REPORT TO COUNCIL
SUBJECT
Title
Action on a Response to a Written Request to Cover the Costs of City Services in Support of the Santa Clara Parade of Champions and the Cost of Facilitron Parking Fees
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
Council Policy and Procedure 030, (Adding an Item on the Agenda), sets forth the procedure for written petitions. Any member of the public may submit a written request raising any issue or item within the subject matter jurisdiction of the Council. Per the policy, the written request will be submitted on the agenda, in the form substantially provided by the requestor, without any staff analysis, including fiscal, legal or policy review. If a simple majority of the City Council supports further study of the request, then a full staff analysis shall be prepared within thirty (30 days) unless otherwise directed by the City Council.
A written request to cover the costs associated with city services in support of the Santa Clara Parade of Champions for a minimum amount of $65,000 and an additional $950 to support the cost of Facilitron Parking Fees charged by the Santa Clara Unified School District was submitted by Ana Vargas-Smith on February 15, 2022. At its meeting of February 22, 2022, the Council directed staff to place the petition on a future agenda. In accordance with established policy, this item is being brought forward for Council consideration and action.
DISCUSSION
Special events such as the Parade of Champions are subject to review by the City’s inter-departmental Special Events Team. This Team reviews the proposed event activities and determines the level of support that will be required as well as any special conditions that must be met by the applicant.
Parade organizers have submitted the required special event permit application for a 2022 in-person event and a preliminary review of the event has been conducted by the Special Events Team.
The following is a summary of the proposed event:
• Date: Saturday, October 1, 2022
• Route: A route similar to the route used in 2021 but with a modification to keep Lafayette open
• Attendance: Projected to be eight to ten thousand
• Schedule of Activities:
o 8am to 1pm - Farmer’s Market
o 9am to 3pm - Homestead Village Community Village
o 10:30am - Parade Opening Ceremonies and National Anthem
o 11am to 1pm - Start of the SC Parade of Champions
o Post Parade - Performance with Santa Clara Vanguard
o 1pm to 5pm - LIVE "Salsa on the Square" sponsored by Volare Studios
The schedule and scope of activities is very similar to prior in-person events. As such, it is anticipated that the cost for City services will be similar (if not lower than prior years) as efficiencies have been gained through experience with the event. The following table provides a summary of costs for the actual in-person 2019 and 2021 events as well as the projected cost for the 2022 in-person event:
|
2019 (Actual) |
2021 (Actual) |
2022 (Projected) |
|
$58,627 |
$46,001 |
$58,000 |
The written petition requests an in-kind contribution of a minimum of $65,000 to cover the costs of City services and an additional cost of $950 to cover parking fees to be charged by the Santa Clara Unified School District.
Based on prior experience and the scope of services remaining relatively the same, it is anticipated that an in-kind contribution of $60,000 would be sufficient for the 2022 parade. This would allow for an additional $2,000 of in-kind City services should the scope of services change between now and the actual day of the parade. Staff has spoken with the written petitioner and they are in agreement that a maximum request of up to $60,000 for in-kind services would be appropriate.
It is important to note that this event is not included in the adopted budget and will require the organization to absorb the expenditures of these funds within existing budgets. Should the Council wish to grant the request for in-kind services, affected Departments will be required to prioritize these activities and re-direct staffing to provide the necessary services to support the event.
With respect to the additional request of $950, the City does not have an established source of funding for these types of requests. The City’s Community Grant program has a threshold of $10,000 for either in-kind or monetary contributions.
Should the Council wish to fund the additional $950, the City’s General Fund would be an appropriate source of funding. In evaluating the written petition, City staff did reach out to staff at the School District to determine whether the District could either waive the fee or subsidize the cost. City staff was notified that the District does not have a fee waiver program. As this is a District fee, the written petitioner may wish to explore a fee waiver directly with the School District in the future.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b)(5) in that it is an administrative activity that will not result in direct or indirect physical changes to the environment.
FISCAL IMPACT
The total fiscal impact associated with approval of the written request would be a contribution of up to $60,000 of in-kind City services and $950 from the General Fund or other source of funding identified by the Council. It is important to note that this request is not budgeted and will require the organization to absorb the expenditures of these funds within existing budgets. As a result, affected Departments will be required to prioritize these activities and re-direct staffing to meet the requirements of this event.
COORDINATION
This item has been coordinated with the Department of Parks and Recreation, Finance, City Attorney’s Office and the City Manager’s Office. In addition, this item has been coordinated with the written petitioner.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
ALTERNATIVES
1. Approve an in-kind contribution in an amount of up to $60,000 to support the cost of City services related to the 2022 Parade of Champions event.
2. Approve a grant in the amount of $950 from the City’s General Fund or other revenue source identified by Council.
3.Refer the Written Petitioner to the School District to pursue a grant or waiver of their Facilitron Parking Fees.
RECOMMENDATION
Recommendation
Staff makes no recommendation
Staff
Reviewed by: Cynthia Bojorquez, City Manager’s Office
Approved by: Office of the City Manager
ATTACHMENTS
1. Written Petition