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HomeMy WebLinkAbout2003-06-17; City Council; 17202; Appropriation of Funding for ArtSplash 2004CITY OF CARLSBAD -AGENDA BILL AB# 17,202 MTG. 6/17/03 TITLE: DEPT. HD. APPROPRIATION OF FUNDING FOR ARTSPLASH 2004 FROM FY '02/03 BUDGET CITY ATTY. DEPT. ARTS I RECOMMENDED ACTION: City Council adopt Resolution No. 2003-148 appropriating funds from the FY 02/03 budget for Artsplash 2004 in the amount of $15,000; disbursing said funds to the Carlsbad Arts Associates to administer; and authorizing the City to provide in-kind services for the next Artsplash event, which is scheduled for September, 2004. ITEM EXPLANATION: At the May 6, 2003 City Council meeting, the Artsplash Steering Committee announced they were canceling Artsplash 2003 and would focus their efforts on Artsplash 2004. To implement the Artsplash 2004 festival, the Steering Committee requested that the City provide funding in the amount of $1 5,000 from the FY 02/03 budget for planning activities; commit to providing in-kind City services to Artsplash 2004 (as described on page 4 of the Artsplash 2004 Proposal written by the Artsplash Steering Committee). The Carlsbad Arts Associates has once again agreed to be the fiscal receiver for this event. To date, the Artsplash Steering Committee has raised $1 8,000 in pledges towards Artsplash 2004. FISCAL IMPACT: The Finance Director is hereby authorized to appropriate $15,000 from the City Council's Contingency Fund in FY 02/03 and disburse said funds to the Carlsbad Arts Associates for Artsplash 2004. The estimated value of the in-kind services projected for Artsplash 2004 is presented on an attached document. EXHIBITS: 1. Resolution No. 2003-148 2. 3. Artsplash 2004 Proposal from Artsplash Steering Committee Estimated Value of In-Kind Services for Artsplash 2004 DEPARTMENT CONTACT: Peter Gordon (760-434-2920) www.pgord@ci.carlsbad.ca.us 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2003-148 A RESOLUTION OF THE CITY COUNCIL OF Tt .E OF CARLSBAD, CALIFORNIA APPROPRIATING ITl FUNDING FOR ARTSPLASH 2004 FROM THE FY '02103 BUDGET WHEREAS, the community-based Artsplash Committee felt Artsplash 2002 was successful and would like to hold another festival in 2004; and WHEREAS, the Artsplash Committee is requesting the City fund planning activities for Artsplash 2004 in the amount of $15,000 from the FY '02/03 budget; and WHEREAS, the Carlsbad Arts Associates, a 501~3 non-profit organization will act as fiscal receiver; and WHEREAS City Departments are directed to provide in-kind services to assist with Artsplash 2004 as listed on page four of the Artsplash 2004 Proposal. 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 Carlsbad City Council hereby authorizes the Finance Director to appropriate $1 5,000 from the FY '02/03 budget from the City Council's Contingency Fund and disburse said amount to the Carlsbad Arts Associates to assist with the planning of Artsplash 2004. 2004 as listed on page four of the Artsplash 2004 Proposal. 3. That City Departments are hereby directed to provide in-kind services for Artsplash PASSED, APPROVED AND ADOPTED at a regular Meeting of the City Council of the City of Carlsbad on the 17th day of JUNE , 2003, by the followin1 vote: AYES: Council Members Lewis, Finnila, NOES: None ABSENT: None ATTEST: 1 LORRAINE M. WWD, City Clerk' 2 ARTSPLASH 2004 EXTENDING THE VISION The Artsplash Committee believes the inaugural 2002 festival was a success in terms of enthusiasm engendered among visitors, participants and sponsors, and in terms of showcasing Carlsbad’s image and quality of life as well. Since the closing of Artsplash 2002, the Committee has been diligently preparing for the next Artsplash. We have worked to gather feedback, statistics, and summaries about the 2002 event as well as created goals and ideas for subsequent ArtSplashes. The New Mission: “Artsplash: an Arts Adventure for All Ages.” The Renewed Commitment: To make Artsplash an event whose value to the City and its citizens will expand each year, while becoming increasingly self-sufficient. As a direct outgrowth of the community meetings that took place during the development of the Arts Office’s 2001-2006 Strategic Cultural Plan, Artsplash meets the needs expressed in that Plan as “an interest across community sectors to ensure arts and cultural opportunities are available to all citizens and that cultural development be an integral component of daily life.” ArtSplash brings to the City of Carlsbad many dividends. Artsplash: 0 Enhances Carlsbad’s cultural image and sense of place. In addition to showcasing Carlsbad’s cultural strengths, the festival celebrates our City’s other unique assets. 0 Builds community. The Armada Drive location helps bring the north and south sections of the city together in shared fun and creativity. In addition, diverse organizations and individuals work together to create this community-wide event. 0 Spurs economic development and tourism. A similar annual event, Valencia’s “Bella Via,” now in its fourth year, draws 200,000 people over two days. 0 Makes the arts accessible to multiple audiences. The multifaceted festival offers great family fare. The live-art aspect (chalk art is a universal language) is particularly exciting and appealing to people of all ages and walks of life. 0 Expands arts education efforts. A sizable percentage of the festival’s profits are earmarked specifically for arts education programs in Carlsbad schools. Four grants were awarded to elementary schools in 2002. Artsplash 2004 Proposal - Page 1 of 5 3 WHAT ARTSPLASH 2004 WILL LOOK LIKE Artsplash 2002 was lauded as a great community and civic success, albeit created on a very modest budget. Broad community participation and thousands of volunteer hours were hallmarks of the festival, which offered intrinsic rewards on behalf of accessible art. Building on 2002’s success and learning from its lessons, the following plans are in place to make ArtSplash 2004 an even bigger and better community event: 0 Expand the scope and quality of the chalk adstreet painting component by inviting (and paying) a small number of elite professional artists to participate and by increasing the quantity and quality of the business-sponsored chalk squares. 0 Increase opportunities for children (and adults) to participate in hands-on activities by expanding the number of art squares and other interactive, hands-on art opportunities such as clay sculpting, hat making, woodworking and puppet making. Performing arts workshops and clinics will be offered as well. Leading up to the festival, preparatory chalk art workshops for children will be held at various sites around the City. 0 Partner with Carlsbad schools in advance of the festival to develop engaging projects and prospective audiences and participants. 0 Increase the quality and quantity of booths displaying arts, with an emphasis on artwork created on-site during the festival. 0 Expand the entertainment offerings to include performances by entertainers strolling along the street among the visitors. 0 Offer a wider variety of delectable foods, that visitors can eat while moving about the festival. ArtSplash 2004 Proposal - Page 2 of 5 4 2005 AND BEYOND As an evolving event, Artsplash will always be, first and foremost, about the arts and about benefiting arts education in the schools. The committee also believes that as ArtSplash grows, it Put Carlsbad on the map as a cultural destination. Become a coveted draw for prestigious professional artists. Attract returning and new visitors each September to an exciting, growing event. Make down-to-earth art with an inherent, exciting immediacy that people can relate to and participate in. Create an atmosphere that promotes volunteers’ and participants’ bonding with the City of Carlsbad. Continue to be a free, fim, family-oriented event, with something for everyone. Continue its emphasis on providing a high-quality, art-exposing, art-exploring, and art-supporting “adventure.yy Artsplash 2004 Proposal - Page 3 of 5 THE REQUEST FOR CITY SUPPORT Within two to five years, Artsplash is anticipated to become established as a non-profit organization. Accordingly, the dependence upon City support should decrease. Yet even as the event evolves toward fiscal independence, the committee believes the partnership between the City of Carlsbad and Artsplash should continue. City support has three important effects for the Artsplash festival: First, the support provides real dollars, and therefore the capacity to stabilize and expand the festival and its impact. Second, it signals a commitment to the event, thus helping leverage fbture, essential support from the business community. Third, it shows that the City of Carlsbad is a city that cares about the arts and understands their importance to the overall quality of life of the community. 0 0 ArtSplash 2004 Budget Request Our request for Citv support for Artsplash 2004 is $72.000 fiom the 2003-2004 fiscal budget and a request for $15,000 in discretionarv funds from the 2002-2003 budget. Significant aspects of this budget request include the following points: 0 Since planning for the 2004 event is already under way, it is essential that the Artsplash Committee knows, no later than July 15,2003, the City’s level of direct financial support and in-kind services for Artsplash 2004. 0 The Artsplash Committee requests a minimum of $15,000 in discretionary funds from the 2002-2003 Budget to be used for educational and community outreach programs (e.g., chalk-art clinics at Carlsbad Schools and at Jazz-In-The-Park). In addition to the financial request, the Artsplash Committee also requests the following City services be provided for the event: administrative support; street sweeping; traffic control, planning and implementation; police support; police department’s special events coordination; slurry sealing of street; street sweeping after the event; paramedic on site; and equipment needs such as a scissor lift, use of the Arts Office outdoor stage, and night lighting. To be a successful event, ArtSplash must have a paid event Director that is supported by a volunteer staff. 1 0 I 0 0 In return for generous commitment by the City, the ArtSplash Committee would credit the City as the major event sponsor in all of its publicity efforts. Artsplash 2004 Proposal - Page 4 of 5 6 PROPOSED BUDGET FOR 2004 Expenses Event Director & Public Relations Director $20,000. Oversees fundraising initiatives; directs public relations efforts; coordinates all event details Artist fees 12,000 For featured chalk artists 4 artists at $3,000 each Food and hospitality for volunteer chalk artists 3,000 Artist supplies 1,000 Entertainer fees 9,000 For main stage performers Rental of stage, tents, sound equipment, toilets, paramedic, security, etc. Event production costs 15 ,OO@ Event clean-up Promo tion Food costs Insurance Photographer Traffic control Traffic plan, traffic control, signs, police services, bus shuttles Merchandising and marketing T-shirts, etc. W ebmas terjwebsi te ArtSplash Contribution to the Arts Programs of Carlsbad Schools Printing of collateral material, banners, supplies Including rental of equipment and labor Total Expenses Income Corporatehusiness sponsorships and chalk art squares Food sales Parking Artist booths City contribution +otal Income *These budget costs can be partially offset by in-kind City Services 4,000 8,000 7,500 1,000 500 5,OOW 3,500 1,500 10,000 $101,000 $20,000 ' 4,000 1,500 3,500 72,000 $101,000 * Artsplash 2004 Proposal - Page 5 of 5 Estimated Value of In-Kind Services Requested for ArtSplash 2004 The following list comes from page four of the ArtSplash 2004 Proposal submitted by the AttSplash Steering Committee on May 5, 2003 . Estimates are based on today's costs. Reauested In-Kind Services Administrative support Arts Office: planning, event assistance Street preparation before and after the event Slurry sealing of street = 5,000 Street sweeping = 500 Power wash after event = 1,400 Street restriping after event = 500 Traffic control Planning = 600 Labor = 350 Signage, barricades, set-up = 3,300 Arts Office has some signs, but the majority would be rented from Hudson Safe-T-Lite Police support Patrol services for 2 days Special events coordination Administrative support Paramedic on site 2 staff @ 2 days; 7 hrs/day; @ 33/hr Use of scissor lift City would rent from El Camino Rentals Use of Arts Office's outdoor stage This stage is used only for TGIF Jan. A stage would need to be rented Night lighting City would rent from El Camino Rentals Valuation $2,325 7,400 4,250 2,450 700 925 220 1,400. 880 TOTAL $20,550 6/9/03