06.04.19 Work Session - Laserfiche WebLink

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City Council Meeting Minutes June 4, 2019 - Admission: up 2 points Accessibility to all members of the community: up to 5 points Environmentally sustainable: up to 5 points Clear and concise application: up to 5 points Discussion was held regarding current processes and funding of requests for special events like Sights and Sounds of Christmas, a community event like the Mermaid Parade, and how the process will streamline all requests. Ms. Neel provided that Sights and Sounds of Christmas will be past the 180 day window for Special Event consideration for FY20. The event will submit their proposal and follow new policy guidelines for the FY21 (Dec 2020) event. Discussion was held regarding including our Communications Department and the Convention and Visitors Bureau assisting with advertising of community and special events that receive City support. Staff indicated that they would get with those departments to discuss those options. Discussion was held regarding the application process and a pending non-profit status. Ms. Neel reviewed the timeline and next steps. Council will be asked to consider approval of the policy on June 18, 2019. Following adoption Staff will reach out to non-profit stakeholder organizations that have received in-kind or monetary assistance in the past for events to ensure that they are aware of the new process between July and September. The new policy will be effective October 1, 2019 at the beginning of the new fiscal year. Following discussion the Council provided consensus to move forward with bringing the adoption of the policy on June 18, 2019. Discussion was held regarding events that make money and are able to give money back to the City. Staff provided that something like that could be considered as an agreement between the City and the Event. No further direction was provided. EXECUTIVE SESSION 2. Executive Session in accordance with the following Government Code Sections: City of San Marcos Page 4