Res 08-538
RESOLUTION NO. .08-538
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
FEDERAL WAY, WASHINGTON, ADOPllNG A SPONSORSHIP
POLICY.
WHEREAS, Federal Way is built on a foundation of active community involvement,
volunteerism, and civic engagement; and
WHEREAS, there are many civic and service groups, organizations, and agencies who
contribute to the community by: Caring for the poor, the infirm, the youth, and the aging in the
community; Strengthening the community's youth and families; Preserving the community's values
and cultural heritage; Enhancing the community's economic wellbeing; and Promoting the
community's understanding of and participation in civic affairs; and
WHEREAS, the City wishes to foster these groups, organizations, and agencies and assist in
their fundraising efforts when the results provide a significant community benefit; and
WHEREAS, such assistance may be provided through mutually beneficial sponsorships, and
free or reduced-fee space including associated services/equipment; and
WHEREAS, the City Council deems it is advisable and necessary to provide a written policy
to allow a better, more regular, and open process to grant sponsorships.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
HEREBY RESOLVES AS FOLLOWS:
Section 1. Sponsorship Policy. The City of Federal Way hereby adopts the Sponsorship
Policy as attached hereto, identified as Exhibit A and hereby incorporated in full by this reference.
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Section 2. Ad1ustment. Unless otherwise specified, the City Manager is authorized to make
minor adjustments to the policy to improve its administration and applicability.
Section 4. Severability. If any section, sentence, clause or phrase ofthis resolution should be
held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this resolution.
Section 5. Corrections. The City Clerk and/or authors of this resolution are authorized to
make necessary corrections to this resolution including, but not limited to, the correction of
scrivener/clerical errors, references, resolution numbering, section/subsection numbers and any
references thereto.
Section 6. Ratification. Any act consistent with the authority and prior to the effective date
of this resolution is hereby ratified and affirmed.
Section 7. Effective Date. The policy adopted by this resolution shall be effective January 1,
2009. An act consistent with the authority and prior to the effective date ofthe resolution is hereby
ratified and affirmed.
[signature page follows]
Resolution No. 08-538
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RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON this 2nd day of December, 2008.
CITY OF FEDERAL WAY
ATTEST:
c
APPROVED AS TO FORM:
1~~
CITY ATTORNEY, PATRICIA A. RICHARDSON
FILED WITH THE CITY CLERK: 11-25-2008
PASSED BY THE CITY COUNCIL 12-2-2008
RESOLUTION NO.: 08-538
Resolution No. 08-538 Page 3 of 5
CITY SPONSORSHIP POLICIES AND PROCEDURES
Adopted 12-2-2008 by Resolution No. 08-538
Effective Date 1-1-2009
Summary of Key Elements:
1) Both cash sponsorships, and free or reduced-fee space including associated
services/equipment (utilities, etc). (City donation of other in-kind services will be
evaluated separately).
2) Departments are made whole.
3) CM to pay sponsorship costs under a council established cap.
4) Council to make decision on exceptions.
5) Does not apply to "contract for service", grants, or other support provided by Human
Services, Arts, Lodging Tax or other designated funds.
Purpose and Background
The Federal Way community is built on the foundation of active community involvement,
volunteerism, and civic engagement. There are many civic and service groups, organizations, and
agencies who contribute to the community by:
· Caring for the poor, the infirm, the youth, and the aging in the community;
· Strengthening the community's youth and families;
· Preserving the community's values and cultural heritage;
· Enhancing the community's economic wellbeing; and
· Promoting the community's understanding of and participation in civic affairs.
The City wishes to foster these groups, organizations, and agencies and assist in their fundraising
efforts when the results provide a significant community benefit. Such assistance may be provided
through mutually beneficial sponsorships, and free or reduced-fee space including associated
services/equipment.
Funding Level
The City Council hereby authorizes the City Manager to use Contingency Fund for City
sponsorship not to exceed $30,000 per year. The City Manager is authorized to use this fund to
cover costs incurred for revenue losses to revenue generating facilities for free or reduced-fee space
and associated services/equipment, and/or to provide out-right financial sponsorship when there
are tangible returns to such financial sponsorship such as public acknowledgement.
· Cash sponsorship is limited to up to $2,500 per civic/service organization per year.
· Free or reduced-fee space rental is subject to a limit of $1,500 annually per organization. The
value of the space will be based on the applicable rate the civic/service organization would have
been required to pay. The organization may be required to pay basic janitorial staff time and
actual clean up costs.
This guideline/policy should govern sponsorship requiring City General Fund support only. It does
not include those designated, special purpose funds, including those amounts set aside in the
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General Fund for designated purposes. Further, these sponsorships are not in lieu of special
contract for services grants made available under the City's Human Service, Arts Commission, and
Lodging Tax Advisory Committee programs. Requests for sponsorship beyond the above funding
guidelines should be approved by the City Council.
Eligible Organizations:
An eligible organization is a service or civic organization that is located in or has an office in
Federal Way or its Potential Annexation Area (PAA), or an organization that includes
Federal Way as part of its service area.
Eligible Events:
An eligible event/activity is one where the City can participate in providing public
information about City services (vs. just logo display) or when the net proceeds from such
event/activity benefit the poor or infirm in Federal Way and its P AA.
Sponsorship Procedures:
1. The City Manager will establish a review procedure for requests
2. Requestors will complete the attached Sponsorship Request Form and return it to the
City Manager's office by the date indicated above for the applicable time period in which
the event will be held. The Request Form asks for the following information:
a. The name, date, location, anticipated attendance, purpose and description of the
event;
b. How this event will benefit Federal Way residents;
c. What specific sponsorship assistance is requested from the City;
d. A list of other requested funders and the requested and committed levels;
e. A description of how City's sponsorship will be recognized and if applicable, the
market value of such publicity.
3. The City Manager or designee will review request forms and determine sponsorship
based on the following criteria:
a. Funding availability
b. Community support for/participation at the event
c. Applicants' need for City funding
d. People served are those most in need in the community
e. If applicable, publicity/marketing value to the city
4. Funding will be allocated based on the City's experience of demands for each particular
time period.
5. For free and reduced-fee space requests, the City will transfer funds to the department
who incur the costs/revenue losses directly based on approved internal cost validation.
No payment will be made to the requestor.
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