CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Calendar Year 2023 SECA Grant Fund Program City Obligation allocations in the amount of $969,272
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DEPARTMENT: Community Services
SUBMITTED BY: Dawn Portner, Special Events Coordinator
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
A portion of the Special Events and Community Arts (SECA) Grant Fund Program is dedicated to obligations that must be funded in accordance with an ordinance, resolution, Intergovernmental Agreement, or in support of fund administration. In 2016, the City Council assumed review/allocation authority for these items and approved the SECA Commission recommendations to rename the category “City Obligations” and expand it to include the following recipients:
4th of July Fireworks and Shuttles Century Walk Maintenance
Carillion Maintenance Century Walk Public Art Program
DCM Purchase Reimbursement Grant Management Software
NDP Marketing Naperville Municipal Band
NCTV17 Event Coverage NCTV17 News
Riverwalk Maintenance Special Events Coordinator
Recent City Council Direction
On August 17, 2021, when the City Council approved the Calendar Year 2022 City Obligations allocations, it expressed concern regarding lack of financial oversight of the recipients and the need to examine the City’s processes and controls for all grantees.
The City Council directed staff to develop an application process for City Obligations recipients similar to that of discretionary funding applicants.
As such, staff created a City Obligations Application which must be submitted with the corresponding legislative document. The new application requires applicants to explain the community impact of the request and the organization’s SECA award history. The application also requires applicants to submit the most recently completed agency audit or annual financial statement, a detailed budget worksheet (provided by the City), Federal Form 990 (if required to file), and a Disclosure of Interest. Also new for City Obligations applicants is the requirement that invoices, receipts or canceled checks must be submitted in order to process reimbursement requests.
DISCUSSION:
The table below depicts the requests for Calendar Year 2023 (CY23) as well as a three-year award history. A brief excerpt from each application is also included for your reference.
CY23 SECA Grant Fund Program
City Obligations Allocation
|
Organization |
CY20 |
CY21 |
CY22 |
CY23 |
|
4th of July Fireworks - City Contribution |
20,000 |
20,000 |
20,000 |
40,000 |
|
4th of July Shuttle Busses |
29,000 |
30,000 |
30,000 |
0 |
|
DCM Purchase Reimbursement |
150,000 |
150,000 |
150,000 |
150,000 |
|
Carillon Maintenance |
106,795 |
108,397 |
110,023 |
111,673 |
|
Grant Management Software Maintenance |
7,100 |
7,600 |
6,775 |
7,000 |
|
Naperville Development Partnership |
175,000 |
175,000 |
175,000 |
175,000 |
|
Naperville Municipal Band |
153,615 |
155,403 |
151,451 |
149,766 |
|
NCTV17 - Community Event Coverage |
24,000 |
24,000 |
24,000 |
24,000 |
|
NCTV17 - Naperville News |
36,000 |
36,000 |
36,000 |
36,000 |
|
Riverwalk Maintenance |
177,956 |
180,625 |
183,334 |
186,085 |
|
Special Events Coordinator |
80,236 |
84,591 |
87,134 |
89,748 |
|
Total City Obligations |
1,009,702 |
1,020,991 |
1,123,717 |
969,272 |
4th of July Fireworks
Historically, the City has participated in a three-way financial contribution for the annual fireworks celebration with the event organizer and Naperville Park District. In 2022, the Park District assumed management of the fireworks contract and costs going forward will be shared with the City only. The funding for shuttle busses is being eliminated (discussed below) and one-third of the City’s allocation has been added to the fireworks celebration. At agenda publishing time, a date and cost for the 2023 event had yet to be finalized. As such, the City’s CY23 contribution is an estimate. Once a contract is executed this amount may be modified.
4th of July Shuttle Busses - eliminated
In 2020 the fireworks celebration was relocated to Frontier Sports Complex as a stand-alone event. Because Frontier Sports Complex, Neuqua Valley High School, and surrounding properties can accommodate parking for nearly 4,000 vehicles, shuttles are not needed. Staff will monitor the parking/traffic situation each year to evaluate reintroducing the shuttle component.
DCM Purchase Reimbursement
Capital fund payback of the purchase of the property located at 301 N. Washington.
Carillon Maintenance
Annual capital repair and necessary replacement.
Grant Management Software Maintenance
Annual maintenance costs for upgrades and fixes. Staff anticipates this will be the final funding year for the software and will transition to an in-house solution.
Naperville Development Partnership
Promotional activities, Dining Guide printing, and other marketing efforts.
Naperville Municipal Band
Annual performances and appearances.
NCTV17 Community Event Coverage
Production and equipment for covering community events.
NCTV17 Naperville News
Program, production, studio, equipment, and advertising.
Riverwalk Maintenance
Annual capital repair and replacements; routine maintenance is performed by the Naperville Park District.
Special Events Coordinator
Salary and benefits for SECA administration and special event coordination.
FISCAL IMPACT:
$969,272 will be allocated to City Obligations from the SECA Grant Program Fund.