HomeMy WebLinkAbout2006-05-16; City Council; 18571; Agricultural Conversion Mitigation Fee Comm ReportCITY OF CARLSBAD - AGENDA BILL
AB# 18,571
MTG. 5/16/06
DEPT. PLN
TITLE:
AGRICULTURAL CONVERSION MITIGATION FEE AD HOC
CITIZENS ADVISORY COMMITTEE
FIRST REPORT TO CITY COUNCIL
DEPT. HD. _ty22^
Lg$>
CITYATTY. U^"'
CITY MGR J&-^~™
Q111
OQC
Q.Q.
O
Oo
RECOMMENDED ACTION:
That the City Council ADOPT Resolution No. 2006-132 APPROVING the Committee's
proposed method of carrying out its mandate and authorizing the Committee to proceed with the
solicitation of project proposals for funding and authorizing a budget of $10,000.00 to be used for
project proposal solicitation.
ITEM EXPLANATION:
On August 2, 2005, the City Council created the Agricultural Conversion Mitigation Fee Ad Hoc
Citizens Advisory Committee (City Council Resolution No. 2005-242). The principal charge of the
Committee is to make recommendations to the City Council for proposed expenditures from the Fund
in keeping with the mandates established by Municipal Code Section 21.202.060. The Committee is
required to report to Council at least twice during its first year. The first report is to contain a detailed
proposal of how the Committee would operate to carryout its mandate. The report must discuss how
the Committee proposes to solicit expenditure/grant proposals; how it would operate to make
recommendations to the Council, including proposed project/grant selection criteria and voting
procedures; and how it proposes to draw down on the Fund balances in the first and subsequent
years. This agenda bill and the attached documents constitute the Committee's "First Report to
Council".
The Committee has met'-S'-tines^ beginning on August 31, 2005. In the course of those meetings,
the Committee has accomplished each of the tasks necessary to complete its First Report to Council,
attached as Exhibit "2". A table of contents is included in the Report to facilitate review of the
document. The First Report contains a series of items explaining how the Committee proposes to
carry out its mandate. The Committee has made several decisions which are key to its proposed
operating procedures and decision-making. These decisions are included in the beginning of the
Report and are labeled "Key Decisions". The Committee requests that Council pay special attention
to these decisions specifically since they are critical to the proposed means of operating and
decision-making. Should Council disagree with these key decisions, the Committee would
appreciate specific direction regarding any changes.
ENVIRONMENTAL:
The proposed action (the approval of the Committee's proposed operating plan and authorization of
a project solicitation budget) does not constitute a project pursuant to Section 15378(b)(4) of the
California Environmental Quality Act. Specifically, the creation of a funding mechanism which does
not involve any commitment to any specific project is not a project. Therefore, the proposed action is
not subject to CEQA. Any projects which ultimately receive grant funds will be required to comply
with any applicable CEQA requirements.
FISCAL IMPACT:
There are two types of fiscal impacts associated with the activities of this Committee. The first is the
cost of specific project solicitation activities (e.g., newspaper ads, postage, etc.). The Committee has
identified a needed budget amount of $10,000 which the members believe will be sufficient to solicit
projects. This amount would come from the grant fund itself.
PAGE 2
The second type of expenses associated with the Committee activities is administrative costs. When
the Committee was established, it was given a $5,000.00 budget to cover some of the administrative
costs. The Committee has expended $2,341.11, leaving a balance of $2,658.89. The funds
expended were used for the keeping of Minutes by a professional Minutes Clerk, with the remainder
spent on supplies. Other administrative costs have been absorbed by the Planning Department and
result from staff time required to assist the Committee in the various activities associated with
carrying out its mandate. These costs total $27,216.56 to date. Specifically, staff time has been and
would need to continue to be allocated for the following activities:
a. To implement most (if not all) of the proposal solicitation strategy (other than the cost of
ads, postage, etc., as discussed above);
b. To serve as a contact point for potential grant applicants for information and assistance;
c. To hold two (or more, if needed) application workshops for potential applicants;
d. To provide informal assistance to applicants/potential applicants as needed;
e. To sort and track application submittals;
f. To process grant recipient letters of agreement and project milestones;
g. To receive and review status reports/milestones (including field visits as necessary);
h. To work with the Finance Dept. to trigger release of funds (based on milestones
achievement); and,
i. To continue to serve as staff to the Committee for future meetings and reports (e.g.,
schedule Committee meetings; prepare and post agendas; provide minutes; provide
documents to the Committee as needed; and assist the Committee in the preparation of
the required second and any subsequent reports to Council).
EXHIBITS:
1. City Council Resolution No. 2006-132
2. Exhibit "2" - "Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
First Report to City Council", on file in the office of the City Clerk.
DEPARTMENT CONTACT: Elaine Blackburn, (760) 602-4621, eblac@ci.cartsbad.ca.us
1 RESOLUTION NO. 2006-132
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, APPROVING THE COMMITTEE'S
PROPOSED METHOD OF CARRYING OUT ITS MANDATE AND
4 AUTHORIZING THE COMMITTEE TO PROCEED WITH THE
SOLICITATION OF PROJECT PROPOSALS FOR FUNDING
5 AND AUTHORIZING A BUDGET FOR PROPOSAL
SOLICITATION ACTIVITIES
6
WHEREAS, on August 2, 2005, the Carlsbad City Council created the
7
Agricultural Conversion Mitigation Fee Ad Hoc Citizens' Advisory Committee (i.e., the8
Committee); and
10 WHEREAS, the principal charge of the Committee is to make recommendations
jj to the City Council for proposed expenditures from the Agricultural Conversion Mitigation Fee
12 fund in keeping with the mandates established by Municipal Code Section 21.202.060; and
13 WHEREAS, the Committee is required to report at least twice to the City Council
14 during its first year; and
15 WHEREAS, the Committee's first report to the City Council constitutes a detailed
16 proposal of how the Committee would operate to carry out its mandate including: a) how the
17 Committee proposes to solicit expenditure/grant proposals, b) how it would operate to make
1 O
recommendations to the Council, including proposed project/grant selection criteria and voting
19 procedures, and c) how it proposes to draw down on the Fund balances in the first and
20 subsequent years.
21
NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City
22
of Carlsbad, California, as follows:
23
1. That the above recitations are true and correct.
24 2. That the City Council approves of the method by which the Committee proposes
to carry out its mandate as shown in the attached documents and authorizes the Committee to
25 proceed with the solicitation of project proposals. (On file in the office of the
City Clerk).26
27
28
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
3. That the City Council approves a budget of not to exceed $10,000.00 from the
Fund to be used for project solicitation purposes.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 16th day of May , 2006, by the following vote,
to wit:
AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoose
NOES: None
ABSENT: None
ABSTAIN None
ATTEST:
LORRAINE M. WOOD, City Clerk
(SEAL)
.X\U"";,
-2-
EXHIBIT "2"
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION
FEE
AD HOC CITIZENS ADVISORY COMMITTEE
FIRST REPORT TO
CITY COUNCIL
Adopted by the Citizens Committee
To be forwarded to the Carlsbad City Council
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
FIRST REPORT TO CITY COUNCIL
TABLE OF CONTENTS
SECTION I
Committee Cover Letter
Membership Roster/Acknowledgements
SECTION II - COMMITTEE PROCESS AND CONCLUSIONS
Road Map
Meetings Held
Key Decisions
Committee Operating Procedures & Agreements
Proposal Solicitation Strategy
Proposal Consideration & Process Summary
Proposal Evaluation Criteria
Proposal Evaluation Form
SECTION III - APPLICANT INFORMATION AND FORMS
Grant Information Sheet
Grant Application Instructions
Grant Application Submittal Checklist
Grant Application Form
Grant Recipient Agreement Letter
SECTION IV - APPENDICES
Appendix A: Meeting Agendas
Appendix B: Meeting Minutes & Charted Notes
Appendix C: Charge of the Committee
Appendix D: City Council Agenda Bill No. 18,231 & Resolution No. 2005-242
Appendix E: City Council Agenda Bill No. 18,079 & Resolution No. NS752
Appendix F: Agricultural Mitigation Fee Program - Historical Summary
Appendix G: List of Reference Materials Provided to Committee
SECTION I
April 17,2006
Carlsbad City Council
1200 Carlsbad Village Drive
Carlsbad, CA 92008
Mayor and City Council Members:
The Agricultural Conversion Mitigation Fee Citizens Ad Hoc Advisory Committee has
been meeting since August 31, 2005 and has accomplished the tasks necessary to
complete its first report to the City Council as required by City Council Resolution No.
2005-242. The individual documents addressing the Committee's proposed operations
and decision-making, as well as copies of all of the Committee's meeting agendas,
minutes, and charted notes, are incorporated into this document which constitutes the first
report to the City Council.
V
The Committee has prepared a plan which we believe will allow us to solicit project
proposals in a fair and open manner and to effectively evaluate those project proposals
received. The Committee looks forward to proceeding to the opportunity to solicit, <
evaluate, and recommend for approval projects which will benefit the citizens of
Carlsbad.
Eric Larson, Vice-Chair
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEMBERSHIP ROSTER
Voting Members:
Julie Nygaard, Chair
Eric Larson, Vice-Chair
Ken Alfrey
Julie Baker (Planning Commissioner)
Richard Erhardt
Irv Roston
Hope Wrisley
Non-Voting Members/Staff;
Deborah Ruddock, California Coastal Conservancy
Chris De Cerbo, Principal Planner
Elaine Blackburn, Senior Planner
Facilitator; Jim Boylan
Minutes Clerk; Carol Cruise
SECTION II -
COMMITTEE PROCESS AND
CONCLUSIONS
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
ROAD MAP
Principal Charge of Committee: To make recommendations to the City Council for proposed expenditures
from the [Agricultural Conversion Mitigation Fee] Fund in keeping with the mandates established by
Municipal Code Section 21.202.060.
Committee Responsibilities to City Council during first year: To report to the City Council at least twice
during its first year.
FIRST REPORT TO CITY COUNCIL: A detailed proposal of how the Committee would operate
to carry out its mandate. Report should discuss how the Committee proposes to solicit expenditure/grant
proposals; how it would operate to make recommendations to the Council, including proposed project/grant
selection criteria and voting procedures; and how it proposes to draw down on the Fund balances in the first
and subsequent years. Tasks to complete First Council Report:
Determine how Committee will operate.
Determine how decisions will be made.
Elect a Chairperson and Vice-Chair.
Establish a meeting schedule.
Agree upon role of Committee members.
Establish criteria by which project proposals will be evaluated.
Create project application, information, and evaluation forms.
Perform test run of forms.
Determine how funds will be drawn down.
Determine how project proposals will be solicited.
Identify how project proposals will be presented to Committee.
Identify how Committee will operate to make recommendations on individual projects.
Prepare draft Council report.
Review and comment on draft report.
Finalize report.
Schedule report for City Council meeting.
SECOND REPORT TO CITY COUNCIL: Shall carry the Ad Hoc Committee's
recommendations for initial expenditures from the Fund. Tasks to complete Second Council Report:
Solicit project proposals.
Schedule/Hold workshops (2) for applicants.
Evaluate forms after first set of projects.
Evaluate project proposals.
Recommend projects for initial expenditures from the Fund.
Prepare draft of report.
Review and comment on draft report.
Finalize report.
Schedule report for City Council meeting.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETINGS HELD
Unless otherwise noted, all meetings were held at the Faraday Building, 1635
Faraday Avenue, in Room 173-A.
Tuesday, August 30, 2005 9:30 am - 12:00 pm *Dove Library, Meeting Room
Monday, September 19, 2005 9:00 am - 12:00 pm
Monday, September 26, 2005 9:00 am - 12:00 pm
Tuesday, October 4, 2005 9:00 am - 12:00 pm
Monday, October 31,2005 1:00 pm - 3:30 pm
Tuesday, November 29, 2005 1:00 pm - 3:30 pm
Monday, December 12, 2005 8:00 a.m. - 10:00 a.m.
Friday, February 10, 2006 8:00 a.m. - 10:00 a.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
KEY DECISIONS
PROJECT ELIGIBILITY - COASTAL/NON-COASTAL LOCATIONS
It is not required that proposed projects be located within the Coastal Zone; projects
proposed to be located outside of the Coastal Zone will be considered; however, all
projects (inside or outside of the Coastal Zone) must benefit the Coastal Zone.
"EQUITABLE" DISTRIBUTION OF FUNDS
The Committee will promote the equitable distribution of the grant funds available by ensuring
that all potential applicants have a fair and equal opportunity to apply for the funds. This
does not mean that the total funds available will be divided equally among the four
categories of eligible projects. However, the Committee intends to award funds to projects
in each of the four categories if at all possible.
DRAW-DOWN OF FUNDS
The Committee will not specifically "hold back" funds for future awards, nor will it target a
specific amount of funds to be spent in the first year. The Committee will draw down funds
based solely upon the merit of the projects proposed. All project proposals will be evaluated on
their own merits and funds will be spent as merited by proposed projects. The Committee
believes that sufficient eligible and meritorious project proposals will be received to justify
expenditure of all available funds before the Committee sunsets (four years from August 2, 2005),
if not sooner.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
COMMITTEE OPERATING PROCEDURES & AGREEMENTS
Ground Rules
• Remember that the Committee's work is a public process
• Be present
• Respect one another's opinions
• Listen actively
• Ask questions when you have them
• Participate
• Practice Skillful Conversation
• Speak your mind
• We will disclose our "special interests" to one another as appropriate to topics under discussion.
• All member requests for information from staff not rendered during the meeting will be routed
through the chairperson
• Speak up in order to be heard
• Speak up (or signal) if you did not hear clearly something that was said.
Committee Procedures
• Chair leads the meeting; facilitator leads discussions
• Minutes and Charted Notes are kept as part of the Committee's records
• Annual reevaluation of process
• Committee members will not participate in project proposal presentations and will abstain from
voting on projects for which they have a conflict of interest pursuant to Chapter 1.14 of the
Carlsbad Municipal Code.
Decision-making Process
• Plan A: Consensus (Preferred)
• Plan B: If consensus cannot be achieved after an earnest effort has been made, the question will
be decided by simple majority vote with the minority opinion noted and reported.
Guidelines for Public Comment
• In general, members of the public wishing to present comments for the Committee's
consideration will be given an opportunity to do so at the end of meetings.
• Public comments will be limited to three minutes for each person, and 15 minutes for each topic
• These guidelines will be adjusted as appropriate for different meeting purposes (e.g. grant
proposal presentations)
• The public comment time limitation of three minutes per speaker may be extended at the
discretion of the chairperson.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
PROPOSAL SOLICITATION STRATEGY
OBJECTIVE:
To ensure that availability of grant funds is known throughout the community and among those
organizations and individuals who might wish to apply.
METHODS:
• Editorial Boards
• News Releases
• Solicit feature coverage in newspapers
• OpEd (i.e., a letter from the Mayor on behalf of the City Council)
• Posters in public facilities (e.g., libraries; City Hall; Faraday building; other?)
• Posting on City's web page with grant program info and staff contact info
• Mailings to those known to be interested
o List of individuals with potential interest (list must be created)
o List of organizations with potential interest (list must be created)
o Other public agencies
o Downtown Merchants Assn.
o Chamber of Commerce
o Carlsbad Convention and Visitors Bureau
• Newspaper advertisements
o North County Times
o Union-Tribune — North County edition
o Coast News
o Chamber of Commerce Newsletter
• Other?
• Insert notification in water bills
Factors to Consider
• Time constraints
• Budget/Costs
Tentative Timetable
Council Approval of Committee Procedures, Criteria, etc. Early May 2006
Public Notification Process Early June 2006
Proposal Preparation Workshop(s) Late June 2006
Deadline for Proposal Submittal July 31, 2006
Committee Review Process August - September 2006
Preparation of Agenda Bill (Grant Awards Recommendations) October 2006 (or sooner)
Presentation to Council November 2006 (or sooner)
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
PROPOSAL CONSIDERATION & PROCESS SUMMARY
PROPOSALS THE COMMITTEE WILL CONSIDER
• Projects (i.e., not on-going programs)
• Projects which have not been completed by the date that City Council approves the Committee's
procedures and application consideration process (i.e., no reimbursement for previously
completed projects)
• Proposals from all types of organizations and individuals
• Grants — outright and/or matching — but not loans
• Requests for a minimum of $2,500.00 (nothing less than $2,500.00)
EQUITABLE DISTRIBUTION OF FUNDS
The Committee will promote the equitable distribution of the grant funds available by ensuring that all
potential applicants have a fair and equal opportunity to apply for the funds. This does not mean that the
total funds available will be divided equally among the four categories of eligible projects. However, the
Committee intends to award funds to projects in each of the four categories if at all possible.
DRAW DOWN OF FUNDS
The Committee will not specifically "hold back" funds for future awards, nor will it target a specific
amount of funds to be spent in the first year. The Committee will draw down funds based solely upon the
merit of the projects proposed. All project proposals will be evaluated on their own merits and funds will
be spent as merited by proposed projects. The Committee believes that sufficient eligible and meritorious
project proposals will be received to justify expenditure of all available funds before the Committee
sunsets (four years from August 2, 2005), if not sooner.
PROCESS
• Proposal review: paper process and possible presentation opportunities (at request of Committee)
• Establish City staff contacts) for applicant info/assistance and application form
• Opportunity for applicants' feedback on process, forms, etc.
ELIGIBILITY REQUIREMENT
Applications must implement the Charge of the Committee (i.e. involve one of the four eligible types of
uses) in order to be eligible for funding. Should there be disagreement regarding whether a proposal is
eligible for funding (i.e., whether the project implements one of the four categories of projects), the
Committee will first seek consensus and, if that fails, will vote on the matter.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
PROPOSAL EVALUATION CRITERIA
Project Criteria
Extent to which proposal fulfills eligibility category
Line-of-sight relationship with concrete outcome(s)
Benefit to Carlsbad residents
Honors the history of Carlsbad
Employs creativity (of project or process)
Multiple or long-lasting or wide-spread benefits
Project Feasibility and Planning Criteria
• Feasibility of project achievement (i.e., Can project be accomplished?)
o Can permits/approvals be obtained?
• Implementation plan
o Measurable milestones/Identification of tracking measures
o Reasonable time frame
o Responsible parties identified
Applicant Criteria
• Ability of project applicant to do what is proposed
o Applicant's experience implementing other projects
o Applicant's previous experience obtaining and using funding (for other projects)
Financial Resources/Budget Criteria
• Fiscal resources to do what is proposed
o Project budget
o How requested funding will be used
o Other/Additional funding already secured for project (if any)
o Other potential funding sources for project (potential matching funds)
o Applicant's experience obtaining and using funding (for this project)
o Financial condition of organization (if applicable)
AGRICULTURAL CONVERSION MITIGATION FEE GRANT
PROPOSAL EVALUATION FORM
PROJECT NO:
PROJECT NAME:
Rating Scale:
Not Applicable = 0 Poor = 1 Acceptable = 2 Good = 3 Strong = 4 Exceptional = 5
Is proposed project eligible for funding? Yes
Eligibility Category:
No
Project/Program Criteria:
Implementation of eligibility category
Concrete outcome(s)
Benefit to Carlsbad residents
Honor history of Carlsbad
Creativity (of project or process)
Multiple, or long-lasting, or wide-spread benefits
Feasability/Planning Criteria:
Feasibility of project achievement: Permits/ Approvals obtainable?
Implementation Plan: Measurable Milestones? Tracking Measures?
Implementation Plan: Time Frame?
Responsible parties identified?
Applicant Criteria:
Ability to do project? Experience with other projects?
Ability to do project? Experience with using funding for other projects?
Fiscal/Budget Criteria:
Project budget
Use of requested funds
Other funding? (if any)
Other potential funding?
Fiscal stability of org'n (if applicable)
TOTAL SCORE
Project Score
SECTION III
APPLICANT INFORMATION AND
FORMS
City of Carlsbad
Agricultural Conversion Mitigation Fee
Grants Information Sheet
The City of Carlsbad is accepting applications for Agricultural Mitigation Fee Project grants. The
minimum grant application amount is $2,500.00. The grant funds are available to the following four
types of projects:
A. Restoration of the coastal and lagoon environment including but not limited to acquisition,
management and/or restoration involving wildlife habitat or open space preservation;
B. Purchase and improvement of agricultural lands for continued agricultural production, or for the
provision of research activities or ancillary uses necessary for the continued production of
agriculture and/or aquaculture in the city's coastal zone, including, but not limited to, farm
worker housing;
C. Restoration of beaches for public use including, but not limited to local and regional sand
replenishment programs, vertical and lateral beach access improvements, trails, and other beach-
related improvements that enhance accessibility, and/or public use of beaches; or,
D. Improvements to existing or proposed lagoon nature centers.
These grants may be used in combination with funding from other sources or may be used for projects for
which other funds are not available. These funds are available for one-time projects only, not for on-
going programs. Project proponents must submit a written application. Project proponents may also be
asked to make a presentation to the Committee. The City has currently collected approximately $6
million which will be allocated through this process. This grant opportunity may or may not be available
annually or after the first year, depending upon the number of qualified proposals, the amount of funds
available, and the amount of funds ultimately awarded by City Council. Projects approved for funding in
the first year have no expressed or implied guarantee for future funding. The full amount of the available
funds may not be disbursed if there are not sufficient meritorious applications. These grants will not be
awarded on a first-come/first-serve basis but will be considered according to specific criteria. Any
project which is awarded funds will be required to meet agreed-upon milestones. Failure to satisfy
agreed-upon milestones will result in project reconsideration and possible cessation of funding. All
documents submitted become the property of the City of Carlsbad.
In order to be considered, completed application forms accompanied by all necessary attachments must
be received no later than 5:00 PM on , 2006, at the City of Carlsbad, Planning
Department, 1635 Faraday Avenue, Carlsbad, CA 9200S, Attention: Elaine Blackburn.
Applications will be reviewed by a Citizen's Committee and referred to City Council for a final decision.
This seven-member committee is comprised of: one member from the City Planning Commission and six
members at-large. Within 60 days after the closing date for application submittals, this Committee will
make a recommendation for approval of selected projects to the City Council. The City Council will then
make the final decision regarding funding. If you have any questions regarding the funding for
Agricultural Conversion Mitigation Fee Grants, please contact Elaine Blackburn by phone at (760) 602-
4621 or by email at eblac@ci.carlsbad.ca.us.
AGRICULTURAL CONVERSION MITIGATION FEE GRANTS
APPLICATION INSTRUCTIONS
Applicant Information; Please provide the requested information including: name, address, phone, and two
(2) contact names. Two contact names are required for the application to be considered complete. In addition
to the written application, project proponents may be asked to make a presentation to the Committee. Please
note that all documents submitted become the property of the City of Carlsbad.
Amount of Grant Request; Enter the total dollar amount of City funds you are requesting. The minimum
grant application amount is $2,500.00.
Eligibility Requirements (Application Form Section D; Both individuals and organizations are eligible to
apply for grant funds. In order to be eligible for a grant, the project must achieve one of the purposes listed
below. Please note: Your application form must clearly and specifically demonstrate how the proposed project
achieves on these purposes:
a. Restoration of the coastal and lagoon environment including but not limited to acquisition, management
and/or restoration involving wildlife habitat or open space preservation;
b. Purchase and improvement of agricultural lands for continued agricultural production, or for the
provision of research activities or ancillary uses necessary for the continued production of agriculture
and/or aquaculture in the city's coastal zone, including, but not limited to, farm worker housing;
c. Restoration of beaches for public use including, but not limited to local and regional sand replenishment
programs, vertical and lateral beach access improvements, trails, anti other beach-related improvements
that enhance accessibility, and/or public use of beaches; or,
d. Improvements to existing or proposed lagoon nature centers.
Project Description. Scope, and Benefits (Application Form Section ID; Describe the project in sufficient
detail to enable the reviewers to clearly understand the project, how the project achieves one of the required
purposes of the fund (above), and how the citizens of Carlsbad will benefit from the project. Please be specific.
Project Feasibility and Planning (Application Form Section DT): Identify all permits (e.g., federal, state,
and local) and other approvals which will be required to implement the project. Also provide an
implementation schedule for the project showing the project timeline and all activities required to implement
the project, including specific measurable milestones (e.g., approval of permits).
Applicant Information and Experience (Application Form Section IV); Provide the requested information
for the applicant. If an organization, please attach an organizational chart. Provide information relating to the
applicant's, and other employees' if applicable, experience in the project area for which funds are being
requested. Include the number of years providing similar services and the experience level of the individual(s).
Provide any other information which would be useful to the reviewers in understanding your capabilities to
implement the project for which the funds are requested.
Financial Resources/Budget (Application Form Section V): In addition to providing a detailed budget for the
project request, please include a funding schedule (your request for the timing of disbursement of the funds).
Funds will be made available upon achievement of specific milestones. Applicant must also provide the
requested information on current funding sources/amounts, previous City funding received or requested within
the past five years, and organization funding/resources (if applicable).
Signatures; We require two contact names and their signatures.
Reporting Requirements; A report on how the funds were spent will be required to be filed with the City
annually, or when funds are spent, or at other agreed upon intervals, whichever comes first. This includes a
detailed listing of revenue and expenses for the project and a narrative explanation of what the project
accomplished. Proof of project expenses (i.e., receipts) are required to be held for at least two years (or longer
if so specified in the Grant Funding Agreement) during which time the City reserves the right to audit the
records.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE GRANTS
SUBMITTAL CHECKLIST
When applying for a City of Carlsbad Agricultural Mitigation Fee Project grant, the items below
must be submitted. You must submit 12 copies of all documents, organized into sets. NOTE:
This is a summary list only. Please refer to the Application Form for details about the
information required and formatting requirements.
• Completed application form
• Project summary (maximum 1 page, typed)
• Project description (maximum 3 pages, typed)
o including specific explanation of how the proposed project achieves one or more
of the four purposes (see pages 1 and 2 of Application Form) and the benefits of
the project;
• Project exhibits (drawings, etc.), if applicable
• Description of permits/approvals required
• Project implementation plan and schedule, identifying milestones and responsible parties;
• Type of applicant (individual or organization)
• If an organization: business experience; governing board/members; purpose of
organization; experience in project area;
• Project budget
• Project funding schedule
• Audited financial statements (if an organization/agency)
• General funding schedule (other projects)
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE GRANTS
APPLICATION
Note: This application and all supporting documents must be received no later than 5:00
p.m. on
Project Number:
Project Name:
FOR STAFF USE ONLY
Date Received:
Submittal Formatting Requirements
All submittals must be typed on 8 % x 11 sized paper (drawing exhibits may be larger), and
you must provide twelve (12) full sets of all documents submitted. You must provide a one-
page summary of the proposed project. The project description can be a maximum of
three (3) typed pages with attachments as necessary. All documents submitted become the
property of the City of Carlsbad. In addition to the written application, project
proponents may be asked to make a presentation to the Committee.
Submit to: City of Carlsbad; Planning Department; 1635 Faraday Avenue; Carlsbad, CA,
92008; Attention: Elaine Blackburn or email to eblac@ci.carlsbad.ca.us
Please complete the following application using the guidance provided on the "Application Instructions"
page. You may attach additional pages, subject to the "Submittal Formatting Requirements", above.
Name of Applicant:
Address:
Phone: ( ) - Email:
Contact 1)
name phone
Contact 2)
name phone
Please note: Successful applicants will be required to provide a Federal Tax ID # or Social
Security # before any grant funds are released.
Total Amount of Grant Request: $
Application must be for a minimum of $2,500.00.
I. ELIGIBILITY REQUIREMENTS
Your project MUST implement one of the four categories below to be eligible for this grant
program. On-going programs will not be considered. Please contact Elaine Blackburn at the
City of Carlsbad (760-602-4621) for further information, if desired.
1
Please indicate which of the four categories of eligible projects the proposed project would
implement, and please be specific:-
Y N
a. Restoration of the coastal and lagoon environment including but not I I I I
limited to acquisition, management and/or restoration involving wildlife
habitat or open space preservation
b. Purchase and improvement of agricultural lands for continued agricultural I I I I
production, or for the provision of research activities or ancillary uses
necessary for the continued production of agriculture and/or aquaculture in
the city's coastal zone, including, but not limited to, farm worker housing
c. Restoration of beaches for public use including, but not limited to local and I I I I
regional sand replenishment programs, vertical and lateral beach access
improvements, trails, and other beach-related improvements that enhance
accessibility, and/or public use of beaches
d. Improvements to existing or proposed lagoon nature centers I I I I
II. PROJECT DESCRIPTION, SCOPE, AND BENEFITS
1. Describe the proposed project. The description should a) provide sufficient detail for a
clear understanding of the proposed project; b) include clear intended outcomes of the project;
and, c) specifically address how the project satisfies the eligibility requirement(s). (Please attach
separately; maximum 3 typed 8^x11 pages plus drawings)
2. How will the project benefit the citizens of Carlsbad?
III. PROJECT FEASIBILITY AND PLANNING
3. What permits/approvals (federal, state, local, other) will the project require?
4. What is the time line for implementation of the project?
5. How will the project be implemented? Identify specific milestones that would be used to
measure progress of project implementation and who will be responsible for implementation.
IV. APPLICANT INFORMATION AND EXPERIENCE:
Individual applicants, please complete items 6 and 10 in this section (Section IV).
Organization/Agency applicants, please complete all items in this section.
6. This applicant is a (an):
I I Individual I I Organization (Non-Profit) I I Organization (For Profit)
D Public Agency (State/Local) Q Other
7. a. Years in Business:
b. Number of Employees:
c. Number of Volunteers:
(Please attach an organizational chart.)
8. Names of Officers and Board of Directors:
Name: Title:
9. What is the purpose or mission of your agency/organization?
10. Describe applicant's experience in the project area.
V. FINANCIAL RESOURCES/BUDGET
All applicants must attach a budget for the proposed project request and a proposed
funding schedule. Organization/Agency applicants also provide your organization's most
recent audited financial statement.
11. If other resources/funding will be used, please describe all funding you have already
secured for the proposed project and identify the amount, type, and source(s) of all such funds. If
no other resources/funding will be used, please so indicate.
12. Describe all other funding from any source that you have requested for the proposed
project and identify the status of such request(s) if applicable.
13. Describe any previous City funding requested or received (for any project) in the past five
years.
VI. GENERAL COMMENTS/INFORMATION
14. Is there anything else you wish to make the Committee aware of regarding yourself, your
organization, or your proposed project?
INSTRUCTIONS AND APPLICATIONS FORM FEEDBACK
The Committee's intent is to make the application instructions and application form easy to
understand and complete. Therefore, we would appreciate your taking a few moments to provide
feedback on both to the address on the front of this form. If there were instructions or questions
which were confusing or difficult to complete, please identify those areas/questions and provide
any suggestions you may have regarding improvement of these documents.
Disclosures;
These grants may be used in combination with funding from other sources or may be used for
projects for which other funds are not available. Project proponents must submit a written
application. Project proponents may also be asked to make a presentation to the Committee. The
Agricultural Conversion Mitigation Fee Committee will review project proposals and will
recommend to the City Council those projects selected for funding. Final approval of funding
will require City Council approval. This grant opportunity may or may not be available annually
or after the first year, depending upon the number of meritorious proposals, the amount of funds
available, and the amount of funds ultimately awarded by City Council. Projects approved for
funding in the first year have no expressed or implied guarantee for future funding. The full
amount of the available funds may not be disbursed if there are not sufficient meritorious
applications. These grants will not be awarded on a first-come/first-serve basis but will be
considered according to specific criteria. Any project that is awarded funds will be required to
meet agreed-upon milestones. Failure to satisfy the agreed-upon milestones will result in project
reconsideration and possible cessation of funding. All documents submitted become the property
of the City of Carlsbad.
We understand the information above. Yes I I No I I
Reporting Requirements:
Grant recipients will be required to file with the City a report on how the funds were spent
annually, or when funds are spent, or at other agreed upon intervals (e.g., upon achievement of a
milestone), whichever comes first. Proof of project expenses (i.e., receipts) are required to be
held for at least two years (or longer if so specified in the Grant Funding Agreement), during
which time the City reserves the right to audit the records.
We agree to adhere to the funding and reporting requirements described above. Yes I I No I I
Other Requirements
Grant recipients will be required to recognize on all printed material that the project is funded
fully or in part by the City of Carlsbad.
Certification;
We, the undersigned, do hereby attest that the above information is true and correct to the best of
our knowledge. (Two signatures required)
Signature Title Date
Signature Title Date
Date
AGRICULTURAL CONVERSION MITIGATION FEE GRANT FUNDING AGREEMENT
I am pleased to inform you that the Carlsbad City Council approved the Agricultural Conversion
Mitigation Fee Ad Hoc Citizens Committee's recommendation that you/your organization receive
$ in Agricultural Conversion Mitigation Fee Grant funding.
The grant is to be used for the following purpose(s):
This letter is to serve as a Letter of Agreement. Please have both of the people who signed the grant
application sign this agreement and return it in the enclosed envelope. The grant funds will be
awarded in phases and upon the achievement of milestones according to the attached project
schedule. Any project that is awarded funds will be required to meet agreed-upon milestones. If you
need to make changes in your grant proposal project or schedule, please contact the Planning
Department. Once this signed agreement is received, we will begin the initial release of funds, with
future funds to be released based upon the agreed-upon milestones. If the funds are not spent for this
specific purpose, they must be returned to the City. In addition, failure to satisfy the agreed-upon
milestones will result in project reconsideration and possible cessation of funding. Grant recipients
are required to recognize on all printed material that the project is funded in part or in full by the City
of Carlsbad.
A final report on how the funds were spent and what the project accomplished must be filed with the
City of Carlsbad once the funds are spent or within one year of receipt of the money, whichever
conies first. In addition, you agree to maintain original records (i.e., receipts) for at least
years and make them available to the City should they request to audit them.
Thank you for your participation in the Agricultural Conversion Mitigation Fee Grant process.
Should you have any questions, please feel free to call Elaine Blackburn at 602-4621.
Sincerely,
Planning Director
I/We hereby agree to all of the above.
name date
name date
SECTION IV
APPENDICES
APPENDIX A
MEETING AGENDAS
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF FRIDAY, FEBRUARY 10,2006,8:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Remaining Issues/Questions for First Report to Council
4. Draft Documents for First Report to Council
5. Public Comment
6. Set Next Agenda
7. Adjourn
Upcoming scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at
the Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF MONDAY, JANUARY 30,2006,8:00 A.M.,
FARADAY CENTER, PLANNING DEPT. LIBRARY, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Remaining Issues/Questions for First Report to Council
4. Draft Documents for First Report to Council (if necessary)
a. Agenda Bill
b. Council Resolution
c. Committee Operating Agreements and Procedures
d. Proposal Consideration Summary
e. Proposal Solicitation Strategy
f. Proposal Evaluation Criteria
g. Grant Application Cover Sheet
h. Grant Application Instructions Sheet
i. Grant Application Form
j. Grant Recipient Agreement Letter
k. Proposal Evaluation Form
1. Council Clarification Items
5. Public Comment
6. Set Next Agenda
7. Adjourn
Upcoming scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at
the Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF TUESDAY, JANUARY 17, 2006, 8:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Review Draft Documents for First Report to Council
a. Agenda Bill
b. Council Resolution
c. Committee Operating Agreements and Procedures
d. Proposal Consideration Summary
e. Proposal Solicitation Strategy
f. Proposal Evaluation Criteria
g. Grant Application Cover Sheet
h. Grant Application Instructions Sheet
i. Grant Application Form
j. Grant Recipient Agreement Letter
k. Proposal Evaluation Form
1. Council Clarification Items
4. Road Map check-in
5. Public Comment
6. Set Next Agenda
7. Adjourn
Upcoming scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at
the Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF MONDAY, DECEMBER 12,2005,8:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Review Draft Documents for First Report to Council
a. Agenda Bill
b. Council Resolution
c. Committee Operating Agreements and Procedures
d. Proposal Consideration Summary
e. Proposal Solicitation Strategy
f. Proposal Evaluation Criteria
g. Grant Application Cover Sheet
h. Grant Application Instructions Sheet
i. Grant Application Form
j. Grant Recipient Agreement Letter
k. Proposal Evaluation Form
4. Road Map check-in
5. Public Comment
6. Set Next Agenda
7. Adjourn
Upcoming scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at
the Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Tuesday, January 17, 2006 8:00 a.m. - 10:00 a.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF TUESDAY, NOVEMBER 29,2005,1:00 P.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Review Draft Documents
a. Grant Application Cover Sheet
b. Grant Application Instructions Sheet
c. Grant Application Forms
d. Grant Project Evaluation Criteria
e. Committee Operational Procedures
4. Project Solicitation Strategy
5. Goals and Criteria for Project Evaluation
6. Revisit Road Map
a. First Report to Council
b. Tentative Work Schedule for First Year
7. Future Meeting Dates
8. Public Comment
9. Set Next Agenda
10. Adjourn
Upcoming scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at
the Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Monday, December 12, 2005 8:00 a.m. - 10:00 a.m. TENTATIVE DATE
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF MONDAY, OCTOBER 31,2005,1:00 P.M.-3:30 P.M.
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Review Draft Documents
a. Grant Application Instructions Sheet
b. Grant Application Forms
c. Grant Project Evaluation Criteria
d. Committee Operational Procedures
4. Project Solicitation Strategy
5. Revisit Road Map
a. First Report to Council
b. Tentative Work Schedule for First Year
6. Future Meeting Dates
7. Public Comment
8. Set Next Agenda
9. Adjourn
Scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at the
Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Monday, October 31,2005 1:00 p.m.-3:30 p.m.
Tuesday, November 15,2005 1:00 p.m. - 3:00 p.m.
Tuesday, November 29, 2005 1:00 p.m. - 3:00 p.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF TUESDAY, OCTOBER 4,2005, 9:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Goals and Criteria for Project Evaluation and Application Forms and Submittal
Requirements for Project Proposals
4. Public Comment
5. Set Next Agenda
6. Adjourn
Scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at the
Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Tuesday, October 4, 2005 9:00 a.m. - 12:00 p.m.
Monday, October 31, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 15, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 29, 2005 1:00 p.m. - 4:00 p.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF MONDAY, SEPTEMBER 26,2005,9:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Approval of Minutes
3. Goals and Criteria for Project Evaluation
4. Public Comment
5. Set Next Agenda
6. Adjourn
Scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at the
Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Monday, September 26, 2005 9:00 a.m. - 12:00 p.m.
Tuesday, October 4, 2005 9:00 a.m. - 12:00 p.m.
Monday, October 31, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 15, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 29, 2005 1:00 p.m. - 4:00 p.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF MONDAY, SEPTEMBER 19,2005, 9:00 A.M.,
FARADAY CENTER, ROOM 173-A, 1635 FARADAY AVENUE,
CARLSBAD, CA 92008
1. Call To Order
2. Roll Call
3. Approval of Minutes
4. Agreements/Operating Procedures
5. Committee Road Map
6. Role of Committee Members
7. Charge of Committee
8. Criteria for Project Evaluation
9. Public Comment
10. Set Next Agenda
11. Adjourn
Scheduled Committee meetings: (Unless otherwise noted, all meetings will be held at the
Faraday Building, 1635 Faraday Avenue, in Room 173-A.)
Monday, September 19, 2005 9:00 a.m. - 12:00 p.m.
Monday, September 26, 2005 9:00 a.m. - 12:00 p.m.
Tuesday, October 4, 2005 9:00 a.m. - 12:00 p.m.
Monday, October 31, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 15, 2005 1:00 p.m. - 4:00 p.m.
Tuesday, November 29, 2005 1:00 p.m. - 4:00 p.m.
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
MEETING AGENDA
MEETING OF TUESDAY, AUGUST 30,2005,9:30 A.M.,
DOVE LIBRARY MEETING ROOM, 1775 DOVE LANE,
CARLSBAD, CA 92008
1. Call To Order
2. Roll Call
3. Housekeeping and Introductions
4. Decision-making Procedures
5. Background and History
6. Purpose and Scope of Committee
7. Election of Chairperson and Vice-Chairperson
8. Establish Dates and Times for Future Meetings
9. Public Comment
10. Set Next Agenda
11. Adjourn
APPENDIX B
MINUTES & CHARTED NOTES
Pagel
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 8:00 A.M.
Date of Meeting: February 10, 2006
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 8:00 a.m.
Committee Members Present: Julie Baker-Planning Commission Representative, Richard Erhardt-
Chairman of the Beach Preservation Committee, Julie Nygaard-retired City
Councilwoman, Eric Larson-Executive Director of the San Diego County
Farm Bureau, and Hope Wrisley-Community Leader.
Committee Member Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy, and Irv Rosten - Retired
Staff Members Present: Elaine Blackburn, Senior Planner
Approval of Minutes: By consensus, the Minutes of the Meeting of December 12, 2005, were
approved as amended.
At 8:03 a.m., the Committee reviewed and revised as necessary draft documents "A" through "K" (below) in
preparation of first report to Council:
A. Agenda Bill G. Grant Application Cover Sheet
B. Council Resolution H. Grant Application Instructions Sheet
C. Committee Operating Agreements & Procedures I. Grant Application Form
D. Proposal Consideration Summary J. Grant Recipient Agreement Letter
E. Proposal Solicitation Strategy K. Proposal Evaluation Form
F. Proposal Evaluation Criteria
The Committee members discussed Committee members' role(s) and whether project proposals would have
to be located within the Coastal Zon§ or would simply need to benefit the Coastal Zone.
PUBLIC COMMENT:
Chairperson Julie Nygaard opened the meeting to public comment at 8:37a.m. Kasey Cinciarelli, 2727 Lyons
Court, Carlsbad, offered a correction to the minutes regarding her address. She also offered comments
regarding the role of the Committee members with regard to conflict of interest and stated her belief that the
grant funds could be used to acquire open space outside of the Coastal Zone.
Chairperson Julie Nygaard, closed the public comment period at 8:48 a.m.
Chairperson Julie Nygaard adjourned the meeting at 8:51 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: December 12, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 9:00 a.m.
Committee Members Present: Julie Baker-Planning Commission Representative, Richard Erhardt-
Chairman of the Beach Preservation Committee, Julie Nygaard-retired City
Councilwoman, Eric Larson-Executive Director of the San Diego County
Farm Bureau, and Hope Wrisley-Community Leader.
Committee Member Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy, Ken Alfrey-Board Member of the Agua Hedionda
Lagoon Foundation, and Irv Rosten - Retired
Staff Members Present: Chris DeCerbo, Principal Planner; Elaine Blackburn, Senior Planner
Approval of Minutes: By consensus, the Minutes of the Meeting of November 29, 2005, were
approved as submitted.
The following Draft Documents "A" through "K" were reviewed, discussed, and revised as necessary, in
preparation of first report to Council:
A. Agenda Bill G. Grant Application Cover Sheet
B. Council Resolution H. Grant Application Instructions Sheet
C. Committee Operating Agreements & Procedures I. Grant Application Form
D. Proposal Consideration Summary J. Grant Recipient Agreement Letter
E. Proposal Solicitation Strategy K. Proposal Evaluation Form
F. Proposal Evaluation Criteria
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing at 9:41 a..m.
Kasey Cinciarelli, 2727 Lyons Street, Carlsbad, spoke regarding the purchase and preservation of wild life
habitat. She also asked questions regarding coastal zone boundaries and asked for a Coastal Zone Boundary
Map. Ms. Blackburn responded to questions raised by Ms. Cinciarelli.
Don Christianson, 3715 Longview Dr., Carlsbad, stated it was his understanding that a well funded developer
had acquired an option to purchase the old quarry land and asked who he could contact in an attempt to
preserve that land as open space. Chairperson Nygaard referred him to the Buena Vista Lagoon Foundation.
Chairperson Julie Nygaard, closed the Public Hearing at 9:50 a.m.
By consensus, the agenda for the next meeting of this committee on January 17,2006, at 8:00 a.m., was set.
Chairperson Julie Nygaard adjourned the meeting at 9:52 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
DECEMBER 12,2005
Rational for Philosophy on Topic of "Equitable"
The Committee's decision with respect to the topic of "equity" in the distribution of funds
reflects the following considerations:
• The Committee may not receive meritorious proposals in all four categories
• The Committee may not receive proposals requesting equal amounts in each of the four
categories
• The relative merit of proposals submitted may dictate recommending approval of funding
in amounts that are not equivalent in each category.
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 1:00 P.M.
Date of Meeting: November 29, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 1:03 p.m.
Committee Members Present: Julie Baker-Planning Commission Representative, Richard Erhardt-
Chairman of the Beach Preservation Committee, Julie Nygaard-retired City
Councilwoman, Eric Larson-Executive Director of the San Diego County
Farm Bureau, Ken Alfrey-Board Member of the Agua Hedionda Lagoon
Foundation, and Hope Wrisley-Community Leader.
Committee Member Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy and Irv Rosten - Retired
Staff Members Present: Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Approval of Minutes: By consensus, the Minutes of the Meeting of October 31, 2005, were
approved as submitted.
The following Draft Documents were reviewed and discussed:
Draft Proposal Solicitation Strategy
Draft Proposal Consideration Summary
The "Parking Lot" from Charted Notes or 8-31-05
Meetings Schedule and Possible Future Meeting Dates
Grant Funding Agreement
Grant Application Instructions and Grant Application
Grants Solicitation Notification
Draft Proposal Solicitation Strategy
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing at 2:27 p..m.
Diane Nygaard, 5020 Night Hawk Way, Oceanside, representing Preserve Calavera, suggested several
approaches to the grant process.
Chairperson Julie Nygaard, closed the Public Hearing at 2:32 p.m.
By consensus, the agenda for the next meeting of this committee on December 12, 2005, at 8:00 a.m., was
set.
Chairperson Julie Nygaard adjourned the meeting at 2:33 p.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 1:00 P.M.
Date of Meeting: October 31, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 1:00 p.m.
Committee Members Present: Irv Rosten - Retired, Julie Baker-Planning Commission Representative,
Richard Erhardt-Chairman of the Beach Preservation Committee, Julie
Nygaard-retired City Councilwoman, Eric Larson-Executive Director of the
San Diego County Farm Bureau, Ken Alfrey-Board Member of the Agua
Hedionda Lagoon Foundation, and Hope Wrisley-Community Leader.
Committee Member Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy,
Staff Members Present: Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Approval of Minutes: By consensus, the Minutes of the Meeting of October 4, 2005, were
approved as submitted.
At 1:07 p.m., the committee took thirteen (13) minutes to review the following Draft Documents:
1. Grant Application Instructions Sheet
2. Grant Application Forms
3. Grant Project Evaluation Criteria
4. Committee Operational Procedures
Discussion of the Draft Documents, Project Solicitation Strategy, and a re-visit to the "Road Map" followed and
is outlined in Mr. Boylan's Charted Notes (attached). The Committee also discussed the term "equitable" as it
relates to distribution of the grant funds.
Recess: 2:10 p.m.
Meeting resumed: 2:15 p.m.
Discussions resumed. Following the discussion of the above topics, future meeting dates and times were
discussed with tentative dates decided upon.
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing. Having received no requests to speak, from the
public, Public Comment was closed.
By consensus, the agenda for the next meeting of this committee on November 15,2005, at 1:00 p.m., was
set.
Chairperson Julie Nygaard adjourned the meeting at 3:21 p.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
October 31,2005
Additions to Operating Procedures
• Make application available via the City website BUT only via a request that must be
responded to by a staff member (in order to know who/how many are requesting apps)
Solicitation Strategy
• Make PR tactics Phase I
o Editorial Boards
o News Releases & Press Conference(?)
o OpEd
• Direct Mail - Phase II
• Paid advertising - last resort
Application
a Add "if applicable" (or words to that effect) to page 3, Finance Section #11
a Add "You may be asked to make a presentation"
a Add legal notice re ownership of documents (ask for City Attorney input)
a Use the same application for ALL applicants
a Add a $2,500 minimum request to instructions
a No maximum request amount will be established at this time
a Defer question of whether or not to create a small, semi-separate fund for small requests
until first round of applications are received
Questions Asked & Answered
a Is interest accruing on these funds while they're waiting for expenditure? Yes.
a Do the committee's expenses (meeting, solicitation, etc.) come out of the fund balance?
Yes.
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: October 4, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 9:00 a.m.
Committee Members Present: Irv Rosten - Retired, Julie Baker-Planning Commission Representative,
Richard Erhardt-Chairman of the Beach Preservation Committee, Julie
Nygaard-retired City Councilwoman, Eric Larson-Executive Director of the
San Diego County Farm Bureau, Ken Alfrey-Board Member of the Agua
Hedionda Lagoon Foundation, Hope Wrisley-Community Leader, and
Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy,
Staff Members Present: Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Approval of Minutes: Referring to Page 2, Paragraph 4, Line 2, the words,".. .have not been
cultivated ..." have been revised to read, "... are not being cultivated .H
A motion was made, and seconded, to accept the Minutes of the meeting of
September 26, 2005, as revised. By consensus, the minutes were
approved as revised.
Facilitator, Jim Boylan requested any additions or corrections to the materials discussed at the last meeting.
None were offered and Mr. Boylan proceeded to guide the committee in further discussions of the committee's
goals and criteria for Project Evaluation and Applications Forms and Submittal Requirements for Project
Proposals.
A short recess was called to enable all the committee members to read the Draft Application in it's entirety.
Recess: 9:28 a.m.
Meeting resumed: 9:35 a.m.
Discussions resumed and several topics, within the Draft Application, were discussed.
Recess: 10:08 a.m.
Meeting resumed: 10:15 a.m.
Page 2
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: October 4, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
Note: Mr. Boylan 's "Charted Notes", listing all of the topics and discussions results, are attached to
these minutes.
After a lengthy and detailed discussion regarding the content of the application form, numerous changes to the
Draft Application form were suggested and consensus reached. Staff will follow up by making all corrections
and additions to the form and distribute them to each committee member at the next meeting on October 31,
2005.
Also discussed was the length of future meetings. It was determined that a two hour meeting, without any
breaks, will usually be more than adequate to accomplish the tasks of this committee.
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing. Having received no requests to speak, from the
public, Public Comment was closed.
By consensus, the agenda for the next meeting of this committee on October 4,2005, at 9:00 a.m., was set.
Chairperson Julie Nygaard adjourned the meeting at 11:10 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
October 4, 2005
PARKING LOT
• Timeframe for use of funds (i.e. should all available funds be expended immediately?)
• Terms of the grant
o Length of time to expend funds
o Permit contingencies
o Performance Milestones/Timetable
o Other?
• Small projects fund (potentially separate application process)
• Define performance expectations for the Committee
TOPICS DISCUSSED/AGREEMENTS REACHED
Instructions for applicants should stress
a Applications must adhere to/ conform with the Charge of the Committee (i.e. involve one
of the four eligible uses)
a Proposals should benefit maximum number of people possible
a Proposals must demonstrate a line-of-sight relationship to concrete outcomes
a Application must provide detail on the geographic area to be impacted by the project and
how the project will benefit the people of Carlsbad
Should the application express a preference for proposals with matching funds?
NO. Resolution: use language included in the first draft of the application prepared by staff.
Different application forms for individuals and organizations
"Exit Strategy" for the City in the event of grantee non-performance: derive from timeline and
benchmarks in application; notice of consequences for not achieving performance milestones
included in application.
Page 7 of the application should use same descriptive language found on page 2.
Guiding principle for the application: include (standardized) questions that will enable
straightforward apple-to-apple comparisons among competing proposals.
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 26, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 9:00 a.m.
Committee Members Present: Irv Roston - Retired, Julie Baker-Planning Commission Representative,
Richard Erhardt-Chairman of the Beach Preservation Committee, Julie
Nygaard-retired City Councilwoman, Eric Larson-Executive Director of the
San Diego County Farm Bureau, Ken Alfrey-Board Member of the Agua
Hedionda Lagoon Foundation and Hope Wrisley-Community Leader.
Committee Members Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy,
Staff Members Present: Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Approval of Minutes: Referring to Page 2, Line 1, Chairperson Nygaard, suggested that the word
"by" be replaced with the word "through" and to read as follows:
"... should be requested through the Chair."
A motion was made and seconded to accept the Minutes of the meeting of
September 19, 2005, as revised. By consensus, the minutes were
approved as revised.
Facilitator, Jim Boylan requested any additions or corrections to the materials discussed at the last meeting.
None were offered and Mr. Boylan proceeded to guide the committee in further discussion of the committee's
structure, criteria, and objectives.
Projects and on-going programs, as well as certain types of organizations (non-profit vs. for profit), were
defined and discussed. The topic of "matching funds" was also discussed as a potential criteria.
It was agreed that at this time no project or program types would be categorically excluded from applying for
grants. All applications will be carefully reviewed for qualifying criteria.
It was also agreed that a variety of applications (loan, grant, etc.) should be considered, particularly when it
comes to matching funds. Loans (if applicable) would be interest free.
Proposals cannot be solicited until all the infrastructure (criteria, application forms, etc.,) have been finalized
and approved by Council.
The committee members also voiced their preference that grants be awarded to those projects/programs that
will afford long term benefits for the most Carlsbad Citizens.
After a somewhat lengthy discussion, members agreed on some of the "application requirements" as listed
below:
1. A clear description of the applicant's organization.
2. A clear description of the benefits (long term or short term) and beneficiaries
3. Applicant will be required to provide all copies (12) for distribution to committee members and
staff.
4. The program/project description must be kept to three (3) pages or less, plus attachments.
5. A one (1) page Executive Summary will be required.
Page 2
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 26, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
Also discussed was the question of flexibility in choosing the recipients of grants. Because it is not known at
this time what types of requests will be submitted, it was agreed that the committee should remain flexible and
open in their deliberations.
The Committee discussed a number of options regarding how the money would be recommended for
spending, including: spending all of the money as available, retaining some funds for later spending, the
potential for creating endowments; and other possibilities. Ms. Blackburn referred the Committee back to the
City Council Agenda Bill and Resolution regarding the charge of the Committee. Ms Blackburn pointed out
that the these documents refer to the expected disbursement of the approximately $9,000,000 during the
Committees' four year life. At the end of the four years, the committee will "sunset", unless the City Council
resolves to renew the mandate and the membership appointments.
Member Baker stated that the Charges also state that the intent of this committee is not to establish priorities
for Program use, but rather to promote equitable distribution amongst the allowable uses as outlined in that
document.
Member Roston pointed out that the available agriculture lands, in Carlsbad, have all been spoken for even
though some of them are not being cultivated at this time. Member Baker concurred.
By consensus, the word loans was removed from the guidelines, leaving only grants and matching funds to be
considered.
It was also discussed, and agreed, that there would be progress tracking and identification and follow-up
reporting, by the applicant, to the committee. Also, it is expected that the applications will give the committee
benchmarks that can be followed and reported upon and the funds then released depending on the
benchmarks.
Member Baker asked Ms. Blackburn and Mr. DeCerbo, if they expect to see a finance administrator to
oversee the grants, once they are awarded.
Ms. Blackburn replied that the disbursal of the funds would likely be directly from the Finance Department.
Kevin Branca, Assistant Direcor of the Finance Department stated that his department would not be in a
position to determine if all the requirements or project benchmarks had been met if the benchmarks were
subjective.
Some possible benchmarks and time lines were discussed as well as the desire for accountability in the
distribution of funds.
Member Larson stated that it is reasonable for the committee to expect, and receive, reports on how the grant
monies were being spent by the applicant. However, he stated that the Committee should not be the body to
administer the grant monies.
Agreeing with a statement by Member Roston, Member Erhardt stated that it will not be difficult to determine
whether or not a grant recipient has actually spent the money as agreed, by simply visiting the properties.
Member Roston asked how project proposals will be solicited. Ms. Blackburn explained that that decision is
up to the Committee. The Committee has to make a report to Council about how the award decisions will be
made and how projects will be solicited. When the Council has approved of that process(es) and the
Committee has a final application form ready to distribute, the grant solicitations will begin. The method of
alerting the community that the agricultural grants are available will be by methods agreed upon by the
PageS
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 26, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
Committee and approved by Council. Some suggestions were the City's web page, the newspaper, some
type of mailer (public notice), cable TV, etc.
Recess: 10:14 a.m.
Meeting resumed: 10:21 a.m.
There was discussion about how the application would take form and it was suggested that the committee
examine the Community Activity grant form as a template for the Ag Committee form and then use the CDBG
form for supplemental information. The committee reviewed, step by step, both forms and began the process
of selecting which questions should be on the Ag application. It was also agreed that if anyone has the
opportunity to look over other applications, and should they find something they think might be worthwhile
adding to the Ag application, they should bring them to the next meeting for discussion. Ms. Blackburn
suggested that staff prepare a rough draft version of an application form, based upon the comments already
made, and bring that rough draft to the next meeting for review and discussion.
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing. Having received no requests to speak, from the
public, Public Comment was closed.
By consensus, the agenda for the next meeting of this committee on October 4,2005, at 9:00 a.m., was set.
Chairperson Julie Nygaard adjourned the meeting at 11:10 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
September 26,2005
APPLICATION REQUIREMENTS DISCUSSION
Application needs to require
• Clear description of the applicant organization
• Clear description of the benefits and beneficiaries or the project/program
• Maximum 3-page program/project description AND
• One-page executive summary
• Accountability plan - report back to committee (annual?)
TOPICS DISCUSSED/AGREEMENTS REACHED
The Committee will consider
a Projects AND ongoing programs
a Proposals from all types of organizations
a Grants - outright and/or matching - but not loans
a Projects/programs with long-term benefits for most citizens possible preferred
Process Evaluation/Refinement Concept
• Annual re-evaluation of the entire fund granting process
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 19, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
MEETING MINUTES
Chairperson Nygaard called the meeting to order at 9:00 a.m.
Committee Members Present: Irv Roston - Retired, Julie Baker-Planning Commission Representative,
Richard Erhardt-Chairman of the Beach Preservation Committee, Julie
Nygaard-retired City Councilwoman, Eric Larson-Executive Director of the
San Diego County Farm Bureau, Ken Alfrey-Board Member of the Agua
Hedionda Lagoon Foundation and Hope Wrisley-Community Leader.
Committee Members Absent: Deborah Ruddock (non-voting member)-Project Manager for the California
Coastal Conservancy,
Staff Members Present: Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Approval of Minutes: It was moved and seconded to accept the Minutes of the meeting of August
30, 2005, and by consensus, the minutes were approved as submitted.
The committee discussed a number of agricultural related issues, such as how much agricultural land is still
available in the City of Carlsbad, the location of those lands, and the various ways grants could be used to
further their existence.
Facilitator Jim Boylan reviewed the agreements reached at the last meeting and summarized the key points
regarding the building of a solid framework, within which this committee will operate:
The amount of funds currently available is approximately $6,000,000.00 and Staff is going to update
the forecast for what development will produce additional funding over the period of "build-out."
• The equitable consideration of all applicable categories within the scope of this committee.
Defining the term "equitable", in terms of the charge of this committee.
• Deliver clear and coherent messages when soliciting grant applications.
AGREEMENTS/OPERATING PROCEDURES
Role of Committee Members:
Member Wrisley asked for a discussion regarding recusal. After a brief discussion, it was agreed that
disclosure, rather than recusal, would be satisfactory. It was also agreed that a speaker's time could be
extended beyond the three minute time allowance, at the discretion of the Chair.
For clarification, Ms. Blackburn assured the committee that City Staff is available to assist them in any way
they can. Typically, any time any member of a City committee requests information or materials, staff makes
every attempt to provide the information in a timely manner. As a matter of policy, staff will also ensure that all
information or materials requested by and provided to one member will be provided to all members.
An agreement was reached that any such requests for information or materials by a committee member
should be requested through the Chair.
Page 2
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 19, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
It was also agreed that one of the elements to be included in the structure of this committee, is to make certain
that there is room for project applicants.who may have fewer formal resources for proposal preparations than
more formally organized groups and to provide adequate guidance for them through the application process.
COMMITTEE ROAD MAP
Charge of the COMMITTEE
Promote equitable distribution of the funds among the four categories of the "Charge Of The Committee."
Preserve a portion of the available funds for future grants in the years to come.
Request a projection, by Staff, of the lands that will be converted over the next few years, and the
money that will be coming to the Committee to distribute.
Brainstorming:
Ideas
Every idea is worth hearing.
Be creative, not judgmental. What is the committee looking for from applicants?
This process can only be changed before the committee begins its tasks.
• The creation of an application form. Ideas will come from existing documents and will be discussed
and approved at a future date.
Goals:
"Bang for the buck."
Magnify the benefits - Find ways to preserve funding for future applicants
• Investing versus spending - Possible creation of trust fund/endowment. There is currently a finite
amount of grant money available.
• Exercise creativity
Ensure that funds are used for projects that would not otherwise receive funding or not receive
timely funding.
Seek partners (matching funds).
Seek projects that will honor Carlsbad's history.
Do not overlook Acquaculture and related Ag-tourism and eco-tourism.
Seek projects that will create multiple impacts.
Seek projects that will create lasting benefits for Carlsbad.
Establish the committee's flexibility (flexible framework)
Recess: 10:04 a.m.
Meeting resumed: 10:10 a.m.
CRITERIA FOR PROJECT EVALUATION
PageS
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:00 A.M.
Date of Meeting: September 19, 2005
Place of Meeting: FARADAY CENTER-ROOM 173-A
Criteria:
Evidence that applicants can do what is proposed
Identify tracking measures
Benefits must be defined and must have a lasting benefit to the citizens of Carlsbad.
Identify weighting factors
Matching funds (or other resources) preference
Multiplier effects
Evidence of applicant's prior fund seeking efforts and the results, whether positive or negative
Require proof that project can be permitted and accomplished
Require a detailed Financial Plan along with a detailed budget for the project
Require a listing of person(s) operating the applicant's organization
Require a statement regarding the number of people that will be positively impacted
Require a complete history of the applicant's organization
Establish applicant categories and different standards, as well as minimum and maximum grants.
Encourage applicants to use the City Staff as contact(s) for information and assistance regarding their
applications
Encourage applicants to attend informational workshops (put on by staff) on application preparation or
seek method(s) of alternative information gathering
Require a paper review as an alternative to presentations
Possibility of the formation of a sub-committee to screen applications
Require concise application forms
Establish a fund for small projects (under $100.00 - $200.00?)
Establish fiduciary responsibilities of applicants
Follow-up:
Staff to obtain application forms for review
Housing and Redevelopment Department (CDBG) - Frank Boensch
Community Activities Grants - Cheryl Gerhardt
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing. Having received no requests to speak, from the
public, Public Comment was closed.
Chairperson Julie Nygaard adjourned the meeting at 11:49 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
September 19, 2005
FOLLOW-UP ITEMS
• Staff will obtain sample application forms from Frank Boensch (HRED) and Cheryl
Gerhardt (Finance)
• Staff will seek an update of the forecast for future agricultural mitigation revenue
• Committee members will forward to Elaine any application forms to which they have
access
• Committee members will review and reflect on the charted notes regarding Goals and
Proposal Evaluation Criteria before the next meeting (Monday, September 26)
• Facilitator will provide members with copies of information obtained through the San
Diego Foundation ("Panning for Gold")
NEW AGREEMENTS
Additions to Committee's Ground Rules
a We will disclose our "special interests" to one another as appropriate to topics under
discussion.
a All member requests for information from staff not rendered during the meeting will be
routed through the chairperson
a Speak up in order to be heard
a Speak up (or signal) if you did not hear clearly something that was said.
Clarification of Operating Procedure
• The public comment time limitation of three minutes per speaker may be extended at the
discretion of the chairperson.
QFpADWfifPBRAiNulUKJUJw GUIDELINES
• Every idea is worth hearing!
. • "Create"not "evaluate" (There's time for the latter later.)
• We can change this process... but NOT once it's begun!
BRAINSTORMING COMMITTEE GOALS
• Create resource in perpetuity via placing funds in trust (endowments)
• Lasting benefits for the City of Carlsbad
• Make "room in the process" all to participate
• Create a flexible framework within which the committee can work
CHARTED NOTES - AGRICULTURAL CONVERSION MITIGATION FEES AD Hoc CITIZENS ADVISORY COMMITTEE
September 19.2005
BRAEVSTORMING COMMITTEE GOALS continued
• "Bank for the Buck"
o "Invest" versus "spend"
o "Bowling Ball" projects - multiple impacts
o Magnify benefits as much as possible
• Exercise creativity - be open to novel ideas
• Ensure funds are used for projects that would not otherwise have funding or whose
funding is not available until the distant future
• Seek "partners"
• Give special consideration to projects that honor the history of Carlsbad
• Remember aquaculture is a permitted use of funds
o Eco-tourism
o Agri-tourism (e.g. The Flower Fields)
BRAINSTORMING PROPOSAL EVALUATION CRITERIA
• Proposal contains evidence that applicants can do what is proposed
• Progress tracking measures are identified
• Benefits are defined and must accrue to citizens of Carlsbad
• Weighting factors?
• Matching funds (or other resources) preferred
• Evidence of "multiplier effects"
• Prior fund solicitation efforts
• Attendance at a proposal preparation workshop (or equivalent preparatory step)
• Concise application forms
• Proposal review: exclusively paper process or include presentation opportunities?
• Proposal specifies whom will have fiduciary responsibility for funds awarded
• Should there be fund for small projects (i.e. $100 or less)?
• Proposal includes proof that the project can be done (permitted)
• Detailed financial plan and budget for the project
• Listing of people leading the applicant organization
• Number of people to be positively impacted by completion of the project
• History of applicant organization
• Consider establishing different categories (i.e. small scale/large scale) with differing
application requirements
• Should the committee establish minimum application amounts? Maximums?
MISCELLANEOUS NOTES/PARKING LOT
• Should there be a policy of "Hold Backs" - reserving some funds for some future, at
present unidentified use?
• Establish City staff contact(s) for applicant info/assistance
Page 1
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
MEETING MINUTES
Committee Members Present: Deborah Ruddock(non-voting member)-Project ManagerfortheCalifornia
Coastal Conservancy, Irv Rosten - Retired, Julie Baker - Planning
Commission Representative, Richard Erhardt - Chairman of the Beach
Preservation Committee, Julie Nygaard - retired City Councilwoman, Eric
Larson-Executive Director of the San Diego County Farm Bureau, Ken
Alfrey-Board Member of the Agua Hedionda Lagoon Foundation and
Hope Wrisley - Community Leader.
Staff Members Present: Jane Mobaldi, Assistant City Attorney
Chris DeCerbo, Principal Planner
Elaine Blackburn, Senior Planner
Sandy Holder introduced Facilitator, Jim Boylan, from Pathfinder's Inc.
Mr. Boylan requested that each member of the committee introduce themselves after which he presented an
overview of the plan for the formation and implementation of this committee. The following are Mr. Boylan's
"Charted Notes":
AGREEMENTS
Ground Rules
• Remember that the Committee's work is a public process
• Be present
• Respect one another's opinions
• Listen actively
• Ask questions when you have them
• Participate
• Practice Skillful Conversation
• Speak your mind
Decision-making Process
• Plan A: Consensus
• Plan B: If consensus cannot be achieved after an earnest effort has been made,
the question will be decided by simple majority vote with the minority
opinion noted and reported.
Guidelines for Public Comment
Page 2
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
• In general, members of the public wishing to present comments for the Committee's
consideration will be given an opportunity to do so at the end of meetings.
• Public comments will be limited to three minutes for each person, and 15 minutes for each topic
• These guidelines will be adjusted as appropriate for different meeting purposes (e.g. grant
proposal presentations)
Next Meeting Agenda
• Define committee operating policies and procedures
• Establish the framework (protocols, criteria, etc.) the committee will use to:
o Communicate the availability of funds and solicit proposals for their use
o Review and evaluate proposals submitted
o Make recommendations to Council
Background and History
Michael Holzmiller - Retired Planning Director, presented the history of the Agricultural Conversion Mitigation
Fee Program as follows:
This program began in 1981 and has a very complicated background, but explaining the background will
provide a better focus on the present program and what this committee will be looking at in the future with
regard to the projects and uses that are eligible to be considered for funding under this program.
The foundation for this fee program came out of a fundamental disagreement between the City and the
Coastal Commission regarding agricultural land in the City and the permanent use of property in Carlsbad for
agricultural use. The Coastal Commission's position was that there were agricultural operations (agricultural
lands in the City) and they felt that those should be a permanent land use. Also, they felt that the property
owners should be required to keep that land as agricultural, in perpetuity. The City's position, however, was
that, because agriculture is a part of Carlsbad's history, it was a good thing to have but that it was only a
temporary use and eventually (when agriculture is no longer economically feasible for the farmers or property
owners) those lands could be changed to allow another permanent use, per the City's General Plan, such as
residential, commercial, industrial, etc. There were a couple of other issues, in terms of disagreements over
land use in the City, but the disagreement over the agricultural land was the major one. This disagreement led
to the City's refusal to prepare a Local Coastal Program. When the City refused to prepare the Local Coastal
Program, and because of the earlier disagreements, the Coastal Commission prepared coastal plans for the
City. There was land that was actually designated for permanent agriculture in our original Coastal Plan
prepared by the Coastal Commission. In about 1981, there was a compromise reached, between the Coastal
Commission and the City of Carlsbad, and the first program (the Agricultural Subsidy Program) was
established. This program provided that if the land owners wanted to remove these lands from their
permanent agriculture designation, those owners would have to pay a subsidy and that fee would be used
either to acquire other agricultural lands (in Carlsbad or elsewhere in the Coastal Zone in the State of
California), or the money could be used for enhancement of existing agricultural operations in the City. The
subsidies could range from research for continuing agriculture, irrigation improvements, etc. That program
was the initial Ag Mitigation Fee Program for the City of Carlsbad. There were lands that started paying that
money and the money was administered by the Resource Conservation District of San Diego County, located
Page 3
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
in Escondido. They received requests for grants and they then decided which projects received the funding.
Following numerous discussions regarding the Ag Subsidy Program and the fact that funding was only
available to agricultural projects, there was a bill passed by the State Legislature in 1984, that terminated the
Ag Subsidy Program and replaced it with the Statutory Agricultural Mitigation Fee Program (PRC 30171.5).
The remaining funds in the Ag Subsidy Program have now been exhausted. One of the projects that was
funded from the Ag Subsidy Program was the construction of the Floral Trade Center on Avenida Encinas.
The new fee program was a state mandated program, adopted by the State, that the Carlsbad City Council
was required to accept. Where the original Ag Subsidy Program had a total agricultural focus, this new
statutory fee program changed the focus to a totally environmental focus. Consequently, the projects that
were eligible under this Statutory Ag Fee Program, had to be environmental projects. The projects were
reviewed in order of priority and Batiquitos Lagoon was the first priority. Beach access was on the priorities
list, along with other types of projects, but they were all environmentally oriented. The program also said that
50% of the funds had to be used for the first priority (Batiquitos Lagoon).
The Statutory Ag Fee Program only applied to Ag lands that were adjacent to Batiquitos Lagoon, so it made
some sense that 50% of the money would be for the Batiquitos Lagoon and therefore the first priority. The
money was coming from agricultural land conversions that were adjacent to the lagoon. Those adjacent lands
were called the West and East Batiquitos segments of the Coastal Plan and are the areas where Aviara,
Green Valley, and the Poinsettia projects now exist. That program was administered by the Coastal
Conservancy. It is believed that there is still some money remaining in that fund and, when it is used, it will be
required to be used according to the priorities.
There was also a gap because there was other agricultural land, in Carlsbad, that wasn't part of those
properties next to the Batiquitos Lagoon. In 1985, to take care of that gap, the City created it's City Ag
Mitigation Fee Program in addition to the State program. At this point there is both a State Mitigation Program,
with it's total environmental focus, and a City program. The City program applied to all the other lands
(basically called the Mello I and Mello II segments of the Coastal Plan) in the Coastal Zone, that were out of
the East and West Batiquitos Lagoon segments. The City program was fashioned after the State program but
it had two major differences. The first is that the 50% allocation to Batiquitos Lagoon has been eliminated and
the second (important for the program now in existence) added an agricultural component back into it,
allowing projects that are not entirely environmental to be funded out of it, since there was a category of
projects that were agriculture. It still had the priority list and Bataquitos was the first priority but agriculture was
a component (there were agricultural projects that could be added and be eligible) and was placed fourth or
fifth on the priority list. It was specified in the City program that the Coastal Conservancy would continue to
administer it. Even though there were two programs (State and City) all of the funds that were paid into both
of them were put into the same account and were co-mingled at the State level, even though they had different
priorities and projects and what the money could be spent on.
Jumping ahead a bit, in 1997, the City Council asked the Coastal Conservancy to un-co-mingle those funds,
and to separate them and take the funds that were paid under the City program and allow the City to take over
that money and to administer the program itself. The Coastal Conservancy agreed with the City's proposal
and subsequently the money that had been paid into the City program was transferred over to the City.
There was an amendment to the State program in 1996 which stated that all of the Ag Mitigation Fees
($935,000) that were paid by the Carlsbad Ranch Project (Legoland and the Carlsbad Company Stores),
would go into a new, special account that could only be used to fund projects that benefit the preservation of
the Flower Fields. When approving the Carlsbad Ranch and Lego projects, they were each conditioned to
require the property owners to preserve the Flower Fields, in perpetuity. The idea was to set aside this money
so it was put in an endowment fund (an interest bearing account) where none of the $935,000 could be used,
but the interest that was earned on that money would be used to fund projects that benefit the long term
preservation of the Flower Fields. That program is administered by the City and every year the City takes the
Page 4
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
money gained from the interest and funds programs (give grants) to research projects that are involved with
trying to keep the Flower Fields in place for as long as possible. This program has been functioning for three
to four years now, and most of the things that have been funded have been research projects, an example of
which is the attempt to get two growing seasons for Ranunculus rather than only one (two blooming seasons).
In response to a question from Irv Rosten: When the Carlsbad Ranch project was approved, the Council
conditioned it to keep the Flower Fields in perpetuity. The way it is set up is, "if for any reason they believe
that economically they can no longer keep the Flower Fields in production, they must give the City a three (3)
year notice of their intent." The City will then take approximately $1,000,000 and have the right to acquire the
Flower Fields then arrange to keep them in production. The 55-acre area of the Flower Fields, closest to
Palomar Airport Road and Paseo Del Norte are identified as the production area and the northern most area is
used for research.
There was a Local Coastal Plan Amendment, in 2004, formally designating the City as the administrator of the
Local Program. This is the City fee program that is now in place. It removed the specific mention of Batiquitos
Lagoon and opened the program to the other lagoons to seek funding. The previous City program only listed
Buena Vista Lagoon Nature Center as an eligible project so it eliminated the specific reference to Buena Vista.
It took away the priority system and more specifically included agriculture as an eligible use and that the
agricultural component could specifically include farm worker housing. Prior to this amendment, the issue of
farm worker housing was open to interpretation as to whether it qualified under the agricultural designated use
of the funds. The State Program still has money which can still be applied for. It is unknown exactly how
much is still available.
Deborah Ruddick stated that the Statutory Fund has approximately 1.8 million dollars and the non-Batiquitos
project portion of that account has been spent, so the remaining funds are for the Batiquitos Lagoon and
adjacent lands. There is also the Carlsbad Agriculture Assistance Fund which has approximately $500,000 to
$800,000 specifically for assisting projects supporting continued agriculture in the City of Carlsbad.
Moving on to the "Charge" of the Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee,
Mr. Holzmiller presented an outline and a brief explanation of the focus of this committee.
The program is set up to promote the equitable distribution of funds, among the allowable uses outlined below.
A. Natural Habitat - Projects relating to the lagoons, natural habitat anywhere in the Coastal
Zone or around the city, including the possible acquisition of some habitat land.
B. Agricultural projects that will enhance agriculture in the city, encourage continuation of
existing agriculture, aqua-culture and farm worker housing.
C. Beach access and beach enhancements and related uses.
D. Nature Centers
In response to a question regarding the acquisition of funding requests, Elaine Blackburn pointed out that the
charge of this committee is a two step charge and explained as follows:
1. Get organized and determine how each proposal is going to be evaluated and report same to
Council.
2. Solicit proposals, evaluate those proposals, and make recommendations for spending.
Recess: 10:45 a.m.
Page5
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
Meeting resumed: 10:55 a.m.
Assistant City Attorney, Jane Mobaldi outlined the procedure and requirements of conducting public meetings,
receiving public input, and the necessity of Public Noticing prior to each meeting. She reminded the
committee that they can respond to public questions at the end of the meeting, if they wish to do so. However,
there can be no discussion or "action" on any item that was not on the agenda. She reminded them to always
be aware of the Brown Act and to not discuss any issue(s) outside the scheduled meetings. She also
explained some of the exceptions of the Brown Act.
Mr. Boylan returned to his charted notes and asked Ms. Blackburn to explain what is expected of this
committee, in terms of what they must accomplish and report to the City Council. Ms. Blackburn explained, as
follows:
This committee will go back to Council on two occasions, within the first year.
1st Council Mtg. Present a proposal of the rules and criteria for carrying out it's mandate.
Council will agree or make suggestions for changes or additions.
2nd Council Mtg. Return with solicited proposals and make recommendations to Council for
allocation of funds.
Meeting dates were agreed upon for September, October, and November, 2005., at the Faraday Building,
Meeting Room 173-A.
Guidelines for public comment were discussed such as the flexibility regarding time allotted to speakers and
when they will be allowed to speak during the meeting.
ELECTION OF CHAIRPERSON:
A motion was made and seconded to nominate Julie Nygaard for the position of Chairperson.
A motion was made and seconded to nominate Eric Larson for the position of Chairperson.
By consensus, Julie Nygaard was elected Chairperson of this committee.
A motion was made and seconded to nominate Eric Larson for the position of Vice-Chairperson.
By consensus, Eric Larson was elected Vice-Chairperson of this committee.
PUBLIC COMMENT:
Chairperson Julie Nygaard, opened the Public Hearing.
Sue Reynolds, 1953 Dove Lane, Carlsbad, representing both the Community Housing Works and the Farm
Workers Housing Coordinating Committee, stated (for informational purposes and Committee awareness) the
Community Housing Works was funded to do a survey of farm worker's housing needs and submitted that
report to the City Council, several years ago. More recently, the Farm Workers Housing Coordinating
Committee, assembled a number of Carlsbad farm workers to get more informal input into more current
housing needs and preferences. She suggested that Farm Worker's Housing and Habitat should be seriously
Page 6
Minutes of: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee
Type of Meeting: ORGANIZATIONAL
Time of Meeting: 9:30 A.M.
Date of Meeting: August 30, 2005
Place of Meeting: DOVE LIBRARY- MEETING ROOM
considered. Ms. Reynolds commended the Committee members for their expressed desire to move forward
as expeditiously as possible, noting that time is of the essence, considering the rising costs of land and the
potential for lost opportunities.
Chairperson Julie Nygaard adjourned the meeting at 11:50 a.m.
RESPECTFULLY SUBMITTED:
Carol A. Cruise, Minutes Clerk
CHARTED NOTES
City of Carlsbad
AGRICULTURAL CONVERSION MITIGATION FEES
AD Hoc CITIZENS ADVISORY COMMITTEE
August 30, 2005
AGREEMENTS
Ground Rules
a Remember that the Committee's work is a public process
a Be present
a Respect one another's opinions
a Listen actively
a Ask questions when you have them
a Participate
a Practice Skillful Conversation
o Speak your mind
Decision-making Process
a Plan A: Consensus
a Plan B: If consensus cannot be achieved after an earnest effort has been made,
the question will be decided by simple majority vote with the minority
opinion noted and reported.
Guidelines for Public Comment
a In general, members of the public wishing to present comments for the Committee's
consideration will be given an opportunity to do so at the end of meetings.
a Public comments will be limited to three minutes for each person, and 15 minutes for
each topic
D These guidelines will be adjusted as appropriate for different meeting purposes (e.g. grant
proposal presentations)
Next Meeting Agenda
a Define committee operating policies and procedures
a Establish the framework (protocols, criteria, etc.) the committee will use to
o Communicate the availability of funds and solicit proposals for their use
o Review and evaluate proposals submitted
o Make recommendations to Council
APPENDIX C
CHARGE OF THE COMMITTEE
CHARGE OF THE COMMITTEE
PER LCPA 03-06(A)/ZCA 04-04(A)
In lieu of the procedures established by subsection b or subsection c of this section,
property may be converted to urban uses upon payment of an agricultural conversion
mitigation fee.
This fee is separate and distinct from the mitigation fee established by Section
301717.5 of the Public Resources Code, which applies to certain properties outside the Mello
I and Mello II segments of the City's Local Coastal Program, is collected and administered
by the State Coastal Conservancy and has different expenditure priorities.
The amount of the fee shall be determined by the city council at the time it considers
a Coastal Development Permit for urban development of the property. The fee shall not be
less than five thousand dollars nor more than ten thousand dollars per net converted acre of
agricultural land and shall reflect the approximate cost of preserving prime agricultural land
pursuant to subsection B of this section. The fees shall be paid prior to the issuance of
building permits for the project. All mitigation fees collected under this section shall be
deposited in the City of Carlsbad LCP Agricultural Mitigation Fees Fund and shall be
expended by the City of Carlsbad subject to the recommendations of an advisory committee
to be established by City Council action. The advisory committee shall have city and Coastal
Conservancy staff and community representation. The intent is not to establish priorities for
Program use, but rather to promote equitable distribution amongst the allowable uses
outlined below. The advisory committee may also develop policies or procedures for the
review of requests and the allocation of funds. The allowable uses for the Agricultural
Mitigation fees are:
a. Restoration of the coastal and lagoon environment including but not limited to
acquisition, management and/or restoration involving wildlife habitat or open
space preservation.
b. Purchase and improvement of agricultural lands for continued agricultural
production, or for the provision of research activities or ancillary uses
necessary for the continued production of agriculture and/or aquaculture in the
City's Coastal Zone, including but not limited to, farm worker housing.
c. Restoration of beaches for public use including but not limited to: local and
regional sand replenishment programs, vertical and lateral beach access
improvements, trails, and other beach-related improvements that enhance
accessibility, and/or public use of beaches.
d. Improvements to existing or proposed lagoon nature centers.
APPENDIX D
CITY COUNCIL AGENDA BILL NO.
18,231 & RESOLUTION No. 2005-242
CITY OF CARLSBAD - AGENDA BILL
M
•H
C9
Q>
W
(U
OJ
•o
WCO
<s<fcs
m
0.o•aa
oa
oo
O
AB#
MTG.
DEPT.
18.231
8/2/05
PLN
TITLE:
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS' ADVISORY COMMITTEE
DEPT. HD. M/L tfpT
CITYATTY. HMJA^.^=»
CITY MGR YT^-
City Council considered and approved amendments to the Municipal Code incorporating the
RECOMMENDED ACTION:
That the City Council ADOPT City Council Resolution No. 2005-242 , CREATING the
Agricultural Conversion Mitigation Fee AD HOC CITIZENS' ADVISORY COMMITTEE and
APPOINTING citizens to membership of said committee.
ITEM EXPLANATION:
This item is concerned with the creation of an Agricultural Conversion Mitigation Fee AD HOC
CITIZENS' ADVISORY COMMITTEE, to be charged with making recommendations to the City
Council for funding projects with monies from the Agricultural Conversion Mitigation Fee Fund. The
proposed action would create the Ad Hoc Advisory Committee with a four-year life and appoint its
members.
Background At its regular meeting of April 12, 2005 (extract of minutes attached as Exhibit 2), the
suggested modifications of the California Coastal Commission to the Agricultural Conversion
Mitigation Fee program. Part of the program calls for the creation of a citizens' committee that would
be tasked to call for and review grant proposals for the expenditure of the collected mitigation fees, in
keeping with the parameters established by the revised code (please see Exhibit 3 for M. C. Section
21.202.060 that sets out these expenditure parameters). Following review of proposals, the
committee would then make recommendations to the City Council for awarding grants. At the April
12, 2005 meeting the City Council considered several alternative committee member compositions,
coming to consensus around the proposal of Council Member Kulchin. This proposal calls for a five-
member committee with representation as follows:
• One representative of lagoon interests
• One representative of beach interests
cs
o2
e
•H • One representative of agriculture interests
^ • Two citizens at large
oCO
In addition, in keeping with the Coastal Commission modifications, the committee would be
assisted by a representative of the California Coastal Conservancy, as well as City staff.
At the July 20, 2005 City Council Workshop, the Council discussed the topic of the formation of the
committee. Minutes from the workshop are attached to this agenda bill as Exhibit 4. The Council
seemed to have consensus regarding establishing the committee with seven members instead of five
members. Included in the discussion of a seven-member committee was a proposal to have one of
the committee members be a Planning Commissioner and the other six members consist of citizens
at large. The attached City Council Resolution leaves it to the discretion of the City Council to
determine the number of members and their affiliation.
O
§
The Agricultural Conversion Mitigation Fee Fund has accrued fees in the amount of approximately $6
million. Another $3 million is expected to be collected in future years as the city approves
development on lands subject to the fee. Consequently, staff anticipates that the program would
need to operate in two phases: a) an initial call for projects to allocate the initial $6 million, to be
followed by b) one or more subsequent allocations as funds are accrued over time. Staff is proposing
that the ad hoc committee be chartered for an initial period of four years. At the end of this time the
OO
PAGE 2 OF AGENDA BILL NO. 18.231
committee and its operations would automatically sunset, unless the City Council resolves to renew
the mandate and membership appointments.
As part of the April 12, 2005 presentation staff suggested that, once formed, the ad hoc committee
should first meet to develop a proposal for detailed operating policies and procedures consistent with
the general parameters of the program set out in the Municipal Code and return to Council with that
proposal. Then, following approval of the operating procedures and policies, the ad hoc committee
would convene and make the initial call for project funding proposals.
ENVIRONMENTAL:
This action does not constitute a "project" under the California Environmental Quality Act and no
environmental review is required. Individual project grants/expenditure proposals may, however,
require environmental review based upon the nature of the individual proposal.
FISCAL IMPACT:
Agricultural Conversion Mitigation Fees are collected as lands subject to the fee are developed.
These fees have been set-aside in a special city fund dedicated to providing the types of project
grants now being proposed.
The only direct costs to the city would be the staff time and administrative costs associated with the
on-going operations of the ad hoc committee over its four-year life. Staff recommends that the City
Council appropriate budgets from the Agricultural Conversion Mitigation Fees Fund in amounts not to
exceed $5,000 in the first year and $3,000 in subsequent years for the operation and administration
of the committee. Committee members would serve as volunteers with no compensation.
EXHIBITS:
1. City Council Resolution No. 2005-242 creating the ad hoc committee and appointing
its members
2. Excerpt from Minutes of the City Council meeting of April 12, 2005
3. Copy of Ordinance NS-752, amending Municipal Code Section 21.202.060.D to establish the
Agricultural Conversion Mitigation Fee and Expenditure Plan, including the list of four
allowable uses to which the fees may be applied
4. Minutes of the City Council Workshop of July 20,2005.
DEPARTMENT CONTACT: Dennis Turner, (760) 602-4609, dturn@ci.carlsbad.ca.us
1 RESOLUTION NO. 2005-242
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, CREATING THE AGRICULTURAL
3 CONVERSION MITIGATION FEE AD HOC CITIZENS'
ADVISORY COMMITTEE TO A FOUR YEAR LIFE TO MAKE
4 RECOMMENDATIONS TO THE CITY COUNCIL ON GRANT
PROPOSALS FOR FUNDS FROM THE AGRICULTURAL
5 CONVERSION MITIGATION FEE FUND, APPOINTING
MEMBERS TO SAID COMMITTEE FOR FOUR-YEAR TERMS,
6 AND APPROPRIATING OPERATING BUDGETS FROM THE
AGRICULTURAL CONVERSION MITIGATION FEE FUND IN
7 THE AMOUNTS OF $5,000 FOR THE FIRST YEAR AND $3,000
EACH FOR THE SECOND THROUGH FOURTH YEARS OF THE
8 COMMITTEE'S LIFE
9 WHEREAS, the City Council of the City of Carlsbad has created the
10 Agricultural Conversion Mitigation Fee program and fund, through which coastal agriculture
11 land may be converted from agricultural land uses to urban uses upon the payment of an
12 agricultural conversion mitigation fee; and
13 WHEREAS fees in the amount of approximately $6 million have been
collected and deposited into the Agricultural Conversion Mitigation Fee Fund ("Fund") for
use in mitigation projects; and
16 WHEREAS, on July 6, 2004, the City Council held a duly-noticed public
hearing as prescribed by law to consider zone code amendment ZCA 04-04 and Local
18 Coastal Plan amendment LCPA 03-06 to implement the agricultural conversion mitigation
19 fee program, and adopted City Council Resolution No. 2004-227 and Ordinance NS-711 to
20 approve the amendments; and
21 WHEREAS, on January 13, 2005, the California Coastal Commission held a
22 duly-noticed public hearing as prescribed by law to consider the City's Local Coastal
23 Program Amendment, and approved it subject to the following modifications: distinguishing
24 the City's program from the state-administrated program, requiring a California Coastal
25
Conservancy staff member to be part of the Citizens' Advisory Committee, emphasizing the
26
restoration aspect of coastal and lagoon environments and sandy beaches, and promoting
27
agricultural lands and activities; and
28
1 WHEREAS, the City Council on April 12, 2005, held a duly noticed public
2 hearing as prescribed by law to consider the suggested modifications of the California
3 Coastal Commission and adopted Resolution 2005-105 and Ordinance No. NS 752
4 adopting said modifications; and
5 WHEREAS, at the April 12 public hearing the City Council also considered
6 staff recommendations regarding the establishment of an ad hoc Citizens' Advisory
7 Committee whose task would be to solicit proposals for use of the Fund and make
8 recommendations to the City Council with regard to those proposals;
9 NOW, THERFORE, the City Council of the City of Carlsbad does hereby
10 resolve as follows:
11 1. That the above recitations are true and correct.
1^ 2. That there is hereby created an Agricultural Conversion Mitigation Fee Ad
Hoc Advisory Committee whose charge shall be to call for, review, and make
recommendations to the City Council for proposed expenditures from the Fund via the
following powers, duties and responsibilities:
a. The Ad Hoc Advisory Committee shall be appointed by the Mayor
with the advice and recommendations of the City Council and the members shall be
lfi seven citizens of the City of Carlsbad, one member from the City Planning
Commission and six members at large as follows:
17 1. Eric Larson
1R 2. IrvRoston
1B 3. KenAlfrey
, g 4. Richard Erhardt
5. HopeWrisley
20 6. Julie Nygaard
7. Julie Baker (Planning Commissioner)
21 b. The Ad Hoc Committee shall exist for a period of four years, or until
22 all funds are allocated, whichever occurs first, from the date of this resolution and, at
the end of this time period, shall cease to exist unless on or before that expiration
23 date the City Council acts by further resolution to renew its term in either the same
or an amended state. The terms of the Committee members shall be for four years.
24 Committee members shall serve without compensation.
c. Staff from the California Coastal Conservancy and the City of
25 Carlsbad shall be ex-officio, non-voting, members of the Committee, and shall
provide support and advice as is appropriate. The Committee shall be given all
26 reasonable tools, resources, background information, and staff support necessary
for it to accomplish its objectives. A budget not to exceed $5,000 for the first year
27 and $3,000 for subsequent years is hereby appropriated from the Fund to support
the work of the Ad Hoc Committee.
28
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
d. The Ad Hoc Committee shall select a Chairperson and establish its
own meeting schedule (in keeping with section "f), as necessary and appropriate,
to accomplish the work assigned to it by the City Council;
e. The Ad Hoc Committee shall conduct its business in open and public
meetings which shall be subject to the Ralph M. Brown Act ("Act", Gov Code
Sections 54950, et seq.) and shall only meet in closed session upon advice of the
City Attorney in accordance with the Act.
f. The principal charge of the Ad Hoc Committee is to make
recommendations to the City Council for proposed expenditures from the Fund in
keeping with the mandates established by Municipal Code Section 21.202.060,
incorporated herein by reference. The Committee shall report at least twice to the
City Council during its first year. The first report shall be a detailed proposal of how
the Committee would operate to carry out its mandate. The report should discuss
how the committee proposes to solicit expenditure/grant proposals; how it would
operate to make recommendations to the Council, including proposed project/grant
selection criteria and voting procedures; and how it proposes to draw down on the
Fund balances in the first and subsequent years. The Committee shall then
implement the operating plan approved by the City Council. The second report shall
carry the Ad Hoc Committee's recommendations for initial expenditures from the
Fund. The Ad Hoc Committee shall meet at least twice in each of the second
through fourth years.
g. No member of the Ad Hoc Committee shall participate in discussions
on or cast a vote on expenditure recommendations where he or she is likely to have
a conflict of interest. Members should consult with the City Attorney if they have
reason to believe a conflict will arise.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
Council of the City of Carlsbad held on the 2nd day of August, 2005, by the following vote,
to wit:
AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoose
NOES: None
ABSENT: None
Majpor
ATTEST:
LORRAINE M. WOOC, City Clen\
(SEAL)
APPENDIX E
CITY COUNCIL AGENDA BILL NO,
18,079 & RESOLUTION No. NS 752
CITY OF CARLSBAD — AGENDA BILL
AB * 18,079
MTG. 4/19/05
DEPT. CLK
TITLE-ADOPTION OF ORDINANCE IMPLEMENTING
AGRICULTURAL MITIGATION FEE PROGRAM
ZCA 04-04(A)
w2!
O•ato
u§
O
8
RECOMMENDED ACTION:
Adopt Ordinance No. NS-752, amending the Local Coastal Program and Title 21, Section
21.202.060 D of the Carlsbad Municipal Code to implement the City's Agricultural
Mitigation Fee Program incorporating the California Coastal Commission's suggested
modifications.
ITEM EXPLANATION
Ordinance No. NS-752 was introduced and first read at the City Council meeting held on
April 12, 2005. The second reading allows the City Council to adopt the ordinance, which
would then become effective in thirty days. The City Clerk will have the ordinance published
within fifteen days, if adopted. Notwithstanding the preceding, this ordinance effectuates a
Local Coastal Program Amendment, and shall not be effective in the Coastal Zone until it is
approved by the California Coastal Commission.
FISCAL IMPACT
See Agenda Bill No. 18,067 on file with the City Clerk.
CM
EXHIBITS
O
* 1. Ordinance No. NS-752.
CJ
T3
° DEPARTMENT CONTACT: Karen Kundtz (760) 434-2808,"OCO email: kkund@ci.carlsbad.ca.us
1 ORDINANCE NO. NS-752
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
3 OF CARLSBAD, CALIFORNIA, AMENDING THE LOCAL
COASTAL PROGRAM AND TITLE 21 OF THE
4 MUNICIPAL CODE TO IMPLEMENT THE CITY'S
AGRICULTURAL MITIGATION FEE PROGRAM
5 INCORPORATING THE CALIFORNIA COASTAL
COMMISSION'S SUGGESTED MODIFICATIONS.
6 CASE NAME: AGRICULTURAL MITIGATION FEE
PROGRAM
7 CASE NO.: ZCA Q4-04fAl
8 The City Council of the City of Carlsbad, California, does ordain as
^ follows:
10 WHEREAS, the Planning Commission on March 17, 2004, held a
duly noticed public hearing as prescribed by law to consider Zone Code
12 Amendment ZCA 04-04 and Local Coastal Program Amendment LCPA 03-06 and
13
adopted Planning Commission Resolutions No. 5584 and 5585 recommending to
14
the City Council that they be approved; and
15
WHEREAS, the City Council on July 6, 2004, held a duly noticed
16
public hearing as prescribed by law to consider said ZCA and LCPA and adopted
._ City Council Resolution No. 2004-227 and Ordinance NS-711 to approve thelo
,g amendments; and
20 WHEREAS, the California Coastal Commission on January 13,
21 2005, held a duly noticed public hearing as prescribed by law to consider an
22 amendment to the Local Coastal Program and acted to certify the amendment
23 with suggested modifications. A strikeout version is attached as Attachment "A".
24 The City Council of the City of Carlsbad, California does hereby
25 resolve as follows:
26 Section I: That Section 21.202.060 D is amended to read as
27 follows:
28 21.202.060 D. Agricultural Conversion Mitigation Fee and Expenditure
Plan. In lieu of the procedures established by subsection b) or subsection c) of
this section, property may be converted to urban uses upon payment of an
agricultural conversion mitigation fee.
1
2 This fee is separate and distinct from the mitigation fee established by
Section 301717.5 of the Public Resources Code, which applies to certain
3 properties outside the Mello I and Mello II segments of the City's Local Coastal
Program, is collected and administered by the State Coastal Conservancy and
4 has different expenditure priorities.
5 The amount of the fee shall be determined by the City Council at the time it
considers a Coastal Development permit for urban development of the property.
6 The fee shall not be less than five thousand dollars nor more than ten thousand
dollars per net converted acre of agricultural land and shall reflect the approximate
7 cost of preserving prime agricultural land pursuant to subsection B of this section.
The fees shall be paid prior to the issuance of building permits for the project. All
8 mitigation fees collected under this section shall be deposited in the City of
Carlsbad LCP Agricultural Mitigation Fees Fund and shall be expended by the City
9 of Carlsbad subject to the recommendations of an advisory committee to be
established by City Council action. The advisory committee shall have city and
Coastal Conservancy staff and community representation. The intent is not to
establish priorities for Program use, but rather to promote equitable distribution
amongst the allowable uses outlined below. The advisory committee may also
12 develop policies or procedures for the review of requests and the allocation of
funds. The allowable uses for the Agricultural Mitigation Fees are:
13
a) Restoration of the coastal and lagoon environment including but not
14 limited to acquisition, management and/or restoration involving
wildlife habitat or open space preservation.
15 b) Purchase and improvement of agricultural lands for continued
agricultural production, or for the provision of research activities or
16 ancillary uses necessary for the continued production of agriculture
and/or aquaculture in the City's Coastal Zone, including but not
limited to farm worker housing.
c) Restoration of beaches for public use including but not limited to:
local and regional sand replenishment programs, vertical and
lateral beach access improvements, trails, and other beach-related
improvements that enhance accessibility, and/or public use of
20 beaches.
d) Improvements to existing or proposed lagoon nature centers.
21 EFFECTIVE DATE: This ordinance shall be effective thirty days
22
after its adoption, and the City Clerk shall certify to the adoption of this ordinance
23
and cause it to be published at least once in a publication of general circulation in
24
the City of Carlsbad within fifteen days after its adoption. Notwithstanding the
£*J
„. preceding, this ordinance amendment effectuates a Local Coastal Program26
27 Amendment, and shall not be effective in the Coastal Zone until it is approved by
the California Coastal Commission.
-2- 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
INTRODUCED AND FIRST READ at the regular meeting of the
Carlsbad City Council on 12th day of APRIL , 2005,
and thereafter.
PASSED AND ADOPTED at a regular meeting of the City Council
of the City of Carlsbad, California, on the 19th day of April ,
2005, by the following vote, to wit:
AYES:Council Members Lewis, Hall, Kulchin, Packard, Sigafoose
NOES: None
ABSENT: None
None
CLAUDE A. LI
ATTEST:
(SEAL)
-3-
ATTACHMENT 'A"
LCPA 03-06(A)/ZCA 04-04(A) - Agricultural Mitigation Fee Program
Coastal Commission Modifications/Strikeout Version
In lieu of the procedures established by subsection B or subsection C of this section,
property may be converted to urban uses upon payment of an agricultural conversion mitigation
fee.
This fee is separate and distinct from the mitigation fee established bv Section 301717.5
of the Public Resources Code, which applies to certain properties outside the Mello I and Mello
II segments of the City's local coastal program, is collected and administered bv the State
Coastal Conservancy and has different expenditure priorities.
The amount of the fee shall be determined by the City Council at the time it considers a
Coastal Development permit for urban development of the property. The fee shall not be less
than five thousand dollars nor more than ten thousand dollars per net converted acre of
agricultural land and shall reflect the approximate cost of preserving prime agricultural land
pursuant to subsection B of this section. The fees shall be paid prior to the issuance of building
permits for the project. All mitigation fees collected under this section shall be deposited in the
City of Carlsbad LCP Agricultural Mitigation Fees Fund and shall be expended by the City of
Carlsbad subject to the recommendations of an advisory committee to be established by City
Council action. The advisory committee shall have city and Coastal Conservancy staff and
community representation. The intent is not to establish priorities for Program use, but rather to
promote equitable distribution amongst the allowable uses outlined below. The advisory
committee may also develop policies or procedures for the review of requests and the allocation
of funds. The allowable uses for the Agricultural Mitigation Fees are:
a) Restoration of the coastal and lagoon environment including but not limited
to acquisition, maintenance, management and/or restoration involving wildlife
habitat or open space preservation.
b) Purchase and improvement and/or maintenance of agricultural lands for
continued agricultural production, or for the provision of research activities or
ancillary uses necessary for the continued production of agriculture and/or
aquaculture in the City's Coastal Zone, including but not limited to farm worker
housing.
c) Restoration and maintenance of beaches for public use including but not limited
to: local and regional sand replenishment programs, vertical and lateral beach
access improvements, trails, roadways and other beach-related improvements
that enhance accessibility, parking and/or public use of beaches.
d) Improvements to existing or proposed lagoon nature centers.
APPENDIX F
AGRICULTURAL MITIGATION FEE
PROGRAM HISTORICAL SUMMARY
Agricultural Mitigation Fee Program - Historical Summary
Agricultural Subsidy Program - Established in 1981(PRC 30171). Program ended by
state legislation in 1984. Funds could only be used to subsidize improvements to
agricultural operations. Administered by the Resource Conservation District. All funds
have been expended and program does not exist anymore.
Statutory Agricultural Mitigation Fee Program - Established by state legislation in
1984 (PRC 30171.5). Program replaced the Agricultural Subsidy Program. The program
consisted of a priority-based list of allowed fund uses based entirely on environmental
resource protection and improving coastal access. Agricultural-based uses of the funds
was not specifically included on the list of eligible projects. Administered by the State
Coastal Conservancy. Enhancement of Batiquitos Lagoon was the first priority and 50%
of the funds had to be spent on Batiquitos Lagoon.
Local Agricultural Mitigation Fee Program - Established by local (City Council)
Legislation in 1985 by amendment of the city's Local Coastal Plan. It also was a priority-
based program with Batiquitos Lagoon being the first priority, however, the requirement
to use 50% of the funds on Batiquitos Lagoon was not included and an agricultural
component was added to the list of projects eligible for funding. Administered by the
Coastal Conservancy. In 1997, the city requested that the funds and the administration of
the program be turned over to the city. The request was subsequently approved by the
Conservancy.
Amendment to Statutory Fee Program — Amendment made to PRC 30107 by state
legislation in 1996. Allowed approximately $1 million of the funds in the statutory
account to be transferred to a special account to be used only for projects that assist in
preserving the flower fields at Carlsbad Ranch. Administered by the city.
Amendment to Local Fee Program - Approved by city as a Local Coastal Plan
Amendment in 2004. This amendment formally designated the city as the administrator
of the program; eliminated the prioritization of eligible projects; revised the list of
acceptable fund uses; deleted Batiquitos Lagoon as the only lagoon eligible to receive
funds; deleted reference to Buena Vista Lagoon Interpretive Center as the only center that
could receive funds; clarified that the acquisition and management of habitat land was an
eligible use of the funds and specifically clarified that farm worker housing was included
in the agricultural component for the uses of the funds. The amendment also added the
requirement for an advisory committee that would follow City Council approved
guidelines to ensure equitable distribution of funds and stakeholder participation.
APPENDIX G
LIST OF REFERENCE MATERIALS
PROVIDED TO COMMITTEE
CITY OF CARLSBAD
AGRICULTURAL CONVERSION MITIGATION FEE
AD HOC CITIZENS ADVISORY COMMITTEE
REFERENCE MATERIALS
1. The a-b-c's of Parliamentary Procedure
2. Users Guide to the Brown Act
3. Agricultural Mitigation Fee Program - Historical Summary
4. Carlsbad Municipal Code Chapter 21.202 "Coastal Agricultural Overlay Zone"
5. Map "X" dated 7/14/03
6. City of Carlsbad 2005-2006 Quality of Life Strategic Goals
7. "Panning For Gold" article
8. City of Carlsbad CDBG materials
9. City of Carlsbad Community Activity Grants materials
10. Grant Writing Training Course materials (courtesy of Dick Erhardt)
11. State of California Urban Streams Restoration Program Grants materials (courtesy
ofKenAlfrey)
12. Metropolitan Water District of So. California Community Partnering materials
(courtesy of Ken Alfrey)
Agricultural Agricultural Conversion Mitigation Conversion Mitigation Fee Ad Hoc Citizens Fee Ad Hoc Citizens CommitteeCommitteeFirst Report to City CouncilFirst Report to City Council
COMMITTEE MEMBERS & COMMITTEE MEMBERS & STAFFSTAFFJulie Nygaard, ChairJulie Nygaard, ChairEric Larson, ViceEric Larson, Vice--Chair Chair Ken AlfreyKen AlfreyJulie Baker (Planning Commissioner)Julie Baker (Planning Commissioner)Richard ErhardtRichard ErhardtIrv RostonIrv RostonHope WrisleyHope WrisleyNonNon--Voting Members/Staff:Voting Members/Staff:Deborah Ruddock, California Coastal ConservancyDeborah Ruddock, California Coastal ConservancyChris De Cerbo, Principal PlannerChris De Cerbo, Principal PlannerElaine Blackburn, Senior PlannerElaine Blackburn, Senior PlannerFacilitator:Facilitator:Jim BoylanJim BoylanMinutes Clerk:Minutes Clerk:Carol CruiseCarol Cruise
FIRST REPORT TO COUNCILFIRST REPORT TO COUNCILTasks:Tasks:Set Committee proceduresSet Committee proceduresDevelop information sheet, application, and submittal Develop information sheet, application, and submittal forms forms Create proposal evaluation criteriaCreate proposal evaluation criteriaMake recommendation on drawing down funds Make recommendation on drawing down funds Establish how proposals will be solicitedEstablish how proposals will be solicitedDecide how proposals will be presented to CommitteeDecide how proposals will be presented to CommitteeIdentify how Committee will make recommendationsIdentify how Committee will make recommendationsFirst Report to Council.First Report to Council.
MEETINGS HELDMEETINGS HELDCommittee met eight times:Committee met eight times:First meeting August 30, 2005First meeting August 30, 2005Most recent meeting February 10, 2006Most recent meeting February 10, 2006Open to the public, including public comment Open to the public, including public comment periodperiod
OPERATING PROCEDURES & OPERATING PROCEDURES & AGREEMENTS AGREEMENTS Committee ProceduresCommittee ProceduresChair lead meetings assisted by facilitatorChair lead meetings assisted by facilitatorConsensus processConsensus processCommittee members:Committee members:Will disclose relationship to project proposalsWill disclose relationship to project proposalsWill not participate in project proposal presentationsWill not participate in project proposal presentationsWill abstain from voting on projects for which they Will abstain from voting on projects for which they have a conflict of interest pursuant to Chapter 1.14 have a conflict of interest pursuant to Chapter 1.14 of the Carlsbad Municipal Code of the Carlsbad Municipal Code
APPLICATION PROCESSAPPLICATION PROCESSPROCESS PROCESS Paper application and possible presentation Paper application and possible presentation opportunities (at request of Committee)opportunities (at request of Committee)City staff contact(s) for applicant info/assistanceCity staff contact(s) for applicant info/assistanceApplicant workshops conducted by staff Applicant workshops conducted by staff Opportunity for applicantsOpportunity for applicants’’feedback on feedback on process, forms, etc. process, forms, etc.
PROPOSAL PROPOSAL ELIGIBILITYELIGIBILITYELIGIBILITY REQUIREMENTELIGIBILITY REQUIREMENTMust implement one of the four types of uses Must implement one of the four types of uses Should there be a question whether a proposal is Should there be a question whether a proposal is eligible for funding, the Committee will seek eligible for funding, the Committee will seek consensus and, if that fails, will vote on the consensus and, if that fails, will vote on the matter. matter.
PROPOSAL CONSIDERATIONPROPOSAL CONSIDERATIONThe Committee Will Consider:The Committee Will Consider:Project specific, not onProject specific, not on--going programsgoing programsNo reimbursement for projects completed No reimbursement for projects completed before Council approval of processbefore Council approval of processProposals from all types of organizations and Proposals from all types of organizations and individualsindividualsGrants Grants ––outright and/or matching outright and/or matching ––not loansnot loans$2,500 minimum request$2,500 minimum request
PROPOSAL SOLICITATION PROPOSAL SOLICITATION STRATEGYSTRATEGYObjective: Objective: To ensure that availability of grant funds is To ensure that availability of grant funds is known throughout the community and among known throughout the community and among those organizations and individuals who might those organizations and individuals who might wish to apply.wish to apply.
Methods:Methods:Editorial boards, news releases, possible feature coverageEditorial boards, news releases, possible feature coverageOpEd (i.e., a letter from the Mayor on behalf of the City CounciOpEd (i.e., a letter from the Mayor on behalf of the City Council)l)Posters in public facilities (libraries; City Hall; Faraday builPosters in public facilities (libraries; City Hall; Faraday building; other)ding; other)Posting on City web pagePosting on City web pageMailings to known and likely interested partiesMailings to known and likely interested partiesIndividuals, organizations, public agenciesIndividuals, organizations, public agenciesDowntown Merchants Assn, Chamber of Commerce, Convention & VisitDowntown Merchants Assn, Chamber of Commerce, Convention & Visitors ors BureauBureauPaid newspaper advertisementsPaid newspaper advertisementsWater bill insertsWater bill insertsPROPOSAL SOLICITATION PROPOSAL SOLICITATION STRATEGY, contSTRATEGY, cont’’dd
PROPOSAL EVALUATION PROPOSAL EVALUATION CRITERIACRITERIAProject CriteriaProject CriteriaExtent to which proposal fulfills eligibility categoryExtent to which proposal fulfills eligibility categoryLineLine--ofof--sight relationship with concrete outcome(s)sight relationship with concrete outcome(s)Benefit to Carlsbad residentsBenefit to Carlsbad residentsHonors the history of CarlsbadHonors the history of CarlsbadEmploys creativity Employs creativity Multiple, longMultiple, long--lasting, or widelasting, or wide--spread benefitsspread benefits
PROPOSAL EVALUATION PROPOSAL EVALUATION CRITERIA, contCRITERIA, cont’’ddProject Feasibility and Planning CriteriaProject Feasibility and Planning CriteriaFeasibility of project Feasibility of project Likelihood of gaining permits/approvalsLikelihood of gaining permits/approvalsImplementation planImplementation planMeasurable milestones/tracking measuresMeasurable milestones/tracking measuresReasonable time frameReasonable time frameResponsible parties identifiedResponsible parties identified
PROPOSAL EVALUATION PROPOSAL EVALUATION CRITERIA, contCRITERIA, cont’’ddApplicant CriteriaApplicant CriteriaAbility of project applicant to do what is proposedAbility of project applicant to do what is proposedApplicantApplicant’’s experience implementing other projectss experience implementing other projectsApplicantApplicant’’s previous experience obtaining and using s previous experience obtaining and using funding (for other projects)funding (for other projects)
PROPOSAL EVALUATION PROPOSAL EVALUATION CRITERIA, contCRITERIA, cont’’ddFinancial Resources/Budget CriteriaFinancial Resources/Budget CriteriaFiscal resources to do what is proposedFiscal resources to do what is proposedProject budgetProject budgetHow requested funding will be usedHow requested funding will be usedOther (if any) funding already secured for projectOther (if any) funding already secured for projectOther (if any) potential funding sources for project Other (if any) potential funding sources for project ApplicantApplicant’’s experience obtaining and using funding s experience obtaining and using funding Financial condition of organization (if applicable) Financial condition of organization (if applicable)
KEY DECISION KEY DECISION PROJECT ELIGIBILITY:PROJECT ELIGIBILITY:COASTAL/NONCOASTAL/NON--COASTAL LOCATIONSCOASTAL LOCATIONSIt is not required that proposed projects be It is not required that proposed projects be located within the Coastal Zone, however, all located within the Coastal Zone, however, all projects must benefit the Coastal Zone. projects must benefit the Coastal Zone.
KEY DECISIONKEY DECISION““EQUITABLEEQUITABLE””DISTRIBUTION OF FUNDSDISTRIBUTION OF FUNDSThe Committee will promote the equitable distribution The Committee will promote the equitable distribution of grant funds by ensuring that all potential applicants of grant funds by ensuring that all potential applicants have a fair and equal opportunity to apply. This does have a fair and equal opportunity to apply. This does not mean that funds will be divided equally among the not mean that funds will be divided equally among the four categories of eligible projects. However, the four categories of eligible projects. However, the Committee intends to award funds to projects in each Committee intends to award funds to projects in each of the four categories, if at all possible.of the four categories, if at all possible.
DRAWDRAW--DOWN OF FUNDSDOWN OF FUNDSNo No ““hold backhold back””funds for future awardsfunds for future awardsNo specific amount of funds to be spent in the first year No specific amount of funds to be spent in the first year Fund draw down based solely upon the merit of the projects Fund draw down based solely upon the merit of the projects The Committee believes that sufficient eligible and meritorious The Committee believes that sufficient eligible and meritorious project proposals will be received to justify expenditure of allproject proposals will be received to justify expenditure of allavailable funds before the Committee sunsets August 2, 2009 available funds before the Committee sunsets August 2, 2009
NEXT STEPSNEXT STEPSTentative TimetableTentative TimetableCouncil approval of Committee procedures, criteria: May 2006Council approval of Committee procedures, criteria: May 2006Public notification: early June 2006Public notification: early June 2006Applicant workshop(s): late June 2006Applicant workshop(s): late June 2006Deadline for proposal submittals: July 31, 2006Deadline for proposal submittals: July 31, 2006Committee review: August Committee review: August ––September 2006September 2006Preparation of second report to Council: October 2006Preparation of second report to Council: October 2006Presentation of recommendations to Council: November 2006Presentation of recommendations to Council: November 2006
COMMITTEE RECOMMENDSCOMMITTEE RECOMMENDSThat Council:That Council:Approve the CommitteeApprove the Committee’’s operating guidelines, s operating guidelines, methods of decisionmethods of decision--making, and project making, and project consideration and evaluation criteriaconsideration and evaluation criteriaDirect the Committee to proceed with project Direct the Committee to proceed with project solicitation activitiessolicitation activitiesAuthorize a budget of up to $10,000.00 from the Authorize a budget of up to $10,000.00 from the fund to be used for project solicitation fund to be used for project solicitation