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Home My WebLink AboutResolution - 6239 - Approves Recommendations - P&R Board - FY 1998-99, In-Kind Services - 03/25/1999Resolution No. 6239 Item No. 20 March 25, 1999 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, as shown in Exhibit "A". Said Exhibit "A" is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 25th day of March J999. WINDY SIT ON, MAYOR AT ST: kalil Ka rn Daell, City Secretary APPROVED AS TO CONTENT: joneru', afl/w� Tommy G61zalez, Man4g Director of Civic Services APPROVED AS TO FORM: Amy s, sis ant City AtTemey �y gs/cedocs/Parks tic Itec Board -1998-99 In-kind Servs.res March 16, 1999 Resolution No. 6239 Item No. 20 March 25, 1999 Exhibit A FY 1998 —1999 In -Kind Services as recommended by the Parks and Recreation Board: Event In -Kind In -Kind Percent Requested Granted Received Cowboy Symposium $5,389 $5,065.66 94% Lubbock Arts Festival $366 $344.04 94% March of Dimes $1,289 $1,146.21 89% Pancake Festival $932 $820.16 88% 4t' on Broadway $80,496 $70,031.52 87% YWCA Mini Indy $1,846 $1,569.10 85% Diabetes Association $495 $415.80 84% Juneteenth $7,480 $5,011.60 67% ETIBIT A Prepared by Parks and Recreation Department for March 25, 1999 City Council Meeting SPECIAL/COMMUNITY 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 Lubbockt� reet 2 Special/Community Event Application 2 (continued) • Twenty-four hour security • Permits (block party, 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 501 C3 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 —9`h 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 corning 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. 3 Special/Community 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? ddbub 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. 9 Special/Conununity 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 — 9th Street, 775-2675 City Secretary's Office — 1625 — 13th Street, 775-2029 Environmental Inspection Office — 1625 — 13th Street, 775-2928 Police Department, traffic control — 910 Texas Avenue, 775-2748 7 SPECIAL / COMMUNITY EVENT APPLICATION EVALUATION SHEET I. Event Information Event Name Organizing Entity Contact Phone Fax Date Received H. Specific Service Requests (to be filled out by Staff) Anticipated Cost of Requested In -Kind Services a. Police $ b. Utilities $ C. Equipment $ d. Supplies/Services S e. Other $ f. Labor $ g. Administration $ Total Amount Requested $ III. Subjective Value Score (to be filled out by Parks and Recreation Board Members) Please use the following scale to score each question: NO = 0; SOMEWHAT = 3; YES = 5 Individual point range 0-45 Total possible points for Section III (total of all park board members) 0-405 1. The project or event augments Lubbock's reputation as a regional cultural and entertainment 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 of life in Lubbock. Score 7. The real and potential risks and liabilities 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 Total Score IV. Objective Value 'Score (to be filled out by Staff) Total point range 0-250 1. What percent of total budget represents non-governmental, or private contributions? Total projected budget $ Non-governmental/private contributions $ Scale: 0-10% 11-20% 21-40% 41- 60% 61-80% 81-100% 0 50 100 150 200 250 V. Score Project or Event Grant History (to be filled out by Staff) 1. 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 Formula: Part III (cumulative score of park Board Members) Score Part IV Total Point Score Project Rank Amount of funding = divided by 655 = (project award percent) Total Amount of funding awarded % X 0 (project award percent) (amount of funding requested) 2