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B. Eugene Celebration Management Proposal <br /> <br />City Manager Jim Johnson reviewed council actions which had led to issuance of a Request for <br />Proposals (RFP) for the management of the Eugene Celebration. He explained that the <br />response of Eugene Downtown Inc., (DEl) was the only proposal received and that it appeared to <br />respond well to council requests contained in the RFP. <br /> <br />Mr. Johnson reviewed City financial support requests included in the proposal, as follows: <br /> <br /> · Six months of support for the position of Special Events Manager ($28,787). <br /> <br /> · The cost of funding the services by Police and Public Works Departments <br /> ($34,500). <br /> <br /> · A one-time grant based on a $1 :$1 match of 1998 sponsorships (maximum of <br /> $150,000). <br /> <br />Mr. Johnson reported that staff recommended that Transient Room Tax (TRT) revenue (not <br />General Fund Contingency resources) be used to continue the employment of the Special Events <br />Manager. He said there was adequate excess in the TRT and that Chapter 236.610ff of the <br />Oregon Revised Statutes (ORS) would affect the transfer of a City employee to a non-public <br />agency. <br /> <br />Mr. Johnson reported that staff recommended that TRT revenue also be used to fund the <br />matching grant proposal. He said the matching program should include only cash sponsorship <br />contributions, not in-kind services. He explained the staff recommendation that the TRT <br />advanced funds be reimbursed over as many years as it takes, until the full amount is repaid, as <br />follows: <br /> <br /> · First, a working capital fund of $250,000 for the next event would be created. <br /> <br /> · Second, 25 percent of revenue in excess of expenditures remaining after creation <br /> of the working capital fund would be used to repay the City's share of the first year <br /> matching grant. <br /> <br /> · Third, revenue in excess of expenditures remaining after creation of the working <br /> capital fund and the proposed repayment of the matching grant would be <br /> reinvested in additional downtown events and for community projects. <br /> <br />Mr. Johnson reported that staff recommended that the City contribute a maximum of $34,500 <br />toward the cost of Public Works and Police personnel assigned during the Eugene Celebration <br />weekend for the 1998 and 1999 Eugene Celebrations only and that fees for using City-owned <br />property to stage the Eugene Celebration be waived for a period of three years. <br /> <br />Mr. Johnson reported that a representative from the Nike World Masters Games had stated that <br />no agreement had yet been reached for the event to sponsor a downtown party, as might be <br />implied from the response of DEl to the RFP. <br /> <br />Mr. Meisner said that he appreciated the work of staff and the proposal submitted by DEl. He <br />determined that TRT loans were recommended to be without interest and that contracts written <br /> <br />MINUTES--Eugene City Council April 29, 1998 Page 2 <br />11:30 a.m. <br /> <br /> <br />