2020-024 FY19-20 First Quarter Special Events UpdateDate: March 13, 2020 Report No. 2020-024
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
FY19-20 First 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 towards inclement weather-related
requests.
Under the new ordinance, Parks and Recreation will provide Council with a quarterly report that
includes information on the granting or denying of permit applications and status of the co-
sponsorship budget.
DISCUSSION:
In the first quarter of FY 19-20, there have been no denials of applications. The City Council has
authorized a total of $23,879 in co-sponsorship support for the following five special events:
Event Name Council Authorized
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 $240,651
Holiday Tree Lighting $15,208 $23,726 $216,895
Total / Balance $23,879 $33,105 $216,895
Co-sponsorship estimates are based on several factors including prior year actuals, support request,
and a 3% inflation factor. The actual cost to provide support to the listed events was $33,105
leaving a balance of $216,895.
There were no weather-related requests in the first quarter. The full balance of $30,000 remains in
the budget.
CONCLUSION:
Parks staff is currently working with several organizers for spring events. Upcoming requests for
in-kind services will be submitted to Council with detailed information on the budgetary impact
and status of available funds.
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Date: March 13, 2020 Report No. 2020-024
STAFF CONTACT:
Laura Behrens
Assistant Director Parks and Recreation
Laura.Behrens@cityofdenton.com
PARTICIPATING DEPARTMENTS:
Parks and Recreation Department
Denton Police Department
Denton Fire Department
STAFF TIME TO COMPLETE REPORT:
Parks and Recreation Department 2 hours
Denton Police Department 4 hours
Denton Fire Department 2 hours
Total Staff Time 8 hours
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