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HomeMy WebLinkAbout2008-04-22; City Council; 19418; Council policy 61 revisionCITY OF CARLSBAD - AGENDA BILL 14 AB# 19,418 MTG. 4/22/2008 DEPT. Recreation Council Policy 61 Revision Grad Nite - Request for City Contributions and Appropriation to Grad Night Activities DEPT. HEAD W? CITYATTY. rtfC CITY MGR. k^ RECOMMENDED ACTION: After Council consideration of the three alternatives, adopt Resolution No. 2008-123 amending Council Policy 61, Request for City Contributions to Grad Nite Activities (Exhibit 1). ITEM EXPLANATION: On January 12,1999, City Council approved Policy 61, Request for City Contributions to support positive alcohol free Grad Nite Activities. Council originally appropriated $5,000 to be distributed on an equitable basis to Grad Nite Committees that serve Carlsbad resident high school seniors. The policy stipulated that the City's contribution in support of Grad Nite be reviewed every three years. On June 25, 2002, City Council approved the contribution for Grad Nite to be increased to $7,100 based on an increase in the total number of Carlsbad resident high school seniors (Exhibit 2). In June 2005, Council approved the contribution to remain at $7,100 due to an 11 % decrease in the number of Carlsbad resident high school seniors at that time. Since 2005, the total number of Carlsbad resident high school seniors has increased from 718 to 1,015, which represents a 41% increase. The matrix below illustrates these increases: High School 2005 2008 All Schools (Combined)Total 718 1,015 % of Change Carlsbad High School (CHS) San Marcos High School (SMHS) La Costa Canyon High School (LCHS) San Dieguito Academy (SDA) 398 32 216 72 646 34 273 62 +62% +6% +26% -16% +41% DEPARTMENT CONTACT: Lori E. Swenck (760) 602-4649, lswen@ci.carisbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED O Dn D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D Page 2 FISCAL IMPACT: If the Council chooses to increase the current Grad Nite contribution, one method to consider is to increase the contribution proportionately by the percentage increase of Carlsbad resident high school seniors (41 %) or approximately $2,900. Other options could include increasing the contribution by a flat rate of $1 ,000 or allow the contribution to remain at its current level of $7,100. Calculations for each option outlining what the 2005 contribution was and what the contribution amounts would be for each option are listed below: Alternative 1 Increase of $2.900 = $10.000 Donation ($9.85 per student) High School _ 2005 Donation _ 2008 Donation CHS $3,940 $6,396 SMHS $285 $300 LCHS $2,130 $2,703 SPA _ $745 _ $601 All Schools $7,100 $10,000 (Combined) Total Alternative 2: Flat Rate Increase of $1.000 = $8.100 Donation ($7.98 per student) High School _ 2005 Donation _ 2008 Donation CHS SMHS LCHS SPA All Schools (Combined) Total $3,940 $285 $2,130 $745 $7,100 $5,184 $243 $2,187 $486 $8,100 Alternative 3: No change: donation to remain at $7.100 ($6.99 per student) High School _ 2005 Donation _ 2008 Donation CHS $3,940 $4,544 SMHS $285 $213 LCHS $2,130 $1,917 SPA _ $745 _ $426 All Schools $7,100 $7,100 (Combined) Total Page 3 If Council chooses to increase the contribution, an additional appropriation would come from the City Council FY 07/08 Contingency Fund and be transferred to the Community Contribution account 001-4510-8540 to fund the City's Contribution to Grad Nite activities (Exhibit 3). ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15738, this action does not constitute a "project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No. 2008-123 , revising Council Policy 61, and approving contributions and appropriation to Grad Nite Activities 2. Council Policy #61, Request for City Contributions to Grad Nite Activities - June 2002 3. Council Policy #61, Request for City Contributions to Grad Nite Activities with revisions (underline/strikeout version) 4. Council Policy #61, Request for City Contributions to Grad Nite Activities as revised EXHIBIT 1 1 RESOLUTION NO. 2008-123 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE REVISION 3 OF COUNCIL POLICY NUMBER 61 APPROVING AN 4 APPROPRIATION TO GRAD NITE ACTIVITIES THAT SERVE CARLSBAD RESIDENT HIGH SCHOOL SENIORS 5 6 WHEREAS, on January 12,1999, the City Council of the City of Carlsbad, California approved Council Policy No. 61, Request for City Contributions to Grad Nite Activities; and, 9 WHEREAS, the City Council supports the alcohol free Grad Nite Activities as being a positive alternative activity for graduating seniors who reside in Carlsbad; and, 11 WHEREAS, Policy No. 61 stipulates the contribution amount be reviewed every 3 12 years; and, WHEREAS, staff is presenting three possible alternatives for funding Grad Nite 14 Activities proportionately based on the percentage of Carlsbad resident high school 15 seniors; and, 16 WHEREAS, Alternative No. 1 results in a 2008 donation of $10,000 ($2,900 17 increase from 2005 donation) to fund Grad Nite Activities; and, 18 WHEREAS, Alternative No. 2 results in a 2008 donation of $8,000 ($1,000 19 increase from 2005 donation) to fund Grad Nite Activities; and, 20 WHEREAS, Alternative No. 3 results in a 2008 donation of $7,100 (no increase from 2005 donation) to fund Grad Nite Activities. 22 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 2-5 Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council does hereby select Alternative No. 1 for Grad Nite Activity donations from the City Council FY 07/08 Contingency26 Account. 27" 28 1 3. Authorize the Finance Director to transfer and appropriate 2 $ 10.000 from City Council FY 07/08 Contingency to the 3 Community Contributions account for Grad Nite Activities. 4 4. That the City Council does hereby amend Policy No. 61 to reflect 5 Alternative No. 1 : and setting the donation amount at , $ 10,000 , a copy of which is attached hereto and made a part thereof (Exhibit 4). 8 /// 9 /// 10 /// 11 12 13 /// 14 /// 15 /// 16 17 /// 18 /// 19 /// 20 /// 21 22 /// 23 /// 24 /// 25 III26 III 27 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 22nd day of April, 2008, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall and Nygaard. NOES: Council Member Packard. ABSENT: None. A LEWrS, Mayor ATTEST: CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Grad Nite Policy No. 61 Date issued 06-18-02 Effective Date 06-18^12 Cancellation Date Supersedes No. Specific Subject:Request for City contributions to Grad Nite Activities Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To establish a methodology by which the City Council can provide annual support on an equitable basis to Grad Nite Activities for high school seniors who reside in Carlsbad. STATEMENT OP POLICY The Carlsbad City Council has established a methodology of distribution for annual donations of cash and/or in-kind services not to exceed a total value of $7100. The maximum donation will be reviewed every three (3) years by the City Council. Contributions are to be distributed on a proportionate basis to the Grad Nite Activities provided in affiliation with the local high schools which serve Carlsbad seniors. PROCEDURE 1. Each Grad Nite Activity Committee serving Carlsbad seniors must provide the following items by March 1", of each school year to the City Manager's office: 1. Written request for contribution from authorized representative of Grad Nite Committee. 2. Designate request for cash and/or in-kind services. Describe the in-kind services (i.e. facility rental and/or City Services). 3. Official documentation verified by the School District Superintendent's Office indicating the number of high school seniors attending each respective high school that reside in Carlsbad. 4. Address to where the contribution should be mailed. 2. The City Manager or designee will determine the donation that each Grad Nite Committee is to receive based upon the total number (and percentage) of Carlsbad residents enrolled as seniors at each respective high school. 7 3. The value of in-kind services will be determined by the City according to the established City salary schedules and existing Facility Use Fees. 4. Facility and service requests are subject to availability 5. Ail contributions will be subject to City Council approval prior to distribution. 6. Grad Nite Committees will be notified by letter, once the City Council has approved the contributions. 7. Grad Nite Committees will receive cash donations in the form of a check by mail. Exhibit 3 CITY OF CARLSBAD Policy No. 61 COUNCIL POLICY STATEMENT Date Issued 061802 Effective Date 06 18 02 General Subject: Grad Nite Cancellation Date Supersedes No. Specific Subject: Request for City contributions to Grad Nite Activities Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To establish a methodology by which the City Council can provide annual support on an equitable basis to Grad Nite Activities that encourages positive alcohol free alternatives for high school seniors who reside in Carlsbad. STATEMENT OF POLICY The Carlsbad City Council has established a methodology of distribution for annual donations of cash and/or in-kind services not to exceed a total value of $7100 $ . The maximum donation will be reviewed every three (3) years by the City Council. Contributions are to be distributed on a proportionate basis to the Grad Nite Activities provided in affiliation with the local high schools which serve Carlsbad seniors. PROCEDURE 1. Each Grad Nite Activity Committee serving Carlsbad seniors must provide the following items by March 1st, of each school year to the City Manager's office: 1. Written request for contribution from authorized representative of Grad Nite Committee. 2. Designate request for cash and/or in-kind services. Describe the in-kind services (i.e. facility rental and/or City Services). 3. Official documentation verified by the School District Superintendent's Office indicating the number of high school seniors attending each respective high school that reside in Carlsbad. 4. Address to where the contribution should be mailed. 2. The City Manager or designee will determine the donation that each Grad Nite Committee is to receive based upon the total number (and percentage) of Carlsbad residents enrolled as seniors at each respective high school. 3. The value of in-kind services will be determined by the City according to the established City salary schedules and existing Facility Use Fees. 4. Facility and service requests are subject to availability 5. All contributions will be subject to City Council approval prior to distribution. 6. Grad Nite Committees will be notified by letter, once the City Council has approved the contributions. 7. Grad Nite Committees will receive cash donations in the form of a check by mail. Exhibit 4 CITY OF CARLSBAD 61 COUNCIL POLICY STATEMENT General Subject: Grad Nite Specific Subject: Request for City contributions to Grad Nite Activities Policy No. Date Issued 4/22/08 Effective Date 4/22/08 Cancellation Date Supersedes No. Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To establish a method by which the City Council can provide annual support on an equitable basis to Grad Nite Activities that encourages positive alcohol free alternatives for high school seniors who reside in Carlsbad. STATEMENT OF POLICY The Carlsbad City Council has established a method of distribution for annual donations of cash and/or in-kind services not to exceed a total value of $10,000 The maximum donation will be reviewed every three (3) years by the City Council. Contributions are to be distributed on a proportionate basis to the Grad Nite Activities provided in affiliation with the local high schools which serve Carlsbad seniors. PROCEDURE 1. Each Grad Nite Activity Committee serving Carlsbad seniors must provide the following items by March 1st, of each school year to the City Manager's office: 1. Written request for contribution from authorized representative of Grad Nite Committee. 2. Designate request for cash and/or in-kind services. Describe the in-kind services (i.e. facility rental and/or City Services). 3. Official documentation verified by the School District Superintendent's Office indicating the number of high school seniors attending each respective high school that reside in Carlsbad. 4. Address to where the contribution should be mailed. 2. The City Manager or designee will determine the donation that each Grad Nite Committee is to receive based upon the total number (and percentage) of Carlsbad residents enrolled as seniors at each respective high school. /I 3. The value of in-kind services will be determined by the City according to the established City salary schedules and existing Facility Use Fees. 4. Facility and service requests are subject to availability 5. All contributions will be subject to City Council approval prior to distribution. 6. Grad Nite Committees will be notified by letter, once the City Council has approved the contributions. 7. Grad Nite Committees will receive cash donations in the form of a check by mail. IZ. All Receive-Agenda Item #. rn? A r> XTTTF 9 nn s For *"Information of *«LrKAlJ INI 1 n zUUo CITY COUNCIL Asst. Date Carlsbad High School CHS has planned Grad Nite at Disneyland in June of 2008. The Carlsbad Unified School District has not provided any facilities for the past few years and has never provided cash donations to Grad Nite. In addition, the Grad Nite Committee is a not for profit organization and event. La Costa Canyon High School LCC has planned their Grad Nite at Party Pals in Sorrento Valley in June 2008. The event will be a carnival theme with a D.J., movies, trapeze, zip lines, bungie runs, fooseball, magicians, and a hypnotist among other activities. They will be supervised until released at 5 AM. Grad Nite is not a school sponsored event with the San Dieguito School District so the district does not provide any funds or facilities. In addition, it is a not for profit organization and event. San Marcos High School SMHS has planned their Grad Nite with Horn Blower Cruises in San Diego for June 2008. The students will meet at the school and then they will be transported by buses to San Diego. On the cruise, the students will participate in many different activities. There will be a D.J., dancing, dinner, games, a magician, and a hypnotist among other activities. They will be supervised by parent volunteers until released at 5 AM Grad Nite is not a school sponsored event through the San Marcos School District so the district does not provide any funds or facilities. In addition, it is a not for profit organization and event. San Dieguito Academy SDA has planned their Grad Nite in their gymnasium until midnight. At that point they will be transported down to the San Diego harbor on a Horn Blower cruise. They will be supervised by parent volunteers until released at 5 AM. Grad Nite is not a school sponsored event with San Dieguito Union High School District. However, the district will be providing their gymnasium until midnight. In addition, it is not for profit organization and event. (04/22/2008) Lisa Hildabrand - Re: Grad Nite Info Page 1 All Receive-Agenda Item # I *-£_ ,..._. For toe Information of the:From: MickCalarco CITY COUNCIL To: MarkSteyaert Asst CM__CA_±£c u CC: Lori Swenck . Date: 04/22/2008 10:55 AM Date H^^City Manager Subject: Re: Grad Nite Info Mark: I spoke to Lori this morning and she was able to answer a couple of your questions: 1. Were all requests for Grad Nite funding received? Yes, Lori has received requests for cash contributions from each of the Grad Nite organizations in a timely fashion. Some background: A year or two ago, Ken directed Lori to direct the Grad Nite groups to submit their requests directly to her - - not the City Manager's office as outlined in the Council Policy. This measure was taken to expedite the annual request process and avoid any confusion at the City Manager's Office when the requests came in. We are currently looking into the following questions, and hope to have answers for you shortly: 1. Are all of the Grad Nite planning groups not for profit? 2. Where are the Grad Nite events being held? Finally, we are making phone calls today to make sure that as many of the Grad Nite planning groups are represented as possible at tonight's City Council Meeting. As you know, we sent letters to all of the groups providing them notice of tonight's meeting in case they wished to be present and/or participate. Let me know if you have any questions. Mick >» Lori Swenck 4/22/2008 8:55 AM >» Good Morning, I called the Carlsbad Unified School District Administrative Office and talked to the Superintendent's Secretary. She confirmed that the school district provides the facility and storage for Grad Nite Activities but they do not give cash donations. The Grad Nite Committee consists of volunteers only. No administrative staff is involved. If there are any teachers participating, it is on a volunteer basis only. I have a call in to the San Dieguito School District as well. Word has it though, that all the districts handle their Grad Nite in a similar fashion. Hope this helps. Lori Lori E. Swenck Recreation Area Manager Calavera Hills Community Center (760) 602-4649 "Creating Community Through People, Parks and Programs" Council Policy #61Request for City Contributions and Appropriation to Grad Nite Activities Policy Purpose†To support positive alcohol free Grad NiteActivities for Carlsbad Resident High School SeniorsƒCarlsbad High SchoolƒSan Marcos High SchoolƒLa Costa Canyon High SchoolƒSan Dieguito Academy OverviewPolicy Reviewed by Council Every 3 Years†1999 - Appropriated $5,000.†2002 - Increased to $7,100.†2005 - Contribution remained at $7,100.†2008 - Present to Council for Input on Contribution Level. Carlsbad Sr. Students Increased 41%High School2005 2008% of ChangeCarlsbad High School (CHS)398 646 +62%San Marcos High School (SMHS)32 34 +6%La Costa Canyon High School (LCHS) 216 273 +26%San Dieguito Academy (SDA)72 62 -16%Combined Total 718 1,015 +41% 3 Year Review – Contribution Level†Alternative 1–Increase contribution amount by 41% or $2,900 for a total of $10,000.†Alternative 2–Increase contribution by a flat rate of $1,000 for a total of $8,100.†Alternative 3–Donation to remain at $7,100. Path Forward†Amend Policy #61 to reflect selected Alternative (1 – 3)†Next review date – 2011†Questions?