Thank you, Mayor.

We're recording.

Just like to call this meeting of the Johns Creek City Council to order this October 6th at 5.01 p.m.

Thanks.

Would you please lead the pledge for us?

I believe the leaders to the flag of the United States America.

Mayor's remarks?

None, thank you.

Thank you.

The first item under ongoing projects is our special event policy.

And we have Director Matson for presentation this evening.

Good evening.

I'm here tonight to um present the draft policy for cultural events and committee responsibilities.

But does provide it in a consolidated format per request by council.

We did present this policy to the Arts, Culture, and Entertainment Committee during their September meeting.

They were very supportive of the policy.

It does, as I mentioned, represent how we are currently doing business in alignment with this practices and city policies.

ACE had a few uh comments for us, a little bit of feedback, mostly minor things, um, incorporating uh even the members into the um conflict uh I'm sorry, into the uh resolving conflict section.

And also uh just some modifications for clarity, because not all our committees have all the subcommittees listed here in.

Um we also shared this policy with our current volunteer committees, um, so that would be Douali, Lunar New Year, and Juneteenth.

Um they did not respond with any additional feedback, uh, although they did get it.

So again, this does represent kind of the current way we're doing business.

Happy to take any uh feedback from the body on this, and then we will um integrate that feedback and keep on rolling or pursue other direction.

Thank you, Erica.

Thank you, Erica.

It definitely helps to at least provide a framework for volunteers.

A couple of questions, I know.

City will manage all the finances, but uh do you think it's good to have a finance subcommittee too?

Just so that they can track it.

We certainly can uh if the committee is big enough uh to staff all those committees, I say staff, you know, volunteer staff all those committees.

We certainly can't.

We can add something in there like that.

The budget is really top of discussion for every committee meeting.

So it's like here's where we are, you know, here's what we have left, things like that.

Um so I that can be integrated.

I can definitely put into a lot of time into this one.

So another question, maybe not for Erica, but maybe for Kimbali.

So in the past, like all the uh sponsorships and uh the revenue from the vendors coming in was going into the general fund.

Is there a way we can have a sub-account and uh keep tracking those like that maybe exactly no like on the PNL event specific or maybe even all the events together?

Somehow we can track those.

Yeah, actually, so I'll let Erica add to this response.

One of the things that I know her and her team and the finance team have worked together on is to create a more uh detailed means to be tracking any sponsorships or revenues specific to events that are coming in.

And I'll since it was her team that worked directly with finance, I'll let her answer.

Yeah, we do actually have um within our accounting system, we do have little codes set up for each specific event to track both expenses and um revenues from both you know vendor revenues from the tents and things like that, as well as sponsorships.

So we do we are doing that.

Okay.

So if you really want to go back and look at a specific event, we can look into that and see where we stand on that, right?

So going back in time is a little more complicated.

I'm talking about but moving forward, absolutely, for the 2026 budget, that is something that we have already started and set up in place for operations to make sure that to meet the ask that has come from the council in the past that we're able to more readily answer with the details you guys are interested to see on both the revenue side and the expenditure side.

Perfect, because it's the right time from October 1st when we start the new fiscal year.

We can't do that.

Thank you.

So can I add on to that real quick here?

So you were going down the same road I was.

So in the event, you're you basically gonna have a um sort of job cost right there where you're tracking everything.

If if the event like Diwali uh potentially was profitable, there's extra money.

Is that are those dollars going to stay within that object itself or would it go back in the general fund prepared for next year?

That gets very specific, and I would have to get back to you on that with the finance elements in terms of overgust, because it is part of our general operating funds, which generally does not roll over.

So we would just have to talk about that more with the finance director.

Last money was supposed to be a general fund.