Middletown LGBTQI+ Commission warns of PrideFest budget shortfall, urges mayor to issue RFP for new fiscal sponsor

The Middletown LGBTQI+ Commission on July 15 warned that the program could face a substantial budget shortfall next year and unanimously recommended the mayor immediately issue a request for proposals to find a new fiscal sponsor.

Chair Brianna Bloom Scapera told commissioners the commission has “lost approximately $32,000 in sponsorships” and that “we anticipate a total projected deficit for this fiscal year of $56,700,” figures she said are still being finalized while the Chamber of Commerce finishes processing income and obligations on the commission’s behalf.

The shortfall follows the Chamber’s decision that it may no longer serve as the commission’s fiscal sponsor. Chair Bloom Scapera said the Chamber has given the commission “some grace” but that without a new fiscal sponsor the commission “cannot operate in any fashion as we currently are.” Commissioners voted to recommend the mayor issue an RFP under Middletown’s purchasing and procurement guidelines so the city can competitively select an organization to fulfill the Chamber’s prior role.

Commissioners discussed three broad options prepared by staff: reduce but keep most programming, focus only on a scaled PrideFest and drop year-round programs and scholarships, or preserve year-round programs while sharply downsizing PrideFest. Members raised specific cost-cutting ideas including capping individual event budgets, reducing stage and audio setups, eliminating professional photography and some event zones, making recurring events (for example game night) bi-monthly, and seeking venues that do not charge rental fees.

Several commissioners favored keeping community events and scholarships if possible, while acknowledging the commission cannot rely on uncertain fundraising as a guaranteed revenue stream. Commissioner Angela Crow stressed the community programs “are what sets us apart” and urged cautious trimming rather than wholesale elimination; others suggested practical, immediate changes such as revisiting storage and payment-processing fees (a storage unit fee of $169.50/month and a recurring Square fee were noted in the packet).

Chair Bloom Scapera explained procedural next steps for the RFP: once the mayor approves, the city must draft the RFP, publish it, accept sealed bids, evaluate respondents against minimum requirements, award a contract, and—if the award exceeds $100,000 in multiyear commitments—send the contract to the common council for final approval. She said the commission hopes an RFP issued promptly could yield an awarded contract in time for fall council action, but that a later schedule could imperil some 2027 planning; council review and contract execution will drive the timeline for any organizer to begin booking and logistics work.

The commission also agreed to short-term measures while the RFP is processed: ask the Chamber to set up a short-term donation portal (a QR/donation mechanism) and to continue limited financial processing where possible, and to have volunteers review line items and identify near-term savings. The commission voted unanimously to make the formal recommendation to the mayor to issue the RFP.

The commission will reconvene its financial discussion at a future meeting after receiving updated accounting from the Chamber and any RFP timetable from the mayor’s office.