HomeMy WebLinkAbout2004-08-17; City Council; 17771; Artsplash Special Event Grant Request9~# 17,771
VITG. 08-1 7-04
IEPT. FIN
3ECOMMENDED ACTION:
DEPT.HD. TITLE:
ARTSPLASH SPECIAL EVENT GRANT REQUEST
1. Consider request from Artsplash for a Special Event Grant in the amount of $17,400. 2. Adopt Resolution No. 2004-281 appropriating $1 6,705 from Council’s contingency fund for
Artsplash 2004 in-kind services and authorizing a Special Event Grant in an amount to be
determined by Council to Artsplash for the Artsplash 2004 event and appropriating funds from
Council’s contingency fund.
ITEM EXPLANATION:
In September 2003, Council amended Council Policy #51 which created a Special Event Grant
Drogram under the Community Activity Funding Program. This program allows special event
srganizers to apply for grant funding for their event at any time of year. These requests are to be
:onsidered by Council and if funded the appropriation is made from Council’s contingency account.
[See Council Policy #51 at Exhibit 2)
Mached is a letter (Exhibit 3) from Artsplash organizers, Joni Miringoff and Carla Noble, requesting
Funding for a Special Event Grant in the amount of $17,400 to help fund Artsplash 2004. This event
IS scheduled to take place September 25 and 26, 2004 pending final approval from the Special
Events committee. Also attached (Exhibit 4) is a copy of the budget for the Artsplash 2004 event.
Council has already provided $1 5,000 for planning activities related to Artsplash 2004. A copy of the
status of that funding is shown at Exhibit 5. In addition, council committed to providing in-kind
services for the Artsplash 2004 event, which total $16,705 as shown in detail on the Artsplash 2004
event budget at Exhibit 3. A history of all city support for Artsplash 2002 and 2004 is shown at
Exhibit 6.
FISCAL IMPACT:
According to the attached exhibits, the total budget for Artsplash 2004 is projected $78,070. The
committee expects to raise $29,000 (37% of the budget) in private funding with the remaining
$49,070 (or 63%) requested from the City as shown below.
Budget:
Planning
Event
Citv services
Total Budget
Income:
Private sources
City funding -
Planning (previously authorized)
City services (previously authorized)
Special Event Grant request
Total Requested City Funding
Total Income Sources
$1 5,000
46,365
16.705
$78,070
$29,000
15,000
16,705
17,365
$49,070
$78,070
PAGE 2 OF AGENDA BILL NO. 17,771
The adoption of this resolution will appropriate $1 6,705 from Council’s General fund contingency
account to various General fund budgets to fund the City in-kind services for Artsplash 2004. In
addition, if authorized by Council, the Special Events Grant is to be funded from the Council’s
contingency account in the General fund. The Council’s contingency account has $2.5 million
appropriated.
EXHIBITS:
1. Resolution No. 2004-281 appropriating $3315 from Council’s contingency account.
2. Council Policy #51.
3. Letter from Artsplash organizers, Joni Miringoff and Carla Noble, requesting Special Event Grant
funding for Artsplash 2004.
4. Artsplash 2004 event budget.
5. Artsplash 2004 planning funding status.
6. Letter to Ray Patchett, City Manager, from staff addressing history of funding city has provided to
Artsplash.
DEPARTMENT CONTACT: Cheryl Gerhardt, (760) 602-2430, cgerh@ci.carlsbad.ca.us
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Exhibit 1
RESOLUTION NO. 2004-281
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL
EVENT GRANT TO ARTSPLASH FOR THEIR ARTSPLASH
2004 EVENT AND APPROPRIATING FUNDS.
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WHEREAS, the Artsplash is in need of financial assistance for their Artsplash 2004
event; and
WHEREAS, the Artsplash requested a Special Event Grant in the amount of $17,400 for
this event; and
WHEREAS, the City Council had previously approved to provide City services in the
amount of $16,705 and approved funding for planning costs of $15,000 for the Artsplash 2004
Event.
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
$16,705 from the Council’s contingency account to various General fund budgets for City
services for Artsplash 2004.
3. That the Carlsbad City Council hereby approves a Special Event Grant in the amount
of $ 17,365 for the Artsplash 2004 event.
4. That the Finance Director is authorized to appropriate the grant from the Council’s
con ti ng en cy a ccou n t .
5. That the Artsplash will be required to sign an agreement which will contain the
following:
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That all necessary special event approvals are obtained from the City.
A final report on how the grant funds were spent will be filed with the City once
the funds are spent.
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0 Original records (receipts) must be maintained for two years and made available
to the City should they be requested to audit them.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 17th day of Auqust , 2004 by the following vote, to wit:
AYES: Council Members Lewis, Finilla, Hall and Packard.
NOES: None
ABSENT: Council Member Kul
CLAUDE A. LEWIS, Mayor
uRRA$lE M. WOOD, City Clerk (Seal) /
Y
Exh
CITY OF CARLSBAD
Page 1 of 2
Policy No. 51
Date Issued 1/20/04
Effective Date 1/20/04
Cancellation Date n/a COUNCIL POLICY STATEMENT Supersedes No. 10/14/03
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:
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.
The City Council has, in the past, chosen to fund community
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. Organizations funded under this policy may receive grants for no
more than 3 years.
3. Community Activity Grants
a.
the community.
b.
annually during the budget process.
c.
notified of the application process.
d.
These grants provide funding for enrichment programs for
The amount of funds to be allocated will be determined
Once the budget is adopted interested groups will be
The application process will consist of the following:
i. City application for funds
ii. Public hearing before a citizen review panel
iii. Recommendations submitted to City Council.
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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.
f. The review panel will consider the provision of matching
funds from other sources in evaluation of the applications.
4. Special Event Grants
a. These grants provide city funding for Special Events in the
city of citywide interest.
b. These grants can be requested any time of the year.
c. The requests will be funded from Council’s contingency
account.
d. The application process will consist of the 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. Winning - Teams Grants
a. These grants provide funding to youth teams to offset the
cost of travel expenses to national championship
competitions.
These grants can be requested any time of the year.
The requests will be funded from Council’s contingency
account.
i. The participants are all 18 years of age or under.
ii. The group or team is an organized non-profit
corporation or agency.
iii. The request for funding must be made prior to the
date of the event.
iv. At least 90% of the participants in the team or
group are residents of Carlsbad.
The application process will consist of the following:
i. Written request to Council
ii. Allocation of funding by the City Council
b.
c.
d. Eligibility requirements are:
e.
6. This policy may be amended as necessary.
Memo
TO: City Manager Ray Patchett
~rom: Artsplash Chairpersons: Joni Miringoff & Carla Noble
Date: July 23, 2004
Re: Request for Event Grant funds and placement on the City Council Agenda
We are well aware of the challenge the City of Carlsbad faces due to the continuing budget
constraints and the limited nature of funds. We have met a number of times with the City
Special Event Coordinator, Deanna Reynolds, as well as Greg Woods, Lt. Mike Shipley and
Cheryl Gerhardt. We have successfully collaborated to reduce costs, thereby helping the
various City departments allocate budgetary dollars to cover the ”in-kind” services. For
example, instead of the anticipated $5,000 expense for slurry sealing -we will be able
negotiate a figure of roughly $1,000.
Originally we anticipated that we would need $72,000 from the City - if Artsplash were to be
fully funded and essentially sponsored by the City of Carlsbad. With Cheryl Gerhardt’s help
we have fully reviewed and refined the budget for Artsplash 2004.
The Artsplash Committee now feels, that along with its fundraisers and the community at
large, we will be able to raise the remaining budget requirements. The Artsplash Committee
is hereby requesting from the City’s Event Grant -- a cash amount of $1 7,365.
We appreciate the Council’s continued support and we feel confident that with the additional
funds from the Event Grant, we will have a successful Artsplash 2004.
The Artsplash Committee Chairs and Treasurer would like to appear before the Council to
apply for an appropriation from the City’s Event Grant and would appreciate being placed on
the next available docket. We look forward to hearing from you as to the date we will appear
before the Council.
Shcerel y,
Joni Miringoff
-0c.r;.
Artsplash 2004 Co-Chairs
?- 1.:
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Exhibit 4
ArtSplas h
2004
Event Budget
Budget Category Detail Artsplash City Svcs
Event RentaldProduction Allies Rental 5,200 1,400
Street Prep & Cleaning
Insurance & Legal Fees
Artist & Performers Needs
Security
Promotion and Marketing
Food
Other City Support
Total Expenses
Income
Total Income
Budget Shortfall
Miramar Rentals (food equip)
Traffic Control
Carrier Transicold
Toilets Rental
Toilets service
El Camino Rentals (generator, lights, scissor lift)
Sound- Tri Media
Radio rentals
Golf Carts
Windglyphs (banners)
Sweeping, Power Wash, Striping
Street Slurry Seal
Event Insurance
Non-Profit Filing
Artist fees
Artist Hospitality
Artist Supplies
Entertainer Fees
Private Security
Police Security
Printing
Tee Shirts
Thank You's
Photographer
Web page and Hosting
Food
Paramedics, Arts Admin, Sp. Events Coord.
Corporate and Children Squares
Corporate Sponsors
Food
Parking
Art Vendor Booths
City In-Kind Services
1.600
4,850
500
3,000
300
1,100
750
260
500
1,300
1,500
560
7,000
1,500
1,000
4.000
500
6,200
1,795
1,000
500
900
6,500
3,005
46,365 16,705
2,400
1,500
2,450
10.000
10.000
4,000
1,500
3,500
16,705
29,000 16,705
City Event Grant Request 17,365
Ordinary Income/Expense
Income
City of Carlsbad Grant
Expense
AdmIdSec Services
AdvertisingPromotional
Chalk Art Promo Pieces
ComputerMTebslte Maintenance
FeesKIueslMemberships
Get-Acquainted Welcome
Grant Development
Directors and Officers Insurance
Kick Off Event
Misc Expense
Office Supplies
PhotoslPhotography
Postagehlailing Services
PrintlngKopies
Software
School Chalk Event
Total
. Artsplash
2004
Planning Budget
To Date Projected Total
15,000.00 15,000.00
693.60
2,331.32
278.00
1,566.14
135.93
945.00
1,122.00
179.02
81.07
665.23
91 4.76
646.49
693.60
2,331.32
1,100.00 1 ,100.00
278.00
1,566.1 4
135.93
945.00
1,122.00
500.00 500.00
81 6.44 81 6.44
179.02
81.07
600.00 1,265.23
925.00 1,839.76
646.49
1,500.00 1,500.00
9,558.56 5,441.44 15,000.00
Total Expenses 15.000.00
EXHIBIT 6
Various General
fund budgets
August 5,2004
City provided “in-kind” services for
Artsplash 2002 including police support,
traffic control, street preparation,
TO: CITY MANAGER
VIA: FINANCE DIRECTOR
FROM: Senior Accountant
ARTSPLASH
The following is a brief history of funding the City has provided to Artsplash over the
past three years.
2002-2003
7 Amount
$20,000 -
General fund - 2002-2003 $1 0,600
equipment rentals,-etc
Reimbursement of Artsplash 2002 event
1 contingencies
I
s ho rtf al I.
2002-2003 1 $15,000
2002-2003
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$20,550
in-kind
services
1
Method 1 Purpose of Funding
Community Activity
Grant (CAG)
Funding for inaugural Artsplash 2002
event held September 28 & 29,2002.
General fund
contingencies
Various General
fund budgets
Funding for planning activities for
Artsplash 2004 to be held on
SePtember 25 & 26. 2004.
City to provide “in-kind” services for
Artsplash 2004 including police support,
traffic control, street preparation,
eauiDment rentals. Daramedic on-site. etc.
In addition to the above, the Artsplash organizers have submitted a request for a
Special Event Grant in the amount of $17,400 for their Artsplash 2004 event. Staff
has prepared an Agenda Bill to present to Council for their consideration on August
17,2004.
Please let me know if you require any additional information.
CHERYL GERHARDT
ArtSplash Special Event GrantRequest
BackgroundCreated in September 2003Provide city funding for special eventsEligibility requirements same as CAGCan be requested any time of yearEvent must be approved by the Special Events committeeAllocation of funding made by council in open meeting from Council’s contingency fund
Special Event Grant RequestRequest = $17,365
ArtSplash Event2–day event, September 25 & 26This will be 2nd time this event is heldEvent is a free family event that promotes and benefits the arts within the North County community.Chalk art street paintingLive musicHands-on arts activitiesGreat all-American cuisineArtist displays & demonstrations
City Support for ArtSplash ArtSplash 2002Total Support for ArtSplash 2002$30,600Event ShortfallGeneral Fund$10,600In-kind ServicesGeneral Fund Budgets$ 5,000 estCommunity Activity Grant$15,000
City Support for ArtSplash ArtSplash 2004Total ArtSplash 2004$49,070Current requestGeneral Fund$17,365City In-kind ServicesGeneral Fund Budgets$16,705 *Planning ActivitiesGeneral Fund$15,000* Original estimate was $20,550
ArtSplash 2004 IncomePrivate Sources38%City Svcs21%Grant Request22%Planning19%Total = $78,070
ArtSplash 2004 BudgetPlanning19%Event60%City Svcs21%Total = $78,070
Special Event GrantCouncil DecisionsDoes Council want to fund this Special Event Grant request?If so, what amount? Request is $17,365