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Home My WebLink About14 - SEAC RecommendationsNEWPORT CITY OF Q N11E'1'iPORT BEACH City Council Staff Report Agenda Item No. 14 May 22, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949- 644 -3001, dkiff @newportbeachca.gov PREPARED BY: Tara Finnigan APPROVED: TITLE: FY 12 -13 Special Event Support Recommendations ABSTRACT: Based upon the evaluations provided by the Special Events Advisory Committee, staff recommends that the City provide financial assistance to 10 community events, for a total of $180,560 in FY 12 -13. RECOMMENDATION: Approve the Special Event Support funding levels detailed in Attachment A for FY 12 -13 and authorize staff to execute agreements with each event organizer. FUNDING REQUIREMENTS: The proposed FY 12 -13 budget includes sufficient funding for this item. It will be expensed to the Special Department Expense account in the City Council's budget, 0110 -8250. DISCUSSION: Background The City adopted a new administrative process for allocating funding for local special events in the spring of 2011. The process was designed to be transparent, comply with the Newport Beach Municipal Code, contain City expenses, publicly and equitably allocate City financial support, and provide a means for the City to help sustain local events that encourage economic development, charitable fundraising, or enhance community spirit and engagement. FY 12 -13 Special Event Support Recommendations May 22, 2012 Page 2 FY 2012 — 2013 Process Applications for City support were made available December 20, 2011 and were due February 15, 2012. Fifteen organizations submitted applications for a total of $489,400 in requested funding assistance. From late February to late March, the SEAC members individually reviewed the applications. On March 26 and April 2, the committee conducted brief interviews with each applicant during open, public meetings. Each committee member scored the applications individually and then the committee scores were collected and averaged. The events were ranked according to their averaged scores. Before finalizing the rankings, the committee reviewed the list as a whole and moved one event, the Newport to Ensenada Yacht Race, one spot higher in its rankings. (The committee's meeting minutes can be found at www,newportbeachca.gov /SEAC.) We appreciate the time, expertise and efforts the SEAC members put into helping the City with this challenging task. FY 13 Funding Recommendations SEAC's list of rankings was then reviewed by staff alongside the list of the applicants' financial requests. The City Manager's draft FY 12 -13 budget includes about $180,000 for community event support, substantially less than the nearly half million dollars requested. In response to this disparity, staff determined that recommending a percentage of the funding requested — based upon the event's SEAC ranking — would provide an equitable method for distributing the limited monies available. SEAC Ranking Staff recommended % of funding requested 1 & 2 70% 3 through 4 50% 5 through 6 30% 7 through 10 10% 11 through 15 0 Attachment A provides the list of events in the order in which the Committee ranked them, the amount of City support provided in FY 11 -12 (if applicable), the amount of City FY 12 -13 Special Event Support Recommendations May 22, 2012 Page 3 support requested for FY 12 -13, and the staff committee's recommended funding levels for FY 12 -13. The five events ranked lowest on SEAC's list have no City funding recommendation assigned. The total funding recommendation for the remaining 12 events is $180,560, an amount slightly higher than the $180,000 set aside by in the City Manager's draft budget. The funding recommendations respect the rankings assigned by SEAC while recognizing the limited dollars the City has available for community event support 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: Tara Finnigan Public Information Manager Attachments: A. Event Rankings and Funding Recommendations FY 13 Special Event Support Recommendations SEAC Rank 1 • .- Newport Beach Chamber Christmas Boat Parade FY 12 .. Support $30,000 FY 13 Support $50,000 . -. Support $35,000 Request 70% 2 Newport Beach Film Festival Film Festival $90,000 $125,000 $87,500 3 Susan G. Komen Race for the Cure $10,000 $20,000 $10,000 50% 4 Newport-Mesa Spirit Run Spirit Run $14,000 $59,000 $29,500 5 Balboa Island Impr. Association Balboa Island Parade $1,200 $3,200 $960 30% 6 Corona del Mar Chamber Christmas Walk $9,000 $10,000 $3,000 7 Newport Beach Chamber Taste of Newport $7,200 $50,000 $5,000 10% 8 Newport Harbor HS PTA Heritage Run $2,160 $6,000 $600 9 Newport Beach Restaurant Assoc. Restaurant Week $34,000 $60.000 $6,000 10 Newport Ocean Sailing Assoc. Newport to Ensenada $12,000 $30,000 $3,000 11 Pelican Coast Events Pacific Coast Triathlon $1,320 $20,000 $0 0% 12 American Cancer Society Relay for Life $800 $5,000 $0 13 Newport Harbor Nautical Museum* Family Fun Zone Fridays $2,000 $10.000 $0 14 Hyatt Regency Summer Concert Series NA $40,000 $0 15 Newport High Point Series Newport High Point Series NA $1.200 $0 TOTAL $213,680 $489,4001 $180,560 *FY 12 support was for ExplorOcean 15th Anniversay Gala Special Events Support FY 13 Recommendations FY 13 Applicants 15 applications received from 14 organizations Requests totaled more than $489K SEAC Evaluation &Review Public meetings March 29 & April 2 Applicants presented event overviews SEAC members scored applications Scores were averaged, events ranked SEAC deliberated on rankings Committee unanimously voted to change one ranking Staff Recommendations City Manager set aside $180K in proposed FY 13 budget SEAC Ranking % of Support Requested 1 & 2 70% 3 & 4 50% 5 & 6 30% 7 through 10 10% 11 through 15 0 Recommended Support 70% & 50% NB Chamber Christmas $35,000 NB Film Festival 3 Susan G. Komen 4 Newport -Mesa Spirit Run Boat Parade NB Film $87,500 Festival Race for the $10,000 Cure Spirit Run $29,500 Recommended Support 30% C Balboa Island Balboa Island $960 Improvement Assoc. CdM Chamber of Commerce Parade Christmas Walk Recommended Support 10% 7 Newport Beach Taste of $5,000 Chamber Newport 8 Newport Harbor High PTA 9 NB Restaurant Association 10 NOSA Heritage Run Resta u ra nt Week Newport to Ensenada Yacht Race '..11 ',. 111 $3,000 No Support Recommended 11 Pelican Coast Pacific Coast $0 Events Triathlon 12 American Cancer Relay for Life $0 Society 13 Newport Harbor Family Fun Zone $0 Nautical Museum Fridays 14 Hyatt Regency Summer Concert $0 Series 15 Newport High Newport High $0 Point Series Point Series Summary $180,560 in support recommended 10 community events would receive some level of City support Special Events Advisory Committee Dana Smith, Chair Paul Blank Judy Brower Jeff Cole Janis Dinwiddie Vicki Higgins Marshall Topping Special Events Support FY 13 Recommendations FY 13 Special Event Support Recommendations Rank 1 Organization Newport Beach Chamber Event Christmas Boat Parade App ... $30,000 Support $50,000 Support $35,000 70% 2 Newport Beach Film Festival Film Festival $90,000 $125,000 $87,500 3 Susan G. Komen Race for the Cure $10,000 $20,000 $10,000 50% 4 Newport-Mesa Spirit Run Spirit Run $14,000 $59,000 $29,500 5 Balboa Island Impr. Association Balboa Island Parade $1,200 $3,200 $960 30% 6 Corona del Mar Chamber Christmas Walk $9,000 $10,000 $3,000 7 Newport Beach Chamber Taste of Newport $7,200 $50,000 $5,000 10% 8 Newport Harbor HS PTA Heritage Run $2,160 $6,000 $600 9 Newport Beach Restaurant Assoc. Restaurant Week $34,000 $60,000 $6,000 10 Newport Ocean Sailing Assoc. Newport to Ensenada $12,000 $30,000 $3,000 11 Pelican Coast Events Pacific Coast Triathlon $1,320 $20,000 $0 0% 12 American Cancer Society Relay for Life $800 $5,000 $0 13 Newport Harbor Nautical Museum* Family Fun Zone Fridays $2,000 $10,000 $0 14 Hyatt Regency Summer Concert Series NA $40,000 $0 15 Newport High Point Series Newport High Point Series NA $1,200 $0 TOTAL $213,680 $489,400 $180,560 *FY 12 support was for ExplorOcean 15th Anniversay Gala