TO: Honorable Mayor & Members of the North Port Commission
FROM: Jason Yarborough, ICMA-CM, Interim City Manager
TITLE: Discussion and Possible Action Regarding Potential Partnership with Kiwanis for Marriage Vow Renewal Event
Recommended Action
Discussion and possible action regarding potential partnership with Kiwanis for marriage vow renewal event.
Background Information
On November 5, 2020, incoming Kiwanis President Elaine Emrich, contacted the City seeking opportunities for partnership on special events. Parks & Recreation staff met with Mrs. Emrich to review potential future collaboration on several existing events as well as discuss a possible partnership for a new marriage vow renewal event proposed by Kiwanis. At this time, staff is focusing on the marriage vow renewal event as it is time sensitive but will continue to evaluate other opportunities presented by Kiwanis.
The marriage vow renewal event is proposed to take place at the Garden of Five Senses on Saturday, February 13, 2020 with the support of both Kiwanis members and City staff. While it is common practice for Parks & Recreation to partner with outside organizations on the delivery of special events, the proposal for the marriage vow renewal event includes unplanned expenditures for Parks & Recreation along with the utilization of a variety of City resources. In addition, Kiwanis has requested that a portion of the registration fees be utilized to reimburse Kiwanis for event related materials and supplies and any remaining funds (after City expenses) be earmarked for a donation of up to $500 towards the Kiwanis Key Club Scholarship Fund.
In order to memorialize this type of partnership and provide a mechanism to document the contributions of both parties and facilitate reimbursement of expenses to an outside organization, it is recommended that Commission consider the following options:
Option #1
a) Direct staff to work with the City Attorney to develop a Memorandum of Understanding or other agreement that can be executed by the City Manager
b) If applicable, utilize the Community Grant Fund policy that is currently in legal review to provide the requested donation post event
Option #2
a) Direct staff to work with the City Attorney to develop a Memorandum of Understanding or other agreement that can be executed by the City Manager
b) Commission can authorize the donation through official action by making appropriate legislative findings that the expenditure primarily or substantially serves a public purpose
Strategic Plan
Develop and promote City governance that fosters trust and utilizes departmental strengths and innovative philosophies to facilitate effective and efficient provision of all City services.
Financial Impact
A fee of $15 per couple would be collected through Parks & Recreation to offset event expenses. At capacity, there is potential to generate $3,375, with event related expenses of $1,789 to Kiwanis and $1,000 to Parks & Rec, with an estimated net revenue of $586. It is recommended that the agreement state that no reimbursement in excess of the revenue generated is given to Kiwanis.
The Kiwanis Club is requesting that the City reimburse their organization for the estimated $1,789 in expenses in addition to donating up to $500 of the $586 in net revenue to the Key Club Scholarship Fund.
Procurement
The partnership agreement is exempt from procurement pursuant to Sec. 2-403 (a) 2 of the City of North Port procurement code: Procurement contracts between the City and nonprofit organizations, other governments or other public entities.
Should Commission provide authorization to enter into a Memorandum of Understanding or other agreement, a completed exemption form, vendor paperwork and related procurement documentation will be required.
Prepared by: Jason Yarborough, ICMA-CM, Interim City Manager on behalf of Vice Mayor Emrich
Department Director: Jason Yarborough, ICMA-CM, Interim City Manager