HomeMy WebLinkAbout2002-01-28 02-94 ORDERItam No. 02-96
Date: January 28, 2003
Item/Subject: ORDER - Authorizing the Transfer of up to $7,600 from the Geneml Fund's
Contingency Account for the Purpose of Co -Sponsoring the Annual Camp Bangor Camp Fair and T -Shirts
Responsible Department: CM Manager
Commentary:
The United Way of Eastern Maine has requested that the CM of Bangor co-sponsor the Annual Camp
Bangor Camp Fair and t -shirts. The event is designed to offer children In the Bangor School System who
are eligible for the Libra foundation's Summer Camp Program the opportunity to gain information about
eligible ramp programs. The tshirts are a means of publicinng Ole program among Bangor children as
well as a way to Identify individuals from their hometown.
This request was reNewed and approved by the Finance Committee under the City's Bas Park Race and
funding of Non -Profit Organtrations Policies. The attached order would make the necessary funds
available from the General Fund's Contingency Account
DeparMent Head
Manager's Comments:
Recommended for approval by the Finance Committee of January 23, 20026 ^n (\
(Ck.YY12 1.6gty Manager
Associated Information:
Bas Park Rate and Funding of Non -Profit Organizations Policies and Estimate of Charges from Bass Park
The ourrem balance In the Contingency Account is $68,000. / l / /1 !
vrw
Finance Diretlnr
City Solicitor
-( Passage
_ First Reading Page _ of
Referral
02-9a
AvogredwCla Tremble SanusrJ 28, 2002
CITY OF BANGOR
(TIILE.) Order, Authorzina the Transfer gf UD gQ SZ.600 from the Gensfel Fund's Qgntn
Camp it and T -Shins
WH8WS, the Libra Foundation provided of $790,0001ast year In wimp scholarships W Bangor school
children In grades 3 through 6; and
WHEREAS, this program has eMerded the opportunity to attend summer camp W hundreds of Bangor
children who might otherwise not have this etyerien e; and
WHEREAS, the qty of Bangor has supported this effort In a number of ways in recognition of its
beneilt to the children of Bangor and Its close relationship to the Ci ys Interest in
strergUwning children and families.
NOW, THEREFORE, BE Tr ORDERED BY THE CM COUNCIL OF THE CITY OF BANGOR, THAT:
The transfer of up W $7,600 from the General Fund's contingency account is hemW authorized for the
purpose of co sponsoring the annual Camp Bangor camp fair at the Bangor CNld Center and tshirts.
The actual amount to be winsfemed shall be based on arty coats in e>cw55 of the amount actually paid
for this event in calendar year 2001 and the actual coat of the t -shirts. The Finance Director shall
establish the necessary aonunts and take the necaswry Mars W Implement this order.
IN CITY COUNCIL
January 28, 2002
Marine Made and Seconded
for Passage
Passed
CI ffi lN/.
#02-96
(TITLE,) Authorizing the Transfar of up
to $1.600 from the General Fund's
Contingency Account for the Purpose of Co -
and T -Shirts air
Assignetl to councilor Tu nuivau
BASS PARK RATE POLICY
1.0 PURPOSE
The purpose of this policy is to establish a standard fee schedule for the use of
the Bangor Auditorium, Civic Center, and other grounds and facilities located at
Bass Park.
2.0 POLICY
The City of Bangor has established the Bass Park Complex as a separate
enterprise fund.. As such, the Complex is intended to support all or a substantial
percentage of its costs through user fees and revenues. At the same time, the
City recognizes that this Complex plays a vital role in the economic and social
well being of the City of Bangor. This policy adopts a standard rate schedule for
the Complex and outlines conditions and circumstances where the Director of
Bass Park is authorized to adjust or deviate from them.
3.0 ADOPTION OF RATE SCHEDULE
The Rate Schedule appended to this policy as attachment A Is hereby adopted as
the standard schedule of rates for the Complex. The Director of Bass Park is
authorized to establish additional reasonable fees for items not covered under
this schedule.
4.0 DEVIATIONS FROM FEE SCHEDULE
The Director of Bass Park is authorized to deviated from the standard rate
schedule under the following circumstances:
4.1 to successfully book an event at the complex where there is competition
from other facilities or venues;
4.2 to provide assistance to first time or start-up events where, in the opinion
of the Director, event success will lead to scheduling future such events at
the Complex;
4.3 to attract entertainment events where failure to adjust rates might result
in the event not occurring;
4.4 where the event in question is likely to produce significant economic
benefit to the region based on the length of the event and the number of
attendees;
4.5 volume discounts for heavy or repeated users.
5.0 NON-PROFIT USERS
From time to time, requests are received from non-profit organizations for
reduced fees in support of events designed be assist the organization In meeting
its mission to provide services or support to those In need. Fee discounts are not
authorized for this purpose. However, non -profits may request City sponsorship
or co-sponsorship for such events in the form of General Fund payment of any
requested discount or rate reduction. Such requests will first be considered by
the Finance Committee of the City Council.
5.1 Requests for non-profit discounts must be forwarded to the Finance
Committee of the City Council for its consideration. Such requests must
_ be made as far In advance as possible, and will not be considered unless
received a minimum of one month prior to the date of the event.
Requests must include:
5.1.1 A brief description of the purpose and nature of the event;
5.1.2 Information on the public benefit which will result from the event;
5.1.3 The extent of the discount requested;
5.1.4 The revenues and expenses associated with the event, either based
on the previous history of the event or on projections If the event
has not been held previously;
5.1.5 The use to which any net revenues from the event will be put;
5.1.6 The extent to which the event Is sponsored by any other
organization or agency as well as any other requests for support
which have been made.
5.2 The Finance Committee will evaluate the request based on the information
provided. In determining whether the City will sponsor the event, the
Committee shall take Into account the extent to which such sponsorship Is
11nrManly In nik,w t 11 nva011n nku Itlarn, t 11 Immnnhn whli II In r1h• m
Its residents will receive horn the event a Ihn nel µv..ecVb of Ihn e>eul,
and the extent to which the event will further the goals, objectives, and
priorities of the City. Generally, the City will consider such sponsorship
only where it determines that it is necessary for the event to take place or
the benefits to be realized and where the event supports or is directly
related to a significant govemmental Interest.
5.3 Should the Finance Committee vote to support City sponsorship of the
event, an item will be placed on the Council Agenda tm provide the
necessary funding for the event which, when matched with any amounts
the organization will pay, will allow the Bass Park Complex to receive the
amount called for on the approved Rate Schedule. The Council action
shall also designate the source from which the City support will come.
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01-105
5.4 The final decision on sponsorship will be made by the full City Council at
the point where It approves or disapproves of the necessary funding,
5.5 This policy shall also apply to events of other Departments and agencies
Of the City of Bangor which are held at the complex.
5.6 After -the -fact requests will not be considered.
6.0 PRE -EMS "NG NON-PROFIT RATE REDUCTIONS.
A number of non-profit users of the Complex have traditionally received reduced
rates for annual or reoccurring events.
6.1 The Director of Bass Park Is authorized to Continue to provide such
reductions for one year from the effective date of this policy;
6.2 The Director of Bass Park shall notify all such non-profit users of this
revised policy sufficiently in advance to allow the user to plan for this
Change or to request City sponsorship in accordance with section 5.0
above.
7.0 RESPONSIBILITY FOR REVIEW
The Director of Bass Park shall review this Policy at least annually and
recommend such changes and adjustments as may be necessary.
01-300
FUNDING OF NON-PROFIT ORGANIZATIONS
1.0 PURPOSE
The purpose of this policy is to outline the circumstances under which the
City of Bangor will consider making a contribution to a non-profit
organization or cause and to outline a procedure and guiding principles for
considering such requests for support
2.0 POLICY
It is the policy of the City of Bangor to not contribute funds to non-profit
organizations for general or unspecified operating purposes. Generally,
non-profit organizations do not pay property taxes, and the City meets its
obligations to Nese agencies through the provision of standard municipal
services. From time to time, the City also receives requests for support
from such organizations for special projects or purposes. Here again, it is
the general Policy of the City to not provide such support unless an war -
riding municipal interest is involved and the conditions specified below are
met.
3.0 PROCEDURES FOR PROCESSING REQUESTS
3.1 Operating Requests
When a request for general operating assistance Is received from a
non-profit organization, the City Manager Is authorized to respond
to that request with a standard form letter indicating the Cltys
Policy as outlined above.
3.2 Special Project Requests
Should a request be contemplated for a special project or program,
the requesting organization must provide the following information
to the City Manager's Office:
3.2.1 A brief description of the special project or program;
3.2.2 Information on the number of individuals who will directly
benefit from the project or Program, including the number
who are Bangor residents;
3.2.3 The total cast of the pri or program and other sources of
funding already available or which are anticipated to be
raised;
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01-300
3.2.4 The benefits which the City of Bangor w Its residents, taken
as a whole, may anticipate receiving from the project or
Program;
3.2.5 The amount of funding requested.
3.2.6 Such other information as may be deemed useful in
addressing the criteria and guidelines outlined in Section 3.4
below.
The City Manager or his/her designee shall provide requesting
organizations a standardized form or application format to insure
that the necessary information is available to the Council.
3.3 Procedure for Processing Requests
3.3.1 Upon receipt, the City Manager shall forward the request to
the members of the City Council with a request that those
members of the Council interested in formally considering
the request indicate that interest within seven calendar days.
3.3.2 A request for funding will be forwarded to the Finance
Committee only in Instances where three or more Councilors
request that funding be considered.
3.3.3 Should three or more Councilors not request consideration
within seven calendar days, the City Manager shall respond
to the questioning organization in writing informing them
that the request will not be considered by the City Council.
3.4 Finance Committee Consideration
Should the request be scheduled for Finance Committee
consideration, the Committee will evaluate the request based on
the following criteria:
3.4.1 The extent to which City support is essential for the program
or project to take place. Support should generally be
Provided only in instances where it is or is anticipated to be
essential for the project or program to occur.
3.4.2 The benefit which the City or its residents will receive. This
should include an evaluation of the need for the program
and project and its anticipated immediate and long-term
impact.
3.4.3 The number of City of Bangor residents to be directly
benefited. The extent to which the program or project is
open or available to the largest possible number of the class
of targeted beneficiaries should be taken into account.
02-94
01-300
Programs or projects which benefit small or select numbers
of Individuals shall generally be denied funding.
3.4.4 The extent to which the program or project will further the
goals, objectives, and priorities of the City. The Council
should evaluate the extent to which the program or project
specifically addresses an established Council goal, objective,
or prionty. In addition, consideration will be given to
whether and the extent to which the program or project can
be reasonably expected to reduce the demand for City
services or direct expenditures.
3.5 Council Approval
Should the Finance Committee recommend City support for the
program or project, the Commitee shall recommend a source of
funding and an item shall be placed on the City Council agenda.
The final decision will be made by the full City Council at the point
where R approves or disapproves of the necessary funding.
4.0 EXCEPTIONS AND CLARIFICATIONS
4.1 Traditionally Funded Requests
The City Council has traditionally funded the following organizations
and programs as an element of the annual budget process and may
continue to do so:
4.1.1 a of July Corporation
4.1.2 Bangor Convention and Visitors Bureau
4.1.3 Private School Transportation, Books, and Testing Materials
4.1.4 Bangor Public library
4.1.5 Maine Shakespeare Festival
4.1.6 East/West Highway Association
4.2 .Purchase of Goods and Services
Nothing In this policy shall be construed so as to limit the ability of
the City of Bangor to purchase goods or contract for service ; from
non-profit agencies.
4.3 Memberships
Nothing in this policy shall be construed so as to limit the ability of
the City of Bangor to participate in membership organizations such
02-96
01-300
as the Maine Municipal Association or National League of Cities or
to provide financial support to non-profit agencies working
specifically on City of Bangor legislative or programmatic issues
where such support either directly supplements or replaces staff
efforts or the efforts of contracted for profit agencies.
4.4 In -Kind Support
The City Manager is authorized to provide in-kind services or
support to specific projects or programs sponsored by non-profit
agencies where:
4.4.1 Such projects or programs meet the Intent of this policy;
4.4.2 Existing City staff and resources are available for the
purposes requested and can be provided within authorized
budget levels;
4.4.3 The total anticipated support costs are not anticipated to
exceed $5,000;
4.4.4 The provision of such support will not violate any other
administrative policy, rule, or regulation governing City
operations; and
4.4.5 The Manager finds that the support provided is in the
general Interest of the citizens of Bangor.
5.0 RESPONSIBILITY FOR REVIEW
The City Manager shall review this policy as necessary and recommend
such changes as may be appropriate to the full Council.
Ian. 18 2002 08:32gM P2
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Billing
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Name: United Way -Camp Bangor Program
8 -Feb -02
Dry
Nem Cost Each
Total Cost
1
Rent -Civic Center $1,000.00
$1,000.00
1
Energy Surcharge- 8 % of base rent $80.00
$80.00
2
Security @ $12.00 per hour x 8 bra each $72.00
$144.00
2
Electrical Cords -NIC $0.00
$0.00
2
Easels $5.00
$10.00
2
Room Dividers $10.00
$20.00
1
Flip Chart $15.00
$15.00
78
8 fl Banquet Tables $4.00
$312.00
1
Hand HeM Microphone $20 W
$20.00
1
Overhead Projector w/ cart $35.00
$35.00
1
Electrical Drop $200.00
$200.00
33
Quad Boxes to booths for basic electric $10.00
$330.00
1
Custodial Fee $220.00
$220.00
Total
$2,388,00
Lass Deposit
$0.00
Total Due:
$2,388.0o
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