HomeMy WebLinkAbout2011-04-05; City Council; 20504; SPECIAL EVENT GRANT REQUEST BOY SCOUTSCITY OF CARLSBAD - AGENDA BILL
AB# 20.504
MTG. 4/5/11
DEPT. HNS
SPECIAL EVENT GRANT REQUEST
CARLSBAD BOY SCOUT TROOP 748
DEPT. DIRECTO
CITY ATTORNEY
CITY MANAGER
RECOMMENDED ACTION:
Consider the request from Carlsbad Boy Scout Troop 748 for special event grant funding and
either adopt Resolution No. 2011-056 to approve the request or take action to
deny the request.
ITEM EXPLANATION:
The Carlsbad Boy Scout Troop 748 is requesting a Special Events Grant from the City in the
amount of $1,033 to help fund the 53rd Annual Easter Sunday Pancake Breakfast. The entire
grant request is to assist in funding the facility rental which is provided by the City of Carlsbad.
This community-oriented event is scheduled for April 24, 2011.
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. 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. 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. This represents the first year that Carlsbad Boy Scout
Troop 748 has applied for a Special Event Grant; however Carlsbad Boy Scout Troop 748 has
received other city funding in fiscal years 2007, 2008, and 2009.
A history of City support for the Carlsbad Boy Scout Troop 748 is shown in Exhibit 3, and the
supplemental application for the Special Event Grant is attached as Exhibit 4.
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 $1,033 from City Council's
General Fund contingency account for Carlsbad Boy Scout Troop 748. This appropriation will
include $1,033 (Exhibit 5) to a single General Fund budget to fund the City provided services
and all of facility use fees. Carlsbad Boy Scout Troop 748 will pay $500 which covers the
deposit, cleaning and damages. If no damage is found, the $500 will be refunded to the
organization.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED M CONTINUED TO DATE SPECIFIC D
DENIED D CONTINUED TO DATE UNKNOWN D
CONTINUED D RETURNED TO STAFF D
WITHDRAWN D OTHER - SEE MINUTES D
AMENDED D
Overall fees and staff costs associated with facility rental (Senior Center) total $1,533. Should
the City Council choose to provide the Special Events Grant, the grant monies will be used to
help offset the total costs.
The City Council's General Fund contingency account was allocated a $500,000 provision for
FY 2010-2011, with a current account balance of $493,020.
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. 2011-056
2. Council Policy 51
3. History of Funding for the Carlsbad Boy Scout Troop 748
4. Special Events Grant Supplemental Application
5. Carlsbad Boy Scout Troop 748, in-kind and external costs
Exhibit 1
1 RESOLUTION NO. 2011-056
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL
3 EVENT GRANT TO CARLSBAD BOY SCOUT TROOP 748
4 AND AUTHORIZING THE FINANCE DIRECTOR TO
APPROPRIATE SAID FUNDS.
5 WHEREAS, the Carlsbad Boy Scout Troop 748 has requested a Special Events
6
Grant to assist in its 53rd Annual Easter Sunday Pancake Breakfast; and
7
WHEREAS, the 53rd Annual Easter Sunday Pancake Breakfast is a community-8
9 oriented event; and
10 WHEREAS, Boy Scout Troop 748 is requesting the Special Event Grant to help
11 off-set the total facility rental of $1,033; and
12 WHEREAS, the annual pancake breakfast is the largest fundraiser for Boy Scout
13 748.
14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
15 Carlsbad, California, as follows:
1. That the above recitations are true and correct.
17
2. That the Carlsbad City Council hereby authorizes the Finance Director to
18
appropriate $1,033 from the City Council's General Fund contingency account
2ft to a single General Fund budget for in-kind City services for 53rd Annual
21 Easter Sunday Pancake Fundraiser.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 5th day of April 2011, by the following vote to wit:
AYES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard.
NOES: None.
ABSENT: None.
MATT HALL, Mayor '
ATTEST:
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 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.
la
Exhibit 3
Carlsbad Boy Scout Troop 748
History of Funding
Fiscal Year
2009-2010
2008-2009
2007-2008
Amount
$500.00
$645.00
$1,057.50
Method
Community Activity Grants
Direct City Council request
Direct City Council request
Purpose of Funding
Facility use fees for 52nd
Easter Sunday Pancake Breakfast
Facility use fees for 51st
Easter Sunday Pancake Breakfast
Facility use fees for 50th
Easter Sunday Pancake Breakfast
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: Boy Scout Troop 748
Address: P.O. Box 877, Carlsbad CA 92018
Phone: (760) 434-7010 E-mail: craig.correll@gmail.com_
Contact l_Craig O. Cornell, Asst. Scoutmaster _(760) 434 -7010
Name Phone
Contact 2 Bill Donovan, Scoutmaster (760) 729 - 9632
Name Phone
Federal Tax ID # or Social Security #: _Troop 748 has no such # (B.S.A. National is 22-1576300)
co
GRANT FUNDING REQUEST: City reduces rental to $500 payment from the Troop
ase answer the following questions to determine if your event is eligible for City grant funds:Y N
your Special Event be held entirely within the City of Carlsbad? £3 [
Have you submitted a Special Events Permit application to the City? A^ IXI |y\
(If yes, please attach a copy to this grant supplemental application)
No - Please see Facility Use Application for Senior Center (attached)
Does your Special Event have a city wide interest? If yes, explain in the section below IXI I
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)
THIS APPLICATION IS NOT APPROPRIATE FOR OUR REQUEST. BUT IT IS ALL YOU HAVE.
If you answered y_es_ 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 Special Event Grant Supplemental Application
Housing and Neighborhood Services www.carlsbadca.gov
GRANT:
Applicant Background
Organization: _BOY SCOUT TROOP 748, CARLSBAD CALIFORNIA
Names of Officers and Board of Directors (if applicable):
Name
Julian Aguirre
Numerous other Scouters in the Troop
Title
Trooo Committee Chairman 2009 - 2011
Name of the special event: Troop 748 Easter Sunday Pancake Breakfast_
Location of event: CARLSBAD SENIOR CENTER
Please list the years in which your team has received prior funding from the City and list the related dollar
amounts: The Troop has received reduced rental rates every Easter since the Sr. Center opened its doors._
How does your special event benefit and provide city wide interest to the Carlsbad community?
For over 53 years Troop 748 has served the community with countless service projects from helping with
library book sales to conducting flag ceremonies, directing event traffic, assisting in blood drives, constructing
rope bridges at school carnivals, recycling projects and on and on. During that half century, the Troop has
fledged over 112 Eagle Scouts, the highest rank achievable in Scouting. As part of attaining the Eagle rank, a
Scout must design and conduct an Eagle Project as service to the community. The vast majority of the projects
have benefited the citizens of Carlsbad.
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
The majority of the ingredients necessary to serve over 1000 breakfasts are donated by local merchants
each year. The fair market value of such ingredients donations are in excess of $1000.
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)
/<?, 29/7
Asst. Scoutmaster Date
7
-7Gb |f
Julian Agui T-748 Committee Chairman Date
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.
RETOWCOJ >v^V,*» 3U.fm^f^ gT. 13.,^^././,'A.. ..-.-. *.t A., t..
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: Courmey.Enriquez(@carlsbadca.gov
City of Carlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
www.carlsbadca.gov
0
Typical BSA Troop 748 PANCAKE BREAKFAST ITEM LIST 2009 & 2010 — BUDGET
Scout Pancake Breakfast Checklist (necessary quantities listed)
ITEM
Butter
Coffee Req.
Coffee Decaf
Dry Creamer
Eatinq Utensils
Eqqs
Foam Cups
Foil -aluminum
Oil/qrease
Hot Cocoa Mix
Milk
napkins
Non-Creamer
Oranges
Pancake Batter
Pancake Batter
Paper Plates
Paper Towels
Peppar packs
Salsa
Salsa cups
Salt packets
Strawberries
Suqar packets
Sweet & Low
Syrup
Tea Baqs
Ticket printinq
Labor
Sr. Center Rent
Sr. Center Damage
Actuals Used
Quant
5
8
2
1 - 6pac
4
240
1
1
3
2
24
1-lunch
1
3
18
1
7
1
1
5
1
1
25
1
1
8
1
2000
140
8.5
UNITS
2 Ib boxes
cans (2+lb)
lOOOsettings
5/doz.
box -1200
big box
Gallons
small box
gallons
1200ct.
boxes
boxes
10 Ib bags
25lb. Bag
165 ct. Large
pkq 8 rolls
1000 ct.
Iqal.
1200 ct.
1000 ct.
flats
2000ct. Box
ISOOct. Box
gallons
SOOct. box
man/hours
hours
deposit
SOURCE
DONATED
Purch.
Purch.
Purch.
Purch.
halfDONATED
Purch.
Purch.
Purch.
Purch.
DONATED
Purch.
DONATED
DONATED
DONATED
DONATED
Purch.
Purch.
Purch.
DONATED
Purch.
Purch.
DONATED
Purch.
Purch.
DONATED
Purch.
DONATED
DONATED
UNIT Cost
$10.49
$9.99
$8.99
$5.89
$8.99
$5.39
$17.69
$18.99
$7.69
$5.99
$4.24
$8.99
$13.49
$11.99
$6.39
$15.99
$15.89
$9.97
$8.89
$9.19
$11.19
$5.19
$18.00
$8.99
$9.99
$7.59
$7.79
$45.00
$8.00
$1,144.50
$500.00
Total Cost
$52.45
$79.92
$17.98
$5.89
$35.96
$258.72
$17.69
$18.99
$23.07
$11.98
$101.76
$8.99
$13.49
$35.97
$115.02
$15.99
$111.23
$9.97
$8.89
$45.95
$11.19
$5.19
$450.00
$8.99
$9.99
$60.72
$7.79
$45.00
$1,120.00
$1,144.50
$0.00
Actual Expense
$0.00
$79.92
$17.98
$5.89
$35.96
$129.36
$17.69
$18.99
$23.07
$11.98
$0.00
$8.99
$0.00
$0.00
$0.00
$0.00
$111.23
$9.97
$8.89
$0.00
$11.19
$5.19
$0.00
$8.99
$9.99
$0.00
$7.79
$0.00
$0.00
?7?77??777?
$0.00
TOTALS $1,971.37 $3,853.28 $523.07
Note: The Scouts serve approx 780 to 1100 breakfasts x $4 per ticket is approx $3700 gross
Income $3,700.00
Expense $523.07
Net $3,176.93
Further Note: Price fluctuations may impact profitability.
Sr. Center Rental is the single largest potential cost the Troop has with this event — now in its 53rd year.
A typical rental for the Sr. Center has been $250. The cost increased dramatically in the past 5 years.
PARK & FACILITY USE APPLICATION
FOR RENTAL PERMIT
Facility / Park / Ballfield Requested
(j/<eatisig (jommimitu t
Senior Center -Kitchen, dining room & auditorium
., and (&<o<p
Type of Event 53rd Annual Easter Pancake Breakfast -- B.S.A. Troop 748
Organization or Individual Name (Applicant) Carlsbad Boy Scout Troop 748
Street Address P.O. Box 877
City, state, ZIP Code Carlsbad. CA 92018
Home Phone (760) 434-7010 Work Phone (760) 434-6800
E-mail Address zcraJg@earthlink.nett
Cell Phone (619) 977-4299
EVENT INFORMATION
Anticipated Attendance: Total Number 900 Number of Youth 3QQ % of Carlsbad Residents 90%
Indoor Event Setup: Number of Tableynany Number of ChairsmanyLectern / PA no Coffee MakeryeS Electrical yes
Other ^
Dates from 04/23/11 to 04/24/11 Circle day(s) (s"u) M T W Th F (S)
If your group meets on a regular basis, please CIRCLE the week(sTof the month you meet: 1 st 2nd 3rd 4th
Arrival time: 2jOOprnSafcm Event beginJP^OO am Sufl/pm Event endsil 2:30 pm am/pm Departure time:1:30 prrem/pm
TOTAI Hours • " Parks: 3 hour minimum rental; Buildings: 2 hour minimum rental;TOTAL Hours
Day of Event Contact Craig Correll, Asst. Scout Master
Home Phone (760)434-7010 Work Phone (760) 434-6800
Carrillo Ranch: 4 hour minimum rental
Date
Cell Phone (619) 977-4299
Please Note: On the day of the facility use, the event contact person must be present and have a copy of this application form and signed permit in
his/her possession along with a valid identification during the entire rental agreement period.
Falsifying information on the Park & Facility Use Application for Rental Permit is grounds for denial of use and future use, may result in criminal
prosecution and/or loss of the security deposit. Falsifying information is grounds for terminating the event. I have read this notice and understand the
consequences of falsifying information on the attached application. I certify, under penalty of perjury, that the information I have given on the Park
& Facility Use Application for Rental Permit is true and correct to the best of my knowledge and belief. I, applicant, or representative for applicant,
understand and agree to obey all facility use rules, regulations and policies. I, applicant, or representative for applicant, further understands and agree
that the Rental Permit and associated event may be terminated by the City Manager, Police, or Park Director for a violation of any term or condition of
the rental permit or for a violation of any federal, state or local law.
The signer, for himself/herself and/or his/her children, hereby waives any and all rights to make a claim for any loss or damage that may hereinafter
accrue against the City of Carlsbad, members of its Council or Commission, its officials, employees and agents, arising out of the use of City property
or activities pursuant to the reason of this waiver by reasons of negligence or otherwise; and further agrees to defend and indemnify and save free and
harmless the City and above said persons from any claims, liabjlitj^-ecloss occasioned to the City-oTSfcoye said persons as the result or injury or death
to persons or damages to property arising out of the usepHaid propeft^^JK^JWW pursuanyotfS reasons for this waiver by reason of negligence or
otherwise. We agree to comply with Carlsbad Cormjrunity Sew^0Wea^tlpnK^^onl2cluty upe regulations.
B.S.A. Troop 748, By: ( V§A ( J^5Q£> i/y /
APPLICANT'S SIGNATURE V^ VQLjS^^gs<^<cV/
Date May 26. 201
Please initial for acknowledgment of receiving,
Your application is not approved until you receive a signed permit
FOR DEPARTMENT USE ONLY
Date received
Received by
Data input by
Permit Number
Group Priority:
for Rental Permit Initial)
Alcohol License Required Y / N
Liability Insurance Required Y / N
Date Verified
RISK MANAGEMENT: D Approved or D Denied by
RECREATION: D Approved or D Denied by
FACILITY CHARGES
Standard Hours
Additional Hours
Staffing Fee
Field Lights
Security Guards
Insurance
Cleaning / Security deposit (refundable)
Inflatable Party Jump at $ / day
Other
TOTAL:
at$
at$
at$
at$
at$
/hour
/hour
/hour
/hour
/hour
at
$$"$$$$$$$
date
date
Revised 10'1)3 06
ACTIVITIES CHECKLIST
FOR RENTAL PERMIT
Grvatiny. GomnuMity , and ' ^St
_, -_, 53rd Annual Pancake Breakfast .Type of Event: (Birthday, Concert, Picnic, Wedding, Meeting, etc.)
Attendance 900
Is this event open to the publicTes^pr No
Is this a co-sponsored event? Yesoi(5Jo\ If yes, name sponsors:
Additional Information
Not-For-Profit Organization
Athletic Activity
Dancing/ Entertainment
Music/Amplified Sound
Jumpies/Inflatables
Vendors/ Sales/ Donations
Food/ Non-alcoholic beverages
Alcohol
Other
No
V
V
V
V
V
V
V
Yes
V
V
If Yes, Is it a Carlsbad Chapter? Y/N
Do they have a City of Carlsbad Business License? Y/N
Do they have a County Food Handler's License'^i/N
Do you have an ABC License from the County? Y/N
Are the drinks sold? Y/N
Same as last year and prior years
Setup
Request
Electrical Hook-up
Generator (must have protection underneath)
Fencing
Retail/ Sales Booths
Stages/Speakers
Signs/ Banners/ Advertising
Street Closures/Parking Lots/Sidewalks
Tiki Torches/ Contained Flames/Special
Lighting/ Propane Tanks, etc.
Tents /Canopies (fire inspection required
if tent is over 10' x 20' with 14 day
advanced notice plus fee.)
Other
No
V
V
V
V
V
V
V
V
Individual
V
Private
Company
pancake griddles
owned by Troop
Additional Permitting
Process May Be Needed
V'
/
V"
V"/
v's
/
v'
Comments:
Revised 10/0306
Carlsbad Boy Scout Troop 748
In-kind and External Costs
Exhibit 5
> In-Kind COStS (required elements for this special event)
Service
Senior Center, facility use fee
(auditorium, kitchen, dining
room)
Facility staff
2011 Provider
Parks & Recreation
Department
Parks & Recreation
Department
TOTAL COST
2011 Estimates
$642.00
SBSl.OO1
$1,033.002
1: Service charges will be based on number of hours at full burdened rate.
2: If approved, total costs would be funded through the City Council's General Fund contingency account.
> External COStS (required elements for this special event)
Service
Facility deposit, cleaning,
and damage fee
2011 Provider
Boy Scout Troop 748
TOTAL COST
2011 Estimates
$500.003
$500.00
3: At the discretion of the Parks & Recreation Department, the total cost is eligible for refund pending staff review.
TOTAL In-kind and external costs $1,533.00
Special Event Grant Request
Carlsbad Boy Scout Troop 748
Courtney Enriquez
April 5, 2011