22-2037ORDINANCE NO. 22-2037
AN ORDINANCE OF THE CITY OF DENTON AUTHORIZING AN AGREEMENTBETWEEN THE CITY OF DENTON AND DENTON JUNETEENTH CELEBRATIONCOMMITTEE FOR THE 2023 JUNETEENTH CELEBRATION SPONSORSHIP; ANDPROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Denton hereby finds that the agreement
between the City and Denton Juneteenth Celebration Committee, for funds to be used for the
2023 Juneteenth Celebration sponsorship, which is attached hereto and made a part hereof by
reference (the “Agreement”), serves a municipal and public purpose and is in the public interest;NOW THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDA INS:
SECTION 1. The findings set forth in the preamble of this Ordinance are incorporated
by reference into the body of this Ordinance as if fully set forth herein.
SECTION 2. The City Manager, or designee, is hereby authorized to execute the
Agreement and to carry out the duties and responsibilities of the City, including the expenditure
of funds as provided in the Agreement.
SECTION 3. This Ordinance shall become effective immediately upon its passage and
approval.
Th, m,ti,n t, ,ppr,„, thi, Ordin,n„ w„ m,d, by bSe tk!aS m
„„nd,d by e) h,ch bta . Th, Ordin,n„ w„ p„„d ,nd ,ppr,„,d bythe following vote [1, -4]:
Aye
VJ
Nay Abstain Absent
Gerard Hudspeth, Mayor:
Vicki Byrd, District 1 :1/
br
W‘
Brian Beck. District 2:
Jesse Davis. District 3 :
VACANT. District 4:
Brandon Chase McGee, At Large Place 5 :\/‘JChris Watts, At Large Place 6:
PASSED AND APPROVED this the Hk’ d,y ,f T>e@ryL+zr , 2022.
iIUDSPEN
1\\\11111111
ATTEST:
ROSA RIOS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
BY
DocuSign Envelope ID: 896BBD264DD648FE-A80E-0063AEC63160
SPONSORSHIP AGREEMENT
BETWEEN THE CITY OF DENTON, TEXAS ANDJUNETEENTH CELEBRATION COMMITTEE
This Agreement is hereby entered into by and between the City of Denton, Texas, a Home
Rule Municipal Corporation, hereinafter referred to as "City", and Juneteenth Celebration
Committee, a Texas Non-Profit Corporation, hereinafter referred to as “Organization.
WHEREAS, City has determined that sponsorship of the 2023 Juneteenth Celebration
serves a municipal public purpose and has provided funds in its budget to sponsor certain lawful
activities, events, or services provided by the Organization; and
NOW THEREFORE, the parties hereto mutually agree as follows:
I. SCOPE OF SPONSORSHIP
The City shall pay Five Thousand Dollars ($5,000) (“Sponsorship Funds”) to Organization
to be utilized by Organization to perform, in a satisfactory and proper manner, the 2023 Juneteenth
Celebration in accordance with the Sponsorship Funds budget attached hereto as Exhibit “A“ and
incorporated herein for all purposes and Organization’s sponsorship application on file at the City
Finance Department and incorporated herein for all purposes (the “Sponsored Activity“).
The City shall provide in-kind Sponsorship support of Ten Thousand Three Hundred Two
Dollars and 40/100 ($10,302.40) to Organization to be utilized by Organization in accordance with
the Sponsorship Funds budget attached hereto as Exhibit “B“.
II. OBLIGATIONS OF ORGANIZATION
In consideration of the receipt of the Sponsorship Funds from City, Organization agrees to
the following terms and conditions:
A. Sponsorship Funds shall be utilized by the Organization only for the purposes setforth in Article I.
B. Organization acknowledges receival of and to maintain compliance with
sponsorship eligibility requirements as outlined in the City of Denton Sponsorship Guidelines as
attached as Exhibit “C” and incorporated herein by reference.
C. Organization shall maintain any Sponsorship Funds paid to the Organization by the
City in a separate account, or with segregated fund accounting, such that any reasonable person
can ascertain the revenue source of any given expenditure.
D. Organization shall maintain complete and accurate financial records of each
expenditure of the Sponsorship Funds made by the Organization. These funds shall be classified
as restricted funds for audited financial purposes.
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E. Upon request, Organization shall provide to City its bylaws and any of its rules and
regulations that may be relevant to this Agreement.
F. Organization will not enter into any contracts that would encumber Sponsorship
Funds for a period that would extend beyond the term of this Agreement.
G. Organization will appoint a representative who will be available to meet with City
officials when requested.
H. Event organizers are responsible for securing all required permits, licenses,
insurance, and approvals necessary to host a special event as stated in permit applications.
1)
2)
Event organizers and vendors are responsible for their own set-up and take-down,
including tents, lighting, etc., before and after the event. The City will not providelabor for vendors.
Event organizers assume all liability in connection with the special event, including
but not limited to any damages to City property, whatever the cause, while hostingthis event, and agrees to reimburse the City for reparations within thirty (30)
calendar days of receipt of a notice/invoice.
1.Organization shall, at a minimum, provide insurance as follows:
1) Sl,000,000 Commercial General Liability, or $1,000,000 Event Insurance,
covering all events taking place on City-owned property, and
2) $500,000 Liquor/Dram Shop Liability for any event occurring on City-owned
property where alcohol will be provided or served.
J. City will be recognized as a sponsor at the appropriate level in promotional andadvertising materials. Use of the City logo must be submitted to the Special Events
Supervisor for approval from the Parks and Recreation Department.
III. TIME OF PERFORMANCE
The Sponsored Activity sponsored by City shall be undertaken and completed by
Organization within the following time frame:
The term of this Agreement shall commence on the Effective Date (hereinafter defined)
and terminate September 30, 2023, unless the contract is sooner terminated pursuant to the terms
of this Agreement.IV. PAYMENTS
A. City shall pay to Organization the cash awarded Sponsorship Funds after theEffective Date of this Agreement,
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B. Organization shall refund to City within ten (10) working days of City’s request,any sum of the Sponsorship Funds which has been paid by City and which City at any time
thereafter determines:
1) has resulted in overpayment to Organization;
2) has not been spent strictly in accordance with the terms of this Agreement; or
3) is not supported by adequate documentation to fully justify the expenditure.
C. City shall provide in-kind Sponsorship support on the date of the approved specialevent for services in Exhibit B.
D. Organizations shall pay the City the balance for in-kind Sponsorship support for
services performed by the City in excess of the approved award.
1)
2)
City shall invoice Organization for estimated balance of requested in-kind
Sponsorship support after the Effective Date of this Agreement.
a. Organization will provide City payment by June 1 of the Agreement year.
Payment for actual cost(s) incurred in excess of the approved award for services
performed by the City shall be paid by June 1 of the Agreement year.
a. Special events occurring after May 1 of the Agreement year shall provide
City payment for services provided by the City in excess of the approved
award by September 30 of the Agreement year.
City shall refund to Organization within 30 days of the last date of the specialevent, any sum of in-kind Sponsorship payment which has been paid by
Organization and which City determines has resulted in overpayment by the
Organization.
3)
V. EVALUATION
Organization agrees to participate in an implementation and maintenance system whereby
the Sponsored Activity can be continuously monitored. Organization shall provide its expenditure
reports, including a list of expenditures and copies of invoices or receipts made with regard to the
Sponsorship Funds, for review by City prior to the termination of this Agreement. In addition,
upon City’s request, Organization agrees to provide City the following data and reports, or copies
thereof:
A. All financial records and external or internal audits. Organization shall submit a
copy of the annual independent audit to City within ten (10) days of receipt of City’s request.
B.All external or internal evaluation reports.
C An explanation of any major changes in Organization’s program services.
D. To comply with this section, Organization agrees to maintain records that will
provide accurate, current, separate, and complete disclosure of the status of Sponsorship Funds
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received and the Sponsored Activity performed under this Agreement. The record system of
Organization shall contain sufficient documentation to provide in detail fall support and
justification for each expenditure. Organization agrees to retain all books, records, documents,
reports, and written accounting procedures pertaining to the Sponsored Activity and expenditure
of Sponsorship Funds under this Agreement for five years.
E. Nothing in the above subsections shall be construed to relieve Organization of
responsibility for retaining accurate and current records that clearly reflect the level and benefit of
Sponsored Activity provided under this Agreement.
VI. DIRECTORS’ MEETINGS
Upon City’s request, minutes of all meetings of Organization’s governing body shall be
available to City within ten (10) working days of approval.
VII. TERMINATION
The City may terminate this Agreement for cause if Organization fails to perform the
Sponsored Activity, violates any covenants, agreements, warranties or guarantees of this
Agreement, the Organization’s insolvency or filing of bankruptcy, dissolution, or receivership, or
the Organization' violation of any law or regulation to which it is bound under the terms of this
Agreement. The City may terminate this Agreement for other reasons not specifically enumerated
in this paragraph.
VIII. EQUAL OPPORTUNITY AND COMPLIANCE WITH LAWS
A. Organization shall comply with all applicable equal employment opportunity and
affirmative action laws or regulations. Organization agrees not to discriminate against any person
or class of persons by reason of race, sex, sexual orientation, age, disability, religion, creed, color,
genetic testing, or national origin in its provision of the Sponsored Activity. To the extent this
Agreement provides that Organization offer accommodations or services to the public, such
accommodations or services shall be offered by Organization to the public on fair and reasonableterms
B. Organization will furnish all information and reports requested by City, and willpermit access to its books, records, and accounts for purposes of investigation to ascertain
compliance with local, state and federal rules and regulations.
C. In the event of noncompliance by Organization with the nondiscrimination
requirements, the Agreement may be canceled, terminated, or suspended in whole or in part, and
Organization may be barred from further contracts with City.
IX. WARRANTIES
Organization represents and warrants that:
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A. All information, reports and data heretofore or hereafter requested by City and
fbrnished to City, are complete and accurate as of the date shown on the information, data, or
report, and, since that date, have not undergone any significant change without written notice to
City
B. Any supporting financial statements heretofore requested by City and furnished to
City, are complete, accurate and fairly reflect the financial conditions of Organization on the date
shown on said report, and the results of the operation for the period covered by the report, and that
since said data was provided to City, there has been no material change, adverse or otherwise, in
the financial condition of Organization.
C. No litigation or legal proceedings are presently pending or threatened against
Organization.
D. None of the provisions herein contravenes or is in conflict with the authority under
which Organization is doing business or with the provisions of any existing indenture or agreement
of Organization.
E. Organization has the power to enter into this Agreement and accept payments
hereunder and has taken all necessary action to authorize such acceptance under the terms and
conditions of this Agreement.
F. None of the assets of Organization are subject to any lien or encumbrance of any
character, except for current taxes not delinquent, except as shown in the financial statements
furnished by Organization to City.
G. Organization acknowledges and agrees that City maintains sole discretion over
which entities are eligible to become a sponsored organization. The Organization has no
expectation, and City has no obligation, to provide any support or funding during and after theterm of this Agreement which exceed the Sponsorship Funds authorized by this Agreement.
Organization disclaims the right to any sponsorship, fees or benefits except as expressly provided
for in this Agreement.
H. Organization acknowledges and agrees that this Agreement and the provision of the
Sponsored Activity hereunder is nonexclusive, and that City may enter into similar agreements
with other entities.
I. The Sponsored Activity described herein shall be provided in accordance with all
ordinances, resolutions, statutes, rules, regulations and laws of the City and any federal, state and
local governmental agency of competent jurisdiction.
J. Organization and any agent or employee of Organization shall act in an independent
capacity and not as officers or employees of the City. City assumes no liability for Organization’sactions and performance of the Sponsored Activity, nor assumes responsibility for payments,
bonds, taxes, or other commitments, implied or explicit, by or for the Organization. Organization
shall not have authority to act as an agent on behalf of the City.
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K.Organization is not opposing the City in any pending or ongoing legal proceeding.
Each of these representations and warranties shall be continuing and shall be deemed to
have been repeated by the submission of each request for payment.
X. CHANGES AND AMENDMENTS
A. Any alterations, additions, or deletions to the terms of this Agreement shall be by
written amendment executed by both parties, except when the terms of this Agreement expressly
provide that another method shall be used.
B. It is understood and agreed by the parties hereto that changes in the state, federal or
local laws or regulations pursuant hereto may occur during the term of this Agreement. Any such
modifications are to be automatically incorporated into this Agreement without written amendment
hereto and shall become a part of the Agreement on the effective date specified by the law or
regulation.
C. Organization shall notify City of any changes in personnel or governing board
composrtron.XI. INDEMNIFICATION
ORGANIZATION AGREES TO UVDEMNEFY, HOLD HARMLESS, AND DEFENDTHE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM AND AGAINST ANY
AND ALL CLAMS OR SUITS FOR UVJURIES, DAMAGE, LOSS, OR LIABILITY OFWHATEVER KIND OR CHARACTER, ARISING OUT OF OR Hq CONNECTION WITHTHE PERFORMANCE BY THE ORGANIZATION OR THOSE SPONSOREDACTIVITIES CONTEMPLATED BY THIS AGREEMENT, INCLUDING ALL SUCHCLAIMS OR CAUSES OF ACTION BASED UPON COMMON, CONSTITUTIONAL ORSTATUTORY LAW, OR BASED, IN WHOLE OR IN PART, UPON ALLEGATIONS OFNEGLIGENT OR INTENTIONAL ACTS OF ORGANIZATION, ITS OFFICERS,EMPLOYEES, AGENTS, SUBCONTRACTORS, LICENSEES AND UVVITEES.
XII. CONFLICT OF INTEREST
A. Organization covenants that neither it nor any member of its governing bodypresently has any interest, direct or indirect, which would conflict in any manner or degree with
the performance of the Sponsored Activity required to be performed under this Agreement.
Organization farther covenants that in the performance of this Agreement, no person having such
interest shall be employed or appointed as a member of its governing body.
B. Organization further covenants that no member of its governing body or its staff,
subcontractors or employees shall violate or cause to be violated the City Ethics Ordinance, as
amended, or possess any interest in or use his/her position for a purpose that is or gives the
appearance of being motivated by desire for private gain for himself/herself, or others; particularly
those with which he/she has family, business, or other ties.
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C. No officer, member, or employee of City and no member of its governing body
who exercises any function or responsibilities in the review or approval of the undertaking or
carrying out of this Agreement shall violate or cause to be violated the City Ethics Ordinance, as
amended, or participate in any decision relating to the Agreement which affects his personal
interest or the interest in any corporation, partnership, or association in which he has direct orindirect interest.XIII. PROHIBITED CONTENT
Sponsored Activity recognition, signage, branding, publicity, and advertising in
conjunction with the Agreement shall not contain obscenity; pornography; incitement to imminent
lawless action; speech presenting a grave and imminent threat; fighting words; haudulent material;
defamatory, libelous, or slanderous material; solicitations to commit, or speech integral to,criminal conduct; promotion of drugs, tobacco, gambling, or adult entertainment; political
campaign speech, or speech that supports or opposes or appears to support or oppose a ballot
measure or initiative, or refers to any person in or campaigning for public office.
xrv. NOTICE
Any notice or other written instrument required or permitted to be delivered under the terms
of this Agreement shall be deemed to have been delivered, whether actually received or not, when
deposited in the United States mail, postage prepaid, registered or certified, return receipt
requested, or via hand-delivery or facsimile, addressed to Organization or City, as the case may
be, at the following addresses:
CITY ORGANIZATION
City of Denton, Texas
AHn: City Manager
215 E. McKinneyDenton, TX 76201
Juneteenth Celebration Committee
Board Chair
601 E. Hickory St.
Denton, TX 76205
Either party may change its mailing address by sending notice of change of address to the other at
the above address by certified mail, return receipt requested.
XV. MISCELLANEOUS
A. Organization shall not transfer, pledge, or otherwise assign this Agreement or any
interest therein, or any claim arising thereunder to any party or parties, bank, trust company or
other financial institution without the prior written approval of City.
B. If any provision of this Agreement is held to be invalid, illegal, or unenforceable,
the remaining provisions shall remain in full force and effect and continue to conform to the
original intent of both parties hereto.
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C. In no event shall any payment to Organization hereunder, or any other act or failure
of City to insist in any one or more instances upon the terms and conditions of this Agreement
constitute or be construed in any way to be a waiver by City of any breach of covenant or default
which may then or subsequently be committed by Organization. Neither shall such payment, act,
or omission in any manner impair or prejudice any right, power, privilege, or remedy available to
City to enforce its rights hereunder, which rights, powers, privileges, or remedies are always
specifically preserved. No representative or agent of City may waive the effect of this provision.
D. This Agreement, together with referenced exhibits and attachments, constitutes the
entire agreement between the parties hereto, and any prior agreement, assertion, statement,
understanding, or other commitment occurring during the term of this Agreement, or subsequent
thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if
appropriate, recorded as an amendment of this Agreement.
E. This Agreement shall be interpreted in accordance with the laws of the State of
Texas and venue of any litigation concerning this Agreement shall be in a court of competent
jurisdiction sitting in Denton County, Texas.
IN WITNESS WHEREOF, the parties do hereby affix their signatures and enter into this
Agreement as of the 6th day of December , 2022 (“Effective Date“).
CITY OF DENTON, TEXAS
Ck>cu SIgn•d by
SMA He+dy
SARA HENSLEY,CITY MANAGER
JUNETEENTH CELEBRATIONCOMMITTEE
DocuSlgn•d br
MwtAHL S-.ittl
BOARD CHAIRATTEST:ROSA RIOS, CITY SECRETARY
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APPROVED AS TO LEGAL FORM:MACK RErNWAND, CITY ATTORNEY
BY:
THIS AGREEMENT HAS BEENBOTH REVIEWED AND APPROVED
as to financial and operational obligationsand business terms.
Docu BOnd br
bMI & dub Cassey Ogden_PRINTED NAMESIGNATURE
Chief Financial OfficerTITLE
FinanceDEPARTMENT
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EXHIBIT A
Denton Juneteenth Celebration Committee
Sponsorship Budget
Fiscal Year 2022 - 2023
Denton Juneteenth Celebration Committee
Administrative Support
(staff shirts)
Site Operations(equipment, supplies, decorations,
catering)
$1,000
$4,000
Total Budget $5,000
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EXHIBIT B
Denton Parks Foundation
Estimate of City ServicesFiscal Year 2022-23
Cinco de Mayo Festival
Park and Facilities Fees
Park Personnel
Police Personnel
Fire Personnel
Solid Waste Services
$3.029
$520
$7,904
$500
$406
Total estimate of City services $12,359
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EXHIBIT C
BE city of Denton Sponsorship Guidelines
I. PURPOSE
The purpose of the guidelines is to provide requirements for the evaluation, administration, and
acceptance of Sponsorship requests received by the City of Denton for community events.
II. GENERAL OVERVIEW
The City allocates funds annually for the purpose of providing support to non-profit and civic-minded
programs and organizations, which further a charitable cause, economic or community growth, or
serve a public interest. The City provides a combination of cash in consideration of sponsorshiprequests and in-kinds services and resources. The distribution of in-kind services and resources are
leveraged annually through an application process in accordance to this guide and is based on annual
budgetary allocations.
This guide serves to implement best practices to ensure impartial decisions are made
in consideration of sponsorship applications and agreements,
The guide also serves to help maintain the City’s Core Values and vision that Denton is a memorable
destination and a community of opportunities that fosters extraordinary quality services and
collaboration relative to co-sponsorship agreements.
The guide does not apply to the allocation or distribution of cash, grants, and/or HOT Funds.
The City reserves the right to decline any request for community event sponsorship if deemed not to be
in the best interest of the City, or if acceptance would create a conflict of interest for the City. The free
use of park facilities for a non-profit organization’s meeting requests is not applicable to
this policy, but rather subject to the City Policy 500.06; Use of City Facilities and Meeting Rooms.
III. ELiGiBniTY CRITERIA
In the event of conflict between the guidelines and other City policies, this guideline will prevail
pending proper approvals. Denton City Council, at its discretion, may grant variances to this policy.
City staff is responsible for the initial assessment of requests that are received in the form of an
application. In accordance with the guidelines, sponsorship requests will only be considered for events
and/or organizations hosting events that meet the eligibility criteria listed below. City staff will seek
consultation with appropriate City stakeholders (e,g. City Legal, Finance Department), as needed,
General Relevance
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A.
B
C.
D.
Must be a non-profit Texas corporation, federally tax-exempt under the Internal Revenue
Code (501 (c) (3)) or public agency;
Must demonstrate corporate good standing with the state of Texas at time of application;
The applicant must be based in the City of Denton and hold the event which support is
requested in the City of Denton;
Must have programming, administrative practices and board membership that does not
discriminate on the basis of race, color, religion, national origin, or sexual orientation or
gender identity, citizenship, familial, disability, or veteran status;
If previously sponsored, applicant must have successfully fulfilled all prior contracts;
The applicant cannot represent a for-profit enterprise;
E
F.
Community Engagement
A
B
C
D.
Must further a charitable cause, economic or community growth, or public interest;
The event must serve to benefit the entire community;
The event must be open to the public;
The event must encourage community engagement;
Safe, Livable and Family-Friendly
A
B
C
D.
The event must be held in a safe, accessible and family-friendly location;
The event must support the City’s mission, vision, and core values in a positive manner;
The event must be compliant with the Special Events Ordinance;
The event must be able to show proof of liability insurance.
The City reserves the right to reject a sponsorship request at any time. Examples of requests that are
typically deemed ineligible include, but are not limited to individuals, organizations, and/or businesses
who promote hatred against individuals or groups, represent religious or political views, candidates,and campaigns, and whose primary products or services are derived from the sale of tobacco, alcohol,
drugs, firearms, gambling, or sexually explicit or inappropriate materials. For-profit organizations are
not eligible for sponsorship even if some proceeds are donated to non-profit organizations.
IV. SPONSORSHIP REQUIREMENTS
AB.
C
An executed contract with the City will be administered for the receipt of these funds.A performance report provided to the City thirty-days after the event to illustrate
compliance to the program guidelines and contract.
Organization shall market the City as a sponsor at the event and/or through marketingmaterials.
In all publications (e.g., flyers, programs, brochures, press releases, advertisements,
annual reports and all other mailing pieces), recipient shall acknowledge in some
meaningful way that their organization is funded in part by the City of Denton. Such
acknowledgement might take the form of inclusion on a donors list for events. Recipients
are advised that usage of the offIcial City logo is restricted by policy (505.02) and
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ordinance. Any use of the City logo must be coordinated with and approved by the
appropriate City representatives, to ensure compliance with these standards. Written
authorization must be obtained from the City Manager or their designee.
Organization shall maintain complete and accurate financial records of each expenditureof the sponsorship revenue, and report these to the City Manager or their designee by the
end of the contract term in a report specified by the City. All financial records and any
other records relating to the contract shall be subject to the requirements of the PublicInformation Act.
Check payments to approved contracts will be made in the first quarter of the City’s fiscal
yearLIMITATION OF SPONSORSHIP FUNDS
D.
E.
V.
• Sponsorship funds will not be provided to City departments.
• Co-Sponsorship requests for in-kind services of park and facilities fees will be funded up to50%
VI. CONTRACT TERMS
The contract period will commence on October 1 of the current year and terminate at midnight on
September 30 of the following year. A thirty-day grace period is provided which allows events in
September to finalize their reporting of expenditures. Either party may terminate the contract by sixtydays written notice.
VII.REQUEST AND APPLICATION PROCESS
Funds allocated for sponsorship and determination of subsidy is established by City Council during theannual budget process. The application deadline is strategically set to provide City Council the
opportunity to consider and approve requests based on allocated funds set to be adopted in the budget
for the following fiscal year.
The following summarizes process responsibilities in the steps outlined below:
Community Partnership Committeel Assigned by City Council, assesses applications based on
secondary criteria and value to the community prior to making recommendations to City Council.
City Council I Allocates sponsorship budget; approves or denies sponsorship requests.
STEP 1 1 ApplicationI
Submission Sponsorship request applications are accepted annually for community events
taking place in the next fiscal year.
The sponsorship application does not replace or provide exemptions fromapplicable permit requirements. A Special Event Permit is required to host a
community event per the most recent ordinance enacted at the time of application.
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Deadline Sponsorship applications must be submitted electronically no later than the
deadline set each year by the sub-committee.
An exception to the deadline is made for first-time events seeking co-sponsorshipsupport, however consideration may be potentially impacted by staff and facility
availability and limited budgetary resources.
Applicants must submit all the following requirements that are outlined
in the application. Failure to do so may deem the application incomplete.
Application
Requirements
•
•
•
•
•
•
•
•
Event organizer and/or organization contact details;
Proposed event, date(s), and location(s);
Anticipated attendance and historical attendance, if applicable;
Description and purpose of the event;
Statement of how the event benefits the community;
Statement of request and itemized in-kind services and resources;
Description of how the requested co-sponsorship support will
complement other funding provided by the City, when applicable
Disclosure of other funding or support requested and/or received by the City
STEP 2 1 Application Assessment
Assessment Special Events Supervisor and/or other City Staff will review and assess all
applications based on the eligibility criteria. All applications are individuallyassessed and reviewed.
Value
Allocation Special Events Supervisor and City department stakeholders will review each
application and apply a cost and/or value to each in-kind service request and
resource based on current fees, costs, and prior year actuals. A sponsorship
allocation report will be attached as a supplemental document to the application.
STEP 3 1 Subcommittee Review and RecommendationsI
Review The applications that meet eligibility criteria will be delivered with the allocation
report to City Council’s designated subcommittee for review and consideration for
City Council recommendations.
During this process a set of secondary criteria may be considered by the
subcommittee, in no particular order of importance or weight, to help further
identify the ranking of applications for City Council’s consideration.
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Secondary Criteria may include, but is not be limited to:
•
•
•
•
•
•
•
•
•
•
Impact on existing City operations, assets, facilities, and resources
Impact on the delivery of City services
Extent of City-wide value and economic benefits
Production of measurable outcomes in alignment with City’s Strategic Plan
Demonstrated public support for the proposed event
Financial need and event financial stability
Funding and support from other City programs
Experience in the planning and execution of the proposed event
Impact on residential and business communities, including but not limited
to street closure requests, traffic flow, and interference with commercialand/or business activities
Other factors deemed relevant to the co-sponsorship request,
including but not limited to, reoccurring events that are in good standing
Recommendation Sub-committee’s recommendations will be submitted for consideration to City
Council during the annual budget work session meeting.
STEP 4 1 City Council Review and Approval
City CouncilReview Sponsorship requests can be approved as submitted, revised, or denied by CityCouncil.
STEP 5 1 Notification and Co-Sponsorship Agreement
Completion The Grant Office will notify individual applicants of City Council’s approval or
denial for sponsorship. Sponsorship approvals will be effective beginning October
1 of the upcoming fiscal year. Approval for sponsorship in one year does not imply
or guarantee approval in subsequent years. Council will approve each sponsorship
agreement by ordinance in a regular meeting during the first quarter of the City’s
fiscal year.
VIII. APPLICATION PROVISIONS
BudgetAllocation The annual approved budget for sponsorships may not be increased
unless a budget adjustment is approved by City Council.
Award of
Funding orIn-Kind
Services
City Council approval of awards does not guarantee receipt of award.
Disbursement of funding and/or in-kind service sponsorship awards are
dependent on compliance with all applicable contract terms, permits, and
ordinance requirements.
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DocuSign Envelope ID: 896BBD26-+DD648FE-A80E-0063AEC63160
Facility Use The availability and capacity of a City park and/or facility will be verified during
the application process.
Permits The City will not waive issuance of permit requirements or applicable permit
fees under any circumstances.
The City will not waive insurance requirements under any circumstances.
Indemnification and proof of insurance is required as part of the agreement
in accordance with City’s Special Events Ordinance.
Insurance
Verification of non-profit status might be requested in the form of documentation
to the City sufficient to prove non-profit status, such
as Articles of Incorporation and/or IRS Employer Identification Number. The
organization must be in good standing with the State of Texas during the
application process through the end of the event.
Non-Profit
Status
Employee
Ethics Policy
(10.00)
Sponsorship application requests must be initiated by the applicant
and not pursued by City staff in order to remain impartial. No City employee
shall directly or indirectly solicit, seek, or accept anything of value in return for
being influenced in the performance of an official act; influenced to commit, aid
in committing, collude or allow fraud; or induced to perform or fail to perform an
act in violation of the employee’s official duty or the City’s Employee Ethics
Policy (10.00). In order to eliminate risk to City employees and to manage any
possible conflicts regarding co-sponsorship requests, no City employee shall
engage in any solicitation of co-sponsorship or enter into an agreement or
approval on behalf of the City.
IX. TERMS AND DEFINITIONS
Applicant Refers to the person submitting the request as one of the following:
• Organizer of the proposed event
• Representative of the organization hosting the proposed event
• Committee and/or board member of presiding organization
A conflict of interest is a situation in which personal, and/or financial,
considerations have the potential to influence or compromise professional
judgement or actions. They are subject to sensitivities based on perception and
can negatively compromises the integrity of the City’s public image. In order to
manage the associated risks, real or perceived, it is the City’s policy to address
conflict of interest through disclosure and recusal.
Conflict
of Interest
Sponsorship
Agreement
Specifies the City’s contribution of cash and/or in-kind services and resources
and outlines the responsibility, risk, and accountability of the applicant.
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DocuSign Envelope ID: 896BBD264DD6dj8FE-A80E-0063AEC63160
In-Kind Services
or Resources
Where City services and resources are leveraged in lieu of cash
for sponsorship offerings. Examples include staff time, public
safety services, equipment use, and/or the use of City facilities.
Public agency refers to an organization with administrative or functional
responsibilities which are directly or indirectly affiliated with a governmental
body, state, or local jurisdiction. Examples include universities and/or
public-school districts.
Public Agency
Page 18 of 18
[k>cuSign
Certificate Of Completion
Envelope Id: 896BBD264DD648FEA80E0063AEC63160
Subject: Complete with DocuSign: Juneteenth Celebration Sponsorship.pdf
Status: Completed
Source Envelope:
Document Pages: 20 Signatures: 4
Initials: 0
Envelope Originator:
Daniel JonesCertificate Pages: 5
AutoNav: Enabled 901 B Texas Street
Denton, TX 76209Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)Daniel. Jones@cityofdenton.comIP Address: 198.49.140.10
Record Tracking
Status: Original11/1/2022 10:20:59 AM
Holder: Daniel Jones
Daniel.Jones@cityofdenton.com
Location: DocuSig n
Signer Events
Cassey Ogden
Cassandra.Ogden@cityofdenton.com
Chief Financial Officer
City of Denton
Security Level: Email, Account Authentication(None)
Signature Timestamp
Sent: 11/1/2022 10:22:37 AM
Viewed: 11/1/2022 3:03:15 PM
Signed: 11/1/2022 3:03:35 PM
Signature Adoption: Pre-selected Style
Using IP Address: 97.77.10.109
Electronic Record and Signature Disclosure:Not Offered via DocuSign
Meredith Smith
Meredith.Smith@mwarep.org
Secretary
Security Level: Email, Account Authentication(None)
'DocuSigned br1 MLmAtt shiRt
.06F4BE8925594FF.
Sent: 1 1/1/2022 3:03:37 PM
Resent: 11/1 6/2022 4:18:28 PM
Viewed: 11/16/2022 4:19:00 PM
Signed: 11/16/2022 4:19:16 PMSignature Adoption: Pre-selected Style
Using IP Address: 47.184.103.10
Electronic Record and Signature Disclosure:Accepted: 11/1 6/2022 4:19:00 PMID: f6b599bb-4823-+cf4-8d08'tc73baOd50cf
Daniel Jones
daniel.jones@cityofdenton.com
Planning Technician I
City of Denton
Security Level: Email, Account Authentication(None)
Electronic Record and Signature Disclosure:Not Offered via DocuSign
Completed Sent: 1 1/16/2022 4:19:19 PM
Viewed: 12/8/2022 8:37:17 AM
Signed: 12/8/2022 8:37:32 AMUsing IP Address: 198.49.140.10
Sara Hensley
Sara.Hensley@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication(None)
Sent: 12/8/2022 8:37:34 AM
Viewed: 12/8/2022 8:39:02 AM
Signed: 12/8/2022 8:39:05 AM
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Electronic Record and Signature Disclosure:Not Offered via DocuSign