The URL can be used to link to this page

Home My WebLink About2010-11-23; City Council; 20398; GRANT REQUEST CARLSBAD CHRISTMAS BUREAUCITY OF CARLSBAD - AGENDA BILL 20,398AB# MTG. 11/23/2010 DEPT. SPECIAL EVENT GRANT REQUEST CARLSBAD CHRISTMAS BUREAU DEPT. DIRECTOR CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: Consider the request from the Carlsbad Christmas Bureau for special event grant funding and either adopt Resolution No. 2010-255 to approve the request or take action to deny the request. ITEM EXPLANATION: The Carlsbad Christmas Bureau is requesting a Special Events Grant from the City in the amount of $2,563 to help fund its 2010 event. The entire grant request is to fund in-kind services which are directly provided by the City of Carlsbad. This community-oriented event is scheduled for December 11, 2010. In October 2003, the City Council amended Council Policy 51 (Exhibit 2), creating an opportunity for Special Event Grants under the Community Activity Funding Program. This program allows special event organizers to apply for grant funding for the special event at any time of the year. These requests are to be considered by the City Council and, if funded, the appropriation is typically funded directly from the City Council's General Fund contingency account. Council Policy 51 states that organizations funded under this program may receive grants for no more than three (3) consecutive years. The City Council's intent in drafting Council Policy 51 was to use City funds to help new special events or programs get started, and then have those programs become self-sufficient and community supported efforts. The Carlsbad Christmas Bureau has exceeded the number of years allowed under the Special Events Grant Program because it has received event funding from the City Council since 2006. However, the event will not occur without the City's in-kind staff services. The Carlsbad Christmas Bureau is requesting the City Council approve the funding with the understanding that it is an exception to Council Policy 51. At the City Council's direction, a Council workshop to revisit Council Policy 51 will be scheduled for January 2011 or soon thereafter to discuss the policy's intent and develop possible amendments for future requests. In the meantime, however, the attached request requires the Council's consideration for approval. A history of City support for the Carlsbad Christmas Bureau is shown in Exhibit 3, and the supplemental application for the Special Event Grant is attached as Exhibit 4. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED X D D Dn CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D FISCAL IMPACT: The Council may deny or approve the request. If the Council chooses to fund this Special Event Grant request, approval of the attached resolution will appropriate $2,563 from City Council's General Fund contingency account for the Carlsbad Christmas Bureau. This appropriation will include $2,563 (Exhibit 5) to various General Fund budgets to fund the City provided in-kind services. Carlsbad Christmas Bureau is requesting the City assume service expenses associated with the staging, including Police Department traffic services and the permit fee ($1,488), Streets Division's traffic control equipment and labor costs ($325), and the Transportation Department's costs for the traffic control plan, design, and drawing ($750). The City Council's General Fund contingency account was allocated a $500,000 provision for FY 2010-2011, with a current account balance of $496,578. ENVIRONMENTAL IMPACT: The proposed action does not qualify as a "project" under the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15378 as it does not result in a direct or reasonable foreseeable indirect physical change in the environment. EXHIBITS: 1. City Council Resolution No. 2010-255 2. Council Policy 51 3. History of Funding for the Carlsbad Christmas Bureau 4. Special Events Grant Supplemental Application 5. Carlsbad Christmas Bureau, in-kind and external cost analysis Exhibit 1 1 RESOLUTION NO. 2010-255 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL 3 EVENT GRANT TO CARLSBAD CHRISTMAS BUREAU 4 AND AUTHORIZING THE FINANCE DIRECTOR TO APPROPRIATE SAID FUNDS. 5 WHEREAS, the Carlsbad Christmas Bureau has requested a Special Events 6 Grant to assist in its 2010 Carlsbad Christmas Bureau; and 7 WHEREAS, the Carlsbad Christmas Bureau is a community-oriented event; and8 WHEREAS, staff determined the cost of providing Police Department traffic services and the special event fee, Streets Department traffic control equipment and labor . 1 costs, and the Transportation Department's design and drawing costs for the Carlsbad Christmas Bureau is $2,563. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 14 Carlsbad, California, as follows: 15 1. That the above recitations are true and correct. 16 2. That the Carlsbad City Council hereby authorizes the Finance Director to 17 appropriate $2,563 from the City Council's General Fund contingency account 18 to various General Fund budgets for in-kind City services for 2010 Carlsbad 19 Christmas Bureau. 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 /Sped a 1PASSED, APPROVED AND ADOPTED at a/Regulac Meeting of the City Council of the City of Carlsbad on the 23rd day of November, 2010, by the following vote to wit: AYES: Council Members Lewis, Hall, Packard and Blackburn. NOES: None. ABSENT: Council Member Kulchin. ATTEST: M. WOOD, City Clerk 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. 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. Exhibits Carlsbad Christmas Bureau, 2010 History of Funding Fiscal Year 2009-2010 2008-2009 2007-2008 2006-2007 Amount $2,199.00 $1,101.00 $557.25 $557.25 Method Special Events Grant Special Events Grant Special Events Grant Community request to City Manager Purpose of Funding In-kind services for Carlsbad Christmas Bureau 2009 In-kind services for Carlsbad Christmas Bureau 2008 In-kind services for Carlsbad Christmas Bureau 2007 In-kind services for Carlsbad Christmas Bureau 2006 *NOTE 1: In-kind services include police traffic control support, special event fee, traffic control, street preparation, equipment rentals, etc. 7 EXHIBIT 4 CITY OFCARLSBAD SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION Please complete the following supplemental application using the instructions provided on the last page of this application. Attach additional pages if necessary. Name of Applicant: Address: P O Phone: Contact 1 1 Ai?-C-S& AO ~ /v* ft S I ( "?£o)- ""7 E-mail: -Lg 5T--O2 /Varne Contact 2 v WA lAft.kif~3/\ Phone /Vame Federal Tax ID # or Social Security #: 3S" Phone TOTAL GRANT FUNDING REQUEST: $ \r\- ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your event is eligible for City grant funds: Y N Will your Special Event be held entirely within the City of Carlsbad? 0^ D Have you submitted a Special Events Permit application to the City? 0^ D (If yes, please attach a copy to this grant supplemental application) Does your Special Event have a citywide interest? if yes, explain in the section below @^ D Has the Special Event received less than three (3) years of grants from the City? D H^ (If yes, please note below the number of years you have received grants from the City, if any) If you answered yes to all of the above questions, your request is eligible for this grant program. Please complete the remainder of this application. If you answered no to any of the questions, please contact Courtney Enriquez at the City of Carlsbad (760-434-2812) to discuss your eligibility for the special events grant. City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.gov GRANT REQUEST DESCRIPTION (if necessary, please attach supplementalp'Bgjes to document) Applicant Background Organization: O A L~- U^ 1 5--A J ^ Names of Officers and Board of Directors (if applicable): Name 0\ V r 1VWv\ LA^h.iO/n !Joi_> W\ <£jy~c^A t F Title rVc-Si £)jgL/Jl LAc_E_- fir^S i jO£WT~~ Name of the special event: Location of event: A H^- Please list the years in which your team has received prior funding from the City and list the related dollar amounts: \t &T 5O/2L^_. /T~ /f^^ &<Eif/-i S^x-^g-W^1 , ^ UZ ^^^ How does your special event benefit and provide citywide interest to the Carlsbad community? Lo i tv o JT T LA/CU Q FINANCIAL CAPABILITIES/BUDGET Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending? Please complete the information below: Name Percentage of financial contribution towards goal Please include a budget for program request including funding schedule. City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.gov CERTIFICATION We, the undersign^ do hereby attest that the above information is true and correct to the best of our knowledge. (Two signatures required) B IL/JO Sianature Title Date g/ul Signature Title Date SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this supplemental grant application together with a written request (cover letter) to the City Council stating the amount of funding requested and intended use for this funding. As noted above, please attach a copy of your special event application. Citv of Carlsbad will orovide written materials in alternative formats and reasonable modifications in policies and procedures to persons with disabilities upon request. RETURN COMPLETED APPLICATION Please hand deliver, U.S. mail, e-mail or fax completed supplemental grant application packet together with your cover letter request to: City of Carlsbad Housing and Neighborhood Services 2965 Roosevelt Street, Ste. B Carlsbad, CA 92008 Attn: Courtney Enriquez Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney.Enriquez@carlsbadca.gov City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.sov Carlsbad Christmas Bureau, 2010 In-Kind and External Cost Analysis Exhibit 5 > In-Kind Services COStS (required elements for this special event) Service Police staffing Special event application fee Traffic engineering services Traffic control equipment, staffing 2010 provider Carlsbad Police Department Carlsbad Police Department Carlsbad Transportation Engineering Division Carlsbad Streets Division TOTAL COST 2010 estimates $1,188.00 $300.00 $750.00 $325.00 $2,563.00 NOTE: Service charges will be based on number of hours at full burdened rate. > External COStS (required elements for this special event) Service 2010 provider TOTAL COST 2010 estimates $0.00 TOTAL In-kind and external costs $2,563.00