CC Resolution 13284 - Downtown Special Event Fee Waiver Policy Amendments RESOLUTION NO. 13284
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL •
AMENDING THE DOWNTOWN SPECIAL EVENTS FEE WAIVER POLICY
TO INCREASE THE MAXIMUM FEE WAIVER ALLOWED FOR SPECIFIED
ORGANIZAITONS FROM 25% TO 30% AND
REMOVE THE $100,000 LIMIT ON NET REVENUE AN EVENT CAN GENERATE AND
REMAIN ELIGIBLE FOR A FEE WAIVER.
WHEREAS, on April 15, 2025, City of Campbell (City) staff presented to the City Council
an overview of the City's Downtown Special Event Fee Waiver Policy (Fee Waiver Policy)
as well as a comprehensive summary of how eleven other cities in the County of Santa
Clara administer their special event programs, the permits tied to those programs, and the
fees for-those permits; and
WHEREAS, the City Council reviewed the Fee Waiver Policy, specifically as it relates to
both the maximum 25% fee waiver allowed for specified applicants, and the limit on the
amount a special event could generate and still be eligible for a fee waiver; and
WHEREAS, the City Council also recognized the importance of fee waiver applicants
complying with the Fee Waiver Policy by submitting their requests 120 days prior to the
event for which they were seeking a permit, and the importance of fee waiver recipients
acknowledging the City's contribution to the event in all their printed and marketing
materials for the event; and
WHEREAS, the City Council directed staff to return to the City Council with an
amendment to the Fee Waiver Policy increasing the maximum fee waiver amount for non-
profit organizations holding fundraising events in Downtown Campbell that are open to
the public, free of charge, and are a benefit to the City from 25% to 30%; and
WHEREAS, the City Council also directed staff to return to the City Council with an
amendment to the Fee Waiver Policy removing the $100,000 limit on net revenue an
event could generate to remain eligible for a fee waiver; and
WHEREAS, the City Council also emphasized, and made no change to, the requirement
for the fee waiver request to be submitted to the City 120 days prior to the event, and the
requirement that the fee waiver recipients acknowledge the City's contribution in their
event materials;
NOW, THEREFORE, BE IT RESOLVED that the City's Downtown Special Event Fee
Waiver Policy is hereby amended to (a) increase the maximum fee waiver allowed for
non-profit organizations holding fundraising events in Downtown Campbell that are free of
charge, open to the public, and a benefit to the City, from 25% to 30%; and (b) remove
the $100,000 limit on net revenue an event can generate and remain eligible for a fee
waiver, as reflected in the updated Fee Waiver Policy attached hereto and made a part
hereof.
PASSED AND ADOPTED this 6th day of May 2025 by the following roll call vote:
AYES: Councilmembers: Bybee, Hines, Scozzola, Furtado
NOES: Councilmembers: None _
ABSENT: Councilmembers: Lopez
APPROVED:
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Dan Furtado, Vice Mayor
ATTEST:
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Andrea San rs, City Clerk
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Downtown Special Event
Fee Waiver Policy
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FOR THE
CITY OF CAMPBELL
70 N FIRST STREET
CAMPBELL, CA 95008
TELEPHONE: (408) 866-2100
EMAIL: cmoffice@campbellca.gov
Office Hours
8:00 a.m.—5:00 p.m. Monday - Friday
Revisions Adopted 4/15/25
TABLE OF CONTENTS
I. PURPOSE 2
II. PROCESS 2
III. APPLICATION REQUIREMENTS 3
IV. FEE WAIVER REVIEW 3
V. ORGANIZATIONAL ELIGIBILITY CRITERIA 3
CITY OF CAMPBELL FEE WAIVER PROGRAM
The City Council recognizes the importance of providing monetary and other City support for community
festivals, parades and celebrations that are held for the general economic benefit of the City's business
community, cultural enrichment and/or promotion of the City of Campbell. In order to expand the access of
all its residents to a wide range of cultural experiences, the City of Campbell provides a limited number of
Downtown Special Event Fee Waivers to eligible nonprofit organizations in support of their events.
I. PURPOSE
A request for a Downtown Special Event Fee Waiver ("fee waiver") may be considered by the City upon an
eligible non-profit organization("organization")filing with the City,by the established deadlines,both a letter
of fee waiver request and the Downtown Special Event Application ("application") required by the City
Council's Downtown Special Event Policy. . Costs for all events, other than those fees waived by the City
Council, shall be borne by the organization and are due and payable in accordance with the Downtown Special
Event Policy.
II.PROCESS
Only events previously approved by the City Council are eligible to apply for a fee waiver (events must be
held at least once before being considered for a fee waiver). Incomplete applications will not be considered.
Organizations must meet the eligibility criteria stated in both the Downtown Special Event Policy and in this
policy. Any applications received less than 120 days in advance of the desired event date will not be considered
for a waiver of fees.
All new applications that include a fee waiver request must be completed and submitted to the City no later
than January 31 for events occurring during the following fiscal year (July 1st through June 30th) so that they
can be included in the City's annual budget preparation.
The level of fee waivers will be established by the City Council bi-annually. The Council will establish one
level of fee waivers for community spirit events (non-fundraising) and a separate level for fundraising events.
Fee Waiver Level
Existing Community Spirit Events including the Bunnies and Bonnets Parade, Carol of Lights, and Creepy
Crawly Halloween, which are non-alcoholic and non-fundraising events: 100% of fees waived& 100% of
staff costs waived.
Previously Approved Fundraising Events: 30%of fees waived& 30%of staff costs waived.
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III. APPLICATION REOUIREMENTS
Each applicant will be required to submit:
1) A completed application along with all required attachments.
2) A letter addressed to the City Council requesting a fee waiver.The letter must indicate the event's dates
and times, the local office/headquarters of the organization, its purpose/mission, the purpose of the
event,how the organization benefits the Campbell community, and a description of the organization's
financial need.
For an application to be accepted it must be complete and include all the above attachments. Incomplete
applications will be returned to the organization. The organization will then have five (5) working days to
resubmit all required application materials.
IV. FEE WAIVER REVIEW
Once an application that includes a few waiver request is accepted, City staff will review it for completeness
and approval,pending a determination of compliance with both the Downtown Special Event Policy and with
this policy.
All new applications and fee waiver requests must be approved by the City Council. City staff will inform the
organization of the date and time at which the Council will review the application and fee waiver request. The
organization should be present at this meeting to respond to questions.
V. ORGANIZATIONAL ELIGIBILITY CRITERIA
1. The City will not grant fee waivers to, or in aid of, any religious sect, church, creed or sectarian purpose.
2. Only not for profit organizations may conduct events solely or primarily as fund-raisers and be eligible
for fee waivers.
3. To be eligible for a fee waiver the event must have been held the prior year.New events are required to
be held at least once before they will be considered for a fee waiver.
4. Events must be open to the public and free of charge.
5. Organizations holding fundraising events must provide a benefit or contribution to Campbell. The
organization raising the funds must primarily serve Campbell residents or businesses or contribute the
majority of the funds raised to City of Campbell programs or services (based on financial statements from
the prior year's event).
6. Subject to the above stipulations, in order to be eligible for a City fee waiver, the sponsoring organization
must meet the following prerequisites:
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a. Must submit a letter of fee waiver request by the 120-day deadline.
b. Must submit the event application and all required attachments by the 120-day deadline.
c. Must submit proof of non-profit status.
d. Must have been in active service to the public for at least one year prior to the date of application.
e. Must provide services to the citizens of Campbell.
f. Must have no outstanding debts payable to the City of Campbell.
g. Must demonstrate the ability to produce a well-planned, safe event.
7. The sponsoring organization must also agree to do the following:
a. Obtain all required permits, clearances, insurance and event authorization in a timely manner, in
cooperation with the City.
b. Acknowledge the support of the City of Campbell where appropriate, and to include on all printed
information and advertising related to the event for which fees were waived the following:
"This program has been made possible, in part, thorough assistance from the City of
Campbell"
8. Preference will be given to organizations that are:
a. Holding an event that is of a citywide nature expected, or demonstrating an ability, to draw a
crowd of at least 500.
b. Planning an event that benefits or enhances the general economic condition of the City's business
community;provides cultural enrichment and/or promotion of the City of Campbell.
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