SUBJECT/RECOMMENDATION:
Title
Approve co-sponsorship and waiver of requested city fees for eight High Impact co-sponsored special events at an estimated cost for in-kind services of $514,390, ($482,380 general fund, and $32,010 enterprise fund), and general fund funding for the Community Event Co-Sponsorship Program cash contributions of $150,000, for the purpose of Fiscal Year 2025/26 departmental budget submissions and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
Per City Council Policy, Item 2-21, Special Event Fee, there shall be an annual review of city sponsored/co-sponsored events during the budget process. An agenda item approving co-sponsorship and level of support for these events will be brought before the city council at the beginning of the budget process each fiscal year. In the event additional money is required beyond what is approved in the Fiscal Year (FY) 2025/26 budget, City Council approval will be required.
On December 19, 2023, City Council policy, Item 2-21 Special Event Fee was amended to waive in-kind fees for High Impact events greater than $20,000 and approve a lump sum amount to fund the “Special Events Assistance Program” aka “Community Event Co-Sponsorship Program” for events less than $20,000. Cash funding for High Impact events were eliminated apart from $75,000 for Jazz Holiday in FY 2024/25 which was approved by City Council on June 6, 2024. Budget requests for High Impact Events in FY 2025/26 total $514,390 as compared with last year’s requests of $752,100. This represents a decrease of $237,710 (32%) for High Impact Events. The decrease is due mainly to the removal of funding requests for Veteran’s Day, Clearwater Marathon & Running Festival, Memorial Day and Hispanic Heritage events. In addition, departments including Police, Fire, Parking and Parks and Recreation were able to provide reductions to events held in Coachman Park due to adjustments made after a full year of having special events in Coachman Park. Certain events serving alcohol saw an increase in police costs due to the number of “point of sale” POS locations planned, as well as slight increases due to salary adjustments.
The Veteran’s Day and Memorial Day events will be managed through a partnership with the Veterans Alliance and the City and funded from the Community Event Co-sponsorship program. Also, the Hispanic Heritage event will apply for funds through the Community Event program. The Clearwater Marathon & Running Festival is not seeking financial support but is requesting permission to allow for the closure of the Memorial Causeway for their event.
The Clearwater Turkey Trot will be produced by the Parks and Recreation Department rather than the West Coast Y Runners Club beginning with Thanksgiving 2025. Co-sponsorship support is being requested for this year, but the goal is to become revenue neutral thus providing a new stream of revenue for the city.
The new “Community Event Co-Sponsorship Program” was well received for the first year with 11 organizations receiving funds totaling $95,750. The average amount of funding for each event was $8,704.55. Requiring groups to provide a portion of funding from other sources has been a positive outcome of this new program.as the community events are now not totally dependent on the city for their events. Examples of Community Events include Festival of Trees, ReliaQuest Beach Bowl Day, Look Up Clearwater, Community Family Fun Night, and MLK Jr. Celebration and March. Staff is requesting a reduction in funding for FY 2025/26 from $200,000 to $150,000 for this program.
Total support of $664,390 is being recommended for all Co-Sponsored events (High Impact and Community Program events) for FY 2025/26 which is a decrease of 30% or $287,710 from FY 2024/25.
APPROPRIATION CODE AND AMOUNT:
If approved, in-kind funding for the various High Impact events will be budgeted in each department’s operating budget for FY 2025/26. Funding for the $150,000 of cash contributions for the Community Event Co-sponsorship program will be budgeted in the Parks & Recreation operating budget of the General Fund.
USE OF RESERVE FUNDS: N/A
STRATEGIC PRIORITIES:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 2.1: Strengthen public-private initiatives that attract, develop, and retain diversified business sectors.
• 2.2: Cultivate a business climate that welcomes entrepreneurship, inspires local investment, supports Eco-friendly enterprises, and encourages high-quality job growth.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.1: Support neighborhood identity through services and programs that empower community pride and belonging.
• 3.4: Inspire citizen participation through civic engagement and volunteerism to build strong, inclusive, and engaged communities.
