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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 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 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: 6 7 8n MATT HALL, Mayor 9 10 ATTEST: 11 12 LORRAINE M. WOOD, City Clerk 13 (SEAL) 14 /// 15 /// 16 /// 17 18 19 20 21 22 /// 23 /// 24 /// 25 /// 26 /// 27 28 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.