Port Richey committee reviews Centennial event finances, vendor rules and safety requirements

PORT RICHEY, Fla. — The Port Richey City Citizen Advisory Committee on April 22 examined final sales and sponsorships from this spring's Centennial events, agreed to several small budget moves and set deadlines to resolve vendor, signage and liability questions before the next meeting.

The committee learned it has collected $53,305 in sponsorship funds and modest ticket and merchandise income — including six shirts and three challenge coins sold — and received final attendance counts for several events: 13 entrants in the fishing tournament and about 12 business participants signed up for the upcoming business expo.

Committee members said they would keep remaining Centennial receipts in the city's event accounts while staff and counsel determine whether the city can legally redirect leftover sponsorship money to an outside nonprofit. "Cities can support nonprofits through grant processes," the vice chairwoman said during the meeting, adding that general donations likely require additional legal review. Bill Rutherford, a fishing tournament captain, was identified as running a nonprofit called Vet Catch and committee members discussed whether any leftover funds might be used to support its work by formal grant or other approved mechanism.

Finance staff walked members through options for preserving leftover event funds. The city's finance director explained Florida law requires most unspent revenues to roll into the next fiscal year's budget unless they are encumbered or placed in a specifically created fund. Staff suggested several approaches: encumbering funds with a purchase order (PO), creating a restricted service or trust fund by ordinance (similar to the city's CRA fund), or adding amounts to next year's budget during appropriation. Committee members favored keeping money in an event line item or creating a narrowly defined fund, and asked staff to bring a proposal and legal guidance to council.

The committee approved the meeting minutes from Feb. 18, 2025, by voice vote.

Smaller budget moves and event logistics

Members agreed by consensus to move a $150 car-show line item into an unbudgeted events account after staff said the city would incur no immediate cost for that transfer. The committee also accepted a recommendation to cancel the golf scramble because of no registrations; staff will contact Ocean Honda, the golf sponsor, about whether that $200 sponsorship payment can convert to a credit or be otherwise reapplied.

Signage and outreach

Members discussed multiple signage options to promote the business expo and Centennial weekend at Waterfront Park. Staff said a 3-by-6-foot vinyl banner runs about $90 and could be produced within days; Space Age was named as a local vendor. The committee raised sign-code constraints and asked staff to consult the city attorney before using banners on city rights-of-way or in locations that might be considered government signage.

Vendors, permits and fees

The committee noted confusion among vendors about which participants must pay and which are allowed to attend free. Staff said tent vendors and small craft sellers had been told their booths would be free, while food trucks that require health inspection might incur permitting fees. Committee members directed staff to collect completed applications from all prospective vendors and to return with a clear policy and fee structure at the next meeting.

Inflatables, obstacle courses and liability

Members and staff debated whether to allow inflatables and temporary obstacle courses at Centennial Park events. Staff noted the city's park-use agreement currently excludes bouncy houses and similar inflatables. The city's risk and legal staff said any vendor providing inflatables must supply a certificate of insurance and an indemnification clause; staff would also develop a participant waiver specific to those attractions. Because of those outstanding insurance and waiver issues, and limited volunteer capacity to monitor attractions, the committee asked staff to obtain vendor insurance certificates, sample waivers and counsel review and to return with recommendations at the next meeting. In the meantime, members favored lower-liability alternatives such as lawn games, plastic horseshoes, Connect Four and supervised carnival-style booths.

Volunteers and staffing

Committee members said they had limited volunteer sign-ups and asked staff to pursue youth service hours through local schools and outreach to churches and community groups. Public works offered to support certain logistics, including water for a dunk tank, and staff said departmental booths (public works, development services, utilities) could be included without charge.

Next steps

City staff will: gather final invoices and reconcile event receipts; confirm whether Ocean Honda will accept credit or reimbursement for the canceled golf scramble; prepare an options memo on holding leftover sponsorship funds (PO, restricted fund by ordinance, or conventional rollover) with legal review; collect vendor applications and propose a vendor fee/permit policy; and secure insurance certificates and proposed waivers for any inflatables or high-risk attractions. Committee members asked that these items be ready for discussion at the next scheduled meeting.

Minutes approval and procedural actions

The committee approved the Feb. 18, 2025 meeting minutes by voice vote. Several operational decisions were handled by consensus rather than formal motions: moving $150 into an unbudgeted events account, canceling the golf scramble for lack of sign-ups and instructing staff to seek insurance and waiver documentation for inflatables.

The committee closed the Centennial item and moved on to other business, scheduling follow-up on unresolved legal and logistical matters.