2020-075 Second and Third Quarter Special Event FundsDate: 8/21/2020 Report No. 2020-075
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
FY19-20 Second and Third 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
went to special events, and $30,000 went towards inclement weather-related requests.
Under the new ordinance, the Denton Parks and Recreation Department (PARD) provides
Council with a quarterly report that includes information on the granting or denying of permit
applications and the status of the co-sponsorship budget.
DISCUSSION:
In the second quarter of FY 19-20, there were no denials of applications. PARD approved one
co-sponsorship to Tejas Storytelling Festival for $2,932 during the reporting period. By the end
of the second quarter, the City Council had authorized a total of $26,811 in co-sponsorship
support for six special events.
The COVID pandemic significantly impacted special events during the third quarter of FY 19-
20. The City suspended all special events, with gatherings of large groups largely restricted.
PARD approved one event for co-sponsorship during the reporting period. The event was
Juneteenth for $3,310. 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
Date: 8/21/2020 Report No. 2020-075
Tejas Storytelling Festival $2,932 $2,932 $213,963
Total / Balance $36,037 $213,963
$26,811
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
There were no weather-related requests in the second and third quarter. The full balance of $30,000
remains in the budget.
CONCLUSION:
Council approved one new in-kind request for a special event during each quarter. No requests or
approvals were made for inclement weather.
The COVID pandemic began to impact events towards the end of the second quarter. Special
events continue to be considerably restricted. PARD has suspended the permitting process at this
time; however, PARD staff is working with event organizers to plan future events while ensuring
compliance with the State's Minimum Standard Health Protocols. Upcoming requests for in-kind
services will be submitted to Council with detailed information on the budgetary impact and status
of available funds.
STAFF CONTACT:
Jennifer Eusse
Special Events Supervisor
Jennifer.Eusse@cityofdenton.com
PARTICIPATING DEPARTMENTS:
Parks and Recreation Department
Denton Police Department
Denton Fire Department
STAFF TIME TO COMPLETE REPORT:
Parks and Recreation Department 2 hour
Denton Police Department 2 hour
Denton Fire Department 1 hour
Total Staff Time 5 hours