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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 2 I 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 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. ~ 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: 0 0 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. 3 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 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. 5 lit 2 Page 2 of 2 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.: 7 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 I $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 Background“Created in September 2003“Provide city funding for special events“Eligibility requirements same as CAG“Can be requested any time of year“Event must be approved by the Special Events committee“Allocation of funding made by council in open meeting from Council’s contingency fund Special Event Grant Request“Request = $17,365 ArtSplash Event“2–day event, September 25 & 26“This will be 2nd time this event is held“Event is a free family event that promotes and benefits the arts within the North County community.“Chalk art street painting“Live music“Hands-on arts activities“Great all-American cuisine“Artist 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 Decisions“Does Council want to fund this Special Event Grant request?“If so, what amount? Request is $17,365