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Home My WebLink AboutStaff Report 13949 City of Palo Alto (ID # 13949) City Council Staff Report Meeting Date: 1/31/2022 Report Type: Information Reports City of Palo Alto Page 1 Title: 2022 Calendar of City-Produced and Co-Sponsored Events From: City Manager Lead Department: City Manager Recommendation This report is informational and requires no City Council action. Discussion Each year, the City produces and co-sponsors a wide range of community events. The following listing of events is provided for City Council awareness and planning. Events may be scaled back from their traditional format due to the pandemic and reduced staffing levels. As part of the FY 2021 and FY 2022 Adopted Budgets, significant reductions were approved reducing support for special events such as the May Fete and Chili Cook-off. However, recognizing the importance and priority of the Council Approved Community and Economic Recovery initiative, staff have reallocated and prioritized resources in calendar year 2022 to support the events outlined. Ongoing resources and or alternative service delivery will be needed to continue to support City sponsored community events in a sustainable fashion, This will be especially important post-pandemic when events will be vital to community recovery. This calendar reflects the currently budgeted and planned levels of event support in 2022. City event sponsorship is guided by the City’s Co-Sponsorship Policy 1-29 (Attachment B). Attachments: • Attachment A: Calendar of 2022 City-Produced and Co-Sponsored Events • Attachment B: Policy 1-29 - Co-Sponsorship Policy and Application 2022 City of Palo Alto Produced and Co-Sponsored Events Events and Dates subject to change, consult www.cityofpaloalto.org for current information. Date Event Lead Organization Monday Jan 17 Dr. Martin Luther King Jr. Day of Service Youth Community Service Friday Jan 28 Friday Night at the Art Center City of Palo Alto (CSD) Wednesday Feb 9 Lunar New Year Performances (virtual) City of Palo Alto (Library) Saturday Feb 13 Palo Alto Chinese New Year (virtual) WizChinese Sunday Apr 10 Creative Attention Community Day (Art Center) City of Palo Alto (CSD) April/May TBD Think Fund Gala (Recreation Teen Services) City of Palo Alto (CSD) April TBD Palo Alto Junior Museum & Zoo / Rinconada Park Ribbon Cutting and Celebration City of Palo Alto (CSD) Saturday May 07 May Fete Parade City of Palo Alto (CSD) May TBD Friday Night at the Art Center City of Palo Alto (CSD) Saturday June 18 Municipal Services Center (MSC) Open House City of Palo Alto (CSD) Monday July 04 Fourth of July Summer Concert/Chili Cook-Off City of Palo Alto (CSD) Sat-Sun July 9-10 ACGA Clay and Glass Festival Association of Clay and Glass Artists (ACGA) July TBD Remaker Fair City of Palo Alto (Library) Friday Sep 09 Moonlight Run Palo Alto Weekly September multiple dates TBD Palo Alto Reads City of Palo Alto (Library) TBD Friday Night at the Art Center City of Palo Alto (CSD) Oct TBD Great Glass Pumpkin Patch Bay Area Glass Institute (BAGI) Friday Oct 28 Jack-O'-Jaunt City of Palo Alto (CSD) Oct 19 -Oct 30 UN Association Film Festival United Nations Association Film Festival (UNAFF) Monday Nov 07 Veterans Recognition Event City of Palo Alto (CSD) Nov TBD Cubberley Artist Studio Program Open Studios City of Palo Alto (CSD) Date Event Lead Organization Friday Dec 02 Tree Lighting City of Palo Alto (CSD) Dec TBD Holiday Decorating Contest City of Palo Alto (CSD) Dec TBD Art Center Studio Sale City of Palo Alto (CSD) Friday Dec 30 NYE Senior Brunch City of Palo Alto (CSD) Ongoing Movie Nights in the Park City of Palo Alto (CSD) Pending funding Twilight Summer Concert Series City of Palo Alto (CSD) POLICY AND PROCEDURES 1‐29/CSD August 2016 Page 1 of 4 City Council Approved August 22, 2016 Co‐Sponsorship Policy The City of Palo Alto offers limited use of certain resources to organizations that apply for and meet the guidelines for co‐sponsorship. The City has established a process and criteria to determine co‐sponsorship eligibility and defines requirements, terms, and levels of support. The purpose of the policy and application is to invite community groups providing compatible services, activities, or programs to submit a request for co‐sponsorship status. Groups requesting City support must relate their services to the co‐sponsorship policy and meet criteria listed under section one below. 1. Eligibility: Organizations, other than neighborhood associations as recognized by the City, applying for co‐sponsorship status must meet the following eligibility criteria: A. The organization has state or federal 501(c)(3) certification as a non‐profit or is a subgroup of a state or national non‐profit organization providing services in Palo Alto. B. Support organizations that are not certified as 501(c)(3) nonprofit groups may also apply, such as other 501 nonprofit groups.. C. The organization’s goals must be aligned with and further the mission of the City of Palo Alto. D. The organization must provide a service or program that is compatible with those provided by the City of Palo Alto. E. New applications for co‐sponsorship are accepted throughout the year. Applications are available at the Lucie Stern Community Center, Library or by calling (650) 463‐ 4900, or by accessing the application on the City of Palo Alto website. F. Organizations must reapply annually for co‐sponsorship. Renewal of an existing co‐ sponsorship for two additional years may be requested and will be reviewed and approved at the discretion of the Department Director responsible for the oversight of the City resource being used. 2. Requirements and Terms: Co‐sponsored organizations must also meet the following requirements and adhere to the following terms: A. The organization must provide applicable information documenting adherence to requirements when applying for co‐sponsorship status. B. All co‐sponsored programs or events must be open to the public and provide services on a non‐discriminatory basis. C. The majority of funds raised at a co‐sponsored charitable or fundraising event must be used to support specific programs, services and events for residents of Palo Alto. POLICY AND PROCEDURES 1‐29/CSD August 2016 Page 2 of 4 City Council Approved August 22, 2016 D. The co‐sponsored organization, except for neighborhood associations, must provide all insurance coverage required by the City. E. Programs and activities of co‐sponsored organizations are superseded by those of the City or by previously contracted use of space. F. The co‐sponsored organization must pay for required staffing, equipment, permit fees, and any other charges from City departments. G. The co‐sponsored organization must request facility usage through their designated City staff liaison, regardless of meeting/event location, at least one month ahead of meeting/event date(s). The staff liaison is assigned at the time of application approval, and contact information will be provided to the co‐sponsored group. H. Co‐sponsorship status does not apply to all events. Groups must request event co‐ sponsorship individually per event/meeting (or per series of events/meetings) through the designated City staff liaison. I. The City of Palo Alto must be listed on all related publicity with the phrase, “In cooperation with the City of Palo Alto.” 3. Levels of co‐sponsorship and benefits: Depending on the characteristics of the group, co‐ sponsorship benefits are provided at an "A" level or a "B" level. Criteria and benefits for each level are outlined in the following tables. Eligibility Criteria‐ Level "A" vs. Level "B" Residency Other “A” Level 75% or more of members and participants are residents or enrolled in PAUSD schools. Exceptions to the above criteria may be made for groups providing a function benefiting Palo Alto as a whole. Department Directors responsible for the oversight of the City resource being used will be responsible for any exceptions. Human Services agencies that are currently receiving City funding. “B” Level 50% or more of members and participants are residents or enrolled in PAUSD schools. Human Services agencies that are currently receiving City funding. POLICY AND PROCEDURES 1‐29/CSD August 2016 Page 3 of 4 City Council Approved August 22, 2016 Co‐Sponsorship Benefits‐ Level "A" vs. Level "B" Facility Publicity "A" Level Use of designated City facilities may be provided subject to availability and limited to 40 hours annually at no facility cost. Non‐profit rates will be charged after allotted hours have been used. For neighborhood associations the facility use and total usage hours will be at the discretion of City staff with no facility rental costs. Organization may request name and contact to be listed in select relevant Department publications, depending on availability of space. Assistance with publicity may be requested. "B" Level Use of designated City facilities may be provided subject to availability and limited to 12 hours at no facility cost. Reduced rates will be charged after allotted hours have been used. Organization may request name and contact to be listed in select Department publications, depending on availability of space. 4. Review and Approval Process: City Co‐Sponsorship applications will be reviewed by Department Director responsible for the oversight of the City resource. 5. City Staff liaisons will: A. Be the direct contact to the co‐sponsored organization. B. Field all facility use requests. C. Determine if co‐sponsorship is appropriate on a per event basis. D. Select an appropriate approved and available facility. E. Advise organizations of facility usage application requirements and provide a facility contact for organizations to submit facility use applications. F. Approve all publicity materials. G. Track usage hours. To assure that all applications for Co‐Sponsorship status receive proper consideration and to ensure that the City is provided with the information needed to make informed decisions, all applications will be subject to the following evaluation process: POLICY AND PROCEDURES 1‐29/CSD August 2016 Page 4 of 4 City Council Approved August 22, 2016 A. Each application will be reviewed by Department Director responsible for the oversight of the City resource being used in light of the above outlined criteria and requirements. A determination will be made as to whether the applicant meets standards for co‐ sponsorship status and what benefit level is applicable. B. Applicants will be notified of their approval status within one month of submitting a completed application. Organizations approved for co‐sponsorship status will receive information regarding the benefits to be made available and be introduced to their City staff liaison. C. Appeal process: If the Co‐Sponsorship is not approved a written appeal may be directed to the City Manager or his/her designee outlining the reasons why co‐sponsorship status should be approved. D. Co‐sponsorship status approval is for up to one year and organizations may apply for renewal annually. The renewal requirement may be extended up to 2 years at the discretion Department Director responsible for the oversight of the City resource. Co‐Sponsorship Application Page 1 of 4 City Council Approved August 22, 2016 Purpose: The City of Palo Alto offers limited use of certain resources to organizations that apply for and meet the guidelines for co‐sponsorship. The City has established a process and criteria to determine co‐sponsorship eligibility and defines requirements, terms, and levels of support. The purpose of the policy and application is to invite community groups providing compatible services, activities, or programs to submit a request for co‐sponsorship status. Groups requesting City support must relate their services to the co‐sponsorship policy and meet the criteria listed under Section 1 in the co‐sponsorship policy document. Instructions and application process: 1. Read the City of Palo Alto co‐sponsorship policy. 2. Obtain the application from the Lucie Stern Community Center, Library, or online at www.cityofpaloalto.org 3. Gather required documents: a. Current membership roster with residence status b. Current board members with board role and contact information c. Certificate of liability insurance coverage (or intent to purchase City liability insurance) d. State or federal certification of nonprofit status and type of nonprofit 4. Questions regarding the application and process may be addressed by calling the Lucie Stern Community Center at (650) 463‐4900 or Library at (650) 329‐2436. 5. Make a copy of the application and supporting documents for the organization’s records. 6. Return complete application and required documents to the City Department responsible for oversight of the City resource being requested and a staff liaison will be identified and serve as your point of contact. 7. Notice of approval or denial of the application will be received within one (1) month from the date of submission. 8. If denied, an appeal may be made following the process noted in co‐sponsorship policy document. Co‐Sponsorship Application Page 2 of 4 City Council Approved August 22, 2016 Co‐Sponsorship Status Requested: ____ Level "A" * ____ Level "B" * Level “A” – 75% of members are Palo Alto Residents or enrolled in PAUSD. Exceptions may be made for groups providing a function benefiting Palo Alto as a whole. The Co‐ Sponsorship committee determines such exceptions. Level “B” – 50% of members are Palo Alto Residents or enrolled in PAUSD * For full eligibility criteria and benefits, refer to Co‐Sponsorship Policy. 1. Legal Name of Organization: 2. Contact Person: 3. Day Phone : 4. Evening Phone: 5. Email: 6. Mailing Address: 7. City, State, Zip Code: 8. Neighborhood Association: Yes ___ No ___ If yes skip to #12. 9. IRS 501(c)(3) or Franchise Tax Board Non‐Profit Number: a. Date nonprofit number granted:_____________________ 10. Mission statement of the organization or group: 11. List benefits to the community beyond any direct benefits to the organization or group members and participants: Co‐Sponsorship Application Page 3 of 4 City Council Approved August 22, 2016 12. Membership information: (please attach a current roster, including Palo Alto Residency status) Total # of Members ______ % of Palo Alto Residents ** ______ ** If a member is a Non‐Resident enrolled in PAUSD they are considered a Resident. Age Requirements: Minimum ______ Maximum _____ Special requirements for membership: 13. Facility information: a. Facility and room requested: b. Date and time requested: c. Purpose of the event, meeting or program: 14. Insurance Proof of current general liability insurance is required for all events/meetings of co‐sponsored organizations. Please attach a current certificate of insurance, such as an Accord form, naming the City of Palo Alto as "additional insured" for a minimum of $1,000,000.00 in general liability. Alternatively, the group may purchase liability insurance through the City; see assigned Staff Liaison for further information and cost. Neighborhood Associations are exempt from insurance requirements. If insurance certificate expires prior to an event, meeting, or activity, an updated current certificate must be submitted. In lieu of providing a blanket insurance certificate at time of application, groups may provide a date specific certificate no later than one week prior to event, meeting, or activity. Co‐Sponsorship Application Page 4 of 4 City Council Approved August 22, 2016 15. Acknowledgement: I (we) have read and understand the requirements for co‐sponsorship status as outlined in the Co‐Sponsorship Policy. In compliance with the stated requirements, the group agrees to:  Provide all required documents and organizational information as required in this application.  Include the City logo and the statement "In cooperation with the City of Palo” on all related publicity materials.  Submit two draft copies of all publicity materials to City staff liaison for approval prior to publication and distribution.  Include statements regarding non‐discrimination and Americans with Disabilities Act on all publications.  Pay the City for any costs incurred outside of normal co‐sponsorship benefits, such as facility attendants, custodial services, and/or equipment usage in accordance established in the City’s Municipal Fee Schedule. In addition, pay facility rental fees for usage above co‐ sponsorship allocation.  Direct the majority of funds raised by co‐sponsored events towards specific programs and events for residents of Palo Alto.  Request facility usage through designated City staff liaison, regardless of event/meeting location.  Request co‐sponsorship per event through staff liaison at least one month in advance of meeting/event date(s). Signature: ___________________________ Date: ______________________ Name: Title: Group/Organization: City Approvals (please leave blank): __________________________________ _______________ Staff Liaison Date __________________________________ _______________ Department Director Date