Commission reviews city fundraising rules as it plans a multicultural downtown festival

The commission used the FY26–27 work-plan discussion to weigh plans for a multicultural community days festival and to hear staff explain the City of Gilroy’s donation and fundraising policy.

Staff told the commission that donations, sponsorships and fundraising activities can occur only through an approved program and that an arts commission proposal should include a memorandum outlining the fundraising goal, time frame, target audience, outreach methods, reporting procedures and donor recognition. Staff said the city administrator can approve programs in many cases, but individual donations above $5,000 generally trigger city council approval. The policy also requires staff review to ensure proposed fundraising does not conflict with existing city policies or property restrictions.

Commissioners described an initial festival plan that would include vendor booths (arts/crafts and food), representatives from multiple cultural groups, and staged performances. They raised operational questions about whether to host the event downtown or at another city venue, what permits and insurance would be required, and whether to charge vendor fees or rely on sponsorship. Staff recommended that the festival subcommittee prepare a fundraising framework and vendor-fee structure that conforms to the policy and then submit it for staff review and, if needed, administrator or council approval.

Commissioners discussed practical options to limit council-level approvals by structuring sponsorship tiers so individual contributions stay below the $5,000 threshold while allowing multiple tiered contributions overall. Staff advised that once a conceptual plan is ready, the commission can discuss it on the work-plan agenda and staff will help vet the plan across departments.