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HomeMy WebLinkAboutS21 - Special Events Advisory Committee�EW `Rr CITY OF NEWPORT BEACH City Council Staff Report Agenda Item No. S21 February 14, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Tara Finnigan, Public Information Manager APPROVED: A TITLE: Resolution No. 2012- 20 Amending the Special Events Advisory Committee's Membership, Term, and Duties ABSTRACT: The Special Events Advisory Committee ( "SEAC ") reviews and makes recommendations to the City Council on all requests for financial support from community organizations. Due to an ever increasing workload, it is necessary to amend SEAC's membership, clarify member terms, and streamline SEAC's duties. RECOMMENDATION: Read by title only and adopt Resolution No. 2012- 20 amending SEAC's membership, term, and duties. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: SEAC is an integral part of the City of Newport Beach's ( "City ") process for evaluating requests for event support. SEAC was formed by Council Resolution No. 2009 -22 on May 12, 2009 and amended by Council Resolution 2011- 32 on April 12, 2011. If approved, among other changes, Resolution No. 2012 — 20, would: (1) amend SEAC's membership structure to add an advisory, non - voting City staff member selected by the City Manager; (2) allow the Mayor to name any committee member, including the City staff member, as chairperson; and (3) remove the requirement that SEAC assist in the creation of a Citywide Master Calendar of Special Events. Resolution No. 2012- Amending the Special Events Advisory Committee's Membership, Term, and Duties February 14, 2012 Page 2 Background SEAC was originally formed to help evaluate larger events that request at least $20,000 in financial or in -kind support from the City. In 2011, the City established a new administrative process for handling requests for special event support. The process involves a call for applications, a review of all applications by SEAC (no matter the amount of financial support requested), the identification of a proposed funding amount in the City's next fiscal year budget to be shared among the qualifying events, the assignment of recommended funding levels for each event by a staff committee, and formal review and approval or amendment by the City Council. This process is conducted in concert with the City's annual budget development cycle so that the City Council- approved event funding is integrated into the new fiscal year General Fund budget. The revised process added complexity to the process and increased the workload and time commitment required of the SEAC members. Two recent resignations— one filled by Council in January and the other received this week (the Committee's Chair person) — have underscored the need to increase the level of support provided to SEAC. Proposed Changes If approved, this Resolution (Attachment "A "), would authorize the City Manager to select a City staff member to serve as a non - voting member of SEAC. The Resolution also allows the Mayor to appoint the SEAC chairperson from the committee membership including the non - voting member. These changes will provide additional consistent resources to SEAC. The Resolution also clarifies the length of member appointments to SEAC. While SEAC itself has an indefinite term, individual committee member appointments are for four - year terms (consistent with Council Policy A -2). The Resolution updates the membership qualifications and committee's responsibilities to better suit the new process. It slightly broadens the areas of experience needed and it removes the creation of a Citywide Master Calendar of Special Events from SEAC's list of responsibilities. Visit Newport Beach, Inc. offered to assume that task and is currently preparing a new master calendar. If the Resolution is approved as submitted, the City Manager will appoint the Assistant City Manager to SEAC. The Mayor should name the chairperson prior to the next meeting of SEAC, tentatively scheduled for February 27, 2012. Resolution No. 2012- Amending the Special Events Advisory Committee's Membership, Term, and Duties February 14, 2012 Page 3 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: Da iff City Manager Attachments: A. Resolution No. 2012 — B. Redline of Proposed Changes to the Special Events Advisory Committee Membership, Term and Duties RESOLUTION NO. 2012- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA CHANGING THE MEMBERSHIP, TERM, AND DUTIES OF THE SPECIAL EVENTS ADVISORY COMMITTEE WHEREAS, the City of Newport Beach ( "City") receives many requests for financial support of special events from community organizations; and WHEREAS, the City has an administrative process for supporting special events that provides an opportunity for all event organizers to request support and have their applications evaluated by the Special Events Advisory Committee ( "Committee ") at the same time and under the same set of criteria; and WHEREAS, the Committee reviews all applications for support, no matter the level of financial commitment requested; and WHEREAS, the Committee's workload has steadily increased along with the time required of each Committee member; and WHEREAS, the City desires to amend the membership criteria, clarify member terms, and streamline the Committee's duties to provide additional support and resources to the Committee. NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Newport Beach, California as follows: 1) The Special Events Advisory Committee is hereby amended as described in the attachment to this Resolution (Exhibit "A "). 2) The City Council finds this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060( c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 3) This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the Resolution. ADOPTED this 14`x' day of February, 2012. MAYOR ATTEST: CITY CLERK EXHIBIT "A" SPECIAL EVENTS ADVISORY COMMITTEE AUTHORIZATION: Established by Resolution No. 2009 -22, adopted on May 12, 2009. Membership and responsibilities amended by Resolution No. 2011 - 32 adopted on April 12, 2011. Membership, -term, and duties amended by Resolution No. 2012 - adopted on February 14, 2012. TERM: Tna r-.The Committee shall have an indefinite term, however, individual Committee member appointments /selections shall be for Ffour (4) year terms. MEMBERSHIP: The Committee shall consist of seven (7) persons appointed by the Mayor from applications received and one (1) Cites member selected by the City Manager that shall serve in an advisory non -voting capacity. gToups, and other groups with an interest in speeial events in New The members should be professionals with experience in event organization and promotion; marketing including advertising, public relations, web marketing and brand development; budgeting; nd should possess an understanding of the Newport Beach community, its visitor base and the City's infrastructure and resources to support special events. Experience working with charitable or civic organizations is encouraged, but not required. Members need not be residents of Newport Beach. One committee member will be a representative of the Newport Beach Conference and Visitors Bureau. The Committee will be provided organization and staff support by the City. The City's Police Department, Recreation & Senior Services Department, City Manager's Office, and Public Works Department will assign staff members to serve the eCommittee emin an advisory, non -voting capacity as needed. The Committee will meet as needed, and all meetings will be noticed and open to the public. 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 (2) years. The Mayor shall select a flame the Chairperson of the Committee from the seven 7 appointed members or the City staff member selected by the City Manager. The Chair ep rsonmaH 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. With the exception of the selected staff member who shall serve at the discretion of the City Mana ger Aall members shall serve at the pleasure of the City Council. MISSION: The Committee's mission is to develop criteria to be used in evaluating special events and to evaluate special event requests for City support. PURPOSE & A. To recommend to the City Council criteria to be used RESPONSIBILITIES: in evaluating 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 that have submitted an application by the deadline and are requesting City financial support. sen3e of i T�ST.E[!r�lR717Ri_ R(� � E7Sll�l�Zf R!!f_ CITd . . . T- O-C. The Committee will be advisory in nature, and will not make determinations as to the final ------------- . . .. . . ... .. . . O-C. The Committee will be advisory in nature, and will not make determinations as to the final approval of any special event. That responsibility rests exclusively with the City Council.