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Lewisville council backs $2,000 cap as staff develops special-events grant program for nonprofits
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Summary
Council directed staff to move forward with a draft Special Events Grant Program aimed at nonprofits, agreeing in principle to a $2,000-per-event maximum (with $15,000 seed funding) and to limit awards to one per organization per fiscal year while staff finalizes guidelines with legal and finance.
Assistant City Manager Chantae Acafia presented a draft Special Events Grant Program to the Lewisville City Council, saying the proposal grew from the council’s earlier decision to discontinue the cattle drive parade and reallocate $15,000 to other community events.
The program as presented would provide seed funding to nonprofit organizations for public events that “boost engagement, connect residents, and celebrate Lewisville’s culture,” Acafia said. Eligible uses would include marketing, performers and equipment rentals; applicants would need a special event permit, insurance, the City listed as an event sponsor and post-event reporting.
Staff framed several decision points for council feedback. “Staff recommendation is $2,000 per event,” Acafia said, noting that the $15,000 seed amount would fund roughly seven awards at that maximum. Council members signaled broad support for the $2,000 cap as a starting point but asked staff to return with final guidelines.
On frequency, staff recommended limiting awards to one grant per fiscal year per organization. Council members raised practical concerns about repeat-event organizers and how to prioritize multiple applications; one council member urged a conservative first-year approach so the program could be adjusted based on demand.
The proposal also asked whether applications should be prioritized for events outside Old Town to expand the geographic footprint. Some council members favored citywide eligibility with no geographic preference; others requested clearer prioritization criteria for the selection committee if simultaneous applications require judgment calls.
Council discussed nonprofit eligibility and whether businesses could participate. Staff said the baseline was 501(c)(3) status but noted businesses could participate by partnering with a nonprofit. Several members expressed a preference to prioritize organizations that demonstrably serve Lewisville residents.
Council asked about budget treatment if funds remain unspent; staff said rollover is possible if the program is established as a special project or grant line and that legal and finance would determine the precise treatment. Acafia told the council that staff would finalize guidelines with legal, finance and permitting and aim to launch the program in the fourth quarter, but cautioned against a rushed 45-day rollout without internal coordination.
What’s next: staff will return with drafted program guidelines, an awards-committee structure, and recommended application materials for council review.
