Verification of the organization's non-profit or not for profit status~
4. A list of the names, phone numbers and addresses of the organization· s board of directors.
5. A copy of the most recent year's project or event financial statement and audit.
6. Proof of event or project General Commercial Liability insurance seven (7) days prior to event or
project.
************************************************************************
DISCLAIMER
SUCCESSFUL COMPLETION OF THE APPLICATION PROCESS,
REGARDLESS OF PROJECT OR EVENT MERIT, oors NOT ASSURE
PROJECT OR EVENT OF MUNICIPAL IN KIND SERVICES SUPPORT AND.
IN NO MANNER OBLIGATES THE CITY OF LUBBOCK, ITS AGENTS,
EMPLOYEES OR REPRESENTATIVES.
************************************************************************
(
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
SPECIAL/ COMMUNITY EVENT APPLICATION
for
CITY OF LUBBOCK IN-KIND SERVICES
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
I. Applicant Information
Name of organization/company
Event Representative
Address City
Daytime phone
Name of event/project Official Proposed date(s)
Non • Profit Tax ID Number
State
Date Received (offKC use
only)
Capacity
Zip
Fax#
# of event days
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
II. Specific Service Request
a. Police __ officers for __ hours on ____ days
__ officers for __ hours on days
b. Utilities # and type of outlets __ _./ ___ _
daily usage (hours) ___ _
# of days
c .. Equipment (list specific needs, including#, duration of use and number of days)
d. Supplies/Services (list specific needs, including #, duration of use and number of days)
e • Other (be specific)
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
Ill. Subjective Benefits
Please describe the applicability of the following statements to your project or event. Be complete and
concise. Submit additional pages as necessary.
I. The project or event augments Lubbock's reputation as a regional cultural and entenainment
center.
2. The project or event serves to expose the citizenry to the arts and/or entertainment.
3. The project supports the preservation and enrichment of the diverse cultural resources of the
community.
4. The project or event serves to promote the identification or development of local creative talent.
5. The project or event is compatible with the image or reputation of the City of Lubbock.
6. The project enhances the quality of life in Lubbock. Please be specific.
7. The real and potential risks and liabilities of the project or event have been adequately identified
and addressed;
8. The administration of the project or event is handled by an individual or organization with a
proven record of sound fiscal management.
9. The project or event represents collaboration of two or more organizations or two or more projects
or events .
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
lV. Objective Benefits:
l. What percent of total budget represents non-governmental or private contributions'?
Tax funded assistance
(METrS. Arts Alliance, other)
Non-governmental/private contributions
Total Project Budget
$ ___ _
$ ___ _
$ ___ _
~/9 ----
----~'•
____ %
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
V. Potential Participation
1. Please estimate lhe total number of project or event participants and spectators. Provide
supporting justification for your estimates ________ _
••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
END OF APPLICATION
SPECIAU COMMUNITY EVENT APPLICATION EVALUATION SHEET
I. Event Name ____________________________ _
Organizing Entity __________________________ _
Contact. ___________ Phone ________ Fax _______ _
Date Recieved ·-----------------------
11. Specific Service Requests
Anticipated Cost of Requested In-Kind Services (from application).
a. Police $
b. Utilities $
c. Equipment $
d. Supplies/Services $
e. Other $
*f. Labor $
•g. Administration s
Total Amount Requested $ ___ _ •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
(To be filled out by parks and recreation board members only)
Ill. Subjective Value Score
Please use the following scale to score each question.
NO=O
SOMEWHAT=I
YES=3
Individual Point Range O • 27
Total possible points O • 243
Fonnula a+b+c+d+e+f+g+h+i =X (letter indicates board member score)
I. The project or event augments Lubbock's reputation as a regional cultural and entenainment
center.
Score __
2. The project or event serves to expose the citizenry to the arts and/or entertainment.
Score __
3. The project supports the preservation and enrichment of the diverse cultural resources of the
community.
Score __
4. The project or event serves to promote the identification or development of local creative talent.
Score __
5. The project or event is compatible with the image or reputation of the City of Lubbock.
Score __
6. The impact of the project augments the quality oflife in Lubbock.
Score_
7. The real and potential risks and li3bilities of the project or event have been adequately identified
and addressed.
Score __
8. The administration of the project or event is handled by an individual or organization with a
proven record of sound fiscal management.
Score __
9. The project or event represents collaboration of two or more organizations or two or more projects
or events.
Score __
IV. Objective Value Score
total point range O -250
t. What percent of total budget represents non-governmental, or private contributions?
Total projected budget $ ___ _
Non-govemmentaVprivate contributions $ ___ _
Scale: Q..10%
0
Score __
.:!1-40%
100
41-60%
150
6)%-80%
200
(to be filled out by city staff only)
V.
Project or Event Grant History
81-100%
250
I. Amount awarded for project or event during last application cycle$ _________ _
2. Amount actually expended for most recent project or event$ ___________ _
3. Amount reimbursed to the City for overages$ ________________ _
Event Fonnula
Score Part Ill ____ _
a+b+c+d+e+f+g+h+i= X
Score Part IV ___ _
Total Score ----a+b+c+d+e+f+g-..h+i=X-'-IV=
Project Rank -----
Before me•--1.-1-~e1£--.L..:..~.;;;.u..i....:...>.:+-----N9tary P blic in and for Lubbock County, Texas on this day
personally appeare ,r; · • / c c. , · ~ of the Southwestern Newspa-
pers Corporation, publishers of the Lubbock Avalanche-Journal -Mo ing, and Sunday, who being by me duly
sworn did depose and say that said newspaper has been published continuously for more than fifty-two weeks pri-
or to the first insertion of this ~l.-E-ncrlu'<..e, _____________________ _
----------~----__.,o~ I be,.Blf 'i Y at Lubbock County, Texas and the attached print-
ed cop of th • · s a .true copy of the original and was printed in the Lubbock
Aval nc e-Journ <. ' t1 ...
· c,\a~s;c•«t Ma""~_,~t LUBBOCK AVALANCHE-J NAL
Morris Communication Corporatio'it\ .. · ....
FOR!\158-10