HomeMy WebLinkAboutResolution - 2001-R0221 - Resolution Approving Recommendations Of The Parks And Rec. Board - 06/14/2001Resolution No. 2001-RO221
June 14, 2001
Item No. 47
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 with regard to FY2000-2001 use of
in-kind services by City of Lubbock departments as set forth in Exhibit "A" hereto, which
said Exhibit "A" is attached hereto and made a part hereof as if fully copied herein in
detail.
Passed by the City Council this 14th day of June , 2001.
4C
WINDASITT A O
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO CONTENT:
R Truesd 11
Parks and Recreation Manager
APPROVED AS TO FORM:
Amy L.
Attorney
Ccdocs/ParkBd-in-kind.Res-4
June 1, 2001
Resolution No. 2001-R 0221
Exhibit A
FY 2000-2001 In -Kind Services as recommended by the Parks and
Recreation Board:
Event
West Texas Running Club
Light the Night Walk
Total
In -Kind Percent In -Kind
Requested Awarded Proposed
$285 73%
$208
$205 88%
$180
$490
$388
CITY OF LUBBOCK
MEMORANDUM
TO: Bob Cass, City Manager
FROM: Randy Truesdell, Parks and Recreation Manager
SUBJECT: Agenda Comments —June 14, 2001
DATE: June 1, 2001
ITEM # / SUBJECT
#Consider a Resolution authorizing the City Council to approve the recommendation of the Parks
and Recreation Board regarding FY 2000 — 2001 use of in-kind services by City of Lubbock
Departments for special event support.
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 90% is earmarked for existing events, while the remaining 10% are
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 application is reviewed by 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 application for in-kind City services based
on the applicant's response to 9 subjective questions for each event. Each subjective question is
worth up to 5 points from the individual Parks 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 405 possible points on the subjective section and an additional 250 possible points on
the objective section of the application with a possible 655 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 22, 2001, the Parks and Recreation Board approved the aggregate scoring and
recommends the following Special Event Applications for in-kind services:
Event In -Kind Percent In -Kind
Requested Awarded Proposed
West Texas Running Club $285 73% $208
Light the Night Walk $205 88% $180
Total $490 $388
To date, there is a total of $91,319 of in-kind services approved for FY 2000-2001 with a total of
$388 to be considered for approval, all of which will be absorbed within the existing departmental
budgets. The event organizers will be responsible for making up the difference. Since both
events being recommended for approval are new events, this would leave a balance of $19,612 of
in-kind services that can be allocated for new special events in FY 2000-2001. The total amount
approved for FY 2000-2001 for existing events is $91,319. Leaving a balance of $88,681
available for existing events for FY 2000-2001.
SUMMARY / RECOMMENDATION:
Staff recommends approving the two applications for the in-kind services to be provided through
the Special Events Policy adopted by City Council.