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AGENDA ITEM REVIEW FORM |
3.H.
Special City Council Meeting
- Meeting Date:
- 05/31/2023
- Department Head:
- Kay Macuil
- Submitted By:
- Kay Macuil, City Attorney, Attorney's Office
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the San Luis Film Festival and the Blazing Desert ComicCon event in San Luis, Arizona, for the fiscal year 2023-2024. (Jenny Torres, Assistant City Manager)
SUMMARY:
Service: For many years, Arizona Western College students and volunteers through the Yuma County Arts and Cultural Group, Inc. ("Group") have coordinated the San Luis Film Festival and the Blazing Desert ComicCon events for many years.
However, this year staff looked at the cost to the city for assisting these events. (See attached report from Parks and Recreation). For the Film Festival, it totaled $5034.09, in addition to the $5,000.00 contribution to the Film Festival. The Group's receipts for the Film Festival were for $6,412.68 not counting the value of the volunteer's hours.
Staff met with Mr. Antonio Carrillo. He indicated that he has been interested in the city taking over these events as city events.
This year, staff recommends continuing the Film Festival with the Group with an eye toward city staff learning from the Group to take it over as a city event next year. Staff recommends not funding the ComiCon event this year. The city can use the funds towards the Film Festival.
Compliance: The Group complied, as it does every year, by providing every original receipt associated with putting the events on. Attached are the itemized list without all the receipts.
Amount: The City has entered into contracts with the Yuma County Arts and Cultural Group for the San Luis Film Festival for $5,000.00 and Blazing Desert ComicCon in the amount of $5,000.00.
Staff is recommending one line item for the San Luis Film Festival, but that funds be divided $5,000.00 for the Group and $5,000.00 for the city's budget for the event through the Parks and Recreation Department for a total budget of $10,000.00.
If City Council opts for the Group to continue coordinating the event, the suggested motion for that option is for staff to return to City Council with a contract.
However, this year staff looked at the cost to the city for assisting these events. (See attached report from Parks and Recreation). For the Film Festival, it totaled $5034.09, in addition to the $5,000.00 contribution to the Film Festival. The Group's receipts for the Film Festival were for $6,412.68 not counting the value of the volunteer's hours.
Staff met with Mr. Antonio Carrillo. He indicated that he has been interested in the city taking over these events as city events.
This year, staff recommends continuing the Film Festival with the Group with an eye toward city staff learning from the Group to take it over as a city event next year. Staff recommends not funding the ComiCon event this year. The city can use the funds towards the Film Festival.
Compliance: The Group complied, as it does every year, by providing every original receipt associated with putting the events on. Attached are the itemized list without all the receipts.
Amount: The City has entered into contracts with the Yuma County Arts and Cultural Group for the San Luis Film Festival for $5,000.00 and Blazing Desert ComicCon in the amount of $5,000.00.
Staff is recommending one line item for the San Luis Film Festival, but that funds be divided $5,000.00 for the Group and $5,000.00 for the city's budget for the event through the Parks and Recreation Department for a total budget of $10,000.00.
If City Council opts for the Group to continue coordinating the event, the suggested motion for that option is for staff to return to City Council with a contract.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE A BUDGET OF $________________ FOR THE SAN LUIS FILM FESTIVAL AND THE FUNDING BE SPLIT BETWEEN THE YUMA COUNTY ARTS AND CULTURAL GROUP AND THE CITY OF SAN LUIS.
OR
I MOVE TO APPROVE A BUDGET OF $________________ FOR THE SAN LUIS FILM FESTIVAL.
I MOVE TO APPROVE A BUDGET OF $________________ FOR THE BLAZING DESERT COMICON.
OR
I MOVE TO APPROVE A BUDGET OF $________________ FOR THE SAN LUIS FILM FESTIVAL.
I MOVE TO APPROVE A BUDGET OF $________________ FOR THE BLAZING DESERT COMICON.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $5,000
- BUDGETED AMOUNT:
- See fiscal impact statement
- AVAILABLE AMOUNT TO TRANSFER:
- See fiscal impact statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See fiscal impact statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
If staff is directed to contract with Yuma County Arts & Cultural Group. Inc., then a $5,000 ceiling is suggested as were the prior years. If approved, these funds will be budgeted for the fiscal year 2023-2024.
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- Yes
- TOTAL:
- To be determined
- BUDGETED AMOUNT:
- See the Fiscal Impact Statement
- AVAILABLE AMOUNT TO TRANSFER:
- See the Fiscal Impact Statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See the Fiscal Impact Statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
If approved, these funds will be budgeted for the fiscal year 2023-2024