Agenda Item Wording:
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Request to appropriate funding for Independence Day Celebration - Request for the City Council to review event options for 2024 Independence Day Celebrations, appropriate additional funding up to $55,700 from the General Fund for the fiscal year 2023/2024 Independence Day Celebration Capital Project, request to authorize staff to apply for grant funding and confirm funding through the San Joaquin Valley Air Pollution Control District Clean Alternative to Fireworks Pilot Incentive Program
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Deadline for Action: 2/20/2023
Submitting Department: Community Services
Contact Name and Phone Number: Laurissa Roggenkamp, 713-4336 and Kelli Kincaid 713-4042
Department Recommendation:
Staff recommends City Council to appropriate up to $55,700 from the General Fund to the Independence Day Community Celebration Capital Project. Funding will be utilized to host an Independence Spectacular to include two drone light shows set to music, live music, kid zone activities, beer garden, and food court. Staff propose that this be a free event that is a key part of the celebrations this year saluting the City’s 150 anniversary of being an incorporated City. As explained below, grant funding and sponsorships will be sought to offset some or all the expenses.
Background Discussion:
Event Background:
On August 7, 2023 City Council meeting, staff reported on the success of these celebrations, with Council expressing a desire for staff to explore and enhance the 2024 Independence Day celebration.
Staff have proposed options for expanding Independence Day Celebrations in 2024 for Council’s consideration:
• Option 1: Continue the 2023 model, partnering with entities in the community for affordable and accessible activities. Estimated expenses: $10,000 - $12,000 (requested as part of 2024-25 budget; no further allocation needed if funded in budget process).
• Option 2: Host a free in-person event at Riverway Sports Park featuring two professional drone light shows set to music on July 3rd. The show is sensory and environmentally friendly, emitting no air pollution. Staff have obtained quotes from drone show light vendors. Estimated expenses: $45,400 for light show would need to be appropriated.
• Option 3: Host a large Independence Spectacular at Riverway Sports Park on July 3rd. The event would showcase a variety of attractions, including two professional drone light shows set to music, live musical performances, a kid zone with games and activities, a beer garden, and a diverse food court. Additional fees may apply for select activities. Estimated expenses: $55,700 would need to be appropriated.
• Alternatives: Options could be combined (1 and 2 or 1 and 3) for the combined cost as indicated.
Additional Funding Sources:
If Council selects to host either Option 2, Free Drone Light Show or Option 3, Independence Spectacular, staff are prepared to solicitate partnerships and sponsors to aid in offsetting the cost of the event. Staff have developed a sponsorship deck with numerous levels of sponsorships ranging from Grand Finale at $35,000 to $75 for a booth/vendor.
Staff have identified a grant opportunity through the San Joaquin Valley Air Pollution Control District. SJVAPCD is accepting applications for the Clean Alternatives to Fireworks Pilot Incentive Program. This program is offered to public and private entities to fund clean firework alternatives, such as drone light shows, in lieu of fireworks displays performed within the SJVAPCD boundaries in celebrations for the Fourth of July or New Year’s Eve, and other celebratory public gatherings.
The City of Visalia is an eligible applicant, that may apply for this reimbursement grant up to $50,000 per event (one event per calendar year). Eligible costs include contractor costs for approved clean alternatives to fireworks, local permitting costs for the event, and insurance for the event. With these parameters, staff hope to be awarded $35,000 for the cost of the drone light show contractor expenses. Applications are due Friday, March 1, 2024. If awarded, applicants may claim up to 25% of the award towards eligible pre-event costs.
SJVAPCD requires public agencies to provide a formal action of the governing body (i.e. City Council), authorizing the submittal of the application and identifying the individual and/or title of the individual authorized to implement the clean alternative to fireworks program.
Staff is seeking Council’s approval in support of staff applying for the Clean Alternatives to Fireworks Pilot Incentive Program through the SJVAPCD.
Background:
Over the past decade, Visalia has collaborated with local entities to sponsor Independence Day events for the community. Funding fluctuated from $12,000 up to $27,500 since 2017. In July 2023, the funded amount was $12,000 and community celebrations included free arts and crafts with Arts Visalia Visual Art Center, discounted activities at Adventure Park, and reduced registration for the Great American Race. The City’s Recreation division offered free swimming, an open gym, and complimentary ice cream at Recreation Park during the firework show following the Rawhide game.
Fiscal Impact:
Depending on the selected option of community celebration fiscal impact to the City will range from $12,000 to $55,700.
• Option 1: Fiscal impact expenses of $12,000 with no revenue. Amount can be covered with traditional budget for 2024-25.
• Option 2: Fiscal impact expense of $45,400, however sponsorships and grants can help offset the expense.
• Option 3: Fiscal impact expense of $55,700, however sponsorships, grants, and special amusement fees may help offset the expense.
Prior Council Action: N/A
Other: N/A
Alternatives: Staff can develop other alternatives to celebrate Independence Day that require lower expenses.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize staff to move forward with Options 1 and 3 which include hosting free in-person drone light shows and festival of activities on July 3 and partnering with entities to provide affordable and accessible activities during the holiday week with the appropriation of $55,700 from the General Fund to the Independence Celebration Capital Project and approve staff to apply for the Clean Alternatives to Fireworks Pilot Incentive Program.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: 1. Clean Alternatives to Fireworks - Eligibility Criteria and Program Guidelines - SJVAPCD 2. Clean Alternatives to Fireworks - Application - SJVAPCD