RES 14-661RESOLUTION NO. 14 -661
A RESOLUTION of the City Council of the City of Federal Way,
Washington repealing Resolution No. 08 -538 and authorizing the
Mayor or Designee to administer the City's Sponsorship Policy.
WHEREAS, effective November 2010, the form of government changed to a Mayor- Council
form pursuant to RCW 35A.12, et seq.; and
WHEREAS, Resolution No. 08 -538 needs to be repealed because the position of city
manager no longer exists, and the Mayor is now the Chief Executive Officer of the City; and
WHEREAS, pursuant to RCW 35A.12.100, the City of Federal Way Mayor is authorized to
organize and regulate the internal affairs of the City of Federal Way; and
WHEREAS, the Mayor is authorized, pursuant to RCW 35A.12.100, to supervise the
administrative affairs of the City; and
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
Resolution No. 14 -661 Page 1 of 5
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.
Section 2. Authorization. Unless otherwise specified, the Mayor or designee is authorized to
administer this policy and to make necessary minor adjustments to the policy to improve its
administration and applicability.
Section 3. Severability. If any section, sentence, clause or phrase of this 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 4. Corrections. The City Clerk and the codifiers of this ordinance are authorized to
make necessary corrections to this ordinance including, but not limited to, the correction of
scrivener /clerical errors, references, ordinance numbering, section/subsection numbers and any
references thereto.
Section 5. Ratification. Any act consistent with the authority and prior to the effective date
of this resolution is hereby ratified and affirmed.
Section 6. Effective Date. This resolution shall be effective immediately upon passage by the
Federal Way City Council.
Resolution No. 14 -661 Page 2 of 5
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON this 201h day of May, 2014.
CITY OF FEDERAL WAY
ATTEST:
CITY CLERK, CAROL M NEILLY CMC
APPROVED AS TO FORM:
ATTORNEY, AMY JO PEARSALL
FILED WITH THE CITY CLERK:
5 -14 -2014
PASSED BY THE CITY COUNCIL:
5 -20 -2014
RESOLUTION NO.:
14 -661
Resolution No. 14 -661 Page 3 of 5
EXHIBIT A
CITY SPONSORSHIP POLICY
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 and supporting 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
The City Council hereby authorizes the Mayor or designee to use the Contingency Fund for City
sponsorship not to exceed $30,000 per year. The Mayor or designee 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 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.
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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 PAA.
Sponsorship Procedures:
1. The City will review sponsorship requests twice each year according to the following
schedule:
Sponsorship Review Schedule: Jan —June July — Dec
Submit Request Form November 15 May 15
Notification to Requestor December 15 June 15
2. Requestors will complete the attached Sponsorship Request Form and return it to the
Mayor'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 fenders 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 Mayor 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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