09-6672 Amend Purchaing Policy1
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RESOLUTION NUMBER 09-6672
A RESOLUTION AMENDING THE CITY OF SALINA PURCHASING POLICY BY
ESTABLISHING SECTION 6.5 SETTING FORTH POLICY AND PROCEDURES
REGULATING THE PROMOTION AND CO -PROMOTION OF EVENTS AT THE
BICENTENNIAL CENTER
WHEREAS, the Bicentennial Center is a valuable asset to the city of Salina, providing a
regional hospitality center for events that stimulate the Salina economy and enhance the quality of
life for the community and region, and;
WHEREAS, direct promotion and co -promotion of events is an important component in
fulfilling this mission; and
WHEREAS, the promotion and co -promotion of events is specifically recommended in the
adopted Bicentennial Center Business Plan; SO NOW THEREFORE,
BE IT RESOLVED by the Governing Body of the City of Salina, Kansas:
Section 1. That Section 6.5 of the City of Salina Purchasing Policy and Procedures be
established to read as follows:
"Section 6.5. Bicentennial Center—Promotion and Co -promotion of events
6.5.1 The City Manager or his designees are hereby authorized to expend funds for
such services and materials as may be necessary to promote and co -promote
events to be scheduled at the Bicentennial Center. Such expenditures shall be
deemed "routine" expenditures, and shall not be subject to the limits established
in Section 6.1 of the Salina Purchasing Policy and Procedures.
6.5.2 Financial obligations for promotion and co -promotion of events shall be incurred
only after a written assessment of the proposed event by staff has been
completed. The event assessment shall address event risks and the suitability of
the event for the venue and community, ticket pricing, potential ticket
sales/attendance, potential event revenues, anticipated expenses, ancillary and
supplemental revenue potential, scheduling and other factors as may be
determined to be relevant.
6.5.3 Upon completion of a promoted or co -promoted event, a written post -event
performance assessment shall be performed by staff. The post -event assessment
shall be used for comparative analysis to the pre -event assessment, taking into
consideration the same review factors.
6.5.4 Expenditures may be incurred for performer's fees, advertising, event personnel,
taxes and royalties, security, and other similar event -related items.
6.5.5 The amount to be expended for anyone event is limited to $100,000, without
prior authorization of the City Commission. The event fund shall be subject to
the City's annual financial audit.
6.5.6 Event revenues and expenditures shall be accounted for in an event fund.
General and subsidiary ledgers shall be maintained in sufficient detail to ensure a
post event profit and loss analysis for each event. Such analysis shall include an
accounting of all event revenues and all direct event costs.
Section 2. That this resolution shall be in full force and effect from and after its adoption.
Adopted by the Board of Commissioners and signed by the Mayor this 26th day of October,
2009.
(SEAL)
ATTEST:
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Lieu Ann Elsey, CM , City Clerk