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Home My WebLink About04 - Establishment of Special Events Advisory CommitteeCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 May 12, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Planning Department Leigh M. De Santis, Economic Development Administrator 949 - 644 -3207, Idesantis @city.newport- beach.ca.us SUBJECT: Establishment of a Special Events Advisory Committee RECOMMENDATION: 1. Adopt the attached Resolution establishing a Special Events Advisory Committee. 2. Appoint the City Council members of the Economic Development Committee (Council Members Henn, Curry and Rosansky) as the ad hoc committee to review applications for membership and make recommendations to the City Council. DISCUSSION: The City Council receives many proposals for City financial or in -kind support of special events from non - profit organizations. Some events support a charity (e.g., Race for the Cure, Relay for Life), and some are promotional events that bring recognition to Newport Beach and its business community (e.g., Film Festival, Taste of Newport, Restaurant Week). The City does not have an established procedure for considering these requests, and the Council is not always confident that the benefit to the community is commensurate with the level of support being requested. Some Council members have stated that it would be beneficial to have assistance in making their evaluations when public support for special events is proposed. The kind of assistance they would like is professional marketing guidance on the benefits to the community, both tangible and intangible, of the special event. Council members have also indicated a desire for advice on improving event coordination throughout the City. There is a need for a master calendar of major City events for both coordination and marketing. Special Event Advisory Committee May 12, 2009 Page 2 With that in mind the Economic Development Committee developed a proposal for a Special Event Advisory Committee. The EDC is forwarding the attached proposal with their recommendation that the City Council establish a Special Event Advisory Committee. The purpose of the Committee is to develop criteria to be used in evaluating special events and to evaluate special event requests for City support of more than $20,000. The Committee would provide professional review and advice while the City Council retains full discretionary decision making authority over every application. The Committee is proposed to be comprised of seven people appointed by the City Council, including one representative of the EDC and one representative of the Conference and Visitors Bureau. Environmental Review: This is not a project under CEQA. Alternatives: Do not create the committee. Prepared by: Submitted by: Leigh M. De Santis Sharon Z. Wood Economic Development Administrator Assistant City M&6ger Attachments: Special Events Advisory Committee Resolution 2009- RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH ESTABLISHING A SPECIAL EVENTS ADVISORY COMMITTEE AND OUTLINING ITS STRUCTURE AND DUTIES. WHEREAS, the City Council receives many proposals for City financial or in -kind support of special events from non - profit organizations; and WHEREAS, the City Council does not have an established criteria for considering these requests; and WHEREAS, the City Council is not always confident that the benefit to the community is commensurate with the level of support being requested; and WHEREAS, the establishment of a committee of marketing professional could provide assistance in evaluating the benefits to the community, both tangible and intangible, of the special event; and WHEREAS, there is also a desire for advice on improving event coordination throughout the City and there is a need for a master calendar of major City events for both coordination and marketing; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Newport Beach establishes a Special Event Advisory Committee, as follows: Section 1: Membership /Structure A. The Committee shall be comprised of seven (7) persons appointed by the Mayor from applications received and from recommendations provided by the Economic Development Committee, Conference and Visitors Bureau, Chambers of Commerce, Restaurant Association, Film Festival, charitable groups, and other groups with an interest in special events in Newport Beach. The members should be professionals with experience in event organization and promotion, marketing including advertising, public relations, web marketing and brand development, as well as an understanding of the Newport Beach visitor base and the City's infrastructure and resources to support special events. Members need not be residents of Newport Beach. B. One committee member will be a representative of the Economic Development Committee. C. One committee member will be a representative of the Newport Beach Conference and Visitors Bureau. D. The Committee will be provided organization and staff support by the City and the Conference and Visitors' Bureau . E. The Committee will meet as needed, and all meetings will be noticed and open to the public. F. Committee members may not participate in the evaluation of a request made by an organization of which they are a member or by which they are employed or have been employed or compensated in any manner in the past two years. G. The Mayor shall name the Chairperson of the Committee from the fist of approved members. The Chairman shall then organize the Committee as necessary to accomplish the assigned functions and duties. Committee appointees may be replaced after three (3) consecutive unexcused absences from Committee meetings. All members shall serve at the pleasure of the City Council. Section 2: Purpose & Responsibilities A. To recommend to the City Council criteria to be used in evaluating future requests for City support of an event. Criteria may include civic pride, building of the Newport Beach brand, financial return on investment through participant spending, community benefit, etc. B. To use the established criteria to evaluate the benefits, tangible and intangible, of special events and provide the City Council with professional advice on special events reviewed by the Committee. Special events qualifying for Committee evaluation will include those requesting City support of more than $20,000 in some combination of cash, in -kind services or fee waivers. City staff will determine which proposals will be forwarded to the Committee for review, C. To create a Citywide "Master Calendar of Special Events" and to provide advice on event coordination throughout the City so that event organizers, City businesses, residents and visitors can derive maximum benefit and minimum impact from such events in terms of economics, mobility, timing and effectiveness. D. The Committee will be purely advisory in nature, and will not make determinations as to the approval of any special event. That responsibility rests exclusively with the City Council. Authorized to Publish Advenisentents of all Au Decree of the Superior Cmn of Orange Count %cptcnat r 29. 1461. am] A 2481 June I]. I't, PROOF OF PUBLI, STATE OF CALIFORNIA; COUNTY OF ORANGE I am a Citizen of the Unite( resident of the County at over the age of eighteen YE parry to or interested in the matter. I am a principal NEWPORT BEACH - C DAILY PILOT, a newspap circulation, printed and pu City of Costa Mesa, Coun State of California, and Notice is a true and coml U =' (`,III Po ft SPECIAL EVENTS ADVISORY COMMITTEE The City of Newport Beach is currently accepting applications to fill the five seats on the newly- created Special Events Advisory Committee. The candidates should have event organization, promotion, and marketing expertise. The deadline for filing applications is 4:00 p.m, on Wednesday. June 24. 2009. Application blanks and additional information about the committee can be obtained from the City Clerk's Office, 3300 Newport Boulevard, or can be mailed or faxed to you by calling (949) 644 -3005. The application and information about the committee can also be accessed through the City's web site at: llttn: //www.city.newpQrt-beach-causiDepartm!entalCityCler k For more information contact the Economic Development Administrator at (949) 644 -3207. was printed and published on the following dates: May 16, 2009 I declare, under penalty of perjury, that the foregoing is true and correct. Executed on May 19, 2009 at Costa Mesa, California. Sigp,Efture E3 � L7 � -5 N � w 0