HomeMy WebLinkAbout2011-01-11; City Council; 20432; SPECIAL EVENTS GRANT REQUEST M THORP FOUNDATIONCITY OF CARLSBAD - AGENDA BILL 10
20.432AB#
MTG.
DEPT. HNS
1/11/11 SPECIAL EVENTS GRANTS REQUEST
MITCHELL THORP FOUNDATION
DEPT. DIRECTOR
CITY ATTORNEY
CITY MANAGER
RECOMMENDED ACTION:
Consider the request from the Mitchell Thorp Foundation for special event grant funding, and
adopt Resolution No. 2011-008 to deny the request.
ITEM EXPLANATION:
The Mitchell Thorp Foundation is requesting a Special Events Grant from the City in the amount
of $12,347 to help fund its 2nd Annual Mitchell Thorp Walkathon. The entire grant request is to
fund various components of the event as well as in-kind services which are directly provided by
the City of Carlsbad. This event is scheduled for January 22, 2011.
In December 2009, the Mitchell Thorp Foundation received a Community Activity Grant from
the City in the amount of $3,500 for initial seed money to establish the Foundation. The
Foundation's first fundraiser event, Mitchell Thorp Walkathon, was then held in January, 2010.
The inaugural event had nearly 1,000 participants and raised a total of $75,082. Over the
course of the year, the Foundation raised an additional $46,918. Total donations for 2010
amounted to $122,000. Of the total amount raised in 2010, $73,584 was distributed by the
Foundation to assist four (4) resident families and one (1) non-resident family for the purposes
of supporting families whose children suffer from life-threatening illnesses, diseases and
disorders.
On behalf of the Mitchell Thorp Foundation, Beth and Brad Thorp have requested funding from
the City in 2010 to pay for the costs associated with the 2nd Annual Mitchell Thorp Walkathon
event, which include costs for services provided by the City of Carlsbad. A review of the event
budget indicates that the City is being asked to fund 100% of the event costs, with the
exception of donated food and snacks, water bottles and prizes. The budget also indicates that
$2,000 is being requested for Foundation personnel to staff the event. As of December 7, 2010,
the Foundation has not received or identified any other funding opportunities, such as corporate
or private sponsors, for the event.
Grant Policy Background
The Carlsbad City Council amended Council Policy 51 in 2003 (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 at any time of the year for
special events in the city of citywide interest. These requests are to be considered by the City
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
£"*£•
D
D
CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
rvrucD _ QPP MINUTES
Council, by Minute Koti
Dnnnon,approved
In-Kind Services (See Minute? for detail?)
Page 2
Council and, if funded, the appropriation is typically funded directly from the City Council's
General Fund contingency account. The current policy allows for no more than three (3)
consecutive year grants for special events. A history of City support for the Mitchell Thorp
Foundation is shown in Exhibit 3, and the supplemental application for the Special Event Grant
is attached as Exhibit 4.
Although the Mitchell Thorp Foundation is a very worthy organization and does assist families in
need, staff is recommending denial of the requested special event grant. As noted above, the
Foundation did receive funding through the Community Activities Grant Program from the City
in 2009 for start up costs related to the Foundation. This year, they applied for a Special Event
Grant. While the Community Activities Grant was determined by the City Council to be
appropriate for Foundation start-up costs, it does not appear to staff that the Council intended to
allow the Special Event Grant program to be used to pay for expenses or "sponsorships" for
fundraisers. Since all the participants in the walkathon must pay to participate and the
beneficiaries are limited and specific to a given population, staff does not believe that the
Mitchell Thorp Foundation request is consistent with the intent of the Council's community
activities policy to provide funding for community enrichment programs and/or events of
citywide interest. It is staffs opinion that there is not general citywide interest or community
benefit from the walkathon. Therefore, the staff recommendation is to deny the requested
special event grant.
It is important to note that there is some financial assistance given to all Carlsbad-based, non-
profit organizations, like the Mitchell Thorp Foundation, through a discounted rate to use parks
and recreational facilities within the City. These discounts will assist in lowering the costs of
fundraisers like the walkathon. Below is an example of the discounted rate for use of parks and
recreational facilities within the City:
Area
Poinsettia Park Field #1
Picnic Area #1
Picnic Area #2
Open Space
Staffing
Insurance Processing
Total
Category B (Resident, Non-
Profit)
N/C
$10x5 = $50
$10x5 = $50
$10x5 = $50
$ 1 7 x 4 staff x 7 hours = $476
$25
$651
Category D (Non-Resident,
Non-Profit)
$25x7 = $175
$28x5 = $140
$28x5 = $140
$28x5 = $140
$17x4 staff x 7 hours = $476
$25
$1096
Council option
Staff is recommending denial of the grant based on the understood intent of the community
activities grant funding policy. If, however, the City Council considers the request and
determines that it would like to provide some financial support for the noted special event, it is
staff's recommendation that the grant amount be limited to providing financial assistance solely
in the form of funding for in-kind services which would amount to $995. Should the Council
choose to fund this Special Event Grant request, the attached resolution will need to be revised
for approval and the Council will need to provide direction on the total amount of funding to be
for the event.
PageS
FISCAL IMPACT:
Staff is recommending denial of the requested grant. Therefore, there will be no additional fiscal
impact beyond the discounted rate for resident, non-profit organizations using city facilities. The
Mitchell Thorp Foundation will receive a discounted rate for use of the park site at a cost of
$651. A comparable event for a non-resident non-profit organization would be assessed a
$1,096 fee for facility use, a difference of $445.
If the Council decides to fund a portion of the grant request, staff has suggested that the grant
not exceed the amount of the in-kind city services which is estimated at $995. A summary of the
city services is provided in Exhibit 5.
The City Council's General Fund contingency account was allocated a $500,000 provision for
FY 2010-2011. As of December 1, 2010 the account carries a balance of $494,015. This is the
fund the Council will appropriate from if it would like to approve grant funding for the subject
event.
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. 2011-008
2. Council Policy 51
3. History of Funding for the Mitchell Thorp Foundation
4. Special Events Grant Supplemental Application
5. Mitchell Thorp Foundation, in-kind cost analysis
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RESOLUTION NO.2011-008
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, DENYING A SPECIAL EVENT
GRANT TO THE MITCHELL THORP FOUNDATION.
WHEREAS, the Carlsbad City Council has the authority to fund community
*V>^activities with General Fund monies through Council Policy"
WHEREAS, Council Policy 51 states that organizations funded und^Community
Activity Grants will be of citywide interest; and
WHEREAS, the Mitchell Thorp^undation request Tte to directly benefl a private
fundraiser and does not provide for commiSaity-wide benefit or\ave a citywidje interest.
NOW, THEREFORE, BE IT RESOLVED by the City Council /the City of
\ #—Carlsbad, Califorroa, as fallows:
1. That thetabova recitations areltoe and correct.
\ I \ \2. That the City ofVDarlsbad hereby d\nies the request for a Special Event Grant
to the MitcViell Tnbrpe Foundation.
1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the
2 City of Carlsbad on the day of , 2011 by the following vote, to wit:
3 AYES:
4 NOES:
5 ABSENT:
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8n
MATT HALL, Mayor
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10 ATTEST:
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LORRAINE M. WOOD, City Clerk
13 (SEAL)
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Page 1 of2
Policy No, 51
CITY OF CARLSBAD °ate Issued 1/8/08
COUNCIL POLICY STATEMENT cSSSn'S^S
Supersedes No. 1/20/04General 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.
Exhibit 3
Mitchell Thorp Foundation
History of Funding
Fiscal Year
2009-2010
Amount
$3,500.00
Method
Community Activity Grant
Purpose of Funding
Initial seed money for the
Foundation
EXHIBIT 4
SPECIAL EVENTS GRANT
SUPPLEMENTAL APPLICATION
Contact 1
A/ame
Contact 2
Name
Federal Tax ID # or Social Security #:
TOTAL GRANT FUNDING REQUEST: $
Please complete the following supplemental application using the instructions provided on the last page of this application. Attach adoWonal pages if necessary.
Name of Applicant:
Address:
Phone:E-mail: hfacU w (tcinf (i fko f0, n
ll thorp. 0
Prtone
76)0-6,03-8853
Phone
-08243^0
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
ave you submitted a Special Events Permit application to the City?
(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
Has the Special Event received less than three (3) years of grants from the City?
(If yes, please note below the number of years you have received grants from the City, if any)
D
D
D
D
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.
Special Event Grant Supplemental Application
GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document)
Applicant Background
Organization:hGrD V"QuoaaTtQr\ Csee
Names of Officers and Board of Directors (if applicable):
Name
Thcnp
Title
Name of the special event:
Location of event: •t
Annual
\r\e\A
horp \Jal\NQJ hoftJ
ma p)
Please list the years in which your team has received prior funding from the City and list the related
dollar amounts: ZOQ^ Commam-K/ Ac^vtisj Grant ^3,600.°°
How does your special event benefit and provide citywide interest to the Carlsbad community?
( JW mcy^Ari <, lo Suoct na<Y\i jtes LoVtosecnilafen suffer Vo/^ li(
i'l diseases Q/\cl dlSofcJeC:). Ou(QaJf^acK
a<\c.
St
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: Not a s o S ^\- \ 5 - / Q
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 undersigned, do hereby attest that the above information is true and correct to the best of our
knowledge. (Two signatures required)
7 7 7
Signature Title Date
Signature ' Title V 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.
City of Carlsbad will provide 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 Special Event Grant Supplemental Application
Housing and Neighborhood Services www.carlsbadca.gov
Expenses
Total Expenses
Event Budget for Mitchell Thorp Walkathon 2011
Estimated Actual
Estimated
$11,662.00
Estimated
Actual
$11,662.00
Actual
Room and hall fees
Site Staff Personal
Equipment
Tables and chairs
Totals
Decorations
Rowers
Candles
Lighting
Ballons & Helium Tank
Paper supplies
Totals
$2,000.00
$300.00
$2,300.00
$100,00
$100.00
$2,000.00
$300.00
$2,300.00
$100.00
Graphics & Banners
Signage & Printing
Advertising
$700.00 1 $700.00 |
$1,000.00
$2,000.00
$3,700.00
$1,000.00 1
$2,000.00
$3,700.00
Miscellaneous
Event Insurance
Facility Use
Parking Permit
$852.00
$200.00
$110.00
Totals $1,162.00
$852.00
$200.00
$110.00
$1,162.00
Food & Snacks
Water bottles
Linens
Staff and gratuities
Donated
Donated
Totals $0.00
Donated
Donated
$0.00
Program
DJ for walk
Speakers
Travel
Hotel
Walkathon T-shirst 1,000 @ $4 ea.
Totals
$400.00
$4,000.00
$4/400.00
$400.00
$4,000.00
$4/400.00
Mitchell Thorp Foundation
In-Kind Cost Analysis
Exhibit 5
> In-Kind Services Costs (required elements for this special event)
Service
Parking permits, waiver
Facility use permit, site
staffing
2010 provider
Carlsbad Police Department
Carlsbad Parks & Recreation
2010 estimates
$220.00
$775.00
$995.00
NOTE: Service charges will be based on number of hours at full burdened rate.
TOTAL In-kind costs $995.00
Mitchell Thorp Foundation
Special Event Grant Request
Courtney Enriquez
January 11, 2011
Grant Request
•Council Policy 51
•Special Event Grant
•2nd Annual Walkathon, January 21, 2011
•Grant request
–In-kind services …………………………… $995
–Direct cash donation ……………………. $11,352
Previous Funding
•Community Activity Grant, FY10
•Total assistance ………………………… $3,500
Staff’s Recommendation
•Denial of the Special Event Grant
-Event is a fundraiser
-Attendees must pay a minimum to participate
•January 18th, Council Workshop
Council Action
•Consider the request from the Mitchell Thorp
Foundation for Special Events Grant funding for
the 2nd Annual Walkathon
•Approve Resolution No. 2011-008 to deny the
special event grant request.