Loading...
HomeMy WebLinkAboutReso 2026-168RESOLUTION NO. 2026-168 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA REVISING AND RENAMING COUNCIL POLICY 102-07 CITY OF CHULA VISTA SPECIAL EVENTS POLICY WHEREAS, City Council policies are the official description of a City procedure, policy, or practice; and WHEREAS, the City of Chula Vista is actively engaged in establishing and supporting events that attract residents and visitors; and WHEREAS, it is the City of Chula Vista’s goal to enhance the vitality, quality of life, and economic prosperity of Chula Vista through the support of special events within the city; and WHEREAS, City Council first adopted City Council Policy 120-07 City of Chula Vista Special Event Sponsorship and Endorsement Policy on May 5, 2015; and WHEREAS, the number, size, and complexity of special events held within the City have continued to expand and evolve since the policy's adoption; and WHEREAS, on July 28, 2026, the City Council provided direction to staff to update Council Policy 102-07 to expand the categories of special events recognized under the policy and to make other associated modifications. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that it approves the revised and renamed Council Policy 102-07, City of Chula Vista Special Events Policy, attached hereto as Exhibit 1, in the form presented, with such minor modifications as may be required or approved by the City Attorney. BE IT FURTHER RESOLVED that Council Policy 270-01, Donations to the City, does not apply to donations and contributions solicited or accepted under Council Policy 120-07. BE IT FURTHER RESOLVED that Council Policy 102-07, as revised, shall become effective immediately upon adoption of this Resolution, except that the provisions governing Signature and Civic Event roles and responsibilities shall become effective October 1, 2026, to allow staff sufficient time to transition existing events and make necessary operational arrangements under the updated policy. Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA Resolution No. 2026-168 Page No. 2 Presented by Approved as to form by Courtney Chase Marco A. Verdugo Deputy City Manager City Attorney PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista, California, this 11th day of August 2026, by the following vote: AYES: Councilmembers: Chavez, Fernandez, and Inzunza NAYS: Councilmembers: McCann ABSENT: Councilmembers: Preciado John McCann, Mayor ATTEST: Kerry K. Bigelow, MMC, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) CITY OF CHULA VISTA ) I, Kerry K. Bigelow, City Clerk of Chula Vista, California, do hereby certify that the foregoing Resolution No. 2026-168 was duly passed, approved, and adopted by the City Council at a regular meeting of the Chula Vista City Council held on the 11th day of August 2026. Executed this 11th day of August 2026. Kerry K. Bigelow, MMC, City Clerk Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: I. BACKGROUND The City of Chula Vista is committed to providing and contributing to the success of special events that promote Chula Vista and attract residents and visitors. It is the City of Chula Vista’s intent to further promote events that contribute to community engagement, economic vitality, cultural expression, and civic pride. Establishing this policy informs staff, event organizers, elected officials, and the public regarding how and why the City participates in special events, and ensures that City resources are allocated consistently, transparently, and in a manner that reflects City Council priorities. II. PURPOSE The purpose of this policy is to establish a consistent framework for the City of Chula Vista's involvement in special events held within, and in limited circumstances outside, the City. It defines categories of City involvement, establishes approval authority and funding parameters for each category, and provides direction on the use of the City’s resources, name, and logo in connection with special events. This policy is intended to improve consistency, transparency, resource planning, risk management, and alignment with City Council priorities across the full range of events the City supports, hosts, or recognizes. This policy demonstrates the Council’s commitment to conducting and supporting activities that enhance and celebrate our vibrant community and provides guidance for staff and event planners as to the process for collaborating with the City on special events. III. POLICY Event Categories Special events in which the City provides funding, staff resources, use of the City name or logo, formal recognition, or a permit shall be classified into one of the following eight categories. Category assignment determines the applicable approval authority, funding parameters, and permissible use of the City name Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: and logo. A list of reoccurring Signature and Civic events can be found in Attachment 1 of this policy. City funding may be supplemented by donations. • Signature - City-owned, City-produced flagship events funded primarily through City controlled funds to highlight Chula Vista’s cultural identity and community engagement priorities. Requires City Council designation by majority vote or 4/5 vote if new appropriations are required (per the standard budget amendment process). • Civic - City-led or coordinated events funded primarily through City controlled funds to support civic functions, public recognition, or intergovernmental partnerships. • Department - Events produced independently by City departments, through the City Manager’s Office, to support departmental missions or programs. Departments plan, staff, fund, and brand these events using approved logos. • Partnered - Events collaboratively planned, funded, and delivered by the City and one or more external organizations through a shared commitment of resources, responsibilities, and decision- making. Partnered Events advance a mutually beneficial public purpose that aligns with the City’s strategic priorities and the partner organization’s mission. • Sponsored - Externally produced events that provide community benefit and may receive up to $10,000 in City financial support at the discretion of the City Manager. Support in excess of $10,000 may be authorized at the discretion of the City Council. The City does not manage operations or planning. • Supported - Externally produced events that may receive limited in-kind City services or logistical assistance, based on staff availability and City resource capacity. • Endorsed Events - Externally produced and funded events that receive formal City recognition only—no financial, staff, or operational support. May receive proclamations or letters of support. • Permitted - Events requiring a City-issued permit to occur on public property or within the public right of way. Receiving a permit does not constitute sponsorship or support. Event organizers are responsible for compliance with codes, safety requirements, insurance, and operations. Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: General Provisions • Use of City Name or Logo - All use of the City name and logo in connection with a special event is subject to Council Policy 100-01, City Identification Program: Use of Seal and Logo, including the requirement that the Logo not be altered and that all proposed uses receive prior approval from the City Manager or their designee before printing/dissemination. • Events Outside City Limits - Partnered, Sponsored, Supported, and Endorsed Events, as defined above, may take place outside the geographic boundaries of the City of Chula Vista, provided the event otherwise meets the applicable category criteria and public purpose requirement of this policy. • Public Purpose Requirement - Consistent with California law, City funds, staff time, and resources may be committed to a special event under this policy only where a valid public purpose exists. A valid public purpose exists where the expenditure serves a direct, legitimate public purpose such as informing residents, promoting civic engagement, or supporting economic development. • Donations and Behested Payments - Council Policy 270-01, Donations to the City, does not apply to donations and contributions solicited or accepted under this policy. City staff may directly solicit donations and contributions. Solicitation of a donation or contribution by an elected official is not encouraged, however, an elected official may solicit a donation or contribution for an event under this policy, provided that a FPPC Behested Payment Report Form is completed, as required by law, and submitted to the Finance Department at the same time they turn in the donated funds to be deposited. Submission of a Behested Payment Report Form to the Finance Department does not replace disclosure or reporting obligations that may otherwise apply under state law. • Insurance and Risk Management - For each event under this policy, the City Manager's Office, in consultation with the City's risk management office, shall evaluate whether additional insurance, indemnification, or other risk mitigation measures are required based on the nature, scale, location, and activities of the event. Signature Events A request to have the City designate an event as Signature event must undergo review to determine its relevance and appropriateness to the City’s special event purpose. The City Council will review the merits of the requested Signature Event to determine whether the event fits the overall conditions of a signature Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: event. The City reserves the right to reject or condition its involvement at its sole discretion, subject to applicable local, state and federal laws. By majority vote, the City Council may add Signature events that are brought forth by a City Councilmember. In addition, to be considered, a request should be made at least six months prior to the actual date of the event. Signature events are major public events that attract large numbers of visitors and community participants and generate significant, documented levels of financial and/or promotional return to the City. Budget for Signature Events The City Manager’s proposed budget shall provide a recommended level of funding for special events based on the criteria noted above. These funds will be used to primarily underwrite signature events for the upcoming fiscal year. Event expenses and donations will be accounted for by event in the City’s financial system. Roles and Responsibilities City Council - Designates Signature Events; approves Sponsored Event funding in excess of $10,000; and appropriate funds. The City Manager or designee - Responsible for overall City special event coordination, staff support and the budget management; administers this policy; maintains operational control of all Signature and Civic events; classifies events into the appropriate category; approves Department, Partnered, Sponsored (up to $10,000), Endorsed Supported and Permitted Events consistent with this policy; approves use of the City name or logo consistent with Council Policy 100-01. The City Manager may contract with outside professional event coordinators to provide planning and logistics support. The cost of the outside professional events coordinator shall be included in the budget for each event. If the outside events coordinator is under City contract, they will be retained and managed by the City Manager or their designee. Sponsoring or Requesting Department - At least three months prior to the event, will be responsible for Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: developing a budget, creating a detailed logistical plan, and coordinating with the City Manager's Office and Office of Communications for preapproval of communications plans, branding and category classification. Event Organizer (external) – Under the direction of the City Manager, or designee, the event organizer will be responsible for compliance with all applicable codes, safety requirements, and insurance requirements, and for operational management of the event, except where the City has assumed operational responsibility under the Signature, Civic, Department, or Partnered Event categories. Partnered, Supported and Endorsed Events A request to have the City partner, support or endorse an event must undergo review to determine its relevance and appropriateness to the City’s special events purpose. The City will review the merits of the requested endorsement, keeping in mind the criteria listed above, to determine whether the event fits the overall conditions of a partnered, supported or endorsed event. The City reserves the right to reject or condition its involvement at its sole discretion, subject to applicable local, state and federal laws. At their discretion the City Manager or their designee may partner, support, or endorse a special events that fall into one of the following categories: • Sponsored by governmental, educational and community service institutions. • Sponsored by organizations that support the City of Chula Vista’s operations (such as the Friends of the Library, Fire Fighters Foundation, Friends of Chula Vista Parks and Recreation, Police Activity League). Related to a non-profit that benefits those that live, work or play in Chula Vista.In addition, to be considered by the City, an event applicant should request partnership, sponsorship or endorsement at least three months prior to the actual date of the event. If an event does not fit into one of the above event categories, the event can be proposed for consideration by the City Council. A majority of the City Council must vote to “Partner”, “Support” or “Endorse” a special event. Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: HISTORY 05/05/2015 Adoption 2015-099 08/11/2026 Adoption 2026-168 Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA CITY COUNCIL POLICIES POLICY NAME:POLICY NUMBER: Effective Date: Last Revised Date: Status:Page: ATTACHMENT 1 EVENTS April South Bay Earth Day July Fourth Fest August HarborFest September ArtFest September El Grito December Starlight Parade & Festival LIST OF REOCCURING CIVIC EVENTS MONTH NAME OF EVENT Docusign Envelope ID: 9CCBF623-DB3C-8FEC-81FC-A5E5020EA7AA