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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. 22 // 23 // 24 „ 25 // 26 // 27 28 3 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 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