PREPARED BY: MATT RODRIGUEZ DATE OF MEETING: 11/17/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION (1) ALLOCATING SUPPLEMENTAL FUNDING FOR FY 2025-26 ONE-TIME DISCRETIONARY SPECIAL EVENT SPONSORSHIPS IN THE AMOUNT OF $10,000 UNDER THE CITY COUNCIL DEPARTMENTAL BUDGET (FUND: #100-1110-44050); AND (2) FURTHER AUTHORIZING THE CITY MANAGER TO DEVELOP A NEW POLICY ON CITY COUNCIL SPECIAL EVENT SPONSORSHIP FUNDING BEFORE JUNE 30, 2026
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Budget Adjustments are not an adopted policy item contained in the FY 2025-27 City Council Priority Workplan, effective April 7, 2025.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA as a budget or financing mechanism pursuant to 14 Cal. Code of Regulations Section 15378(b).
BACKGROUND
Each year, it has been customary business practice for the City Council to appropriate one-time funding under the City Council Departmental Budget (Fund: #100-1110-44050 - Community Grants and Special Events) to fund one-time, discretionary special event sponsorships to local community services organizations who are 501 (c3 or c6), non-profit corporations registered with the State of California. This discretionary public assistance program helps local organizations with one-time special activities and events that are non-exclusive and open to the general public.
FY 2025-26 City Council Department Funding Allocation
For the FY 2025-26 period, contained in the adopted Two-Year Biennial GF Operating Budget, there is a total of $30,000 budgeted and available for one-time special event sponsorships to local organizations who meet the City Council’s funding requirements.
Sponsorships awarded by the City Council via adopted Resolution are approved in increments of: $1,500, $2,500 or $5,000 awards. All funding requests are processed by the City Manager’s Office on a first-come, first-serve basis until all budgeted funds are exhausted during each fiscal year period. Private individuals or organizations are not eligible for this public funding assistance.
Note: Community-service organizations who are not State of CA-registered 501 c3 or c6, non-profit corporations may use a fiscal agent who has these designations as a fiscal agent to qualify for this City public funding assistance program for special activities or events.
There is no current adopted City Council or Administrative Policy on the annual administration/allocation of one-time special event sponsorships funding, such as the City’s Annual San Pablo Community Foundation Grant Program.
FY 2025-26 Special Event Sponsorships Approved
Between July 1, 2025, and October 3, 2025, the City Council approved seven requests from eligible community service organizations for special event sponsorships totaling $30,000. These actions depleted all budgeted funding for FY 2025-26 through June 30, 2026 (See Exhibit A).
FY 2025-26 Supplemental Funding Amendment
To provide additional funding for FY 2025-26, the City Manager is requesting supplemental budgeted funding in the amount of $10,000 as a proposed supplemental budget amendment. This amount will be transferred from the City Council's Fee Waivers budgeted line-item to the Special Event Sponsorships line-item via an administrative journal or ledger entry, funding one-time special event sponsorships under Fund: #100-1110-44050 (Community Grants and Special Events).
FUNDING SOURCE: City Council Department Budget; #100-1110-44050 Community Grants & Special Events
1) The City Manager’s proposed supplemental funding amendment will necessitate an administrative journal or ledger entry as it utilizes existing budgeted funds allocated within the same budget line item and falls within the City Manager’s authorized budgetary authority.
2) However, due to the absence of an adopted City Council policy governing Special Event Sponsorships Funding & Discretionary Approvals, the City Manager is seeking City Council authorization contingent upon a recommendation from the BFLSC received on October 29, 2025.
3) Once allocated, the remaining balance of $10,000 will be available for the remainder of FY 2025-26 for one-time special event sponsorships to be awarded by the City Council through June 30, 2026.
Budget, Fiscal & Legislative Standing Committee (BFLSC) Review
On October 29, 2025, the BFLSC, consisting of Vice-Mayor Pabon Alvarado and Councilmember Ponce, recommended the City Manager proceed with the following action for formal consideration by the City Council:
1) Authorize the City Manager to proceed with budget transfer (via administrative journal/ledger entry) of $10,000 as an amendment to FY 2025-26 City Council Departmental Budget for One-Time Event Sponsorship supplemental funding #100-1110-44050 Community Grants & Special Events through June 30, 2026; and
2) Authorize the City Manager to draft/develop a City Council Policy on the administration of Annual Special Event Sponsorships for City Council formal adoption prior to July 1, 2026.
The City Manager recommends the City Council uphold the BFLSC recommendation and proceed with adopting said recommendation via adopted Resolution this evening.
FISCAL IMPACT:
No new fiscal impact associated with this agenda item. All funding associated with this action is contained with existing and adopted budgeted funds under the FY 2025-26 City Council Departmental Budget (Fund: #100-1110-44050).
ATTACHMENTS:
1). Att A - Resolution
2). Exh A - Exhibit A - FY 2025-26 City Council Approved One-Time Event Sponsorships