(A) The city is accountable to the citizens it serves for ensuring appropriate use of funds and in- kind services, and monitor that the organization’s intended outcomes are received. The city may not provide a gift or donation of public funds when the primary benefit goes to a private corporation, association or individual over which the city has no control or direction. The city may enter in contracts with the organizers of events where there exists a public purpose and where the city maintains control of public funds. Where the organizer of an event seeks to enter into a contract with the City of Claremore regarding an event, the following documents are required to be submitted to the City Clerk’s office no later than 30 days following the completion of the event:
(1) Narrative report detailing how the goals and objectives of the event were accomplished. Such report should include any pertinent details such as number of attendees, number of total hotel or motel room nights generated if applicable, estimated economic impact, and the like.
(2) Financial report detailing revenues and expenditures, particularly describing how the city’s funding was used and confirming that city funds were used in the manner provided for in the contract between the event organizers and the city.
(3) Failure to timely provide the report will result in disqualification of the event and its organizers from entering into a contract with the city for any event for the subsequent fiscal year.
(B) Any entity that wishes to enter into a contract with the city for yearly scheduled special events from the city must follow the outline of information required for funds requests. This request must be filed with the SEC by January of the fiscal year prior to the year for which funds will be requested through City Council. Absent extraordinary, unforeseeable circumstances, failure to comply with these requirements will result in disqualification of the event for consideration of a contract with the city.
(Ord. 2007-1, passed 1-2-07; Am. Ord. 2012-1, passed 1-3-12; Am. Ord. 2023-2, passed 1-9-23)