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HomeMy WebLinkAbout2001-02-12 01-117 ORDERIlam No. m-nv Date: February 12, 2003 Item/Subject: Order, Authorizing the Transfer of up W $1,500 from the General Fund's Contingency Account for the Purpose of Co-Sponsonng the Annual Camp Bangor Camp Fair Responsible Department: City Manager The United Way of Eastern Maine has requested that the City of Bangor cosponsor the Annual Camp Bangor Camp Fair Scheduled Por later this month. This 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 summer camp programs. Last year, the City provided a reduced rate for use of Me Civic Center and Bass Parc absorbed the cost as well as a number of other costs which normally would have been billed to this organization. The net discount was approximately $1,200. This year, this request was reiewed under the Cltys newly adopted policy an supporting such non- profit uses of the facilities a[ Bass Park. Please see the attached memorandum outlining the policy and this request. At its last meeting, the Finance Committee voted to cosponsor this event, hold the cast to United Way at the same level as last year ($786.00), and cover any additional costs of the event from the CiWs General Pond. The attached Order will make these funds available. The actual difference between the amount charged to United Way and the cost of the event will be charged up to a maximum of $1,500. Department Head City Manager Associated Information: Order, Memorandum Budget Approval: Finance Director Legal Approval: RrSedicifiter Intoduced for XPassage _First Reading Page —of Referral to Finance Assi�airo Councilor Palmer eebna 12, 2001 n M. CITY OF BANGOR (TITLE.) Order, Authorizing the Transfer of up W $1,500 from the General Fund's Contingency A nt for the Purpose of CorSporaoring the Annual Camp Bango Camp Fair WHEREN% the Libra Foundation provided of $650,00) last year in camp scholarships to Bangor school children in grades 3 through 6; and WHEREAS, this program has extended the opportunity m attend summer camp to hundreds of Bangor children who might othernise not have this --Parlence; aril WHEREAS, the City of Bangor has supported this effort In a number of ways in recognition of As benefit W the children of Bangor and Its close ndallowl to the City's interest in strengthening children and families. NOW, THEREFORE, BE IT ORDERED By THE CRY COUNCIL OF THE CITY OF 6WGOR, THAT: The transfer of up to $1,50D Rom the General Fund's contingency account B hereby authorized for the purpose of co -sponsoring the annual Camp Bangor camp fair at the Bangor Clr k Center. The actual amount to be transferred shall be based on any costs in excess of the amount actually billed for this event in calendar year 20)0. The Finance Director shall establish the necessary accounts and take the necessary actions to Implement this order. IW CITY MMCIL February 12. 2001 Motion for Passage Made and Seconded Passed C (TRLEJ Authoriziue the Transfer of up to $1.500 from the Ceueral Food's Coutingeucy Account for the Puryose of C Spoouariug January 31, 2000 To: Members of the Finance Committee Fr: Edward A. Barrett Su: Request for Support, Camp Bangor Camp Fair As you are aware, the Libra Foundation is providing funding for Bangor school students in grades 3 through 6 to attend summer camps. This program began last year with considerable success and will be continuing. As part of their effort to both make the program widely known and introduce children and their parents to amp possibilities, Camp Bangor sponsored a Camp Fair last year at the Civic Center. In light of Its first year start up, a lack of administrative Ponding for the program at that time, and to show the City's support W the program, the Camp Fair was provided a reduced rate of $500 for the use of the Civic Center for its first year. Camp Bangor is now in the process of arranging for this years amp fair, scheduled for February 28r. They are requesting that we consider a similar discount for this year. At Its last meeting, the Bangor City Council adopted a policy to guide processing such requests for support from non-profit users. Under this policy, these requests are now mimed by the France Committee. The applicable section of the policy is as follows: 4.0 NON-PROFIT USERS From time to time, requests are received from non-profit organizations for reduced fees in support of events designed to 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. 4.1 Requests for non-profit discounts must be forwarded to the France 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: 4.1.1 A brief description of the purpose and nature of the event; 4.1.2 Information on the public benefit which will result from the event; 4.1.3 The extent of the discount requested; 4.1.4 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; 4.1.5 The use to which any net revenues from the event will be put; 4.1.6 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. 4.2 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 necessary to allow the event to take place, the benefits which the City or Its residems will receive from the event or the net proceeds of the event, 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 governmental Interest. 4.3 Should the Finance Committee vote to support City sponsorship of the event, an item will be placed on the Council Agenda to 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. 4.4 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. Please note that the request from Camp Bangor was received prior to the adaption of the policy. However, it appears appropriate to review It under the new policy. The normal base rental fee for the Civic Center is $1,000. In discussions with Individuals associated with the sponsor, a fee is charged to participating camps which Is sufficient to cover the casts of the event. Any net revenues from the event will be used to support the administrative costs associated with the program. Options The Finance Committee has the following options: 1. This request may be considered a pre-existing request and could be granted under section 6.1 of the new policy, which states: "The Director of Bass Park is authorized to continue to provide such reductions for one year from the effective date of this policy." At the same time, this is a relatively new event where some questions were raised last year about the necessity for the discount, and it could be viewed as requiring separate approval. 2. The Committee could find that the program merits support due to the benefits that Will be realized by our residents and that It Is directly related to a significant governmental interest and recommend City support. 3. The Committee could find that City support is not necessary for the event, which appears to be self-supporting. Recommendation. While the City should continue to be supportive of the Camp Bangor effort, this event does appear to generate sufficient revenues to cover Civic Center rental expenses. At the same time, continued City support should be considered for this oveall effort. I have asked the sponsoring organization to give some thought to other steps the City could provide to show Nis support, not only to the effort itself but as an indication to the funding organizations of the City's continued efforts to insure that the program is a success. I would not object to City sponsorship of the Camp Bangor camp fair, either on the basis of the benefits to be received by the community as a whole or the section of the policy which allows for a one year period of continued past practice. I would feel more comfortable, however, with other methods of showing City support. Edward A. Barrett