HomeMy WebLinkAbout2024-11-12; City Council; ; Approval of the Carlsbad High School Lancer Dancers team for a Winning Teams Grant and appropriation of fundsCA Review ___AF___
Meeting Date: Nov. 12, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Erin Peak, Program Manager
erin.peak@carlsbadca.gov, 442-339-2046
Subject: Approval of the Carlsbad High School Lancer Dancers team for a Winning
Teams Grant and appropriation of funds
Districts: All
Recommended Action
Adopt a resolution approving a winning team grant through the Community Activity Funding
Program for the Carlsbad High School Lancer Dancers and authorizing an appropriation of
$7,666 for the expenditure from the City Council Contingency Account.
Executive Summary
The Carlsbad High School Lancer Dancers have earned a place in the Universal Dance
Association’s National Dance Team Championships, to be held in Florida early next year.
The team has submitted a request for a winning team grant to cover its travel expenses through
the City Council-approved Community Activity Funding Program. The program is governed by
City Council Policy 51 (Exhibit 2), which requires the City Council’s approval for grant requests
that exceed $5,000. The Community Activity Grants are funded from the General Fund.
Explanation & Analysis
Carlsbad High School Lancer Dancers Grant Request
The 17 Lancer dancers will be competing at the Universal Dance Association’s National Dance
Team Championships taking place Jan. 28-Feb. 8, 2025, in Orlando, Florida. The team finished in
the top five nationally in the association’s last championship competition.
The team’s request of $7,666 is 20% of the $38,331 total estimated cost of travel to the
competition for all 17 players and two coaches. Its application is provided as Exhibit 3.
City Council Policy No. 51
City Council Policy No. 51 established the Community Activity Funding Program and the policies
and process for distributing funds for community activities, special events, support for winning
teams and community spirit activities. As shown in Exhibit 3, the winning teams grant is
available to local teams to help offset the cost of travel expenses to national championship
competitions.
Nov. 12, 2024 Item #4 Page 1 of 17
The policy states the City Council General Fund contingency account is the funding source for
winning teams grants.
Staff have determined that the request meets all the criteria outlined in Policy 51:
Eligibility criteria
Teams must advance through a series of competitive levels earning a
right to compete in a national or international event ✔
Participants are all 18 years of age or under ✔
Group or team is an organized nonprofit corporation or unincorporated
association ✔
Request for funding must be made prior to the date of the competition ✔
Team may not receive more than one grant per year for a national
championship competition ✔
At least 90% of the participants are residents of Carlsbad; or if the team
is participating on behalf of a local school, the school shall be physically
located within the boundaries of the City of Carlsbad
✔
Fiscal Analysis
With the City Council’s approval, the City Manager or designee will appropriate a grant award
of $7,666 from the City Council’s General Fund contingency account to be distributed to the
Carlsbad High School Lancer Dancers team on a reimbursement basis. The City Council’s
General Fund contingency account has a current balance of approximately $500,000.
Next Steps
Staff will reimburse the team for its travel costs to the competition after the team submits
receipts for reimbursement.
Environmental Evaluation
This action does not constitute a project within the meaning of the California Environmental
Quality Act under Public Resources Code section 21065 in that it has no potential to cause
either a direct physical change in the environment or a reasonably foreseeable indirect physical
change in the environment and, therefore, does not require environmental review.
Exhibits
1. City Council resolution
2. City Council Policy No. 51
3. Carlsbad High School Lancer Dancers winning teams’ application
Nov. 12, 2024 Item #4 Page 2 of 17
RESOLUTION NO. 2024-246
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A WINNING TEAMS GRANT THROUGH THE
COMMUNITY ACTIVITY FUNDING PROGRAM FOR THE CARLSBAD HIGH
SCHOOL LANCER DANCERS AND AUTHORIZING AN APPROPRIATION OF
$7,666 FOR THE EXPENDITURE FROM THE CITY COUNCIL CONTINGENCY
ACCOUNT
WHEREAS, The City Council adopted City Council Policy No. 51 which establishes the criteria and
process for funding community activities; and
WHEREAS, Section 7 of the City Council Policy No. 51 states that the City Council may approve
a winning teams grant for a youth team to offset the costs of travel expenses to a national
championship competition; and
WHEREAS, the Carlsbad High School Lancer Dancers team, consisting of 17 dancers and two
coaches, submitted an application requesting reimbursement funding under the winning teams grant
for the cost of their travel to the Universal Dance Association National Dance Team Championships, in
Orlando, Florida; and
WHEREAS, awarding this grant will benefit Carlsbad by providing community exposure from a
marketing perspective, positively reflects upon the character of the community and enhances its
image, is a morale booster both from an individual and community perspective, and
demonstrates the principal of working to achieve more than each person working alone; and
WHEREAS, the grant request of $7,666 from Carlsbad High School Lancer Dancers meets the
eligibility criteria identified in City Council Policy No. 51.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the appropriation of funds for the Carlsbad High School Lancer Dancers team
Winning Teams Grant is hereby approved by the City Council.
3. That the City Manager or designee is authorized to approve reimbursements up to, but
not to exceed $7,666 for the cost of travel and related expenses for Carlsbad High School
Lancer Dancers team.
Exhibit 1
Nov. 12, 2024 Item #4 Page 3 of 17
Nov. 12, 2024 Item #4 Page 4 of 17
^CARLSBAD
CITY OF
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
Supersedes No.
51
December 4
December 4, 2012
2012-267
May 10, 2011
Council Policy Statement
Category: COMMUNITY ACTIVITY FUNDING
Specific Subject: Process for Funding Community Adivities
PURPOSE:
To establish the process for distributing funds for community activities, special events, support for
winning teams, and community spirit activities.
BACKGROUND:
The City Council has, in the past, chosen to fund community activities with General Fund monies. This
has included the allocation of funds to agencies that provide various programs that enrich Carlsbad
residents and visitors, and/or assist in enhancing their quality of life.
POUCY:
It is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new
programs/ideas/organizations that provide for community activities or enhancements within
Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended
to fund ongoing services/programs. There are four (4) funding programs available under this
Council policy: Community Activity Grants, Special Event Grants, Winning Team Grants, and
Community Spirit Grants. A description of each program and its related eligibility criteria is
provided below.
The Grant Funding shall have the following term limits per organization:
A. Community Activity Grants: Organizations funded by the Community Activity Grant may
receive annual grants for up to a maximum of three (3) years and then will be ineligible for
grant funding for a minimum of two (2) years. After at least two (2) years, organizations can
again apply for Community Activity Grant funding and receive a maximum of two (2)
additional years of grant funding. An organization may not receive more than five (5) years
of funding through this grant program, and no other city funding may be provided during
the two (2) year hiatus.
B. Special Event Grants: An organization may receive no more than one (1) special event grant
per year and may receive no more than five (5) years of grants total with cash assistance
being provided for no more than three (3) of those years and grants for in-kind city
assistance to pay for city services/facilities for special events permitted for each ofthe five
(5) years.
C. Winning Teams Grants: A team may receive no more than one (1) grant per year for a
national championship competition as defined below.
D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant
per year for an event which reflects community pride or community spirit to help others
Page 1 of 5
Exhibit 2
Nov. 12, 2024 Item #4 Page 5 of 17
Policy No. 51
within the community as defined below.
3. The organization cannot receive money, or donated city services from other city sources
(including CDBG) for the current fiscal year to receive one of the above noted grants.
4. All awarded grants will be disbursed on a reimbursement basis only, and will be subject to
compliance with an agreement or letter of agreement approved by the City Manager or
designee. The reimbursement shall be based on actual costs with receipt and proof of payment
required from the applicant.
5. Community Activitv Grants - Criteria and Process
A. These grants provide funding for enrichment programs for the community and/or for
physical or other neighborhood enhancements within Carlsbad, with the exception that the
following will not be eligible: 1) social service programs; 2) programs sponsored by
educational institutions; and 3) a program that conflicts or is in competition with a city
program.
B. City funding shall be awarded to fund approved program/project costs only. The City funds
shall not be used for operational reserves for the applicant or for future year
programs/projects. The City funds received by the applicant may also not be used for
donations to other organizations.
C. The City Council will annually determine the amount of funds to be budgeted for
Community Activity Grants. This amount shall include the interest earned on the initial $1
million set-aside for said fund, but may also include additional general funds at the
discretion of the Council.
D. Once the budget is adopted by the Council, interested groups will be notified ofthe
application process to request said grants.
E. The application process will consist of the following:
Completion of city application for funds.
Review by city staff and a Citizens' Advisory Committee.
iii. Recommendations submitted by Advisory Committee to City Council.
iv. Action by City Council to approve, modify, or disapprove the request.
The City Council will establish a review panel comprised of citizens and city staff to evaluate
the applications, and make recommendations to the City Council. The review panel will be
comprised ofthe following: one representative from each quadrant ofthe city, one member
ofthe Senior Commission, the Library Board, and the Parks & Recreation Commission.
The review panel will consider the provision of matching funds from other sources in
evaluation of the applications. Every effort should be made by the applicant to leverage the
city funds to develop a long term funding plan for the proposed project/program; this effort
shall be evaluated by the advisory committee in evaluating the funding priorities for these
funds.
Special Event Grants-Criteria and Process
A. These grants provide city funding for startup costs related to new Special Events (as
defined below) held within the city that have a citywide interest; and shall be available to a
recognized 501(C)(3) non-profit organizations, or to an organized all-volunteer, Carlsbad-
based group on a reimbursement basis of actual costs only.
B. For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17
Page 2 of 5
7 Nov. 12, 2024 Item #4 Page 6 of 17
Policy No. 51
ofthe Carlsbad Municipal Code (Special Event Ordinance), with the exception that the
following "special events" shall not be eligible forthis grant:
i. Events hosted by a commercial enterprise for profit and/or fundraiser purposes.
ii. Regularly offered programs, activities or events.
iii. Any event held for primarily a political or religious benefit or other similar purpose,
which in the opinion of the City Attorney constitutes an unlawful use of public
funds.
C. Special fundraising events shall be eligible if:
i. The event is hosted and coordinated by an all-volunteer, Carlsbad-based
organization, and provided further that City grant funds are used only for direct
costs ofthe event and no staff of the organization is paid for working the event,
other than short-term consultants or contractors that are directly necessary for
holding the event; and
ii. The event is held to raise funds for a Carlsbad-based (located) organization with a
community-wide benefit and no cash funds are provided directly to individuals or
families; the benefit must be to an organization providing services to the larger
Carlsbad community.
D. Such grants can be requested any time of the year, and may not exceed $10,000 for a single
grant in a year.
E. Grant requests for cash assistance shall not exceed 20 percent of the total estimated event
cost; total estimated event costs shall not include valuations for volunteer hours for
planning or implementing the event or in-kind city services, and may not include payment
or reimbursement for applicant-provided resources, such as office space, staff and other
operational expenses. Total costs shall include expenses to be paid directly by the organizer
to third party vendors.
F. A "new event" is defined as an event that has been newly established and has been initially
developed within no more than three years of the date of the first grant request to the City.
A change of location does not classify the event as "new" for the purposes of eligibility for
this grant.
G. Grant applications shall be submitted no less than 60 days prior to the event to allow for
adequate processing time by the City.
H. All approved grants will be funded from the City Council's contingency account. An annual
appropriation maximum shall be set by the City Council at its discretion.
I. The City Manager, or designee, is authorized to approve grants up to $5,000, and the
Finance Director shall be authorized to appropriate said funds from the City Council's
general fund contingency account. The City Council shall approve grants over $5,000.
J. The application process will consist of the following:
Completion of a permit application for the special event (if applicable).
Completion of a Special Event Grant supplemental application.
Administrative review and tentative support/approval of special event by special
events committee (if applicable).
iv. Approval of grant by City Manager, or designee, if the grant request is $5,000 or
less. Approval of grant request and appropriation of funds by City Council, if the
grant request exceeds $5,000.
7. Winning Teams Grants
A. These grants provide funding to youth teams to offset the cost of travel expenses to
national championship competitions. To be eligible for these grants, the team(s) must
Page 3 of 5 Nov. 12, 2024 Item #4 Page 7 of 17
Policy No. 51
advance through a series of competitive levels, earning the right to compete at a national or
international level. Exhibition only or non-competitive events are not eligible for this grant.
Additional eligibility requirements are provided below.
B. Such grants can be requested any time of the year.
C. Grant requests should not exceed 20 percent of the team's total travel cost; team costs
may include participants and coaches. Eligibility does not extend to the family members or
other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry
fees, and food for the team.
D. These requests will be funded from City Council's contingency account.
E. Eligibility requirements are:
i. The participants are all 18 years of age or under.
ii. The group or team is an organized non-profit corporation or unincorporated
association.
iii. The request for funding must be made prior to the date of the national or
international event.
iv. At least 90 percent of the participants in the team or group are residents of
Carlsbad; or, ifthe team is participating on behalf of a local school, the private or
public school shall be physically located within the boundaries of the City of
Carlsbad.
F. The application process will consist of the following:
i. Written request to the Housing and Neighborhood Services Director.
ii. Administrative review by the Housing and Neighborhood Services Director, or
designee to determine the eligibility for a grant.
iii. Consideration and approval of grant by the City Manager, or designee, if the grant is
$5,000 or less. The teams approved for an administrative grant will be recognized by
the City Council at a public meeting following the competitive event.
iv. Consideration and approval of grant request funding by the City Council if the grant
request exceeds $5,000.
Community Spirit Grant
A. These grants shall provide city funding for events that contribute towards a vibrant
community and strengthen the residents' quality of life by demonstrating community pride
or spirit to help others or celebrate the community.
B. Grants to be utilized for in-kind city services only, ineligible costs include: operations,
ongoing projects and capital costs; no cash assistance available under this grant program.
C. Recognized non-profit or donor driven charitable organizations are grant eligible. Activities
include: parades and charitable initiatives directly benefitting Carlsbad residents.
D. Fundraising events are not eligible for this grant.
E. Such grants can be requested at any time of the year, one grant per organization per year.
F. All approved grants will be funded from the City Council's General Fund contingency
account.
G. The application process will consist of the following:
i. Written request to the Housing & Neighborhood Services Director.
ii. Administrative review by the Housing & Neighborhood Services Director, or
designee, for grant eligibility and confirmation of a special event permit application
(if applicable).
iii. Consideration and approval of grant funding (for in-kind/city services only) by the
City Manager, or designee, if grant request is for $5,000 or less.
Page 4 of 5 Nov. 12, 2024 Item #4 Page 8 of 17
Policy No. 51
iii. Consideration and approval of grant funding (for in-kind/city services only) by the
City Manager, or designee, if grant request is for $5,000 or less.
iv. Consideration and approval of grant funding (for in-kind/city services only) by the
City Council if grant request exceeds $5,000.
9. This policy may be amended as necessary and appropriate by the City Council.
Page 5 of 5
10
Nov. 12, 2024 Item #4 Page 9 of 17
October 23, 2024
Erin Peak,Program Manager City of Carlsbad Housing &Homeless Services
1200 Carlsbad Village Drive
Carlsbad,CA 92008
Dear Winning Teams Grant Committee,
On behalf of the Carlsbad High School Lancer Dancers,we would like to request a
Winning Teams grant of 7,666 to support the team's travel to compete in the Universal
Dance Association (UDA)High School Dance Team Nationals in Orlando, Florida.This
UDA event is the nation's premier competition for high-school varsity squads,with
approximately 600 teams competing each year.The cost for the team to travel and
compete is $38,331.00.
The Lancer Dancer Team is one of the only athletic teams at CHS that can compete on
a national level.The Universal Dance Association (UDA)Varsity National
Championships are televised on ESPN and have garnered significant exposure for CHS
and the Carlsbad community during the past several years.CHS Lancer Dancers are
known and respected well beyond our coastal community,and team members are
proud to serve as teen ambassadors for Carlsbad.By finishing in the top five
nationally at UDA,the CHS Lancer Dancers will receive not only national television
exposure but will reach millions of viewers on all social media platforms! Last year
the dance team received over one million views during a halftime show!
The Lancer Dancers pride themselves on being role models to other youth who want
to further themselves through dance or any activity that requires hard work and
dedication.They strive to serve those in need in their community as a team and as
individuals. The Winning Teams Grant ensures that the CHS Lancer Dancer Team can
continue representing our community and competing at a national level.
We greatly appreciate your consideration for the Winning Teams Grant to support the
2024-2025 CHS Varsity Lancer Dancers.
Sincerely,
Amy Ward
CHS Dance Team Booster Vice President
Exhibit 3
Nov. 12, 2024 Item #4 Page 10 of 17
Nov. 12, 2024 Item #4 Page 11 of 17
Nov. 12, 2024 Item #4 Page 12 of 17
Nov. 12, 2024 Item #4 Page 13 of 17
Nov. 12, 2024 Item #4 Page 14 of 17
Nov. 12, 2024 Item #4 Page 15 of 17
Nov. 12, 2024 Item #4 Page 16 of 17
Nov. 12, 2024 Item #4 Page 17 of 17