HomeMy WebLinkAbout2009-08-11; City Council; 19928; Artsplash 2009 grant requestCITY OF CARLSBAD - AGENDA BILL
AB# 19,928
MTG. 08/11/09
DEPT. FIN
ARTSPLASH 2009
SPECIAL EVENT GRANT REQUEST
DEPT. HEAD,— ^
CITY ATTY. ($&~
CITY MGR. f ex
RECOMMENDED ACTION:
1. Adopt Resolution No. 2009-207 appropriating up to $33,146 from Council's contingency fund for
ArtSplash 2009 Special Event Grant. The $33,146 is comprised of $13,146 for in-kind services,
and up to $20,000 donation for the ArtSplash 2009 event.
ITEM EXPLANATION:
Attached is a letter (Exhibit 3) from ArtSplash Co-founder and Chairperson, Joni Miringoff, requesting
funding for a Special Event Grant in the amount of $33,146 to help fund ArtSplash 2009. The $33,146
includes in-kind services, which are estimated at $13,146 as shown in detail in Exhibit 4, and a $20,000
donation. This event is scheduled to take place September 26 and 27, 2009.
In October 2003, the City Council amended Council Policy 51, creating a Special Event Grant program
under the Community Activity Funding Program (Exhibit 2). This program allows special event
organizers to apply for grant funding for their event at any time of year. These requests are to be
considered by Council and, if funded, the appropriation is typically made from Council's contingency
account.
Council Policy 51 states that organizations funded under this program may receive grants for no more
than three years. ArtSplash has exceeded the number of years allowed under the Special Events Grant
Program. Even though ArtSplash has received more than three years of funding, this agenda bill and
the attached resolution have been drafted to include the actions necessary to provide funding to the
ArtSplash program from the Council's contingency fund for the 2009 event.
The Council's intent in drafting Council Policy 51 was to use City funds to help programs get started, and
then encourage those programs to become self-sufficient, community supported efforts that succeeded
through fund raising and donations. If the Council wishes to amend Council Policy 51 to provide different
controls on City donations to special events, the Council may ask the City Manager to bring Council
Policy 51 back for review at a future Council meeting.
A history of City support for ArtSplash 2002 through 2008 is shown in Exhibit 5.
FISCAL IMPACT:
The adoption of this resolution will appropriate up to $33,146 from Council's General Fund contingency
account including $13,146 to various General Fund budgets to fund the City in-kind services for
ArtSplash 2009. The Council's contingency account has a $500,000 provision for FY 2009-10.
DEPARTMENT CONTACT: Judi Vincent 760-602-2422 iudi.vincent(a)carlsbadca.gov
FOR CITY CLERKS USE ONL Y. <)-\\-FP\
COUNCIL ACTION:APPROVED
DENIED
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WITHDRAWN
AMENDED
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CONTINUED TO DATE UNKNOWN
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8/11/09
Page 2
EXHIBITS:
1. Resolution No. appropriating SD^I^fC? from Council's contingency account.
2. Council Policy 51.
3. Letter from ArtSplash requesting Special Event Grant funding for ArtSplash 2009.
4. ArtSplash 2009 in-kind services budget.
5. History of City of Carlsbad funding to ArtSplash.
Exhibit 1
1 RESOLUTION NO. 2009-207
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL
3 EVENT GRANT TO ARTSPLASH FOR THEIR ARTSPLASH
2009 EVENT AND APPROPRIATING FUNDS.4
5 WHEREAS, a representative of ArtSplash has requested financial assistance for their
6 ArtSplash 2009 event; and
7 WHEREAS, ArtSplash requested a Special Event Grant in the amount of $33,146 for this
8 event, including $13,146 for in-kind City services; and
9 WHEREAS, ArtSplash has received City financial support for more than three years;
10 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
11 California, as follows:
12 1. That the above recitations are true and correct.
13 2. That the Carlsbad City Council hereby authorizes the Finance Director to appropriate
14 $13,146 from the City Council's contingency account to various General Fund budgets for in-
15 kind City services for ArtSplash 2009.
16 3. That the Carlsbad City Council hereby approves a Special Event donation in the
17 amount of $ 33,146.00 for the ArtSplash 2009 event from the City Council's contingency
18 account..
19 4. That the ArtSplash will be required to sign an agreement which will contain the
20 following:
21 • That all necessary special event approvals are obtained from the City.
22 • A final report on how the grant funds were spent will be filed with the City once
23 the funds are spent.
24 • Original records (receipts) must be maintained for two years and made available
25 to the City should they be requested to audit them.
pc^° • The grant funds will not be spent on any publication containing political
97 advertisements or advocacy for a particular ballot measure or political candidate.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of August, 2009, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn
NOES: None.
ABSENT: None.
EWIS, Mayor
ATTEST:
LORRAINE M. WOOD, City Clerk
(SEAL) ^.
EXHIBIT 2
Page 1 of 2
Policy No, _ 51
CITY OF CARLSBAD Date Issued - 1/8/08
COUNCIL POLICY STATEMENT
Supersedes No. 1/20/04
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, with the exception of the Community Activity
Grant. Organizations funded by the Community Activity Grant
may receive grants for 3 years and then cannot apply for grant
funding for a minimum of 2 years. After at least a 2 year hiatus,
organizations can again apply for grant funding and receive a
maximum of two additional years of grant funding.
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.
EXHIBIT 2
Page 2 of2
e. The City Council will establish a review panel comprised of
citizens and city staff to evaluate the applications, and make
recommendations to the City Council. The review panel will
be comprised of the following: One representative from each
quadrant of the City, one member of the Senior Commission,
the Library Board, and the Parks & Recreation Commission.
f. The review panel will consider the provision of matching
funds from other sources in evaluation of the applications.
4. Special Event Grants
a. These grants provide city funding for Special Events in the
city of citywide interest.
b. These grants can be requested any time of the year.
c. The requests will be funded from Council's contingency
account.
d. The application process will consist of the following:
i. Special event application
ii. Special Event Grant supplemental application
iii. Approval of special event by special events
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.
Exhibit 3
January 29, 2009
rrn onno
1200 Carlsbad Village Drive ; rco ""
Lisa Hildabrand
1200 Carlsbad
Carlsbad, CA 92008-1989
Dear Lisa, '''<£- 5 ;n;£:
I would like to request that the City of Carlsbad help financially secure the sustainability
of ArtSplash with a $20,000 sponsorship.
Additionally, 1 would like your help with "in kind" services that include but not limited to
police onsite services, ambulance onsite services, a man lift, street sweeping and re-
striping, a traffic control plan and sand pickup and delivery for the sand sculpture.
We will be celebrating the 7lh annual ArtSplash on September 26 & 27, 2009. New this
year will be a well known butter sculptor and a glass blower, demonstrating their art.
Additionally we will have stone sculpture, mosaic, rock stacking, graffiti, fine art, sand
sculpture and of course chalk art. "Taste at ArtSplash" will be on Saturday and on
Sunday Fern Street Circus will be performing for our guests.
We will again depend on the community to help us continue to be successful. Over 400
volunteers helped us last year, and we already have partnership commitments from
LEGOLAND, Certified Folder and Coast Management.
ArtSplash is perceived as an annual fall free event in Carlsbad. It's not possible to
produce an event of this magnitude without the help of the City of Carlsbad. Your
financial and "in kind" help ensures that ArtSplash will continue.
Thank your for considering this request for ArtSplash!
Sincerely,
>: ^ '
Joni Miringoff
ArtSplash
Co-Founder and Chairperson
5620 Paseo Del Norte #127-442 Carlsbad, CA 92008 • (760) 436-2828
info@CarlsbadArtSplash.org • www.CarlsbadArtSplash.org
7
ARTSPLASH 2009
IN-KIND COST ANALYSIS
Exhibit 4
Service
Police Staffing
Special Event Application
Fire Inspection
Traffic Engineering Services
Streets and PW Labor
Bobcat Loader and Operator
Dumptruck Operator
Paramedics/ Ambulance Service
Pressure Washing & Street
Sweeping/Restroom Area
Traffic Control Implementation
Forklift, Scissor Lift #1 & #2,
Deliver & Pick up
2009 Provider
Police
Police
Fire
PW-Engineering
PW-Streets
PW-Streets
PW-Streets
San Diego Medical Services Enterprise
All Beach and Bay
Cecilia's Safety Services
Coast Equipment Rentals
TOTAL ESTIMATE
2009 Estimates
$3,195.73
300.00
328.60
533.46
331.80
60.00
60.00
1,200.00
975.00
5,791.08
370.00
$13,145.67
NOTE: Service charges will be based on number of hours at a fully burdened rate.
Exhibit 5
The following is a brief history of funding the City has provided to ArtSplash.
Fiscal Year
2001-2002
2002-2003
2002-2003
2002-2003
2004-2005
2004-2005
2005-2006
2006-2007
2006-2007
2007-2008
2007-2008
2008-2009
2008-2009
Amount
$15,000
$10,605
$4,000
in-kind
services
$15,000
$17,365
$12,103
in-kind
services
$7,498
in-kind
services
$20,000
$9,930
in-kind
services
$20,000
$11,682
in-kind
services
$20,000
$12,273
in-kind
services
Method
Community Activity Grant
General Fund contingencies
(Council Contingency)
various General Fund budgets
General Fund contingencies
(Council Contingency)
Special Event Grant
various General Fund budgets
various General Fund budgets
Special request for Council
Policy 51 exemption
various General Fund budgets
Budget Process
(Council Contingency)
various General Fund budgets
Budget Process
(Council Contingency)
various General Fund budgets
Purpose of Funding
Funding for inaugural event - ArtSplash 2002
Reimbursement of ArtSplash 2002 shortfall.
In-kind services for ArtSplash 2002*
Planning activities for ArtSplash 2004*
Funding for ArtSplash 2004
In-kind services for ArtSplash 2004*
In-kind services for ArtSplash 2005*
Funding for ArtSplash 2006
In-kind services for ArtSplash 2006*
Funding for ArtSplash 2007
In-kind services for ArtSplash 2007*
Funding for ArtSplash 2008
In-kind services for ArtSplash 2008*
* Note 1: In-kind services include police support, traffic control, street preparation, equipment rentals,
paramedic on-site, etc.
**/Vote 2: The event was not held in 2003.
To date, the City has provided funding of $117,970 and in-kind services totaling $57,486 for the
ArtSplash events.
MEMORANDUM
. _. r , DATE CITY ATTORNEYTO: Mayor and City Council
FOR THE INFORMATION OF
THE CITY COUNCIL
FROM: City Attorney
SUBJECT: Agenda Bill #8 - Art Splash 2009 Special Event Grant Request
After reviewing the agenda bill for the Art Splash 2009 Special Event Grant Request, I noticed
that the brochure from last years event contained advertisements from political candidates. In
order to avoid any potential for an improper expenditure of public funds, I have added the
following language to line 26 of the resolution:
"• The grant funds will not be spent on any publication containing political
advertisements or advocacy for a particular ballot measure or political candidate."
The revised resolution is attached. I will also be recommending the addition of similar language
to Council Policy 51.
Ronald R. Ball
CITY ATTORNEY
c: City Manager
City Clerk
Budget Manager
Special Event Grant Request:
ArtSplash 2009
1
August 4, 2009
Council Policy 51
•Established a process for distributing funds
for Community Activities.
•Organizations to receive grants for no more
than three years.
•Policy amended in January 2008 –
Community Activity Grant recipients can now
receive two additional years of funding, after
a two year hiatus.
2
Council Policy 51
Community Activity Grants
•To fund enrichment programs for the community
•Annual application process
•Funded by interest earned from a Council endowment
set-aside
Winning Teams Grants
•To fund youth teams to offset travel expenses to
national championship competitions
•Funded from Council Contingency
Special Event Grants
•To fund special events in the city of citywide interest
•Funded from Council Contingency
3
Special Event Grants
•Intent of Grant
–Provide city funding for special events in the city
of citywide interest
•Grant Process
–Special Event application
–Special Event Grant supplemental application
–Approval of special event by special events
committee
–If approved, Special Event Grants are funded
from Council’s contingency account
4
ArtSplash
•ArtSplash is a non-profit organization that
annually produces a free, family-friendly art
and music event in the City of Carlsbad.
•ArtSplash 2009 Special Event application
submitted and approved by the Special
Events Committee.
•ArtSplash 2009 event to be held September
26 and 27, 2009.
5
ArtSplash 2009 Grant Request
•$20,000 Cash Grant
–To fund operating costs for the event
•$13,146 In-Kind Services
–To fund city services such as police and
ambulance onsite services, street sweeping ,
traffic control, sand pick-up and delivery, etc.
6
Past ArtSplash Funding
•Cash Grants from the City:
–ArtSplash 2002 -$25,605
–ArtSplash 2004 -$32,365
–ArtSplash 2006 -$20,000
–ArtSplash 2007 -$20,000
–ArtSplash 2008 -$20,000
•In-Kind Services from the City:
–Approximately $60,000 in total from 2002
through 2008
7
Proposed Council Action
Adopt Resolution No. 2009-207
appropriating up to $33,146 from
Council’s Contingency fund for the
ArtSplash 2009 Special Event.
8
Questions?
9