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Home My WebLink About2008-05-06; City Council; 19432; Request for In-kind services for marathonCITY OF CARLSBAD - AGENDA BILL 15 MTG. DEPT. 19 432 5-6-08 Police IN MOTION, INC. "IN KIND" SERVICE ASSISTANCE REQUEST ASSOCIATED WITH THE CARLSBAD MARATHON DEPT. HEAD <V^ CITY ATTY. (^s CITY MGR. V>^-^ RECOMMENDED ACTION: To consider adopting Resolution No. 2008-134 , approving the "in kind" service assistance request from In Motion, Inc. for Public Works Engineering services for the Carlsbad Marathon to be held on January 25, 2009. ITEM EXPLANATION: In Motion, Inc. is requesting the City Council consider providing "in kind" services associated with the 2009 Special Event Permit Application for the Carlsbad Marathon event taking place on 1-25-09. These services are for the cost of updating the existing Traffic Control Plan ($2,000.00, Engineering Department). FISCAL IMPACT: If approved, the fiscal impact would be the cost of providing "in kind" services ($2,000.00) to Public Works-Engineering Department to be appropriated from the City Council Contingency fund. ENVIRONMENTAL IMPACT: None 2008-134 EXHIBITS: 1. Resolution No. 2. E-mail from In Motion, Inc. received by Special Event Coordinator 4-10-08. DEPARTMENT CONTACT: Jessica Field 760-931-2297 |fiel(a)ci.carlsbad.ca.us FOR CITY CLERKS l/SE ONL Y. ^ COUNCIL ACTION:APPROVED DENIED CONTINUED WITHDRAWN AMENDED ET C D C D R D 0 n CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER-SEE MINUTES D 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 EXHIBIT #1 RESOLUTION NO. 2008-134 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROPRIATING FUNDS IN THE AMOUNT OF $2,000.00 FOR "IN KIND" SERVICE ASSISTANCE. WHEREAS, In Motion, Inc. has requested "in kind" service assistance for the Marathon on 1-25-09; and WHEREAS, staff determined Public Works-Engineering services necessary with the Carlsbad Marathon; and Carlsbad to assist WHEREAS, staff determined the cost of providing Public Works-Engineering services for the Carlsbad Marathon is $2,000.00. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, as follows: 1 . That the above recitations are true and correct. 2. That the City Council elects to appropriate the funds requested. 3. That the Finance Director is hereby authorized to appropriate $2,000.00 from the Council's Contingency Account balance to cover the costs of providing services to In Motion, Inc. for the Carlsbad Marathon. /// /// /// /// /// /// /// /// /// /// ^ 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 6th day of May, 2008, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard. NOES: None. ABSENT: None. CLAUDE A LEWIS! Mayor ATTEST: D, Ci •^ c£-'' *« * \*-K\*^ '''+~u : J^_vJ-.\«?L P^/^, * • • ~~. • • * Ov,.*,x EXHIBIT #2 From: "Leisha Battles" <leisha@inmotionevents.com> To: <manager@ci.carlsbad.ca.us> CC: "'Jessica Field1" <jfiel@ci.carlsbad.ca.us>, '"Ellen Larson'" <ellen@inm... Date: 4/10/2008 10:54 AM Subject: May 6 City Council Meeting - agenda request Dear Ms. Hildabrand, We'd like to respectfully request to be added to the agenda for the May 6 City Council meeting to present our request that the City once again provide in-kind services for the 2009 Carlsbad Marathon Traffic Control Plan as they've done in years past. I've been communicating with Jessica Field regarding this request and she let me know she plans to draft the routing cover sheet, agenda bill request, cost analysis and resolution. From what I understand, Jessica and I will work together to submit the agenda bill documentation to your office by 5 p.m. on Friday, April 18, 12 days prior to the May 6 council meeting. If you have any questions or need additional information at this time, please don't hesitate to contact me. Thank you in advance for your assistance with this! Leisha Battles In Motion, Inc. 6355 Corte Del Abeto, Suite C103 Carlsbad, CA 92011 760.692.2900 office 760.692.2901 fax 619.846.8706 cell www.inmotionevents.com (05/06/2008) Usa Hildabrand - Fwd: Re: Special events funding ___ Page 1 All Receive-Agenda Item # .l-> For the Information of the:From: Lisa Hildabrand CITY COUNCIL Subject: Fwd: Re: Special events funding /^st. CM CA *^CC Pate *s / fa City Manager >» Lisa Irvine 05/05/2008 6:07 PM >» T^ Lisa, Council Policy 51 specifically states that Winning Teams need to be non-profits to be eligible for funding. For Special Events, which are also listed in Council Policy 51, there is no requirement to be a non-profit. Attached is a list of the past recipients of the community activity grants. I'll continue to research if any on the list are for profit companies. In addition, I'll review the Council contingency allocations for the last few years. Lisa >» Lisa Hildabrand 5/5/2008 5:31 PM >» Jessica and Lisa- A question came up today in briefings about what the city's policy and past practice has been on providing any kind of funding (in kind or cash) to for-profit companies. Can you both coordinate in doing some quick research on this? Lisa COMMUNITY ACTIVITY GRANTS PAST RECIPIENTS FISCAL YEAR 1999-2000 Palomar Shuttle Barrio Carlsbad Fiesta - 2000 Agua Hedionda Lagoon Foundation - Carlsbad Invasive Species and Habitat Education Carlsbad Volunteer Trail Program - Compact tractor Children's Museum - Summer 2000 Traveling Exhibit Total: $ $ $ $ $ $ 5,000 5,000 4,450 15,000 10,000 39,450 FISCAL YEAR 2000-2001 League of Women Voters - Buena Vista Lagoon Bird Observation Area Improvements Barrio Carlsbad Fiesta - 2001 Magnolia Elementary Deaf Studies Curriculum American Legion Post - High School Adopt-a-Class Program Museum of Making Music - Magical Music Show Children's Museum - Summer 2001 Traveling Exhibit Palomar Shuttle Total: $ $ $ $ $ $ $ $ 5,000 10,000 10,000 3,000 13,000 11,000 5,000 57,000 FISCAL YEAR 2001 -2002 Optimist Club - 2002 Food for Special Olympics Barrio Carlsbad Fiesta - 2002 Buena Vista Lagoon - Nature Center Signs American Legion Post - High School Adopt-a-Class Taste of Carlsbad Student Art Show The Environmental Trust - Educational Center Project Children's Museum - Summer 2002 Traveling Exhibit The Flower. Fields - ArtSplash Total: $ $ $ $ $ $ $ $ $ 1,500 10,000 4,800 1,500 6,200 10,000 10,000 15,000 59,000 FISCAL YEAR 2002-2003 Tri-City Hospital Foundation - North County Child Study Center Buena Vista Audubon Society - Earth Day Celebration Museum of Making Music - Music Ventures Program American Legion Post - Boys and Girls State Program Taste of Carlsbad Student Art Show Carlsbad Volunteer Trail Program - Compact tractor accessories Hospice of the North Coast - Community Bereavement Agua Hedionda Lagoon Foundation - Watershed Education Programs Total: Carlsbad Village Business Association - $ was transferred to Grant fund from Gen fund $ $ $ $ $ $ $ $ $ 7,500 4,000 3,350 2,380 4,000 3,000 7,500 24,500 56,230 $25,000 FISCAL YEAR 2003-2004 Heart to Heart - AED program Museum of Making Music - Summer Sounds Program Children's Discovery Museum - Museum Expansion Program Hospice of the North Coast - Community Bereavement Total: $ $ $ $ $ 7,500 5,950 22,300 11,850 51,600 FISCAL YEAR 2004-2005 California Surf Museum -Sunday Surf Music Concert Series Agua Hedionda Lagoon Foundation - Education and Exhibits Program Carlsbad Chamber of Commerce - Village Design Competition North County Vietnam Veterans Memorial Project North Coastal Prevention Coalition - 4/20 Celebration Hospice of the North Coast - Community Bereavement Total: $ $ $ $ $ $ $ 6,260 16,000 6,500 6,500 4,000 10,270 49,530 FISCAL YEAR 2005-2006 California Surf Museum -Sunday Surf Music Concert Series Optimist Club - Food for Special Olympics and Whale Watching for Carlsbad 6th graders Classic Youth Theatre North Coastal Prevention Coalition - 4/20 Celebration Carlsbad Historical Society - Traveling Trunk History Show for Carlsbad 3rd graders Total: $ $ $ $ $ $ 6,480 5,000 10,000 4,000 2,500 27,980 FISCAL YEAR 2006-2007 California Surf Museum -Sunday Surf Music Concert Series Optimist Club - Food for Special Olympics and Whale Watching for Carlsbad 6th graders Classic Youth Theatre North Coastal Prevention Coalition - 4/20 Celebration Assistance League of Ranch San Dieguito " Total: $ $ $ $ $ $ 5,000 6,000 10,000 4,000 5,000 30,000 COMMUNITY FUNDING OUTSIDE THE GRANTS PROCESS PAST RECIPIENTS FISCAL YEAR 2000-2001 Boys & Girls Club (matching funds paid put of General fund) Join Hands Save a Life (matching funds paid out of General fund) $ 25,000 $ 25,000 FISCAL YEAR 2001-2002 PAL Shuttle (General fund) Pop Warner Football (General fund) $ 6,235 $ 4,000 FISCAL YEAR 2002-2003 PAL Shuttle (General fund) Highway 101 Association (General fund) ArtSplash 2002 (General fund) ArtSplash 2004 (General Fund) $ 6,235 $ 5,000 $ 10,600 $ 15,000 FISCAL YEAR 2003-2004 Agua Hedionda Lagoon Foundation (GF matching funds) Carlsbad High School Wind Symphony (GF matching funds) Fraternity House Casa de Amparo $ 80,000 $ 7,000 $ 5,000 $ 5,000 FISCAL YEAR 2004-2005 Fraternity House Injured Marines Semper Fi Fund ArtSplash $ 4,000 $ 25,000 $ 17,350 FISCAL YEAR 2005-2006 Fly Friendly (matching funds) Red Cross (Hurricane Katrina) Salvation Army (Hurricane Katrina) Fraternity House Agua Hedionda Lagoon Foundation $1,500 $ 25,000 $ 25,000 $6,000 $9,000 FISCAL YEAR 2006-2007 ArtSplash Carlsbad Softball Fraternity House Imagine Carlsbad (In Kind) $20,000 $7,964 $5,000 $750 Exhibit 2 Page 1 of2 Policy No. 51 CITY OF CARLSBAD Date Issued 1/20/04 Effective Date 1/20/04 Cancellation Date n/a COUNCIL POLICY STATEMENT Supersedes No. 10/14/03 General Subject: Community Activity Funding Specific Subject: Process for Funding Community Activities Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND; The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various enrichment programs to Carlsbad residents and visitors. During the 2003-04 budget process, the City Council directed a council subcommittee to evaluate the current process and recommend changes to facilitate that process. The following policy outlines those changes. PURPOSE: To establish the process for distributing funds for community activities. POLICY: 1. It is the policy of the City of Carlsbad to allocate funds for community activities. 2. Organizations funded under this policy may receive grants for no more than 3 years. 3. Community Activity Grants a. These grants provide funding for enrichment programs for the community. b. The amount of funds to be allocated will be determined annually during the budget process. c. Once the budget is adopted interested groups will be notified of the application process. d. The application process will consist of the following: i. City application for funds ii. Public hearing before a citizen review panel iii. Recommendations submitted to City Council. 3 Page 2 of 2 e. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: One representative from each quadrant of the City, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. f. The review panel will consider the provision of matching funds from other sources in evaluation of the applications. 4. Special Event Grants a. These grants provide city funding for Special Events in the city of citywide interest. b. These grants can be requested any time of the year. c. The requests will be funded from Council's contingency account. d. The application process will consist of ths following: i. Special event application ii. Special Event Grant supplemental application iii. Approval of special event by special events committee iv. Allocation of funding by the City Council 5. Winning Teams Grants a. These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. b. These grants can be requested any time of the year. c. The requests will be funded from Council's contingency account. d. Eligibility requirements are: i. The participants are all 18 years of age or under, ii. The group or team is an organized non-profit corporation or agency, iii. The request for funding must be made prior to the date of the event, iv. At least 90% of the participants in the team or group are residents of Carlsbad. e. The application process will consist of the following: i. Written request to Council ii. Allocation of funding by the City Council 6. This policy may be amended as necessary.