HomeMy WebLinkAbout2003-10-14; City Council; 17345; Community Activity Grants ProgramAB# 1’i,34S
MTG. I 0/14/03
DEPT. FIN
RECOMMENDED ACTION:
Adopt Resolution No. 2003-269 amending Council Policy #51.
DEPT HD!!W
CITY Am.
TITLE:
COMMUNITY ACTIVITY GRANTS PROGRAM
ITEM EXPLANATION:
In the 199O’s, the Community Activity Grants program was put in place by which Council
could review all requests to fund special projects for the community. The program is designed
to complement other City programs by providing money for services that may not be eligible
for funding under any other City program.
Despite the availability of the Community Activity Grants, Council continues to receive
requests for funding programs outside the grant process. Sometimes the reasons have
been that the timing of the grant process does not meet the program needs; other times the
proponent has not felt that there were sufficient funds available from the grants. This year
during the 03-04 budget process, a number of community groups requested funding from
Council outside of the grant process. Before responding to the requests, Council appointed a
Council subcommittee of Council Members Ramona Finnila and Matt Hall to review the
current grant program and to return to Council with their recommendations of any changes to
be made to the program.
On September 16, 2003 Council was presented with the Council subcommittee
recommendations. The recommended program included unique features for Special Events,
and Winning Teams as well as several changes to the current program. Based on Council’s
actions at the meeting, staff is returning to Council to amend Council Policy #51 which
outlines the process for funding community activities, to reflect the following changes:
A separate grant program for special events and winning teams, which Council would
allocate funding from Council’s contingency account.
Revision to eligibility requirements for Community Activity Grant program to specifically
exclude social service programs and educational institutions.
FISCAL IMPACT:
The Special Events Community Grants and Winning Teams Grants are to be funded from the
Council’s contingency account in the General fund. The Council’s contingency account has
$2.3 million appropriated. The amount of funds to be allocated for the Community Activity
Grants will be determined annually during the budget process. For fiscal year 2003/04,
$60,000 has been appropriated for the Community Activity Grants.
EXH IBlTS :
1. Resolution N0.2003-269 adopting Council Policy #51.
2. Revised Council Policy #51.
3. Marked for changes Council Policy #51.
Department Contact: Cheryl Gerhardt (760)602-2428, cgerh@ci.carlsbad.ca.us
I
1
2
3
4
5
6
7
8
9
10
I1
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Exhibit 1
RESOLUTION NO. 2003-269
A RESOLUTION OF THE CITY COUNCILOF THE CITY OF
CARLSBAD, CALIFORNIA, AMENDING COUNCIL POLICY #51
ON COMMUNITY ACTIVITY FUNDING
WHEREAS, Council Policy #51 outlines the process for funding Community Activities;
and
WHEREAS, the City Council of the City of Carlsbad, California, appointed a two member
Council subcommittee to review Community Activity Grant program and recommend any
changes to Council; and
WHEREAS, the Council subcommittee’ recommendations were presented to Council;
and
WHEREAS, the recommended changes included changes to the current Community
Activity Grant program as well as unique features for Special Event Grants and Winning teams.
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 Council Policy #51, Community Activity funding, as revised in Exhibit 2, hereto
is hereby adopted.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 14th day of October , 2003 by the following vote, to wit:
AYES: Council Members Lewis,
NOES: None
ABSENT: Council Member Kulchi
/ ATTEST:
\/LXlkRAI . WOOD, City Clerk (Seal)
Exhibit 2
51 Policy No.
Date Issued 1011 4/03
Effective Date 1011 4/03
Cancellation Date n/a
Supersedes No. 3/24/92
CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: Community Activity Funding
Specific Subject: Process for Funding Community Activities
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
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 enrichment programs to Carlsbad residents and
visitors. During the 2003-04 budget process, the City
Council directed a council subcommittee to evaluate the
current process and recommend changes to facilitate that
process. The following policy outlines those changes.
PURPOSE: To establish the process for distributing funds for
community activities.
POLICY:
1. It is the policy of the City of Carlsbad to allocate
funds for community activities.
2. Programs funded under this policy may receive
grants for no more than 3 years.
3. Communitv Activity Grants
a. These grants provide funding for enrichment
programs for the community.
b. The amount of funds to be allocated will be
determined annually during the budget process.
c. Once the budget is adopted interested groups will
be notified of the application process.
d. The application process will consist of the
following:
Exhibit 2
i. City application for funds
ii. Public hearing before a citizen review panel
iii. Recommendations submitted to City Council.
e. 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 of the
following: One representative from each quadrant of
the City, one member of the Senior Commission, the
Library Board, and the Parks & Recreation
Commission.
4. Special Event Grants
a. These grants provide city funding for Special
b. These grants can be requested any time of the
c. The requests will be funded from Council's
d. The application process will consist of the
Events in the city of citywide interest.
year.
contingency account,
following:
i. Special event application
ii. Special Event Grant supplemental application
iii. Approval of special event by special events
iv. Allocation of funding by the City Council
committee
5. Winninq Teams Grants
a. These grants provide funding to youth teams to
offset the cost of travel expenses to national
cham pions hip corn peti tions .
b. These grants can be requested any time of the
year.
c. The requests will be funded from Council's
con ti ng enc y accou n t .
d. Eligibility requirements are:
i.
it.
iii.
The participants are all 18 years of age
or under.
The group or team is an organized non-
profit corporation or agency.
The request for funding must be made
prior to the date of the event.
..
Exhibit 2
iv. At least 90% of the participants in the
team or group are residents of Carlsbad.
e. The application process will consist of the
following:
i. Written request to Council
ii. Allocation of funding by the City Council
6. This policy may be amended as necessary.
h -
Policv 51 - Marked to show changes Exhibit 3A - I
CITY OF CARLSBAD
Policy No. 51
Effective Date 10/14/03%24/82
Cancellation Date n/a
COUNC L POLICY STATEMENTDate Issued 10/14/03
General Subject: Community Activity Funding
Specific Subject: Process for Funding Community Activities
Supersedes No. 3/24/92
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
BACKGROUND: The City Council has, in the past, chosen to fund I community activities with General Fund monies. This has
included the allocation of funds to agencies that provide
various . enrichment programs to
Carlsbad residents and visitors. During the 4-QQ4-W 2003-
04 budget process, the City Council directed a council
subcommittee to evaluate the current process and
recommend changes to facilitate that process. The
following policy outlines !those changes. I
PURPOSE: To establish the process for distributing funds for
community activities.
POLICY:
I.
2.
It is the policy of the City of Carlsbad to allocate
funds for community activities.
Prourams funded under this policv mav receive
grants for no more than 3 vears.
&23. Community Activitv Grants
2 a. These arants provide fundina for enrichment
proarams for the communitv.
ab. determined annually during the budget process.
The amount of funds to be allocated will be
& bc. Once the budget is adopted interested groups 1
will be notified of the application process.
4: a. The application process will consist of the I following:
b
Policv 51 - Marked to show chanaes Exhibit 3A
i. City application for funds
ii. Public hearing before a citizen review panel
iii. Recommendations submitted to City Council.
I
$e. The City Council will establish a review panel I
comprised of citizens and city staff to evaluate the
applications, ’ ,andmake
recommendations to the City Council. The review
panel will be comprised of the following: One
representative from each quadrant of the City, one
member of the Senior Commission, the Library
Board, and the Parks & Recreation Commission.
Special Event Grants
a. These a rants provide
city funding for Special Events in the c itv of
citywide interest.
b. These grants 6etAd =be requested any time
of the year.
c. The requests will be funded by from Council’s
contingency accou nt.
d. The application process will consist of the
following:
i. Spec ial eve nt app I ication
ii. Snec ial Event Gra nt supplementa I
iii. Approval of special event bv spec ial events
iv. Allocation of fundina bv t he Citv Co unci1
itgplication
committee
5. Winnina Teams G rants
a. These grants provide fundina to vouth teams to
offset the cost of travel expenses to national
cham pions h i p com petitions .
b. These grants can be requested anv time of the
year.
c. The requests will be funded from Council’s
continaencv account.
d. Eliaibility requirements are:
i.
ii.
The participants are all 18 vears of aae
or under.
The aroup or team is an oruanized non-
profit corporation or apencv.
Policv 51 - Marked to show changes Exhibit 3A I
iii.
iv.
The request for fundinq must be made
prior to the date of the event,
At least 90% of the participants in the
team or aroup are residents of Carlsbad.
e. The application process will consist of the
following:
i. Written request to Council
ii. Allocation of fundina by the Citv Council
6. This policy may be amended as necessary.
8
For &e Tnfbrmatitm of &a q$y, N ” T E s ,,
MEETING OF :
DATE OF MEETING:
TIME OF MEETING: 6:OO p.m.
PLACE OF MEETING:
CITY COUNCIL (Regular Meeting)
September 16, 2003
City Council Chambers
CALL TO ORDER: Mayor Lewis called the Regular Meeting to order at 6:OO p.m.
ROLL CALL was taken by the City Clerk, as follows:
Present:
Absent: None.
Lewis, Finnila, Kulchin, Hall and Packard.
LEGISLATIVE INVOCATION:
Bishop Angel offered the invocation.
PLEDGE OF ALLEGIANCE:
Council Member Packard led the Pledge of Allegiance.
PROCLAMATIONS:
Mayor Lewis presented Chris Keays, representing the Daughters of the American
Revolution, declaring September 17-23, 2003 “Constitution Week”.
CONSENT CALENDAR:
ACTION: On a motion by Mayor Pro Tern Finnila, Council affirmed the action
of the Consent Calendar, Items #I and #2 , as follows:
AYES:
NOES: None.
Lewis, Finnila, Kulchin, Hall and Packard.
WAIVER OF ORDINANCE TEXT READING: This is a motion to waive the reading of
the text of all ordinances and resolutions at this meeting.
1. AB # 17, 307- FINAL MAP FOR THOMPSONnABATA SUBDIVISION
CARLSBAD TRACT - CT 98-14-1.
Council adopted RESOLUTION NO. 2003-240, approving the final map for the
ThompsodTabata Subdivision, and authorizing the map to be recorded.
September 16,2003 Carlsbad City Council Meeting Page 2
2. AB #17.308 - STREET LIGHTING AND LANDSCAPING DISTRICT NO. 2
Council adopted RESOLUTION NO. 2003-241, initiating proceedings for the
formation of a Special Assessment District designated as Street Lighting and
Landscaping District No. 2; and, levying of annual assessments, and ordering
the preparation of an Assessment Engineer's Report; and, Council adopted
RESOLUTION NO. 2003-242, approving a loan from the General Fund to cover
the formation costs of Street Lighting and Landscaping District No. 2, and
appropriating the funds.
ORDINANCE FOR ADOPTION:
3. AB #17,311- NO PARKING ZONE ON THE NORTH SIDE OF CASSIA ROAD
ACT1 0 N : On a motion by Mayor Pro Tem Finnila, Council adopted
ORDINANCE NO. NS-672, amending Title IO, Chapter 10.40, of
the Carlsbad Municipal Code by the addition of Section 10.40.128
to declare a no parking zone on the north side of Cassia Road from
Poinsettia Lane to its intersection with El Camino Real.
- AYES:
NOES: None.
Lewis, Finnila, Kulchin, Hall and Packard.
PUBLIC COMMENTS:
Gloria Cook, 4575 Chelsea Court, expressed concern that a shopping center might be
built on El Camino Real near Robertson Ranch.
PUBLIC HEARINGS
4. AB #17,309 - ROBERTSON RANCH ZONE CHANGE - ZC 02-04
Eric Munoz, Senior Planner, presented the staff report and reviewed a Power Point
presentation (on file in the City Clerk's Office). In response to Council, Mr. Munoz
explained the noticing requirement for public hearings and said that scoping meetings
would be held as the property is developed.
Mayor Lewis opened the duly noticed public hearing at 6:25 p.m. and asked if anyone
wished to speak on this matter in any way.
Brian Milich, Corky McMillin Companies, 2727 Hoover Avenue, National City, (the
developer), spoke in support of the zone change.
Gail Stidolph, 4814 Kelly Drive, asked that the City purchase the land and keep it as
open space in perpetuity because the traffic on El Camino Real is already heavy.
Donald Miller, 461 0 Trieste, asked if there is a zoning designation that would exclude
commercial uses on the Robertson Ranch site.
September 16,2003 Carlsbad City Council Meeting Page 3
In response to Council, Mr. Munoz said that the General Plan spells out what will be
built on the Robertson Ranch in the future. Mr. Munoz described the land use
designations on the property. He explained that in order to remove the commercial
element from the Robertson Ranch property, the property owner would need to apply
for a General Plan Amendment.
Nikki Weaver, 4555 Essex Court, said that the City should purchase the Robertson
Ranch property and leave the entire property as open space. She said that the City of
Carlsbad does not need any more housing, shopping centers or grocery stores.
Dave Haddad, 4645 Trieste, suggested that the density of development be limited on
the Robertson Ranch property.
Seeing no one else wishing to address Council, Mayor Lewis closed the public hearing
at 6:38 p.m.
In response to Council, Mr. Munoz said that at buildout, 40% of property within
Carlsbad’s city limits would remain open space.
Council Member Packard said that the city is doing a good job of retaining open space.
He said that the developer has an established track record of building quality homes.
Council Member Packard said he would support the zone change.
Council Member Hall spoke in support of the requested zone change. He described the
efforts made by the city to preserve open space. He noted that the city has a process
that involves the community in the planning of projects and he encouraged citizens to
participate in the future scoping process. .
Council Member Kulchin spoke in support of the zone change. She noted that the zone
change is the first step of development and there will be several future opportunities for
public participation and input.
Mayor Pro Tern Finnila said that there are many quality assurances within the
development occurring in Carlsbad. She spoke in support of the zone change.
Mayor Lewis said he concurred with his colleague’s comments.
ACTION: On a motion by Mayor Pro Tem Finnila, Council introduced
ORDINANCE NO. NS-673, amending Section 21.05.030 of the
Carlsbad Municipal Code by an amendment to the city’s zoning
map to grant a zone change, ZC 02-04, from L-C to P-C; and 6om
L-C to RMHP on a 5.7-acre portion on the Robertson Ranch
Property generally located east of El Camino Real between
Tamarack Avenue and future Cannon Road in Local Facilities
Management Zone 14; and,
September 16,2003 Carlsbad City Council Meeting Page 4
Council adopted RESOLUTION NO. 2003-243, adopting a
Negative Declaration for a zone change to rezone a 5.7-acre parcel
of the 403+ acre Robertson Ranch property from L-C to RMHP;
and the balance of the property from L-C to P-C, generally located
east of El Camino Real between Tamarack Avenue and future
Cannon Road in Local Facilities Management Zone 14.
AYES: - NOES: None.
Lewis, FinniJa, Kulchin, Hall and Packard.
5. AB #17,310 -ASSESSMENT DISTRICT NO. 2003-01 (COLLEGE BOULEVARD
AND CANNON ROAD EAST).
Lisa Hildabrand, Director of Finance, and Galen Peterson, Assessment Engineer,
presented the staff report and made a Power Point presentation (on file in the City
Manager’s Office). Ms. Hildabrand described the public hearing procedure,
assessment ballot procedure and assessment ballot tabulation. She noted that the
noticing requirements were completed in accordance with the law.
Mr. Peterson presented and summarized the Assessment Engineer’s Report. He
explained the method and formula of assessment spread.
Ms. Hildabrand described the First Amendment to Acquisition/Financing Agreement and
Special Assessment District Disclosure Agreement.
Mayor Lewis opened the duly notice public hearing at 7:lO p.m. and asked if anyone
wished to speak on this matter in any way.
Brian Milich, Corky McMillin Companies, 2727 Hoover Avenue, National City,
representing Calavera Hills II, LLC, spoke in support of the formation of the
assessment district.
Seeing no one else wishing to address Council, Mayor Lewis closed the public
hearing at 7:l I p.m.
Lorraine Wood, City Clerk, opened the assessment ballots and announced that the
tabulation of the ballots has been completed. She said there were three ballots in
support of the levy of the assessments and zero ballots in opposition to the levy of
the assessments. Ms. Wood said since the number of ballots in support of the levy of
the assessments exceeds the number of ballots in opposition to the levy of the
assessments, there is no majority protest.
*-
September 16,2003 Carlsbad City Council Meeting Page 5
ACTION: On a motion by Mayor Pro Tem Finnila, Council adopted
RESOLUTION NO. 2003-244, approving the Final Report of the
Assessment Engineer, declaring the results of the assessment
ballot tabulation, confirming the assessments and ordering the
acquisition or construction of improvements, together with
appurtenances, in Assessment District No. 2003-01 (College
Boulevard and Cannon Road East); and,
Council adopted RESOLUTION NO. 2003-245, approving the form
of the First Amendment to the acquisitiordfinancing agreement and
Special Assessment District Disclosure Agreement for Assessment
District No. 2003-01 (College Boulevard and Cannon Road East).
AYES:
NOES: None.
Lewis, Finnila, Kulchin, Hall and Packard.
ADJOURNMENT TO THE SPECIAL MEETING OF THE MUNICIPAL WATER
DISTRICT MEETING
Mayor Lewis adjourned to the Special Meeting of the Municipal Water District Meeting
at 7:12 p.m. with all members present.
RECESS:
Mayor Lewis declared a recess from 7: 15 p.m. to 7:21 p.m.
RECONVENE TO THE SPECIAL MEETING OF THE HOUSING AND
REDEVELOPMENT COMMISSION MEETING
President Lewis adjourned to the Special Meeting of the Housing and Redevelopment
Commission Meeting at 7:21 p.m. with all members present.
RECONVENE CITY COUNCIL MEETING
Chair Lewis adjourned to the remainder of the City Council Meeting at 750 p.m. with all
members present.
DEPARTMENTAL AND CITY MANAGER REPORTS:
6. AB # 17,312 -ANNUAL REPORT OF INVESTMENT PORTFOLIO.
Jim Stanton, City Treasurer, presented the staff report and reviewed a Power Point
presentation (on file in the City Clerk’s Office). Discussion ensued between Council and
Mr. Stanton regarding that a portion of the portfolio has been previously committed to
capital improve men t projects.
September 16,2003 Carlsbad City Council Meeting Page 6
ACTION: On a motion by Mayor Pro Tem Finnila, Council accepted and filed
the Annual Report of the Investment Portfolio.
AYES:
NOES: None.
Lewis, Finnila, Kulchin, Hall and Packard.
7. AB #17,313 - COMMUNITY ACTIVITY GRANTS PROGRAM.
Cheryl Gerhardt, Senior Accountant, Senior Accountant, presented the staff report and
reviewed a Power Point presentation (on file in the City Clerk’s Office).
After discussion, Council concurred to amend Policy No. 51 by incorporating “Special
Event Grants” and “Winning Teams Grants”. After discussion, Council concurred that
requests within these two areas shall be funded from the Council’s contingency account
and that all requests would be considered on a case-by-case basis.
Council concurred that “Special Event Grants” are to provide city funding for Special
Events which are of citywide interest and that the requests can be made any time of the
year and for a maximum of three years. Council concurred that the application process
will consist of the following: (1) Special event application; (2) Special Event Grant
supplemental application; (3) Approval of special event by special events committee;
and, (4) Allocation of funding by the City Council.
Council also concurred that “Winning Teams Grants” are to provide funding to youth
teams to offset the cost of travel expenses to national championship competitions and
can be requested any time of the year. Council concurred that the eligibility
requirements will be that (?) The participants are all 18 years of age or under; (2) The
group or team is an organized non-profit corporation or agency; (3) The request for
funding must be made prior to the date of the event; and, (4) At least 90% of the
participants in the team or group are residents of Carlsbad. Council concurred that the
application process will consist of the following: (1) Written request to Council; and, (2)
Allocation of funding by Council.
In response to Ms. Gerhardt, Council concurred to exclude social service programs and
educational institutions from the Community Activity Grants Program.
Ray Patchett, City Manager, said that staff would return on October 14‘h with a
resolution amending Council Policy #51 as directed by Council.
RECESS:
Mayor Lewis declared a recess at 8:53 p.m. Council reconvened at 8:55 p.m. with all
members present.
September 16,2003 Carlsbad City Council Meeting
DEPARTMENTnL AND CITY MANAGER REPORTS (CONTIiJl
8. AB #17,314 - CITY GOAL ACCOMPLISHMENTS.
Page 7
ED):
Jim Elliott, Director of Administrative Services, and Frank Mannen, Assistant City
Manager, reviewed a Power Point presentation describing the 2002-03 goal
accomplishments (on file in the City Clerk’s Office).
Council concurred to receive and file the report.
ANNOUNCEMENTS:
Lorraine Wood, City Clerk, announced that Council Members have been invited to
attend, and may be participating in the following events:
Wednesday, September 17,2003 - 11:OO a.m.
City Council Study Session
City of Carlsbad Faraday Center
1635 Faraday Avenue
Carlsbad, California
COUNCIL REPORTS AND COMMENTS: None.
CITY MANAGER COMMENTS: None.
CITY ATTORNEY COMMENTS: None.
ADJOURNMENT:
By proper motion, the Regular Meeting of September 16, 2003 was adjourned at
Deputy City Clerk