RECOMMENDATION(S): (CONT'D)
Asian American and Native Hawaiian/Pacific Islander (AANHPI) Heritage Celebration
2. APPROVE and AUTHORIZE County Department Heads to donate, and those County Department Heads who are serving as Event Committee Chairpersons to accept, voluntary contributions, including outside donations for the event in compliance with Administrative Bulletin 117.
3. DIRECT the County Administrator to establish an Administrative Bulletin operationalizing this Board policy for use by County staff committees charged with coordinating each authorized event and delegate authority to the County Administrator to increase the maximum expenditure rate per event cited in No. 1 above, from time-to-time, during the annual budget development process.
FISCAL IMPACT:
Up to $6,500 per event, 100% General Fund. Event costs can be covered by a combination of private donations, various County special revenue funds and the County General Fund. To maintain equity, each event will be authorized a budget of $6,500, regardless of funding source.
BACKGROUND:
The Board of Supervisors has for many years scheduled and hosted annual public celebrations for special events including the Dr. Martin Luther King, Jr. Commemorative Celebration, the Cesar Chavez Commemorative Celebration, and the Veterans Day Recognition, and the newly celebrated Asian American and Native Hawaiian/Pacific Islander (AANHPI) Heritage Celebration.
The County Administrator convenes committees of staff volunteers to plan and organize these events. These committees are chaired by Department Heads, who coordinate the planning effort and commitment of County and private resources. Expenses associated with these events generally include promotional posters, food, decorations, keynote speakers, music, and custodial (set-up and clean-up) services, and typically do not exceed $6,500 per event. Authorization is requested for those County Department Heads who are acting as Committee Chairs to accept voluntary department appropriations and private donations towards these event, and for the Auditor-Controller to pay such expenses authorized by the designated Department Head/Acting Committee Chair in compliance with Administrative Bulletin 117.
Today’s action reaffirms the Board’s commitment to hosting commemorative celebrations and increases the authorized amount per celebration from $5,000 to $6,500. In addition, the County Administrator is directed to codify this policy into an Administrative Bulletin for dissemination to County employees and is further delegated authority to increase the maximum budget per event in an effort to maintain the same purchasing power in future years during the annual budget development process.
This Board Order supersedes prior authority granted under Agenda Item C.56 approved by the Board on March 15, 2016.
CONSEQUENCE OF NEGATIVE ACTION:
The Department Head/Acting Committee Chair for these events will not be able to secure items for the events, and the Auditor Controller will not be able to pay expenses incurred by these annual special events authorized by the Board of Supervisors.