City of Culver City, California
Agenda Item Report
Meeting Date: 04/11/11 Item Number: _J-1
JOINT CITY COUNCIL AND REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Discussion of Proposed Special Event Sponsorship Policies, Application and
Program; and Adoption of Respective Resolutions Establishing Policies and
Procedures for Participation in and Implementation of Special Event Sponsorship
Program.
Contact Person/Dept.:
Jeremy Green / Community Development
Todd Tipton / Community Development
Phone Number:
(310) 253-5764
(310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (e-mail) Meetings and Agendas – City Council (04/07/11); Meetings
and Agendas – Redevelopment Agency (04/07/11); Downtown Business Association
(04/05/11); Chamber of Commerce (04/05/11); IndieCade (04/05/11); Share our Strength
(04/05/11); Culver City Exchange Club (04/05/11)
Department Approval:
Sol Blumenfeld: (04/05/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/07/11)
Agency Counsel:
Murray Kane: (04/05/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (04/07/11)
City Manager/Executive Director Approval:
John M. Nachbar: (04/07/11)
RECOMMENDATION:
Staff recommends the City Council and Culver City Redevelopment Agency Board
(Agency Board) approve the policies, program and NOFA application for financial
support of City- and Agency-sponsored special events and adopt respective
resolutions related thereto.
BACKGROUND:
On September 13, 2010, the City Council and Agency Board discussed a process
and criteria for sponsoring economically beneficial special events, creating a
competitive environment (in order to render the greatest benefit to the City and
Agency), and streamlining the administrative process.
On December 6, 2010, the City Council and Agency Board provided additional
guidance and directed staff to prepare and present a policy related to special event
sponsorship of City- and Agency-sponsored events (Attachment 1).
City of Culver City, California
Agenda Item Report
The City Council and Agency Board also expressed concern about currently funded
events being provided funding in the future. Eligible organizations, who function as a
cooperative community group, can request an MOU with the City and/or Agency in
accordance with the City’s policy relating to community organizations. If an MOU is
authorized, funds would be appropriated by the City or Agency from the existing
$40,000 available in the Special Events budget. For example, should the Exchange
Club request an MOU for Fiscal Year 2011/2012 for funding in the amount of
$12,000, which is then approved by the City Council and/or Agency Board, then
there would only be $28,000 available to the remaining events seeking sponsorship.
DISCUSSION:
The draft policies, including the NOFA (Attachments 2 and 3), outlines the process
for organizations to request sponsorship and financial support from the City and/or
Agency. The Notification of Funding Availability (NOFA) application includes all the
components approved by the City Council and Agency Board at the December 6,
2010 meeting including 1) eligibility and funding criteria, requiring the organization to
address how the event would provide economic benefits thereby qualifying it for
sponsorship; 2) a timeline initiating the NOFA in July/August of Fiscal Year
2011/2012, with awards being made and/or encumbered for events that occur in
calendar year 2012; 3) a panel review and approval process, including approval
criteria; and 4) distribution of funds process which would occur after the event has
concluded.
At this time, only Redevelopment Agency funds have been allocated to this program.
With the uncertainty created by the Governor’s proposal to eliminate redevelopment
agencies statewide, in the future the City Council may determine to allocate City
funding for this program. It should be noted that the City Council would not be
limited to sponsoring only those special events that have an economic benefit and
are located in the Redevelopment Project Area, as long as those funds are allocated
to organizers of special events in an objective manner and the special events serve
a public purpose.
Should the policy and NOFA be approved, the program will go into effect July 1,
2011 as part of Fiscal Year 2011/2012.
FISCAL ANALYSIS:
There are $40,000 appropriated in the Agency Board Adopted Budget for Fiscal
Year 2010/2011 (Program 90200, Economic Development - Special Events and
Meetings) for the following special events: Culver City Car Show, with funding
assistance of up to $12,000; Taste of the Nation, with funding assistance total of
up to $15,000; and IndieCade with funding assistance of $10,000, with the City of Culver City, California
Agenda Item Report
remaining $3,000 of funds available to cover requests for additional funding by
those organizations or for meeting any cost increases.
The City Council did not budget funds in Fiscal Year 2010/2011 as all funding was
provided by the Agency.
Upon approval of the policy, staff will include $40,000 in the Executive Director’s
Proposed Budget for Fiscal Year 2011/2012 in the same program (90200,
Economic Development - Special Events and Meetings).
In the event the State eliminates redevelopment agencies pursuant to the governor’s
proposal, Agency funds used to support special events would no longer be available.
If that occurs, the funding process will be suspended until such time that
replacement funds are identified.
ATTACHMENTS:
1. December 6, 2011 Staff Report and meeting minutes
2. Draft Notification of Funding Availability for Special Event Sponsorship
3. Proposed Special Event Sponsorship Policies and Resolutions Related Thereto
MOTION:
That the City Council and Redevelopment Agency Board:
1A. Adopt respective resolutions establishing policies and procedures for
participation in and implementation of the Special Event Sponsorship
Program;
OR
1B. Adopt respective resolution establishing policies and procedures for
participation in and implementation of the Special Event Sponsorship
Program as revised by the Council/Board this evening;
AND
2A. Approve the Notification of Funding Availability for release on July 1, 2011
contingent upon the availability of Redevelopment funds;
OR
2B. Approve the Notification of Funding Availability with changes for release
on a date to be determined by the Council/Board.
MEETING DATE: April 11, 2011
AGENDA ITEM: Consideration of Special Event Sponsorship Policies,
Application, and Program
ATTACHMENTS
Pages
1. December 6, 2011 Staff Report and Meeting Minutes 1-7
2. Draft Notification of Funding Availability for 8-15
Special Event Sponsorship
3. Proposed Special Event Sponsorship Policies and 16-26
Resolutions Related Thereto
City of Culver City, California
Agenda Item Report
Meeting Date: 12/06/10 Item Number: _J-1
JOINT CITY COUNCIL AND REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Further Discussion Regarding a Policy Related to Special Event Sponsorship and
Financial Support of City- and Agency-Sponsored Events.
Contact Person/Dept.:
Jeremy Green / Community Development
Todd Tipton / Community Development
Phone Number:
(310) 253-5764
(310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (e-mail) Meetings and Agendas – City Council (12/02/10); Meetings
and Agendas – Redevelopment Agency (12/02/10); Downtown Business Association
(11/18/10); Chamber of Commerce (11/18/10); IndieCade (11/18/10); Share our Strength
(11/18/10); Culver City Exchange Club (11/18/10).
Department Approval:
Sol Blumenfeld: (11/24/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (12/01/10)
Agency Counsel:
Murray Kane: (11/19/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (12/01/10)
City Manager/Executive Director Approval:
John M. Nachbar: (12/02/10)
RECOMMENDATION:
Staff recommends the City Council and Culver City Redevelopment Agency Board
(Agency Board) discuss and provide additional input on a proposed policy related to
special event sponsorship and financial support of City- and Agency-sponsored
events.
BACKGROUND:
On September 13, 2010, the City Council and Agency Board discussed criteria and
the components of a policy for approving support of special events. During the
meeting, the City Council and Agency Board voiced initial support of the concept
that events would be supported through cash sponsorships rather than fee waivers
or in-kind services. Such funds could pay for any City/Agency fees and staff/facility
costs.
There was basic support for the proposed process and policy. The City Council and
Agency Board agreed that:
• A policy is necessary
• The number of requests for assistance are increasing
ATTACHMENT 1
1 City of Culver City, California
Agenda Item Report
• The current budget should be maintained
• Currently supported events (Car Show, IndieCade and Taste of the
Nation) should continue to receive funding of some kind
• Enhancing economic activity should be the focus for events assisted by
the Agency
• The process will provide a complete picture of all events requesting
funding.
During the discussions the City Council and Agency Board expressed concerns
about specific aspects of the plan, including placing limitations on the amount of
funding per event and the development of criteria used to determine that funds are
used for economic development purposes.
DISCUSSION:
Staff has worked to include the suggestions and address City Council and Agency
Board concerns expressed during the meeting. The concerns were as follows:
Current Funding:
City Council and Agency Board Members expressed concern about discontinuing
funding for existing events. To ensure that the three currently funded events are
provided funding in the future, staff recommends that eligible organizations, currently
considered Category 6 (Other) organizations per Resolution 2008-01 may want to
consider completing an MOU with the City and/or Agency. This would make them
eligible to become Category 2 organizations (Cooperative Community Groups),
which will allow them to request fee waivers and in-kind services (which special
events would not be allowed to request) based on the proposed new policy for cash
sponsorships.
If an MOU is completed, funds would need to be appropriated from either the
existing $40,000 available in the Special Events budget or another funding source.
If the entire $40,000 were appropriated for MOUs with existing events, then
additional funds would be necessary to assist events not covered by an MOU and
any new events that complete an application and are approved for funding.
Economic Development:
The City Council and Agency Board expressed concern about ensuring that the
process be based on an economic development model.
To address this concern, staff has added additional eligibility criteria (as
recommended by the City Council and Agency Board during the last meeting) as
well as including members of the Economic Development Subcommittee on the
review panel described below.
2 City of Culver City, California
Agenda Item Report
Process:
The City Council and Agency Board expressed concern about the process. To
address this concern, staff is proposing the process below, which would assess all
events using criteria in order to determine which events should receive annual
funding.
Step 1 - Notification of Funding Availability (NOFA):
Staff recommends that a NOFA be sent out requesting organizations to complete an
application. The application form would include the eligibility and funding criteria and
require the organization to address how the event would qualify for sponsorship. The
applicant would also need to provide specific event details and an event budget.
Step 2 - Panel Review Process:
Staff recommends that a panel|1010| be convened annually to review the applications
received as a result of the NOFA, in order to make recommendations to the city
Council and/or Agency Board as to which special events should receive financial
support based on eligibility criteria and funding criteria.
Staff recommends that the panel use the following criteria when developing its
recommendations:
• Amount of potential economic benefit for Culver City as measured by
o Quantifiable Value of Media Exposure
o Expected amount of sales tax to be produced
o Potential for new business attraction
o Visibility of the event
o Exposure of Culver City to new audiences/foot traffic
o Amount of sponsorship already secured
o Established marketing package and or plan
o Geographic diversity of event location within Culver City
o Location within a Redevelopment Agency Project Area
• Amount of community benefit for Culver City as measured by
o Unique quality for Culver City
Staff recommends the panel use the criteria below when determining the amount
and type of funding an event should receive. Staff further recommends that the
minimum funding amount be $1,000|1010| with no maximum (with ultimate maximum
funding subject to the approval of the City Council and/or the Agency Board).
• Cost of event;
• Cost for City/Agency Services deemed necessary by City departments;
3 City of Culver City, California
Agenda Item Report
• Cost to attract each attendee (cost of event divided by the number of
attendees);
• Amount expended on marketing of the event; and
• Number of years that event has received sponsorship
Step 3 - Approval of Sponsorships:
Staff recommends that the City Council and Agency Board annually review and
consider recommendations made by the panel (including the amount of sponsorship)
and specifically designate those events as sponsored|1010|. Those events that do not
receive funding assistance are able to seek funding during the next fiscal year. If an
event organizer seeks funding after the process has concluded, the applicant would
have to seek City Council and/or Agency Board approval to have his or her funding
request agendized for consideration through the budget amendment process.
Step 4 – Distribution of Funds:
Staff recommends that cash sponsorships not be provided until after an event has
concluded. For those events that incur City/Agency costs during the period when
the sponsorship money is pending, staff will work with Finance Department to
determine how to track those costs and the best way to minimize the burden to the
event organizers.
Implementation of process
Staff recommends that the total amount of sponsorship dollars be identified during
the annual budget process for Fiscal Year 2011/2012. Following this, the NOFA
process would be initiated in July/August of Fiscal Year 2011/2012, with awards
being made and/or encumbered for events that occur in calendar year 2012.
FISCAL ANALYSIS:
The Agency Board appropriated $40,000 in the Fiscal Year 2010/2011 budget
(Program 90200, Economic Development - Special Events and Meetings) for the
following special events: Culver City Car Show, with fee waivers of up to $12,000;
Taste of the Nation, with a fee waiver and funding assistance total of up to
$15,000; and IndieCade with funding assistance of $10,000, with the remaining
$3,000 of funds available to cover requests for additional funding by those
organizations or for meeting any cost increases.
The City Council did not budget funds in Fiscal Year 2010/2011 as all fee waivers
were reimbursed by the Agency as a component of the event.
4 City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Definition of “Sponsored” event as outlined in City Council Policy Statement
2008-01.
2. Event Sponsorship Staff Report from September 13, 2010 with an Excerpt from
the Minutes of the Meeting of September 13, 2010.
MOTION:
That the City Council and Redevelopment Agency Board:
1. Discuss and provide direction on a proposed policy related to special event
sponsorship and financial support of City- and Agency-sponsored events; and if
necessary,
2. Direct the City Manager/Executive Director to prepare and present an Event
Sponsorship Policy to the City Council and Agency Board for consideration
during an upcoming City Council/Agency Board joint meeting.
|1010| The panel would be comprised of the two (2) Council Members who comprise the Economic
Development Subcommittee; one (1) representative of the Culver City Chamber of Commerce; one
(1) LA County-based events specialist, who understands the costs/requirements to produce an event;
and one (1) designee of the City Manager.
|1010| Per Culver City Municipal Code § 17.330.040.B.7.b.ii, in order for an event to be eligible to place
banners promoting the event in the public right-of-way, it must be specifically designated as a sponsored
event. Sponsored means that the City and/or Redevelopment Agency is: (a) participating in an official
capacity in the planning, preparation or promotion of the event or activity; and (b) contributing 25% of the
total estimated costs of the civic event or activity, or at least $1,000, whichever is less. This contribution
may take the form of funds, labor, staff time, materials, a waiver of fees, or any combination of the
foregoing.
5 13
December 6, 2010
Joint Item
Item J-1
Further Discussion Regarding a Policy Related to Special Event
Sponsorship and Financial Support of City- and Agency-Sponsored
Events.
Jeremy Green, Cultural Affairs Administration and Special
Projects Coordinator, provided a summary of the material of
record.
Vice Mayor O?Leary invited public participation.
The following member of the audience addressed the City Council:
Dr. Jay Shery, Culver City Exchange Club, thanked staff and the
City Council for their work on this item.
Discussion ensued between staff and the City Council regarding
proposed Memorandums of Understanding (MOU) with organizations;
the ability of the City to evaluate the economic benefit of any
enterprise; fee waivers; appreciation for the work of staff
providing structure and criteria; the panel review process;
measuring community benefit; 501(c)(3) organizations; timing of
the Notice of Funding Assistance (NOFA); composition of the
committee; the county advisor; honorariums; and City Council
discretion regarding the way funds are awarded.
Discussion continued regarding staff time involved with the
MOUs; implied ongoing commitment and ability to reevaluate
support; the ability to audit; clarifications that the Downtown
Business Association and Chamber of Commerce MOUs are for two
years; requested dollar amounts; ability to accommodate a large
event; increasing the money available; adding a discussion of
potential negative impacts; residential and business concerns;
concern with using the NOFA process; the benefits of keeping
funding low; the competitive process; a fixed sponsorship
structure; locking in MOUs for a specific period of time; forms
of staff assistance; distinctions between fee waivers and staff
time; setting an hour allocation to the event; fees waived as
soft costs; a cash funding grant process; reimbursement to the
City from the Redevelopment Agency for services; and quantifying
staff time.
6 14
December 6, 2010
Item J-1
(continued)
Vice Mayor O?Leary suggested that, in the future, funding
assistance would be that the Redevelopment Agency would give
cash to the event and any incurred fees or staff time would be
the responsibility of the entity holding the event.
Further discussion ensued between the City Council and staff
regarding previous car show repayment of staff hours leading up
to and including the day of the show; setting dollar amounts for
new events; a suggestion that charges for staff time be reduced
after the first year of a recurring event; and a request for
information on whether other cities charge for staff
coordination time.
o0o
Action Items
Item A-1
Approval of an Agreement with Athens Services to Transport
Refuse and Recyclable Material from the City’s Transfer Station.
This item was pulled from the agenda.
o0o
Public Comment for Items Not On the Agenda (continued).
Vice Mayor O?Leary invited public participation.
There was no response.
o0o
Receipt of Correspondence
MOVED BY COUNCILMEMBER MALSIN, SECONDED BY COUNCILMEMBER
WEISSMAN AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL RECEIVE
AND FILE CORRESPONDENCE.
o0o
7
REDEVELOPMENT AGENCY
NOTICE OF FUNDING AVAILABILITY (NOFA)
July 1, 2011
2012 Culver City Special Event
Sponsorship Program
Submittal Deadline: 5:00 pm., August 19, 2011
ATTACHMENT 2
8Page 2 of 8
1. INTRODUCTION
The Culver City Redevelopment Agency encourages organizations that produce
special events providing economic benefit to the City of Culver City to apply for its first
annual Special Event Sponsorship Program.
The Culver City Redevelopment Agency has allocated $40,000 for the 2012 Special
Event Sponsorship Grant Program. This amount has been appropriated from the
Redevelopment Agency’s Economic Development account and includes administrative
costs associated with implementing the program. As per common practice,
organizations should consider requesting no more than 50% of total costs for the
event.
Culver City has become a desirable location, in which many events occur without
support from the Culver City Redevelopment Agency. To be considered for this
competitive sponsorship, the applicant will need quantify how the event provides
economic benefits, as well as community benefits to Culver City for review and
determination of sponsorship awards.
The Culver City Municipal Code (Section§ 17.700.010) defines a “Special Event” as a
duly licensed and approved activity of limited duration that is not directly related to an
established business on the premises where the event is held.
2. ELIGIBILITY CRITERIA
Non-profit organizations, including Culver City charitable and community
organizations and, for-profit organizations, whose events will 1) provide
tangible economic benefits directly to Culver City and 2) take place at least
partially in a Redevelopment Agency project area would be eligible to apply.
Events must occur between January 1, 2012 and December 31, 2012. The event must
be available to the general public in a building, facility, or other area that is ADA
accessible, and that is wholly or partially located in Culver City or under the control of
the City of Culver City or the Culver City Redevelopment Agency.
3. FUNDING GUIDELINES
Funding may only be used for direct expenses related to the event in Culver City
All grant recipients shall be required to obtain a Culver City Business License before
the event occurs, as well as complete a special event permit application. For more
information on Business Licenses and permit applications, visit www.culvercity.org or
call the City Treasurer’s Office at 310.253.5870.
Compliance with any additional licensing, permitting conditions, and/or insurance
requirements, established by the City or by the venue at which the event will be held, is
required.
9Page 3 of 8
To ensure that acknowledgment is given to the Culver City Redevelopment Agency,
grant recipients shall be required to include a credit line and the Culver City
Redevelopment Agency logo in all marketing materials and event program, as well as
provide a draft of the marketing materials and event program to Redevelopment
Agency staff prior to their event.
The credit line should read as follows (unless otherwise approved by Redevelopment
Agency staff): “Sponsored in part by the Culver City Redevelopment Agency”
Sponsorship recipients will be required to sign a contract, defining elements to be
fulfilled, including provision of credit and logo in marketing materials and programs and
notification of changes to event details. Should the requirements not be followed, the
grant award is subject to withdrawal.
Also, sponsorship recipients shall be required to contact Redevelopment Agency staff
three months prior to their event date(s) to review plans for event in Culver City and to
confirm receipt of a Culver City Special Event Permit and the CCRA logo.
Grant recipients shall be paid their grant award after their event date(s) and
submission of an invoice and final budget report to the Agency. Processing of invoices
takes approximately 30 business days but may take as long as 45 days from receipt of
invoice.
4. EVALUATION CRITERIA
Consideration will be given to the following criteria:
REQUIRED FOR CONSIDERATION:
? Potential Economic Benefit for Culver City as measured by
o Quantifiable Value of Media Exposure/Visibility of the event
o Expected Sales Tax Produced
o Potential for new business attraction from the event
o Exposure of Culver City to new foot traffic at event
o Amount of Sponsorship sset
o Event marketing plan
o Geographic diversity within a Redevelopment Agency Project Area
o
ADDITIONAL CRITERIA:
? Potential Community Benefit For Culver City
o Uniqueness of event for Culver City
o What will the event provide to the community
? Realistic budget
o Event Costs
o Required City department costs
o Event marketing expenses
o Cost of event attraction (marketing expenses / expected attendees)
10Page 4 of 8
5. SUBMITTAL CONTENT REQUIREMENTS
Submit a completed the application form, followed by responses B-L on separate
pages. Responses must be typed in font 11 point or larger and follow the margins
established in this format.
A. SIGNED APPLICATION FORM (page 8)
B. Detailed Description of the Event. Describe the event you wish funded.
Please be specific, describing the type of event and components, location,
planned date and time, expected attendance/participation. Include any special
aspects of the event (such as the need to close a street or space needed
beyond the location of the event to facilitate the event.) Please describe how
Redevelopment Agency funding will be used in connection with the project. Has
your organization produced this event in the past or is this a new event for your
organization? Is this a recurring event or is it a one-time occurrence?
C. Mission/Purpose of the Organization/Applicant. Briefly describe the
organization and/or applicant. Describe the history of and connection between
the organization and the event (if it is established) or the reason for choosing to
produce the event for the first time. Emphasize how this event matches the
mission and goals of the organization.
D. Location Details: Explain why Culver City was selected for the event location.
Please list the name, address, and phone number for the venue(s) where your
event will occur, Include a signed letter from a representative of the venue(s),
confirming acknowledgement of use of location on event date.
E. Economic Benefits: Quantify how the event will provide economic benefits to
Culver City. Do you expect that sales tax will be produced from your event or as
an indirect result of your event? What is the expected attendance and what
types of businesses or industries will be attracted to your event? Indicate how
many people would attend from Culver City and how many would come from
outside of Culver City to attend? What sponsors are already in place or being
approached? After attending your event, do you expect that attendees will return
to Culver City? How visible will your event be?
F. Marketing/Publicity: Describe the marketing plan. Is there a dedicated
person/group that will focus specifically on the marketing? Please detail the
types of publicity planned (or has occurred in the past) for this event.
G. Audience Development: Who is the target attendee/participant and how do
you intend to reach them? How many people do you expect to attend? How will
you attract Culver City residents to the performance(s)?
H. Community Benefits: Describe what the event will provide to the community
before, during and after the event is complete. Describe what makes this event
unique for Culver City and the community.
11Page 5 of 8
I. Funding Details: Describe how you will attain the funding necessary to ensure
the execution of this event (identify additional funding sources by name and
whether or not funds are secured or pending). Are you prepared to go forward
with the event should your organization receive a smaller grant than requested
or are denied sponsorship? How would you adjust your planning for the event?
J. Financial Health: Please provide a Year End Financial statement signed by a
certified accountant from within the last two years. Provide an event budget,
showing income and expenses, including the expected income from the Agency,
should sponsorship be received.
K. Event Samples/Designs: Please submit a maximum of three of the following:
jpeg photographs (may be part of a power point presentation of no more than 10
photographs), short video presentation of past event (up to 3 minutes), layout
plans, presentation of design elements are acceptable.
L. Supplementary materials (if available): Submit a maximum of four pieces of
printed collateral material such as newspaper articles, programs, reviews, etc.
with your application. All printed materials may be photocopied. If providing a
program or other promotional material, one original plus an electronic copy will
be acceptable.
6. SELECTION PROCESS
Responses will be evaluated based upon the evaluation criteria outlined in Section 4 of
this NOFA.
Grant applications will be reviewed by Agency staff to ensure that the application is
complete. The applications will be forwarded to a review panel for evaluation and
consideration. The recommendations of the review panel will be presented to the
Agency Board for review, who will make the final determination concerning
sponsorship awards. All applicants are required to have a representative at the
Redevelopment Agency Board meeting to answer any questions that should
arise. Each applicant will receive notification of the specific dates for the Agency Board
meeting at least seven (7) days in advance.
.7. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT
ALL RESPONSES SUBMITTED ARE THE PROPERTY OF THE CULVER CITY
REDEVELOPMENT AGENCY AND ARE PART OF THE PUBLIC RECORD, WITH THE
EXCEPTION OF THOSE ELEMENTS OF EACH SUBMITTAL WHICH ARE IDENTIFIED BY
THE APPLICANT AS BUSINESS OR TRADE SECRETS AND PLAINLY MARKED AS
“TRADE SECRET,” “CONFIDENTIAL,” OR “PROPRIETARY.” EACH ELEMENT OF A
SUBMITTAL WHICH THE APPLICANT DESIRES NOT TO BE CONSIDERED A PUBLIC
RECORD MUST BE CLEARLY MARKED AS SET FORTH ABOVE, AND ANY BLANKET
12Page 6 of 8
STATEMENT (I.E. REGARDING ENTIRE PAGES, DOCUMENTS, OR OTHER NON-
SPECIFIC DESIGNATIONS) SHALL NOT BE SUFFICIENT AND SHALL NOT BE
CONSIDERED BINDING IN ANY WAY WHATSOEVER. IF DISCLOSURE IS REQUIRED
UNDER THE CALIFORNIA PUBLIC RECORDS ACT OR OTHERWISE BY LAW (DESPITE
THE DEVELOPER’S REQUEST FOR CONFIDENTIALITY), THE AGENCY SHALL NOT BE
LIABLE OR RESPONSIBLE FOR THE DISCLOSURE OF ANY SUCH RECORDS OR PART
THEREOF.
8. SUBMISSION REQUIREMENTS
All applicants must strictly adhere to the procedures specified in this Notice of Funding
Availability. Incomplete applications shall not be considered. It is the responsibility of
the applicant to ensure that the proposal packages are complete. City staff is not
obligated to contact applicants for missing information and applications deemed
incomplete will be disqualified. All applications deemed complete by staff will be
forwarded to a review panel for consideration
The application must be submitted in the legal name of the organization responsible for
the event and signed by an authorized representative of the organization, who has
legal authority to bind the applicant in contract with the Agency. Submission of an
application shall constitute acknowledgement and acceptance of all terms and
conditions stated herein.
Provide one printed and unbound application comprised of the “Submittal Content
Requirements” (Section 5) and one electronic copy on either a cd or usb flash drive.
The following file types are acceptable: word documents, excel spreadsheets, pdfs,
jpegs, power point or other documents that can be viewed on a computer using a
Windows system. The original and electronic version must be identical to one another
(i.e., do not include information in the original that is not included on the cd/usb flash
drive). Faxed or e-mailed applications will not be accepted. Please note that no
submitted materials will be returned to the applicant.
To be considered for evaluation, a complete application as defined herein, including all
necessary documentation and attachments must be delivered to the following address:
Culver City Redevelopment Agency
9770 Culver Blvd., 3
rd
Floor
Culver City, CA 90232
Attention: Sol Blumenfeld
Assistant Executive Director
All hand-delivered proposals must be received by 5:00 p.m. on August 19, 2011.
Hand-delivered proposals received after 5:00 p.m. will not be accepted. Proposals sent
via U.S. Postal Service, commercial carrier, or self-metered mail must be postmarked
no later than 5:00 p.m. on August 19, 2011. If the U.S. Postal Service is used,
proposals should be sent by certified mail and the developer should retain a receipt
13Page 7 of 8
showing a legible postmark date. If commercial carrier is used, the developer should
retain a receipt showing legible shipping date. Applications with proper postmarks may
still be deemed ineligible 14 days after deadline.
9. TENTATIVE SCHEDULE AND PROCESS FOR SPONSORSHIP SELECTION
Applications will be reviewed by staff to ensure that the application is complete. The
applications will be forwarded to a review panel for evaluation and consideration. The
recommendations of the review panel will be presented to the Culver City
Redevelopment Agency Board for review, who will make the final determination
concerning grant awards. All applicants are required to have a representative at
the Redevelopment Agency Board meeting to answer any questions that should
arise. Each applicant will receive notification of the specific dates for the
Redevelopment Agency Board meeting at least seven (7) days in advance.
The tentative schedule is as follows:
Application Released Week of July 5, 2011
Applications Due August 19, 2011
Applications Sent to Review Panel September 1, 2011
Review Panel Meets to Make Recommendations October, 2011
Redevelopment Agency Makes Final Awards November 2011
Though the above describes the anticipated review process, the Agency reserves the
right to vary from or modify the process if deemed to be in the best interest of the
Agency.
CONTRACT
Agreements shall be sent to approved applicants specifying the grant amount, the
event specifications the benefits associated with the event and the event date(s). The
agreement will include provisions requiring all recipients to expend funds within 12
months of the grant cycle. Reimbursement requests are required to be submitted within
60 days of the last event date. No grant award shall be deemed final until an
agreement has been properly executed and signed by the applicant and the City. The
agreement shall also include, among other items, a hold harmless provision. Any
change from the original proposal must be submitted in writing to Redevelopment
Agency staff for approval 60 days before the event date
FOR ADDITIONAL INFORMATION, CONTACT:
Jeremy Green, Culver City redevelopment Agency, at (310) 253-5764.
Email: jeremy.green@culvercity.org.
14Page 8 of 8
APPLICATION FORM
APPLICANT ORGANIZATION
Name of Organization:
Mailing Address (please provide street address):
Telephone: Fax: E-Mail:
Contact Name/Title:
Contact Phone (if different from above):
Website:
Title of Event:
Brief Description of Event:
Proposed Date(s) of Event:
Proposed Event Venue(s):
Estimated number of people to participate/attend
TOTAL EVENT COST:
Cash Grant Amount Requested from the Redevelopment Agency:
Has your organization ever received financial assistance from Culver City? Yes No
If yes, please describe the source and amount of assistance, the year it was received,
and how it was used.
15Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 1 of 7
SPECIAL EVENT SPONSORSHIP POLICY
Background
The City of Culver City (the “City”) has become a desirable location for the
production of special events, which provide economic and community benefits to
the City, including, without limitation, the elimination of blight within a
redevelopment project area. To further encourage organizations to produce such
events in the City, the Culver City Redevelopment Agency (the “Agency”) has
determined to establish and allocate funding to a Special Event Sponsorship
Program (the “Program”) and any event receiving funding under the Program,
may be considered a City- and/or Agency-sponsored event.
General Policies
SECTION 101 PURPOSE
The purpose of this document is to establish policies and procedures for
participation in and implementation of the Program (the “Policy”).
SECTION 102 DEFINITIONS
Terms defined herein shall have the following meanings when used in this Policy:
Agency Board. The Board of Directors of the Culver City Redevelopment
Agency.
Qualified Expenses. For Agency funded Special Events, expenses which
directly relate to a “redevelopment activity” as defined in Health and Safety Code
Section 33678(b)(1), which provides as follows:
"Redevelopment activity" means either of the following:
(1) Redevelopment meeting all of the following criteria:
(A) Is redevelopment as prescribed in Sections 33020 and 33021.
(B) Primarily benefits the project area.
ATTACHMENT 3
16Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 2 of 7
(C) None of the funds are used for the purpose of paying for employee or
contractual services of any local governmental agency unless these services are
directly related to the purpose of Sections 33020 and 33021 and the powers
established in other sections of the Community Redevelopment Law.
Special Events funded using City sources may have different Qualified
Expenses. Any such differences shall be outlined in the NOFA.
Grant Recipient. The Special Event Organizer to which a Program Sponsorship
is awarded.
Sponsorship. Award of Funding to the Organizer of a Special Event in
accordance with the provisions of this Policy.
Executive Director. The Executive Director of the Culver City Redevelopment
Agency or his/her designee.
Funding. City and/or Agency funds awarded to the Grantee in accordance with
Program requirements and this Policy.
Notice of Funding Availability (NOFA). The notice of availability of and
application to receive Funding through the Program, to be submitted to the
Special Projects Coordinator. The contents of the application shall be in
accordance with Section 105.1 of this Policy.
Organizer or Applicant. Any individual, corporation, firm, partnership,
association, organization, or other group acting as a unit, that is responsible for
the Special Event and submitted an application for Program Sponsorship.
Special Event. The event for which an Organizer/Applicant is seeking Program
Sponsorship in accordance with Program requirements and this Policy.
Special Projects Coordinator. The individual or individuals designated by the
Agency’s Executive Director to administer, coordinate and supervise the NOFA
process and Sponsorship Agreement.
Sponsorship Agreement. The document executed by the Grant Recipient, City
Manager and Agency Executive Director, as applicable, setting forth the terms
and conditions pursuant to which a Sponsorship has been awarded and Funding
will be allocated.
SECTION 103 ELIGIBILITY CRITERIA
17Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 3 of 7
Non-profit organizations, including Culver City charitable and community
organizations, and for-profit organizations, whose events will 1) provide tangible
economic benefits directly to the City and 2) take place at least partially in a
Redevelopment Agency project area are eligible to apply for a Program
Sponsorship. Should the City Council determine to allocate funding for the
Program from non-Redevelopment sources, different eligibility criteria may apply
and will be noted on the NOFA.
The Special Event must occur on a date(s) within the time period set forth in the
NOFA. The Special Event must be available to the general public in a building,
facility, or other area that is ADA accessible, and is wholly or partially located in
the City or under the City’s or Agency’s control. The Special Event must comply
with all Culver City Municipal Code requirements, including the Zoning Code, and
all other provisions of local, state and federal law.
SECTION 104 FUNDING GUIDELINES
Section 104.1 Use of Funds. Funding shall only be used for direct
expenses related to the Special Event. Agency funds shall only be used
to pay for Qualified Expenses. City funds may have different use criteria.
Section 104.2 Permits & Licenses. The Grant Recipient shall be
required to obtain a Culver City business tax certificate before the Special
Event occurs, as well as complete a special event permit application.
Compliance with any additional licensing/permitting conditions, and/or
insurance requirements, established by the City and/or Agency, or by the
venue at which the Special Event will be held, is required.
Section 104.3 Credits. To ensure that acknowledgment of Sponsorship
is given to the City and/or Agency, as applicable, the Grant Recipient shall
include a credit line and the City and/or Agency logo, as applicable, in all
marketing materials and Special Event program information, as well as
provide a draft of the marketing materials and Special Event program
information to the Special Projects Coordinator for review and approval
prior to the Special Event. The credit line should read as follows (unless
otherwise approved by the Special Projects Coordinator): “Sponsored in
part by the City of Culver City and Culver City Redevelopment Agency” as
applicable.
Section 104.4 Consultation with Special Projects Coordinator. The
Grant Recipient shall be required to meet with the Special Projects
Coordinator at least three months prior to the Special Event date(s) to
review plans for the Special Event and confirm completion of the
requirements set forth in Sections 104.2 and 104.3 of this Policy.
18Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 4 of 7
Section 104.5 Receipt and Forfeiture of Funding. The Grant Recipient
shall receive Funding after the conclusion of the Special Event and
submission of an invoice evidencing Qualified Expenses and final budget
report to the Special Projects Coordinator. Processing of invoices takes
approximately 30 business days but may take as long as 45 days from
receipt of invoice. Failure to comply with any of the requirements for
participation in the Program including, but not limited to, the provisions of
this Policy shall subject the Grant Recipient to forfeiture of Funding.
Section 104.6 Sponsorship Agreement. Grant Recipients will be
required to sign a Sponsorship Agreement defining terms and conditions
for receipt of Funding, as set forth in Section 107 of this Policy.
SECTION 105 SUBMITTAL OF NOFA APPLICATION AND APPROVAL
OF SPONSORSHIP AGREEMENT
Section 105.1 Contents of NOFA Application
All applications shall contain a completed and signed NOFA Application
Form accompanied by the following information in accordance with the
requirements and consistent with the format set forth in the NOFA:
A. Detailed description of the Special Event
B. Mission/purpose of the Organizer/Applicant
C. Location details
D. Economic benefits to the City
E. Marketing and publicity
F. Audience development
G. Community benefits
H. Funding details
I. Financial statement
J. Special Event samples/designs
K. Supplementary materials
Section 105.2 Evaluation Criteria
19Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 5 of 7
NOFA applications will be evaluated based on the following criteria:
Required for Consideration: Potential economic benefit to the City as
measured by:
A. A quantifiable value of media exposure/visibility of the
Special Event
B. Expected sales tax produced
C. Potential for new business attraction generated from the
Special Event
D. Exposure of the City to new foot traffic at the Special Event
E. Amount of funding already obtained by the Organizer in
support of the Special Event from other sources and/or
sponsorships
F. Event marketing plan
G. Geographic diversity within a Redevelopment Agency
Project Area
Additional Criteria:
A. Potential community benefit to the City as measured by:
1. Uniqueness of event for the City
2. Benefits to the community
3. Elimination of blight within a Redevelopment Agency
Project Area
B. Realistic budget as measured by:
1. Event costs
2. Required City staff/department costs
3. Special Event marketing expenses
4. Cost of Special Event attraction (marketing expenses
and expected attendees)
Section 105.3 Selection Process
20Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 6 of 7
NOFA applications will be evaluated based upon the evaluation criteria
outlined in the NOFA and Section 105.2 of this Policy. Applications will be
reviewed by the Special Projects Coordinator to ensure the application is
complete. Those applications that are deemed complete shall be
forwarded to a review panel for evaluation and consideration. The
recommendations of the review panel will be presented for review to the
City Council and/or the Agency Board, which will make the final
determination concerning Program Sponsorship awards. All Applicants
are required to have a representative at the City Council and/or Agency
Board meeting at which the review panel’s recommendations are
considered in order to answer any questions that should arise. Each
Applicant will receive notification of the City Council and/or Agency
Board’s consideration of the recommendations at least seven days prior to
the City Council/ and/or Agency Board meeting. The selection process
may be modified at any time at the discretion of the City Manager and/or
Executive Director.
Section 105.4 Submission Requirements
All Applicants must strictly adhere to the procedures specified in the
NOFA and this Policy. Incomplete applications shall not be considered
and shall be disqualified from the selection process. It is the responsibility
of the Applicant to ensure that the proposal packages are complete and
City staff is not obligated to contact Applicants for missing information.
The application must be submitted in the legal name of the
Organizer/Applicant and signed by an authorized representative of the
Organizer/Applicant, who has legal authority to bind the Organizer in
contract with the City and Agency. Submission of an application shall
constitute acknowledgement and acceptance of all terms and conditions
stated in the NOFA and this Policy.
SECTION 106 DISCLOSURE OF NOFA CONTENT
All NOFA applications submitted are the property of the City/Agency and are part
of the public record, with the exception of those elements of each submittal that
are identified by the Organizer/Applicant as business or trade secrets and plainly
marked as “trade secret,” “confidential,” or “proprietary.” Each element of a
submittal that the Organizer/Applicant considers to meet one of the listed
categories must be clearly marked as set forth above, and any blanket statement
(i.e. regarding entire pages, documents, or other non-specific designations) shall
not be sufficient to maintain non-disclosure and shall not be considered binding
on the City or Agency in any manner whatsoever. If disclosure of any part of the
NOFA application is required under the California Public Records Act or
21Exhibit “A” to Resolution Nos. 2011-R____ and 2011-A____
Page 7 of 7
otherwise required by law (despite the Organizer’s request for confidentiality),
neither the City nor the Agency shall be liable or responsible for the disclosure of
any such records or part thereof.
SECTION 107 SPONSORSHIP AGREEMENT
Upon award of Funding, each Grant Recipient shall be required to enter into a
Sponsorship Agreement. The Sponsorship Agreement shall set forth the terms
and conditions of the Grant Recipient’s receipt of Funding and participation in the
Program, including, but not limited to, the following:
A. Requirements set forth in the NOFA and this Policy
B. Funding amount
C. Special Event specifications, including event date(s)
D. Benefits associated with the Special Event
E. Provisions requiring the Grant Recipient to expend funds within 12
months of the grant cycle.
F. Procedures and requirements for reimbursement requests
G. Requirement of signed Sponsorship Agreement prior to receipt of
Funding
H. Indemnification and insurance requirements
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RESOLUTION No. 2011- A_________
A RESOLUTION OF THE AGENCY BOARD OF THE CULVER
CITY REDEVELOPMENT AGENCY ADOPTING POLICIES AND
PROCEDURES RELATED TO A SPECIAL EVENT
SPONSORSHIP PROGRAM.
WHEREAS, the City of Culver City (the “City”) has become a desirable
location for the production of special events, which provide economic and community
benefits to the City and, specifically, to the redevelopment project areas within
jurisdiction of the Culver City Redevelopment Agency (the “Agency”); and
WHEREAS, to further encourage organizations to produce such events in
the City, and provided that such events constitute “redevelopment activity” within the
meaning of the California Community Redevelopment Law (Health and Safety Code
sections 33000 et seq.), the Agency has determined to establish and allocate funding
to a Special Event Sponsorship Program (the “Program”) and any event receiving
funding under the Program, would be considered to be a City- and/or Agency-
sponsored event; and
WHEREAS, the Agency desires to establish policies and procedures for
participation in and implementation of the Program.
NOW, THEREFORE, the Culver City Redevelopment Agency
Board, DOES HEREBY RESOLVE, as follows:
1. The Agency Board Policy Statement related to Special Event
Sponsorship, which Agency Board Policy Statement is attached hereto as Exhibit
“A” to this Resolution is hereby approved; and,
2. This Agency Board Policy Statement shall become effective
immediately upon adoption of this resolution; and
3. The Executive Director is hereby authorized to format this Policy
Statement in a format consistent with other Agency Board Policy Statements and shall
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include the final version of this Agency Board Policy Statement with other adopted
Agency Board Policy Statements.
APPROVED and ADOPTED this ___ day of ____________, 2011.
________________________
MICHEÁL O' LEARY, CHAIR
Culver City Redevelopment Agency
ATTEST APPROVED AS TO FORM
________________________ ________________________
ALICE PRASAD, Secretary MURRAY KANE, Agency General Counsel
A11-00187
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