SECA COMMISSION AGENDA ITEM
ACTION REQUESTED:
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Discuss SECA policy items and/or designate items for the June SECA meeting
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DEPARTMENT: Community Services
SUBMITTED BY: Jake Fiedler, Special Events Coordinator
BOARD/COMMISSION REVIEW:
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BACKGROUND:
Several SECA policy items were discussed by the Commission throughout the application process. Staff is requesting direction on the items discussed.
DISCUSSION:
Standard process for event and/or project cancellations.
The Commission is asked to confirm the following cancellation process.
Applicants are required to submit a formal written notice of cancellation. This notice must be provided directly to City staff. Staff will email the formal written notice to the SECA Commission.
The written notice must include:
• A clear statement indicating the applicant’s intent to cancel the approved event and/or project.
• A detailed explanation of the reasons for the cancellation.
• Any relevant supporting information that may assist the Commission in understanding the circumstances leading to the cancellation.
The Commission is asked to clarify: What is the appropriate timeline for submitting cancellation notices when SECA allocations are approved by City Council in January?
Reimbursement Timeline
The SECA Agreement (2025 version) provides guidance related to reimbursement eligibility and payment procedures. Section 1(C) of the agreement outlines the provisions specific to first-time SECA allocation recipients, including the limited circumstances under which advance funds may be issued. Additionally, the SECA Workshop Presentation (Slide 6) reiterates that reimbursement requests may only be submitted after an event has taken place.
The Commission is asked to formally review and clarify the current reimbursement policy, particularly the requirement that organizations cannot submit receipts for reimbursement until the event is fully completed.
Several organizations have expressed concern that this requirement creates a substantial financial burden, especially for smaller nonprofits initiatives. Many of these groups must pay significant upfront costs (such as equipment rentals, venue deposits, insurance, or production services) well in advance.
Strictly enforcing post-event reimbursement means that these organizations must have sufficient funds in reserve to cover these expenses independently, which is not always feasible.
The Commission is asked to consider the following issue as part of its review:
• A primary concern is the challenge of recovering advanced funds if an event is canceled-whether the cancellation is initiated by the organizer or caused by circumstances beyond their control (i.e inclement weather, a venue closure). This presents a risk to the City and complicates the decision of whether and when to allow exceptions to the reimbursement-only model.
The Commission is therefore requested to review the reimbursement timeline and determine whether the current policy should be clarified, revised, or accompanied by defined exceptions to support organizations that face significant financial barriers under the existing structure.
SECA Application Process: Questions and Answers Document
The Commission is requested to adhere to the following procedure:
All questions from Commissioners regarding any SECA applicant shall be submitted to the Special Events Coordinator, who will be responsible for compiling and forwarding the inquiries to the appropriate applicant. All Commissioner questions must be submitted to staff no later than Friday, October 30, 2026.
What is the difference between salary and artist fee/honorarium?
Currently, the SECA Policy and Procedures Manual for Applicants defines an artist fee/honorarium as a payment for an appearance or performance related to the specific event in the application. A salary is ongoing commitment to an employee and is prohibited.
The Commission is asked to review this definition and determine whether the current policy should be clarified or revised.