TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Award of Funds From the Special Event Assistance Program to People for Trees, Inc. in Support of the 2025 Tree Fair to be Held on April 26, 2025, in an Amount up to, and Not to Exceed, $500 to Cover the Costs of City Fees and Services.
Recommended Action
Approve the award of funds from the Special Event Assistance Program to People for Trees, Inc. in support of the 2025 Tree Fair to be held on April 26, 2025, in an amount up to, and not to exceed, $500 to cover the costs of City fees and services.
Background Information
The following provides a timeline of the adoption of the Special Event Assistance Program guidelines and application:
Ø November 25, 2013: During the City Commission Regular Meeting, the Commission informally adopted the Special Event Assistance Program guidelines and application.
Ø September 11, 2018: During the City Commission Regular Meeting, the Commission adopted Resolution No. 2018-R-17, Special Event Assistance Program guidelines and application.
Ø January 14, 2025: During the City Commission Regular Meeting, the Commission adopted Resolution No. 2025-R-05, which repealed Resolution No. 2018-R-17, Special Event Assistance Program guidelines and application.
The intent of the program is to encourage cultural, educational, environmental, and recreational activities in the City and to help provide recovery of costs associated with City services and resources that are needed with a special event.
Guidelines for assistance include requirements that the event is open to the public, offers free admission and has a minimum expected attendance of 100 people. Assistance is tiered based up on expected attendance as follows:
• Up to $500 for events with estimated attendance of 100-499 attendees
• Up to $1,000 for events with estimated attendance of 500-2,499
• Up to $2,000 for events with estimated attendance of 2,500+
People for Trees, Inc. is requesting funding assistance to cover the costs of fees and/or City services associated with the 2025 Tree Fair event. The event will be held on April 26, 2025, at the City Center Front Green with an estimated attendance of 250 participants. Per the application submitted, the event is free for admission and open to the public. Based on the expected attendance and in accordance with the Special Events Assistance Program Guidelines, the applicant is eligible for funding up to $500. The initial cost for City services for this program is $210.00, with additional services under evaluation as part of the special event permit application review. Additional fees may be assessed if the rental is amended, or additional services are required.
Strategic Plan
Good Governance
Financial Impact
Funding in the amount of $5,000.00 is budgeted in the Fiscal Year 2025 budget, account no. 001-0100-511-49-13 for Community Assistance. Guidelines indicate that this applicant meets the criteria for up to $500 in funding assistance. If this request is approved by the Commission, the resulting balance in the Community Assistance account is estimated to be $1,831.34.
Procurement
Not applicable.
Attachments:
1. Application for Assistance
2. Fee Overview
3. Community Assistance Account Overview FY2025
4. Resolution 2018-R-17
5. Resolution 2025-R-05
Prepared by: Kim Lencki, Community Partnership & Engagement Manager
Department Director: Sandy Pfundheller, Parks & Recreation Director