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Title:
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Approve for Introduction Ordinance No. 4335 of the City of Huntington Beach Deleting Chapter 2.106 of the Huntington Beach Municipal Code and Dissolving the Huntington Beach Independence Day Board
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REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Travis Hopkins, City Manager
VIA: Ashley Wysocki, Director of Community & Library Services
PREPARED BY: Molly Uemura, Community & Library Services Manager
Subject:
title
Approve for Introduction Ordinance No. 4335 of the City of Huntington Beach Deleting Chapter 2.106 of the Huntington Beach Municipal Code and Dissolving the Huntington Beach Independence Day Board
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Statement of Issue:
City Council is asked to introduce for adoption Ordinance No. 4335 of the City of Huntington Beach deleting Chapter 2.106 of the Huntington Beach Municipal Code and dissolving the Huntington Beach Independence Day Board.
An Independence Day task force will be formed that will include current Independence Day Board members and new volunteers to lead fundraising and volunteer efforts. This structure encourages greater community involvement, collaboration, and flexibility, while allowing all members to participate together in planning and event activities without the restrictions of subcommittees under the Brown Act.
Financial Impact:
Not applicable.
Recommended Action:
recommendation
Approve for introduction Ordinance No. 4335, "An Ordinance of the City of Huntington Beach deleting Chapter 2.106 of the Huntington Beach Municipal Code and Dissolving the Huntington Beach Independence Day Board."
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Alternative Action(s):
Do not approve the recommended action and direct staff accordingly.
Analysis:
The Independence Day Board (IDB) was established in 1983. Per Huntington Beach Municipal Code (HBMC) Chapter 2.106, the IDB is an advisory body to the City Council, implementing policy as set by the City Council. The IDB shall work with staff and volunteers to assist in coordinating the City's annual Fourth of July parade and celebration.
When the IDB was originally established, board members were fully responsible for planning and executing the City's annual Independence Day events with the support from Community Services staff. The IDB would provide recommendations to the City Council regarding event policies and procedures, logistics, and annual budgets. The IDB was solely responsible for soliciting event sponsorships and donations while Community Services staff processed invoices, purchase orders, facilitated meetings and prepared minutes.
In August of 2020, the City of Huntington Beach released a Request for Proposals (RFP) to solicit a qualified event management firm (Contractor) to assume the responsibility for the planning and execution of the City's Independence Day event. Under the new model, the City would pay a predetermined management fee to the Contractor, who would then be responsible for the financials of the event, including soliciting donations and sponsorships, booking service providers and event vendors, and processing all invoices. The function of the IDB transitioned at this time, with the main role of the IDB evolving to supporting the event contractor, soliciting community sponsorships, and providing invaluable volunteer hours to support event operations throughout the week of events. The Contractor works closely with City staff to implement all event policies and procedures, approve annual budgets, and confirm event logistics, thereby eliminating the need for the IDB to serve in an advisory capacity to City Council.
Since the IDB's role has shifted from a Council Advisory Board to event volunteerism and support, staff is recommending the introduction for adoption of Ordinance No. 4335 of the City of Huntington Beach deleting Chapter 2.106 of the HBMC and dissolving the Independence Day Board.
Annually, staff will establish a task force for the Independence Day event, inviting existing IDB members to participate in the new task force. The task force will focus on fundraising and volunteerism for the Independence Day event. The new format expands opportunities for increased community involvement and collaboration between all members on projects rather than dividing projects into sub-committees, as required by the Brown Act. The task force will allow all members to be present and volunteer together during the Independence Day events and provide more flexibility for ongoing planning meetings.
Environmental Status:
Administrative Item - Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. Ordinance No. 4335 of the City of Huntington Beach Deleting Chapter 2.106 of the HBMC and Dissolving the Huntington Beach Independence Day Board
2. Huntington Beach Municipal Code 2.106 Legislative Draft