TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Discussion and Possible Action Regarding a Transfer in the Amount of $2,000 From Commission Contingency to the Community Assistance/Special Event Assistance Program to Support Fee Assistance Requests Through Fiscal Year 2025.
Recommended Action
Authorize a transfer in the amount of $2,000 from Commission Contingency to Community Assistance/Special Event Assistance Program to support fee assistance requests through Fiscal Year 2025.
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Ø January 14, 2025: During the City Commission Regular Meeting, the Commission adopted Resolution No. 2025-R-05, which repealed and replaced Resolution No. 2018-R-17, Special Event Assistance Program guidelines and application.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 and has free admission with a minimum expected attendance of 100 people. Assistance is tiered based upon expected attendance as follows:
Ø Up to $500 for events with estimated attendance of 100-499 attendees
Ø Up to $1,000 for events with estimated attendance of 500-2,499
Ø Up to $2,000 for events with estimated attendance of 2,500+
In Fiscal Year 2024, the City Commission initially approved a budget of $5,000 for use in conjunction with the Special Event Assistance Program which was increased to a total of $9,000 as a result of a budget transfer completed in May of 2024. Total fee assistance expended in Fiscal Year 2024 was $6,300.
As part of the Fiscal Year 2025 adopted budget, the Commission approved a budget of $5,000, of which $4,168 has been allocated to external organizations. Based on the current balance of $831 in the Community Assistance account and historical data related to special event assistance requests, it is recommended that an additional $2,000 in funding be added to the Community Assistance account to support events eligible for fee assistance through the end of Fiscal Year 2025.
It should be noted that the Special Event Assistance Program Guidelines, Item 4, as detailed in Resolution 2025-R-05, outlines that the Commission is authorized to approve requested fee assistance amounts either partially, fully, or deny it altogether, based on the number of applications received and available funding.
Strategic Plan
Good Governance
Financial Impact
Funding in the amount of $5,000 is budgeted in the Fiscal Year 2025 budget, account number 001-0100-511-49-13 for Community Assistance. If the increase to the Community Assistance Program is approved, a Request for Budget Transfer will be completed with $2,000 being transferred from Commission Contingency, account number 001-9100-513-49-55, to Community Assistance, account number 001-0100-511-49-13. As of February 26, 2025, the Commission Contingency account has an available balance of $50,000.
Procurement
Not applicable.
Attachments:
1. Request for Budget Transfer Form
2. Community Assistance Account Overview FY2025
3. Resolution 2025-R-05
4. Resolution 2018-R-17
Prepared by: Clare Sanshie, Special Events Coordinator
Department Director: Sandy Pfundheller, CPRE, Director of Parks and Recreation