Item 4ICITY OF
SOUTH LAKE
MEMORANDUM
February 05, 2013
TO: Shana Yelverton, City Manager
FROM: Jill Lind, Tourism Marketing Manager
SUBJECT: Approve a Community Events Participation Agreement with
GreenFellows, Inc. for the 2013 Southlake Green Fest event
Action Requested: Approve a Community Events Participation Agreement with
GreenFellows, Inc. for the 2013 Southlake Green Fest event.
Background
Information: GreenFellows, Inc is a non-profit 501(c) (3) organization
working to host the Southlake Green Fest event. This event is
scheduled for Saturday, April 6, 2013 from 10:00 a.m. — 5:00
p.m. at Rustin Park.
The Southlake Green Fest event is a green expo that will
feature approximately 40 exhibitors promoting, selling and
educating on green products and services.
GreenFellows will also partner with the Carroll Independent
School District during education week to incorporate going
"green" with collecting recyclables and how to save energy.
Financial
Considerations: The City has been asked to participate in the form of staffing,
facility rental equipment and adevrtising. The staff request will
include one (1) DPS and three (3) Community Services staff to
deliver and set up equipment as well as monitoring electrical
during the event. The equipment will include the use of tables,
chairs and barricades. The facility rental requested is the use
of Rustin Pavilion. City fees will be waived and include sign
permit, tent permit fees and the Specific Use Permit
Application fee. Current advertising costs are estimated at
$4,000. Pending final determination and approval of
advertising outside of the City of Southlake by the Director of
EDT, and final costs on all other non -advertising items, the
actual City participation in advertising may increase or
decrease. GreenFellows, Inc. will provide 50/50 match of the
contributions by City of staffing and various items such as
equipment and facility rental. The request will be based on
City Council
Meeting Date — February 05, 2013
Page 2 of 2
actual costs incurred not to exceed $2697.28 which is 50% of
the estimated cost of $5,394.56.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Quality Development and meets the objective to
Enhance resident quality of life and business sustainability
through tourism.
Citizen Input/
Board Review: P & Z approved SUP for three years pending event scope
changes at November 16, 2010 meeting (7-0).
Legal Review: This agreement was modeled after the standard community
services agreement utilized by the City and has been
reviewed by the City Attorney.
Alternatives: Alternatives may include:
■ City Council decision to approve
■ City Council decision not to approve
Supporting
Documents: Supporting documents include:
■ Agreement for Community Event Participation
■ Application for Community Event Participation
■ Department of The Treasury 501(c) (3) Approval Letter
■ Community Events Participation Agreement
Staff
Recommendation: Approve Community Events Participation agreement with
GreenFellows, Inc. for 2013 Southlake Green Fest event.
COMMUNITY EVENT PARTICIPATION AGREEMENT
BETWEEN CITY OF SOUTHLAKE AND
GREENFELLOWS, Inc. FOR GREEN FEST SOUTHLAKE
STATE OF TEXAS §
COUNTY OF TARRANT §
THIS AGREEMENT is entered into by and between the City of Southlake, Texas,
a home rule municipal corporation located in Tarrant County and Denton County,
Texas, acting by and through its duly authorized Mayor (hereinafter referred to as
"City"), and GreenFellows, Inc. (hereinafter referred to as "Applicant"), a nonprofit
organization operating in Southlake as an organization described in section 501(c)3 of
the Internal Revenue Code, acting by and through its duly authorized President.
WHEREAS, the intent of Applicant is to provide an event that provides
information and promotes being good stewardship of the earth's resources; and,
WHEREAS, the City and the Applicant desire to enter into an Agreement
whereby the Applicant will provide services to citizens through their hosting of a
community event;
NOW, THEREFORE, City and Applicant do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
The Applicant shall provide the following services to the community:
1. Coordinate Green Fest Southlake, a community event which promotes the
stewardship of the earth's resources. The Applicant shall conduct the event as
described in the attached Community Event Participation Application.
SECTION 2
GREENFELLOWS, INC. OPERATIONS
1. The Applicant shall operate in accordance with its own approved by-laws.
2. The City shall have the right to review the books and records kept incident to the
services provided by the Applicant to the City.
SECTION 3
USE OF CITY EQUIPMENT AND SUPPLIES
City agrees to offer, at the discretion of the City, the use of various equipment and
supplies to the Applicant for the Green Fest Southlake event for services described in
Section 1 hereinabove. Equipment and supplies must be returned to the City in the
Community Event Participation Agreement - Green Fest Southlake - 2013-01-29 - Page 1 of 3
same or better condition as when provided. City also agrees to provide the services of
City employees as listed in the attached Community Event Participation Application.
The Applicant will be responsible for incurring the cost for repairs or replacement of any
equipment or supplies which are damaged during use by the Applicant.
SECTION 4
PAYMENT FOR SERVICES
The City and the Applicant agree that the services provided by the other represent an
approximately equal value and, as such, the Applicant shall be required to provide a
50/50 match of the contributions by the City.
SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for the day of the Green Fest Southlake
event on April 6, 2013 or one (1) day.
2. Either party may terminate this Agreement upon 30 days written notice to the
other party.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, the Applicant is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City. Neither
party shall have the authority to make binding representations or agreements on behalf
of the other.
SECTION 7
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing contained in
this agreement shall be construed to limit or waive any governmental or sovereign
immunity of the City, or any immunity applicable to its officers, agents, servants or
employees.
Community Event Participation Agreement - Green Fest Southlake - 2013-01-29 - Page 2 of 3
IN WITNESS WHEREOF the City and the Applicant have executed this
agreement as of this day of , 20
Approved as to legal form
and adequacy:
Attorney at Law Mayor, City of Southlake President, GreenFellows, Inc.
Community Event Participation Agreement - Green Fest Southlake - 2013-01-29 - Page 3 of 3
Jan 25 13 05:06p Lewandowski 8174812091 p.1
city OF
SOUTI-➢LAK E
9
Community Event Parkicip<ation Policy
Appendix A.
Applicadomfor Con unity Event Participation
Name of Event-, Green Fest SaatMake
Applicant:(;reenFcllows, Inc.
Contact Name: Audra Lewandowski
_
Title: ]'resident
Phone: 8 s 7-309-3923
_ Y
lax:
Celt.
Email Address: audra@texasgreen fest.com
web.- b, i:exasI-Fce.�rest. cor�
Paid Organizer Company. ----
conta£t Name:
Title:
Plione:
Fax:
Cell:
Email Address:
Web:
Please identify any unique requests for City assistance related to this event: (e.g. street
closures) Closing Fountain. Place, and side street near old Bombay for porta-potties
Unless determined separately via City Council approval of a. Specific Use Permit, by Signing
this application, the applicant agrees to comply with all City ordinances including but not
limited to the follow g:
® Toning Ord. No. 480. Sections 34 and 45 a Park Use Policy Ord. No. 827, Chapter 12
* Solicitation Ord. No. 850 9 Texas Alcohol and Beverage Code
® Sign Ord. No. 704-C a -Tarrant County Health. Dept.
e Noise Ord. No. 778
_
Please respond to the following-
.questions:
1. Anticipated attendees*: -Open to, h t nulrdlic- i "it'A Per m, , (e,I..�
("'Note that greater than 300 attendees requires a bass Ciathoritig Notification be given to the
Primary Contact, greater than L, 00 ancadees.requires approval of a Specific Use Pen -flit from
City Council.)
2. -Date(s) and duration ofevent (irtclitde any set up tinTiag as well).-
'S _. y f 2 0 A� hl C� 1% 29'• t 'f 4, l fin- k
.��,tt��a, . >l�zii c�, ._U _ �s �:� a� � _:� pn>. (sets:; �t r>>:
3. Aplicant's Comniuni y tivatvemcnt: Is the applicant active in lire-camrnunity? Are they
local and frequently engaged in eammunity activities? If the applicant is not involver] locally, is
the event unique enough to support?
;� ;^,, I'i�� +.:,i? -;{i ti:L�L E%}Ss�x ;J are [F"-t — s'1: i'1� £_`c i?iI�`.��s� y« �i�%�.�f 1'���,`��ji:�r'z •S ��tr �6 i'�s t�..i'�;C6iC�r L. iv
=:,iy,o, this : +`mlt 3y umqu'e and very _;ni.-lv.
4. City Recognition: Will the City be recognized as a "co-sponsor"? What additional exposure of -
recognition will the City receive?
1 'eS 'al e ciZA.1S 1£'•i°a.0 A-,Ji pp ear �33? th ;'�.`lacnt Iffy r; C-A-7:fts :�: Lyr y�ebsi t4�- C".,U ren F!v h0 �.��fdaty ��
p: 1t
Bob ic�)_.ES'_',> i'9ituii Y_, "�.l FL�1 1l£�.lcc 30 ros r.. n the Grcc :,"ti:ii li ' }�t"; ��. L!'JG:i {3§:'Friki3 �?��.i✓3✓ �"`r.
v
the -- en,. flstE; sire
Courrarun ty Eventparticipadun-Appficathw - Form date: 2017 I-42 €affe f of3
Jan 25 13 05,06p Lewandowski
8174812091 p,2
5_ Experience of ApplicantT Does the applicarthave ahistory o€ ess kl holding the event?
Has the applicant worked successfully with the City on this or other similar events in the past? Is
the applicant able to demonstrate the organization's ability to perform the duties necessary to
fund and implement the proposed event?
Y S, T 1;5 iS t.hC 01,g niz1,11 0.? S 11f lb V'ar 0If,S'€#S: cS:' A 11iV Ire)1 d1 'g t h i s eVe-� t.
G. M arketina Efforts: Does the applicant horve a marketing program to enhancee tkte likelihood of
success of the event?
Yes, :le will I?' e. the evenit H in. l cr F � ct
1 F'_i° i ei .J5£.ti C1 ��3�;:� iYiC ,ca�,st�. 4. 3ib:4S'"R��f. .� � tau k JJ;;
F q yet t �; q�/� t f£ j ail: .1�. 9ak�-r�..r a1s�k
CaF4�1.MO Lii'w n- A. Lee- s � i _ - � ill gf' t bOi ^ln sa r' I In t "t ' �f. D
i. � ;.-�'33- :�'s-i .. 3 :`s1}L 2ra:4,tt�: 3C��-41cz1si rss"icsi' �E� 1 �`Wk��. � .�3Lr
Zvi# y,ro-rn 3i- es r,Ver!-� -t"iro L,s,x x 1 " t ai' also iE?E ' Er €� t 3 a%[ � 5 1 ;l f c�ii;s; El
"Oho u district- e 4 v
7. Matching Fund.: It is the intent of this Policy to require that the applicant provide a 50/50
match of the contributions by the City, e g if staff hours for art event was equal to $5,000, the
applicant would be required to make: a payment of $2,500 to the City.
8. Neutrality: Is the event non -partisan politically? Are all religions and ethnical backgrounds
allowed to attend and participate? Does the event make no effort to promote or facilitate the
promotion of a particular position or political candidate?
=!is. 3 lzis even, 5c no! #>vx:t cml in navur-c.
9. Tourism Impact: What are the heneffziai- rism impacts-ofthe proposed_ event? Factors --
might include: anticipated draw, likelihood of overnight hotel room reservations, visitor
expenditures in the City, etc.
SubnyQ'd by:
Contpanry NxTle: GreenFellows, Inc
Typed Name: Audra Lewandowski
Title. President
Date: 1 /2/I3
M
Greg Last, C
Director of omic Development
Date: /— z a- " f 3
Community E'rent Participation Appiieatierx - Form date. 2012-1-02 - Page 2 of 3
Jan 2513 05;07p Lewandowski 8174812091 p.3
Staff Member/Position 9 Employees
Est_ firs
Actual Firs
Rate-
Est_.Staff Costs
Actual5taff Costs
.Parks Worker
$19 4.5
$0.00
$0.00
Park Crew Leader
$26.95
$0.00
$0.00
Parks Supervisor
$34.42
$0:00
$0:€0
Recreation Leader
2
8
$12 54
$100.32
$0.00
Recreation Specialist
$i.61
$0.00
$0-00
Recreation Coordinator
$29.24
$0.00
$fl.00
DPS Officer
$56.3g
$0.00
$fy.ee
DPS Supervisor
1
9-
S154.76•
$627-84
- $0.00-
Fire EMT
$56.39
$0.00
$0.00
Public Works Worker
-
$19.45
$0.00
Public Works Crewleader
1
8
$28.30
$226.40
$0.00
Public Works Supervisor
$34.4.2
$0.00
$4.00
Total
1
$954 ,56
$0.00
In -Kind Item/Equipment/Facility
Quantity
# Hours
# Days
Rate/Fee
Est_ in -kind Costs
Actual Staff Costs
Tables (Per Day)
20
1
$8.00
$160A0
$0.00
Chairs (Per Day
$125.00
Tents (Per Day)
$75.00
$0.00
$0.00
Stage (Per 6 hours)
$1,000:Oft
$900
_ $0=00
Stage (Additional Hours)
$50.00
$0.00
$0.00
Stage Skirting (Per Day)
$15.00
$0.00
$0.09
Stage Extentions (Per Day)_
$25.00
$0.00
$0.00
Theater Ughts {Per Day)
$100.00
$0.00
$0.00
Sound System (Per -Day)
$200.00
$0.00
$0.00
Rustin Pavilion (Per 3 hours)
$60-00
$0.00
$0:00
Rustin Pavilion (Additional Flours)
$20 00
$0.00-
$0.00
Southlake Scene (Per 1/2 Page)
1
1
$125.00
$125.00
$0.00
Barricades (Per day)
10
1
$3.00
$30.00
$0.00
Cones ( Per Day)
$1-.00
$0100.
5000
SUP Application
$300.00
$0.00
$0.00
Tent Permit
$25:OET
$0-.00
$094
Sign Permit
$25.00
$0.00
$0.00
Total
-
-�440:00
Advertising Costs
Est. Costs
Actuai.Costs
Promotion of Event and Activities LVAs approved by director of Economic Development]
$ 4,000.00
Total Event Costs
Est.Grand Total
Actual Grand Total
Grant! Total
$5,394.56
$II.00
Grand Tot at City Costs (� 50%)
Conipwaify Event-ftrrrcipairon Applicntintt - Form. date: 20121-02- - Page 3 of 3
ry INTERNAL R.EVENUZ SERVICE
P. 0. BOX 2508
CINCINNATI, OH 45201
Date: . JUN 14 2010
GREENFELLOWS INC
405 INDIAN PAINTBRUSH WAY
SOUTHLAKE, TX 76092
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer Identification Number:
27-1798467
DLN :
17053053317000
Contact Person:
PAUL F CAPPEL 11 ID# 31665
Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
December 31
Public Charity Status:
509(a)(2)
Form- 990 Required-`_ -
Yes
Effective Date of Exemption:
January 15, 2010
Contribution Deductibility:
Yes
Addendum Applies:
No
We are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c)(3) of the Internal Revenue Code. Contributions to you are
deductible under section 170 of the Code. You are also qualified to receive
tax deductible bequests, devises, transfers or gifts under section 2055, 2106
or 2522 of the Code. Because this letter could help resolve any questions
regarding your exempt status, you should keep it in your permanent records.
Organizations exempt under section 501(c)(3) of the Code are further classified
as either public charities or private foundations. We determined that you are
a public charity under the Code section(s) listed in the heading of this
letter.
Please see enclosed Publication 4221-PC, Compliance Guide for 501(c)(3) Public
Charities, for some helpful information about your responsibilities as an
exempt organization.
Letter 947 (DO/CG)
-2-
GREENFELLOWS INC
Enclosure: Publication 4221-PC
sincerely,
Robert Choi
Director, Exempt Organizations
Rulings and Agreements
Letter 947 (DO/CG)
City of Southlake, Texas
RESOLUTION N0.08 054
9,FFICIAL RECORD
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, ESTABLISHING A COMMUNITY EVENT
PARTICIPATION POLICY.
WHEREAS, the City Manager shall be responsible to the Council for the proper
administration of all affairs of the City including the preparation of general policies; and
WHEREAS, according to the City of Southlake (the "City") Charter section 4.14(6) the
City Manager is responsible for administration of the City budget after adoption by the City
Council; and
WHEREAS, the City of Southlake assesses and collects a municipal hotel occupancy tax
in accordance with Chapter 351 of the Texas Tax Code; and
WHEREAS, the City Manager recognizes the need to add new policies to define City
practice regarding use of hotel occupancy tax revenues with third party community events, and
to provide a process whereby third parties wishing to sponsor a community event in the City may
request City participation, and;
WHEREAS, the Community Event Participation Policy accomplishes the purposes
described above in a manner that accommodates the legitimate interests of the City, now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. The City of Southlake hereby approves the Community Event Participation Policy,
specifying general policies relating to City participation in community events.
Section 2. This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS 21st DAY OF OCTOBER, 2008.
Andy Wambsganss, Mayor
ATTEST:
VTH1-1 �7
Lori Payne, Cit ecretary = ! s
Community Event Participation Policy
1. Statement of Purpose: The purpose of this Policy is to establish guidelines for processing
requests for City participation in Community Events.
A. Strategic Plan Alignment: This Policy is being considered due to its support of the
City's overall Strategic Plan and alignment with the Council's strategic focus
areas and stated strategic objectives.
Partnerships and Volunteerism: The City Council identified "Partnerships
and Volunteerism" as a focus area when adopting the strategic plan in 2005.
Since then, an objective has been included on the City strategy map:
"Actively promote opportunities for partnerships and volunteer involvement
(individual and group)." A case can be made, therefore, that this kind of
partnership would be properly aligned with the City's strategy since a
partnership of this kind brings together community groups and the City to
offer high quality events that promote the City.
2. Safety and Security: The strategy map includes a focus area of "Safety and
security." This, coupled with the objective of "Collaborate with select
partners to implement service solutions" addresses the matter of the City's
fundamental obligation to ensure that residents and visitors of Southlake are
safe and secure, whatever their activity. If we develop a successful
partnership with these community groups, coordinate our efforts, and,
perhaps, share the costs, the City has ultimately met this stated strategic
objective.
B. Compliance with the Hotel Occupancy Tax State Laws: Funds utilized under this
policy shall comply in all instances with the requirements of Chapter 351 of the
Texas Tax Code as it pertains to the eligibility and expenditure of hotel
occupancy tax funds.
2. Policy Administration: This Policy will be administered through the Department of
Economic Development.
3. Definitions: The following definitions shall be utilized in this Policy.
A. City: Shall mean the City of Southlake, Texas.
B. Community Event: Shall mean an event held within the Southlake City limits
having broad appeal and interest by attendees both from the City and outside the
City and meeting the evaluation criteria defined herein.
C. Coordinator: Shall mean the Marketing and Tourism Coordinator in the
Department of Economic Development.
D. Director: Shall mean the Director of Economic Development.
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 1 of 6
E. Eligible Applicants: Shall mean community organizations active in our region on
an ongoing basis.
F. In -Kind Participation: Shall include the utilization of City staff, providing of City
equipment, utilization of City facilities or similar participation as approved by the
Director. Examples might include: police protection, emergency medical
services, street closure set-up, banner displays, website exposure, cooperative
marketing, etc.
G. Participation Agreement: Shall mean a Community Event Participation Services
Agreement between the City and the applicant organizing and responsible for the
event.
H. Policy: Shall mean the Community Event Participation Policy adopted by City
Council.
I. Tourism Team: Shall mean the City staff team working collectively to implement
tourism programs in the City. The members of this team may vary by type of
event to be evaluated or reviewed. It may also at times include third party
participants who can contribute a unique aspect to the team.
4. Submittal Requirements: The following shall be applicable to establishing an adequate
submittal for participation by the City.
A. Eligiblepplicants: Applications will only be accepted from Eligible Applicants
as defined herein.
B. Application: An applicant must submit a fully executed application identified in
Appendix `A' herein. This application may be amended periodically by staff if
needed to better administer this Policy. The completed application shall be
submitted to the Coordinator for review.
C. Submittal Deadlines: Applications must be submitted three (3) months prior to
the date of the event.
5. Application Review: Upon receipt of the application, the following shall apply to the
review and evaluation of the application.
A. Evaluation Criteria: The following criteria shall be utilized by the Coordinator
when reviewing the application and in consideration of any recommendation for
participation.
1. Applicant's Community Involvement: Is the applicant active in the
community? Are they local and frequently engaged in community
activities? If the applicant is not involved locally, is the event unique
enough to support?
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 2 of 6
2. City Recognition: Will the City be recognized as a "co-sponsor"? What
additional exposure or recognition will the City receive?
3. Experience of Applicant: Does the applicant have a history of successfully
holding the event? Has the applicant worked successfully with the City on
this or other similar events in the past? Is the applicant able to demonstrate
the organization's ability to perform the duties necessary to fund and
implement the proposed event?
4. Marketing Efforts: Does the applicant have a marketing program to
enhance the likelihood of success of the event?
5. Matching Fund: It is the intent of this Policy to require that the applicant
provide a 50150 match of the contributions by the City, e.g. if staff hours for
an event was equal to $5,000, the applicant would be required to make a
payment of $2,500 to the City.
6. Neutrality: Is the event non -partisan politically? Are all religions and
ethnical backgrounds allowed to attend and participate? Does the event
make no effort to promote or facilitate the promotion of a particular position
or political candidate?
7. Tourism Impact: What are the beneficial tourism impacts of the proposed
event? Factors might include: anticipated draw, likelihood of overnight
hotel room reservations, visitor expenditures in the City, etc.
B. Staff Review: The Coordinator will engage the Tourism Team to jointly discuss
the merits and challenges of the application. The Director, upon a
recommendation from the Coordinator, shall determine the acceptability of the
application and response to the applicant.
1. Recommendation for Council Action: If the Director deems that the event
as proposed by the applicant meets the purpose and intent of the Policy, an
action item will be placed before the City Council for their approval of a
Participation Agreement outlining all aspects of the participation request.
a. Participation Agreement: Prior to placement of the participation
request before the City Council, the applicant must work with the
Coordinator to prepare an adequate Participation Agreement for
Council consideration.
2. Denial of Application: If the Director does not find that the application for
City participation in the proposed event meets the Council adopted Policy,
the applicant shall be informed of the decision and the reasons for the
finding.
a. Appeal to City Council: The applicant may appeal the decision of
the Director to City Council. All decisions by the City Council
shall be final.
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 3 of 6
C. Participation Limitations: Following are specific limitations to City participation
under the guidelines of this Policy.
In -Kind Participation Only: The extent of City participation shall be limited
to "in -kind" participation as defined herein. No cash contributions shall be
provided.
2. Funding: No application for City participation shall be approved when
funds are not available for the event.
a. Funding Cap: No single event shall receive a City contribution in
excess of ten thousand ($10,000) dollars.
Staffing: No application for City participation shall be approved when staff
required to support the event are not available for the event.
6. Post Event Evaluation: The applicant shall be required to participate in a post -event
debriefing meeting to identify opportunities, challenges, and recommended
improvements for any future events.
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 4 of 6
Appendix A
Application for Community Event Participation
Name of Event:
Applicant:
Primary Contact Name:
Title:
Phone:
Fax:
Cell:
Email Address:
Web:
Paid Organizer Name:
Title:
Phone:
Fax:
Cell:
Email Address:
Web:
Requested In -Kind City Staffing (*Staff Estimate)
Est. Cost*
Staff Member
Anticipated Duties
TOTAL
Other Requested In -Kind Items (*Staff Estimate)
Est. Cost*
In -Kind Item
Proposed Utilization
TOTAL
Please identify any unique requests for City assistance related to this event: e.. street closures
1.
2.
3.
By Signing this application, the applicant agrees to comply with all City ordinances including but
not limited to the following:
• Mass Gathering Ord. No. XXXX
• Solicitation Ord. No. XXXX
. Noise Ord. No. XXXX
• ?
Please respond to the following questions:
1. Anticipated attendees:
2. Duration of event:
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 5 of 6
3. Applicant's Community Involvement: Is the applicant active in the community? Are they local and
frequently engaged in community activities? If the applicant is not involved locally, is the event unique
enough to support?
Answer:
4. City Recognition: Will the City be recognized as a "co-sponsor"? What additional exposure or
recognition will the City receive?
Answer:
5. Experience of Applicant: Does the applicant have a history of successfully holding the event? Has
the applicant worked successfully with the City on this or other similar events in the past? Is the
applicant able to demonstrate the organization's ability to perform the duties necessary to fund and
implement the proposed event?
Answer:
6. MarketingEfforts: fforts: Does the applicant have a marketing program to enhance the likelihood of success
of the event?
Answer:
7. Matching Fund: It is the intent of this Policy to require that the applicant provide a 50150 match of
the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the applicant would be
required to make a payment of $2,500 to the City.
Answer:
8. Neutrality: Is the event non -partisan politically? Are all religions and ethnical backgrounds allowed
to attend and participate? Does the event make no effort to promote or facilitate the promotion of a
particular position or political candidate.
Answer:
9. Tourism Impact: What are the beneficial tourism impacts of the proposed event? Factors might
include: anticipated draw, likelihood of overnight hotel room reservations, visitor expenditures in the
City, etc.
Answer:
Submitted on this the day of , 2008
Name:
Title:
Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 6 of 6