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TO: Mayor Thomas J. Weisner
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: April 22, 2015
SUBJECT:
Approval of Festival Funds for 2015 in the amount of $29,650 for the Community Services Department at the May 12 City Council meeting.
PURPOSE:
The City's Neighborhood Festival Fund Program provides financial assistance to organizations hosting public events in Aurora. These events greatly enhance the quality of life in the city and help build a sense of community. The Neighborhood Festival Fund Program has made it possible for dozens of organizations to stage various events. These events have been educational and/or recreational. The impact of this program continues to grow with a combined attendance of over 30,000 people last year.
BACKGROUND:
The City has been supporting organizations to stage local festivals for over two decades. Several of the events have received financial support for over 20 years. Last year, a total of 23 organizations were recommended for financial assistance which happens to be the same number of organizations recommended for support this year. The Neighborhood Festival Fund program has been formalized over the years to assist with the application and review process. The acceptance of applications is widely publicized to encourage participation. The information was first distributed in November 2014. Information regarding the program, guidelines and application were made available on the City's website. In addition, application packets are mailed to those organizations who received funding in the past. The application packets include the guidelines and criteria for receiving City support.
Two years ago, efforts were made to enhance the program by collaborating with the Aurora African American Heritage Advisory Board, the Aurora Hispanic Heritage Advisory Board and the Aurora Indian American Community Outreach Advisory Board. The City's Neighborhood Festival Fund application was revised to include information about the three advisory boards and funding criteria.
The change in funding cycles was made to assist organizations holding events in the second half of the year. Shortly after applications were received, for the first and second cycles for 2015, they were forwarded to the advisory boards. We shared information on initial funding recommendations with the advisory boards resulting in more equitable funding recommendations. In some cases, the City and the boards were able to reduce funding recommendations from each source while maximizing support of the organizations as a whole.
DISCUSSION:
One festival that is recommended for support has an aggregate grant amount that exceeds the grant threshold of $5,000 that requires City Council approval and therefore a resolution approving funding is necessary. The other 22 events are below the required threshold but are included in this request to provide a comprehensive overview of the program.
The applications for both funding cycles were reviewed by the Community Services Department and the Mayor's Office. In addition the Aurora African American Heritage Advisory Board, the Aurora Hispanic Heritage Advisory Board and the Aurora Indian American Community Outreach Advisory Board reviewed applicable applications and made recommendations for funding. A total of 23 organizations are recommended for funding totaling $29,650. The $29,650 is split among four funding sources: Neighborhood Festival Funds ($14,900), Aurora Hispanic Heritage Advisory Board Funds ($6,600), African American Heritage Advisory Board Funds ($5,900) and Aurora Indian American Community Outreach Advisory Board ($2,250). The amount of funding ranges from $400 to $6,000. In addition, seven organizations will receive in-kind support through a certificate of insurance, with a value of $300, provided by the City. It is more cost effective for the city to provide insurance for these events that are held on city property that require a certificate of insurance. Organizations pay a premium to get this coverage on their own. This in-kind coverage is included as part of the overall funding package.
Funding for the Neighborhood Festival Fund is spread across four accounts. The Special Event Budget has a provision of $15,000 in account 101-1341-450.50.60. Each of the City's three ethnic advisory boards have a budget of $25,000 to also support community events. These funds are budgeted in the following accounts: the Aurora African American Heritage Advisory Board (215-1341-450.50-56) and the Aurora Hispanic Heritage Advisory Board (215-1341-450.50-57) and the Aurora Indian American Community Outreach Advisory Board (215-1341-450-53-35.
A list of these organizations is sent to finance to assure none have any outstanding debt with the City prior to the issuance of any funds.
IMPACT STATEMENT:
Most of these events will not have a financial impact on the City of Aurora. However, eight of these events will be held on City property and will be required to submit a Special Event Permit and/or a Music Festival Permit. The Water Street Mall, LaSalle Street, Phillips Park the David L. Pierce Art and History Center and several parking lots will be used to stage these eight events. Any additional cost to the City for services will be addressed in each Special Event Permit. Any impact on road closings will also be addressed in each Special Event Permit.
RECOMMENDATIONS:
I am requesting approval of the resolution for the 2015 Festival Fund Program.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Approving the 2015 Neighborhood Festival Fund Program in the Amount of $29,650.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Community organizations have requested financial assistance to host public community events; and:
WHEREAS, Organizations meeting all of the established guidelines are being recommended to receive financial assistance from the City's Neighborhood Festival Fund program; and
WHEREAS, these organizations must abide by all applicable Federal, State, County and City acts, regulations and instructions; and
WHEREAS, the 2015 City Budget provides $15,000 for Neighborhood Festival Funding in account 101-1341-450.50-60 (General Fund) and $25,000 to the African American Heritage Advisory Board in account 215-1341-450.50-56 and $25,000 to the Hispanic Heritage Advisory Board in account 215-1341-450.50-57 and $25,000 to the Aurora Indian American Community Outreach Advisory Board in account 215-1341-450.53-35 (Gaming Tax Fund) to support this program.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Financial assistance is granted to each of the organizations in the recommended amounts identified on the attached list totaling $29,650.