HomeMy WebLinkAboutM-85-0101WWI
• CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM_H
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TO: Randolph B. Rosencrantz DATE, January 17, 1985 F+L[i
City Manager
FROM: Fra
Dep
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a�iredtor
Community Development
SUBJECT: Special Events Funding Policy
REFERENCES, January 24, 1985
Committee of the Whole
ENCLOSURES:
At its December 13, 1984 meeting, the City Commission established
criteria for festival funding.
In response to the City Commission's concerns, we have developed the
attached draft policy for evaluating funding requests for special
events and econ a:nic development activities.
During fiscal year 1983-84, the City allocated approximately $250,000
for annual festivals under the Festival Advisory Committee, admini-
stered by the Department of Parks & Recreation. Approximately $1.6
million was allocated for other special events under the Special
Funding Request policy, which is administered by this Department.
Some of the $1.6 million included cash and in -kind City services for
festivals that were not recommended for funding out of the $250,000
set aside for annual festivals or that missed the annual filing dead-
line which was established by the Festival Advisory Committee. The
remainder of this money was used to fund other special events and
activities, many of which are held on an annual basis.
In view of the current level of combined funding for festivals and
special events, it is recommended that a unified policy be adopted
for evaluating and funding all special events that applies the cri-
teria set forth by the City Commission on. December 13.
Highlights of the attached policy are as follows:
1) A Special Events Review Committee will be appointed by the City
Manager to consist of representatives of various City departments.
The purpose of the Committee will be to review funding requests
and make recommendations as to the annual level of funding, for
inclusion in the City's budget process.
2) The Committee will accept requests for funds each year during the
period of April 1 through May 1 for events that take place during
the upcoming fiscal year. In June, the Committee will submit the
recommendations and proposed level of funding to the Department
of Management and Budget as part of the annual budget process, to
be reviewed by the City Manager and incorporated into the final
M0r oAl
85--1U1
M
Randolph B. Rosencrantz
Page two
January 17, 1985
budget estimate by August 1. The recommendations will be reviewed
by the City Commission during. preliminary budget hearings in early
September; the final allocation will be determined by the adoption
of the annual budget in September. No more than 75% of the
annual allocation will be for events that have been held previously.
3) No more than $25,000 in cash and/or in -kind City services or 1/3
of the event's budget, whichever is lower, can be granted per
year, with phased -out funding of successful events in subsequent
years. Only organizations submitting applications during the
designated period will be eligible to receive funds in the upcom-
ing fiscal year.
If this draft proposal meets with the approval of the City Commission,
a finalized policy will be developed along with administrative pro-
cedures for implementing the policy, and an application form.
Additionally, we will proceed to notify sponsors of all events that
have been previously funded of the new policy.
/rjf
Enclosure
cc: Clarance Patterson
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85-J,OI
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DRAFT_
SPECIAL EVENTS FUNDING POLICY
PURPOSE: To establish a
special events
process.
policy for the review and funding of
as part of the City's annual budget
Special events shall consist of one time, community
activities such as festivals, parades cultural and
recreational programs, and conferences/conventions, as
well as economic development activities.
Studies, on -going social service and economic
development programs and requests to provide
administrative funds for non-profit organizations are
not special events and will, therefore, be routed
through the normal Community Development or Federal
Revenue Sharing processes.
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POLICY:
ire
There are two types of activities that can be reviewed for
receipt
of City funds under the special events policy:
1)
Community Activities - includes activities such as
festivals, parades, cultural and recreational programs
and other one time events that are of broad community
interest, are open to the general public, encourage
interaction of all segments of the community, enhance
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the image of Miami, and have potential for national
media exposure.
2)
Economic Development Activities - includes conferences,
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conventions, seminars and other one time events that
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have the potential to contribute to the City' s economic
base, improve or generate tourism, promote expansion,
attract industry and commerce, and have the potential
for national and international media exposure.
From April 1st to May lst of each year, the City will accept
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requests for funds for events to be held in the upcoming fiscal
year.
Any organization which wishes to receive City funds in
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either
of the two categories must submit an application to a
Special
Events Review Committee during the designated period.
-,
The Committee will be appointed by the City Manager and consist
of representatives of various City Departments. The Committee
will meet during the period of April to June. In June, the
Committee will submit its recormiiendations (organizations to be
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funded and proposed level of funding) to the Department of
Management and Budget as part of the annual budget process. The
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Committee's recommendation will be reviewed by the City Manager
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and incorporated into the final budget estimate in August. The
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administration's recommendation will be reviewed by the City
Commission during the preliminary budget hearings in early
September. The final allocation will be determined by the
adoption of the City budget in September.
No more than 75% of the annual allocation will be for events that
have occurred previously.
It is not the City's intent to provide funds and/or in -kind
services for events that will or can generate revenue.
organizations that schedule fund raising activities and do not
have sufficient cash flow may be eligible to request an advance
of in -kind services prior to the event, the cost of which is to
be repaid to the City within 60 days after the event is held. An
annual interest rate of 7% will be imposed if the advanced in -
kind services are not repaid within G0 days after the event.
The sponsoring organization will be required to submit an
application during the time specified for special events in order
to be eligible for consideration of receiving an advance.
Application filing dates shall be defined as the date the
completed application is received by the City administration for
processing.
k=x All information required in the application must be provided
,y. during the designated ' period or the application will be
considered ineligible for funding consideration.
The organization must demonstrate need and past success for
events previously held. Additionally, the organization must
demonstrate that there are adequate financial controls to
safeguard the handling of City funds.
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The following information shall be required as part of the
application:
1) The name of the organization applying for the funds and
the address of its headquarters.
2) The names and residence addresses of its principal
officers and management.
3 ) The purpose for which such event is to be held and the
use or disposition to be made of the City funds or other
funds to be received.
4) The name and residence address of the person to whom the
City funds are to be disbursed.
5) Name, address, and phone number of principal contact
person knowledgeable of the event.
6) A complete line item budget for the event to be held and
a list of all other sources of funds for the event.
7) A statement as to whether the event will be a partisan
or political event.
8) A statement as to whether there will be an admission
charge to the event and whether the event will be open
to the general public.
9) The date(s) and location(s) within the City limits when
such event shall be held.
10) The amounts of any wages, fees, commissions, expenses,
or emoluments to be extended or paid to anyone in
connection with such event, together with the manner in
which such wages, fees, expenses, commissions or
emoluments are to be extended, to whom paid and the
amount thereof.
11) A financial statement for the immediately preceding
fiscal year of any public funds received by the
organization or persons seeking the funds, such
statement giving the amount of money so received,
together with the final distribution thereof.
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85-101
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12) A full statement of the character and extent of the -
public or philanthropic work being done by the applicant
organization within the City and elsewhere. -
Recommendation to City Commission:
After receipt of an application, the Committee shall review the
request and prepare a recommendation. The Conunittee shall -
recommend denial unless the following criteria are substantially
met:
1) The organization must be not -for -profit. —
2) The funding request may not exceed $25,000 in cash
and/or in -kind City services (In -Kind services are the
same as dollars received) or 1/3 of the event's budget, _
whichever is less. The City Commission may impose the
condition that funding be matched by another
governmental entity. Additionally, the City funding
must be a last resort, therefore, the organization must
demonstrate that other sources of funding and income
were sought prior to requesting City funds. -
3) Events must take place within City of Miami limits and
must be of general public interest. -
4) If the event is not a new, first time event, the success
of past events(s) must be demonstrated. In evaluating
events, the benefits to the City in terms of publicity,
tourism, and economic impact must be quantified.
5) If the City has provided funding in the past, new
requests must be for no more than 50% of the previous
request, or $25,000, whichever is lower. Additionally,
the request shall not exceed 1/3 of the total budget of
the event. It is the intent of the City to only fund an
event for one year with City funds phased out in
subsequent years of successful events; continuation of
unsuccessful events shall not be encouraged.
If the above listed criteria are substantially met, the Commnittee
will consider the relative need of the applicant compared with
other applicants and the amount of funds requested for similar
events. Priority will be given to events demonstrating past
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