To: Board of Supervisors
From: Monica Nino, County Administrator
Report Title: Update to Policy Governing County Expenditures for Annual Board of Supervisors-Hosted Commemorative Celebrations
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
1. APPROVE the addition of International Women’s Day and the Contra Costa County Block Party to the list of annual Board of Supervisors-hosted commemorative celebrations authorized under existing policy.
2. AUTHORIZE the Auditor-Controller to pay up to $6,500 per event for eligible expenses incurred by the staff committees convened by the County Administrator to organize these events.
3. AUTHORIZE County Department Heads to donate, and those serving as Event Committee Chairpersons to accept, voluntary contributions, including outside donations for these events, in compliance with Administrative Bulletin 117.
4. DIRECT the County Administrator to update the Administrative Bulletin operationalizing this Board policy for use by County staff committees coordinating each authorized event, and delegate authority to the County Administrator to increase the maximum expenditure rate per event, as needed, through the annual budget development process.
FISCAL IMPACT:
Up to $6,500 per event, 100% General Fund. Costs may be supplemented by private donations, special revenue funds, and the County General Fund. Each event will continue to be authorized the same $6,500 budget to ensure equity.
BACKGROUND:
On May 23, 2023 (Agenda Item C.75), the Board approved a policy governing County expenditures to plan and conduct annual Board-hosted commemorative celebrations. That action authorized the Dr. Martin Luther King, Jr. Commemorative Celebration, the Cesar Chavez Commemorative Celebration, the Veterans Day Recognition, and the Asian American and Native Hawaiian/Pacific Islander (AANHPI) Heritage Celebration.
To further advance the County’s commitment to equity, inclusion, and community engagement, staff now recommend expanding the policy to formally add International Women’s Day and the Contra Costa County Block Party to the list of authorized annual events.
Event committees, chaired by County Department Heads and composed of staff volunteers, will continue to plan and execute these events. Typical expenditures include promotional materials, food, decorations, speakers, music, and custodial services, generally not exceeding $6,500 per event.
This update reaffirms the Board’s commitment to hosting commemorative celebrations, extends the list of annual events, and maintains the established $6,500 expenditure authority per event.
CONSEQUENCE OF NEGATIVE ACTION:
Without this update, International Women’s Day and the Contra Costa County Block Party will not be included in the authorized list of annual commemorative celebrations, preventing Department Heads from securing resources and the Auditor-Controller from processing event expenses.