REPORT TO COUNCIL
SUBJECT
Title
Discussion and Consideration of an Appropriation for 2025 Sunnyvale Pride Event
Report
BACKGROUND
The Sunnyvale Presbyterian Church hosted a 2023 Sunnyvale Pride event on June 22, 2023, from 5 p.m. to 6:30 p.m. At the May 6, 2025, Sunnyvale City Council meeting the event organizer for Sunnyvale Presbyterian Church asked the Council to fund the organization’s 2025 Pride event during public comment. Councilmember Mehlinger acknowledged the request during the Council comment portion of the meeting and asked the Council to agendize and allocate $5,000 for the Pride event at the next City Council meeting. The City Council voted 6 in favor with one abstention.
EXISTING POLICY
Council Policy 7.2.4 Relationships with Outside Groups
POLICY PURPOSE: The intent of this policy is to identify the various types of support the City will provide to outside groups and/or independent organizations, as well as the circumstances under which support will be provided.
ENVIRONMENTAL
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
DISCUSSION
The Sunnyvale Presbyterian Church submitted a special event application (Attachment 1) to host a 2025 Sunnyvale Pride event at Plaza del Sol on June 14, 2025. During the public comment portion of the May 6, 2025, City Council Meeting, the organization asked Council to appropriate $5,000 to cover event costs for this year’s event. The City’s normal process for funding events is through the Community Events and Neighborhood Grants Program (CENGP). The City is frequently unable to fully support all the grants that are requested, and typically partially funds the initial requests. The Sunnyvale Presbyterian Church did not apply for a Community Events and Neighborhood Grant Program grant and are not receiving any funds through that grant.
The City’s requirements for the Pride event are listed in the pre-event conditional letter (Attachment 2). Key City conditions include:
• Proof of Insurance (covered by City insurance if a City sponsored event)
• Proof of rental of a minimum of 2 portable toilets, 1 of which must be ADA compliant, and 1 hand washing station(s); Provide a generator for event power; Complete any required facility reservations, pay applicable fees, and/or obtain permits, which total approximately $816, of which $500 is refundable, for a net permitting cost of $316. This includes a waiver of the City’s application fee.
It is estimated that total City fees and conditions will be under $1,000.
The Sunnyvale Presbyterian Church is requesting a fund appropriation due to their non-profit status and event costs. The organization will not charge an entrance fee or do any fundraising during the event. The event application does note that they may request that attendees voluntarily contribute to cover entertainment costs, which would apply if no City funds are appropriated to them.
If funding is approved for Sunnyvale Presbyterian Church’s Pride Event on June 14, 2025, that appropriation should be contingent on the organization meeting the conditions required by the City in the special event permit and using City funds only for activities outlined in the application, including, but not limited to, permit fees and associated fees, and entertainment. If up to $5,000 is approved, the event conditions fees will be deducted from the allocated amount; then the rest of the expenses will be through reimbursement of receipts for actual expenses incurred, not to exceed the City Council allocated amount.
FISCAL IMPACT
Sufficient budget is available in the General Fund under Project 829630 - Council Set Aside, which would be an appropriate funding source for this purpose.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
ALTERNATIVES
1. Approve Appropriation of up to $5,000 in Council Set-Aside Funds for the Sunnyvale Presbyterian Church’s 2025 Sunnyvale Pride Event, on a reimbursement basis.
2. Approve Appropriation of Council Set-Aside Funds in the amount of City fees for the event for the Sunnyvale Presbyterian Church’s 2025 Sunnyvale Pride Event.
3. Take no action.
4. Take other action, as determined by Council.
RECOMMENDATION
Recommendation
There is no staff recommendation. This report was prepared for Council discussion at Council’s request.
Staff
Prepared by: Laura Jammal, Management Analyst, Library and Recreation Services
Reviewed by: Jesus Raygoza, Superintendent of Recreation Services
Reviewed by: Michelle Perera, Director, Library and Recreation Services
Reviewed by: Matt Paulin, Director, Finance
Reviewed by: Ava Fanucchi, Interim Director, Public Safety
Reviewed by: Trudi Ryan, Director, Community Development
Reviewed by: Chip Taylor, Director, Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
_X_ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
ATTACHMENTS
1. Sunnyvale Presbyterian Church Sunnyvale Pride 2025 Special Event Application
2. Sunnyvale Presbyterian Church Sunnyvale Pride 2025 Pre-Event Conditional Letter