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:
N/A
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 requir...
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