2020-087 FY 19-20 Fourth Quarter Special Events UpdateDate: October 9, 2020 Report No. 2020-087
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
FY19-20 Fourth Quarter Special Events Update.
BACKGROUND:
On June 18, 2019, the City Council approved Ordinance 19-1160, outlining requirements for
special events and implementing an improved application process. Additionally, $280,000 was
allocated in the current fiscal year budget to support in-kind requests for co-sponsorship that
historically were subsidized by impacted City departments. Of the budgeted amount, $250,000
was allocated to special events, and $30,000 was dedicated to inclement weather-related
requests.
Under the new ordinance, Parks and Recreation will provide City Council with a quarterly report
that includes information on the granting or denying of permit applications and status of the co-
sponsorship budget.
DISCUSSION:
The COVID-19 pandemic significantly impacted special events during the third and fourth
quarters of Fiscal Year 2019-20. Special events were suspended for a period of time, with
gatherings of large groups restricted. No events were approved for co-sponsorship during the
reporting period. The City Council has authorized a total of $30,121 in co-sponsorship support
for the following seven special events:
Event Name
First Quarter
In-kind Request
Amount
Actual
Cost
Fund
Balance
Bridging Hope $993 $983 $249,017
Denton County Veterans Coalition Stand-
Down
$2,002 $1,706 $247,311
Denton Community Band $1,928 $1,020 $246,291
Turkey Trot $3,748 $5,670 $240,621
Holiday Tree Lighting $15,208 $23,726 $216,895
Total / Balance $23,879 $33,105 $216,895
Event Name
Second Quarter
In-kind Request
Amount
Actual
Cost
Fund
Balance
Tejas Storytelling Festival $2,932 $2,932 $213,963
Total / Balance $36,037 $213,963
$26,811
Date: October 9, 2020 Report No. 2020-087
Event Name
Third Quarter
In-kind Request
Amount
Actual
Cost
Fund
Balance
Juneteenth Festival $3,310 $5,202 $208,791
Total / Balance $30,121 $41,239 $208,761
Event Name
Fourth Quarter
In-kind Request
Amount
Actual
Cost
Fund
Balance
Total / Balance $208,791
There were no weather-related requests in the fourth quarter. The full balance of $30,000 remains
in the budget.
CONCLUSION:
In the fourth quarter of this fiscal year, Council approved one new, in-kind request for the North
Texas State Fair and Rodeo parade for $6,501. While Council approved the request in the last
quarter, no funds were expended during FY 2019-20. The event will occur at the start of FY 2020-
21, when the in-kind request will then be reflected in the FY21 first-quarter report. Additionally,
no requests or approvals were made for inclement weather in the fourth quarter.
Special events continue to be considerably restricted. Parks and Recreation have suspended the
permitting process at this time; however, staff is working with event organizers on future events
and compliance with the State’s Minimum Standard Health Protocols. Staff will submit upcoming
requests for in-kind services to Council with detailed information on the budgetary impact and the
status of available funds.
STAFF CONTACT:
Jennifer Eusse
Special Event Supervisor Parks and Recreation
Jennifer.Eusse@cityofdenton.com
PARTICIPATING DEPARTMENTS:
Parks and Recreation Department
STAFF TIME TO COMPLETE REPORT:
Parks and Recreation Department 1.5 hours
Total Staff Time 1.5 hours