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Home My WebLink About2009-10-20; City Council; 20013; Request from Carlsbad Christmas Bureau25 CITY OF CARLSBAD - AGENDA BILL 20,013AB# MTG. 10-20-09 DEPT. Police REQUEST FOR "IN KIND" SERVICE ASSISTANCE FROM CARLSBAD CHRISTMAS BUREAU. DEPT. HEAD CITY ATTY. CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2009-266 approving the request from Carlsbad Christmas Bureau and direct staff as appropriate. ITEM EXPLANATION: The City Council has established a process for distributing funding for community activities. Under Council Policy 51 (Exhibit 2) the City Council may provide grants for special events in the city if the event is of citywide interest. The Carlsbad Christmas Bureau scheduled for 12-12-09 meets the criteria for this grant opportunity. Grant requests under this policy are limited to receive funding for no more than three years and must meet the special event criteria outlined in section 4 of Council Policy 51. The City Council has provided funding for community activities in the past outside of this policy as requests are received throughout the year. Attached is an e-mail request from the Carlsbad Christmas Bureau requesting to speak at a Council meeting in order to ask for "in kind" services to assist with their 2009 food and gift drive (Exhibit 3). Carlsbad Christmas Bureau is requesting the City assume expenses associated with the staging of the parade, including Police Department traffic services and special event fee ($1,124), Streets Department traffic control equipment and labor costs ($325), and the Public Works costs for the traffic control plan, design, and drawing ($750) for a total of $2,199. FISCAL IMPACT: If approved, the fiscal impact would be the cost of providing "in kind" services ($2,199) appropriated from the City Council Contingency fund. In the past the City Council has provided "in kind" funding outside of Council Policy 51 for this event as outlined in the information below: Fiscal Year 2008-09 2007-08 2006-07 Funding $1,101 $557.25 $557.25 DEPARTMENT CONTACT: Jessica Field 760-931-2297 jessica.field@carlsbadca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED * n D Dn CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER - SEE MINUTES D n Dn Page Two ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378, this action does not constitute a "project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No. 2009-266 2. Council Policy 51 3. E-mail from Carlsbad Christmas Bureau 1 RESOLUTION NO. 2009-266 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, APPROPRIATING FUNDS IN THE AMOUNT OF $2.199 FOR "IN KIND" SERVICE ASSISTANCE 4 WHEREAS, Carlsbad Christmas Bureau has requested "in kind" service assistance for 5 the Carlsbad Christmas Bureau Food and Gift Drive on 12-12-09 and 6 WHEREAS, staff determined Police Department traffic services and special event fee, 7 Streets Department traffic control equipment and labor costs, and the Public Works costs are 8 necessary to assist with the Carlsbad Christmas Bureau; and 9 WHEREAS, staff determined the cost of providing Police Department traffic services and 10 special event fee, Streets Department traffic control equipment and labor costs, and the Public 1 1 Works costs for the Christmas Bureau is $2,199. 12 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, as 1 3 follows: 14 1 . That the above recitations are true and correct. 15 2. That the City Council elects to appropriate the funds requested for in kind services in accordance with Council Policy 51 . 3. That the Finance Director is hereby authorized to tansfer $2,199 from the Council's Contingency Account balance to cover the costs of providing services to Carlsbad18 Christmas Bureau. 19 20 21 /// 22 /// 23 /// 24 /// 25 /// 26 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 20s day of October. 2009, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. ATTEST: LORRAIN (SEAL) WOOD, tity Clerk EXHIBIT 2 Page 1 of2 Policy No. 51 CITY OF CARLSBAD Date Issued 1/8/08 COUNCIL POLICY STATEMENT c^L'SS^S 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 of 2 e. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: One representative from each quadrant of the City, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. f. The review panel will consider the provision of matching funds from other sources in evaluation of the applications. 4. Special Event Grants a. These grants provide city funding for Special Events in the city of citywide interest. b. These grants can be requested any time of the year. c. The requests will be funded from Council's contingency account. d. The application process will consist of the following: i. Special event application ii. Special Event Grant supplemental application iii. Approval of special event by special events 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. Jessica Field EXHIBITS 9/14/2009 8:24 AM From: Don Metcalf [gonehuntin@cox.net] Sent: Monday, September 14, 2009 8:05 AM To: Manager Internet Email Cc: Jessica Field Subject: Agemda Bill Request I would like to request the opportunity to present an Agenda Bill on behalf of the Carlsbad Christmas Bureau on Tuesday, October 20, if that time slot is convenient. This is an annual request and I do not anticipate that the presentation will take longer than 5 minutes. Your consideration in this matter is greatly appreciated. I have been working closely with Special Events Coordinator Jessica Field on this presentation and either she or I can answer any questions that you might have. Sincerely, Don T. Metcalf 760-685-0291