The URL can be used to link to this page

Home My WebLink About2011-05-24; City Council; 20564; WINNING TEAMS GRANT CHS DEBATE TEAMCITY OF CARLSBAD - AGENDA BILL 18 AB# MTG. DEPT. 20,564 5/24/11 HNS WINNING TEAMS GRANT CARLSBAD HIGH SCHOOL SPEECH & DEBATE TEAM DEPT. DIRECTO CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: Consider the request from Carlsbad High School Speech & Debate Team for grant funding and either adopt Resolution No. 2011-114 or take action to deny the request. ITEM EXPLANATION: Attached is a letter from Minnia Curtis, coach for the Carlsbad High School (CHS) Speech & Debate Team, requesting City Council consideration for grant funding under the Winning Teams Grant Program (Exhibit 2). Recently, the CHS Speech & Debate Team competed at two Regional Tournaments (March 26 and April 2) held in San Diego. Team members competed an average of six (6) times at each event qualifying them for the National Tournament in Dallas, Texas to be held June 13 through June 17. Of the 120 members of the CHS Speech & Debate Team, five (5) members have qualified for this tournament and will be accompanied by one (1) team coach. Council Policy No. 51, attached as Exhibit 3, sets forth the criteria and process for funding community activities, including participation by winning teams in national level events. The CHS Speech & Debate Team request is for a national tournament which matches the intent of the Winning Teams Grant. The CHS Speech & Debate Team has applied for financial support under this grant program to assist them to attend this event and compete for Carlsbad (Exhibit 4). Per Council Policy 51, all eligibility requirements of the grant have been met: s The participants are all 18 years of age or under; and S The team is an organized non-profit agency; and s The request for funding has been made prior to the date of their event; and S At least 90% of the participants in the team are residents of Carlsbad. FISCAL IMPACT: The estimated cost for CHS Speech & Debate Team (five participants and one coach) to travel to Texas is $10,000, or $1,666 per individual. The CHS Speech & Debate Team is requesting the City Council to provide an $8,000 grant to apply towards the tournament. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 courtnev.enriquez@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION:APPROVED DENIED ' D CONTINUED D WITHDRAWN D AMENDED CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D SEE MINUTES Page 2 Over the past decade the City Council has granted five (5) Winning Teams Grants, disbursing just under $40,000 to Carlsbad teams to help offset travel expenses for national championship competitions. On average the City Council has approved a grant amount equal to approximately 20% of the teams estimated cost of travel. Although there is currently no maximum amount that teams can request per Council Policy 51, staff is recommending that the City Council approve this grant based on the average of the other requests and approve a grant which does not exceed 20% of the total estimated cost of travel or $2,000 total. If the Council chooses to fund this Winning Teams Grant, approval of the attached resolution will appropriate $2,000 from the Council's General Fund contingency account for the CHS Speech & Debate Team. The City Council's General Fund contingency account has a $500,000 provision for FY 2010-11, with a current account balance of $491,987. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. EXHIBITS: 1. Resolution No. 2011-114 approving the Winning Teams Grant for CHS Speech & Debate Team and appropriating $2,000 from Council's General Fund contingency account. 2. Letter from CHS Speech and Debate Team 3. Council Policy 51 4. Winning Teams Grant Supplemental Application Exhibit 1 1 RESOLUTION NO. 2011-114 5 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A WINNING 3 TEAMS GRANT FOR THE CARLSBAD HIGH SCHOOL 4 SPEECH & DEBATE TEAM AND APPROPRIATING FUNDS. 6 WHEREAS, the City Council adopted City Council Policy No. 51 which 7 addresses the criteria and process for funding community activities, including 8 participation by winning teams in national competitions; and 9 WHEREAS, Section 5 of City Council Policy No. 51 states that the City Council 10 may approve Winning Teams Grant to youth teams to offset the cost of travel expenses 11 to national championship competitions; and 12 WHEREAS, the Carlsbad High School (CHS) Speech & Debate Team has submitted a letter requesting funding under the Winning Team Grant for their trip to the 15 National Tournament in Dallas, Texas; and 16 WHEREAS, the Speech & Debate Team consists of five (5) students from CHS 17 and will be accompanied by one (1) coach; and 18 WHEREAS, all eligibility requirements for the Winning Teams Grant have been 19 satisfied per the City Council's Policy No. 51. 2o" 21 22 23 24 25 26 27 28 1 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 2 Carlsbad, California, as follows: 1. That the above recitations are true and correct. 4 2. That the Finance Director is authorized to appropriate eight thousand dollars 5 ($8,000) from the City Council's General Fund contingency account and to 6 distribute said funds to the CHS Speech & Debate Team for the national competition in Dallas, Texas from June 13, 2011 to June 17, 2011. 9 10 // 11 // 12 // 13 // 14 15 16 17 18 " 19 // 20 // 21 // 22 // // 24 25 26 27 28 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council 2 of the City of Carlsbad on the 24th day of May , 201 1 , by the following vote to wit: 3 .. AYES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard. 4" 5 NOES: None. 6 7 ABSENT: None. 9 10 11 MATT tiA'LL, Mayor 12 ATTEST: 13 14 15 LGRRAINt M. WOOD, City Clerk 16 (SEAL) 17 18 19 20 21 22 23 24 25 26 27 28 Exhibit 2 Carlsbad High School 4/11/2011 Dear City Council, Per your request, I am sending you The amount of funding requested: $8,000.00 The intended use for this funding: To attend the National speech and Debate competition in Dallas Texas to offset the cost of National Speech and Debate entry fees, travel (air fare) and shuttle/car, accommodations, and food. Our tax id number for CHS is 91-2145156 Sincere Thanks, Minnia Curtis CHS Speech and Debate Team Coach 331-5796 (CHS) mcurtischsra)y ahoo.com Please return the following information to Rosemarie Miller/Fundraising coordinator for CHS Speech and Debate address: 1455 Chestnut Ave Carlsbad, CA 92008. Please have sponsorship through checks to CHS Speech and Debate. Your support is greatly appreciated! Exhibit 3 CITY OF CARLSBAD COUNCIL POLICY STATEMENT Jeneral Subject: Community Activity Funding Subject: Process for Funding Community Activities Policy No. Date of Issue: Effective Date Cancellation Date Supersedes No. Page 1 of 3 51 May 10, 2011 May 10, 2011 Januarys, 2008 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND: PURPOSE: POLICY: 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 programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. On January 18, 2011, the City Council reviewed its policy and approved some recommended revisions for its consideration at a regular Council meeting. To establish the process for distributing funds for community activities, including special events and support for winning teams. 1. It is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new programs/ ideas/organizations that provide for community activities or enhancements within Carlsbad. The program is not intended to fund ongoing services/programs. There are three (3) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, and Winning Team Grants. A description of each program and its related eligibility criteria is provided below. 2. The Grant Funding shall have the following term limits per organization: a. Community Activity Grants: Organizations funded by the Community Activity Grant may receive annual grants for up to a maximum of three (3) years and then will be ineligible for grant funding for a minimum of two (2) years. After at least two (2) years, organizations can again apply for Community Activity Grant funding and receive a maximum of two (2) additional years of grant funding. An organization may not receive more than five (5) years of funding through this grant program, and no other city funding may be provided during the two (2) year hiatus. b. Special Event Grants: An organization may receive no more than one (1) special event grant per year, and may receive no more than three (3) years of grants which provide cash assistance. An organization may receive up to five (5) years of in-kind city assistance to pay for city services/facilities for special events. c. Winning Teams Grants: A team may receive up to three (3) years of grants to participate in a national championship competition as defined below. 3. The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year. 4. Community Activity Grants - Criteria and Process a. Such grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. b. The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. c. Once the budget is adopted by the Council interested groups will be notified of the application process to request said grants d. The application process will consist of the following: i. Completion of city application for funds. ii. Review by city staff and a Citizens' Advisory Committee.. iii. Recommendations submitted by Advisory Committee to City Council. iv. Action by City Council to approve, modify, or disapprove the request. 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. 5. Special Event Grants - Criteria and Process a. Such grants provide city funding for start up costs related to Special Events held within the City that have a citywide interest; and shall be available to a recognized 501(c)(3) non-profit organizations, or to an organized all-volunteer group on a reimbursement basis only. b. For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17 of the Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible for this grant: i. Events hosted by a commercial enterprise for profit and/or fundraiser purposes, ii. Regularly offered programs, activities or events. iii. Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. c. Special fundraising events shall be eligible for funding provided the organization is all-volunteer, based in Carlsbad and provided further that funds are used only for direct costs of the event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event. d. Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant. f. Such grants shall not provide for 100% of the total event funding; there must be funding from other non-city sources to finance the expenses of the event to be eligible for such grants. g. All approved grants will be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. h. The City Manager, or designee, is authorized to approve grants up to $5,000 following consultation with the Special Events Committee, and shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. i. The application process will consist of the following: i. Completion of a permit application for the special event (if applicable). Completion of a Special Event Grant supplemental application. Administrative review and tentative approval of special event by special events committee (if applicable). iv. Allocation of funding by the City Council for said grants, v. Approval of grant by City Manager, or designee, if the grant is less than $5,000. vi. Approval of grant by City Council, if it exceeds $5,000. 6. Winning Teams Grants a. Such grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must advance through a series of competitive levels, earning the right to compete at a national or international level. Additional eligibility requirements are provided below. b. Such grants can be requested any time of the year. c. These requests will be funded from City 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 unincorporated association. iii. The request for funding must be made prior to the date of the national or international 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 the Housing and Neighborhood Services Director. ii. Administrative review by the Housing and Neighborhood Services Director, or designee. iii. Consideration of the funding by the City Council. 7. This policy may be amended as necessary and appropriate by the City Council. x\ >||^. Exhibit 4 CITY OF ^ CARLSBAD WINNING TEAMS GRANTS APPLICATION Please complete the following application using the instructions provided on the last page of this application. Attach additional pages if necessary. Name of Applicant: Carlsbad High School Speech & Debate Team Address: 3557 Lancer Way Carlsbad. CA 92008-2785 Phone: ( 760 ) 331-5100 E-mail: agmrobo@roadrunner.com Contact 1 Rosemarie Miller 7604346726 Name Phone Contact 2 Minnia Curtis 7607291697 Name Phone Federal Tax ID # or Social Security #: 91-2145156 TOTAL GRAND FUNDING REQUEST: $ 8.000.00 ELIGIBLITY REQUIREMENTS Pleasie answer the following questions to determine if your team is eligible for City grant funds: & Y N........j Are all participants on the team 18 years of age or younger? [x] H3 jjv" r—iIs th§ group or team organized as a non-profit corporation or agency? [x] [j •±: Is thifs request for grant funding being made prior to the date of the event? [x] [U 8: Are at least 90% of the participants in the group or team residents of Carlsbad? [x] Q Has this team received less than three (3) years of grants from the City? [x] Q (If yes, please note below the number of years you have received grants from the City, if any) Will the grant be used to offset the cost of travel to a national championship/ competition? H Q If you answered ves to all of the above questions, your request is eligible for this grant program. If you answered no to any of the questions, please contact Courtney Enriquez at the City of Carlsbad (760- 434-2812) to further discuss your eligibility for the winning teams grant. City of Carlsbad Winning Teams Grant Application REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document) Applicant Background Name of Team (if different than applicant name): Carlsbad High School Speech & Debate Team What type of group/team (e.g. baseball, debate, rugby): Speech & Debate Number of group/team members: 120 students on team / 5 going to Nationals Number of Coaches: 1 coach (Minnia Curtis) Affiliated organization: National Forensic League Name of the event attending: National Tournament Location of event: Dallas Texas Estimated cost per individual: $ 1.666.66 (one thousand six hundred sixty six and sixty six cents) Estimated cost for entire group/team: $ 10.000.00 (ten thousand dollars) Please list the years in which your team has received prior funding from the City: n/a Names of Officers and Board of Directors (if applicable): Boosters is not established yet. Name Sue Rohring Mary Wilson Steve Rubenstein Minnia Curtis Title President Secretary Treasurer Speech Teacher Describe your group/team: The speech and debate team is comprised of Carlsbad High school students in grades 9 through 12 who have an interest In improving their public speaking. These students learn how to research and keep up with current events. They have the Ability to think and speak on their feet. They are interested in theatre, drama, humor, presenting info, working with a team, Reading with expression, persuading others, arguing a case, making up stories, or speaking on the fly. City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov How will a grant to your group/team benefit the Carlsbad community or provide citywide interest? This will allow students to be great role-models for other students in our city. After graduating from CHS and college, the Successful students will no doubt want to give back to the community that gave them the opportunity to achieve success. During summer in a partnership with Carlsbad Ed Foundation, graduates may choose to teach younger students in Carlsbad The skills needed to public speak. FINANCIAL CAPABILITIES/BUDGET Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants, family or individual contributions, or other fundraising efforts such as car washes) currently committed or pending? Please include any financial support (including in-kind services) that you will be receiving from any other City source. Please complete the information below: Name Percentage of financial contribution towards goal Carlsbad Cultural Arts Grant 1 QO/O Garage Sale held by parent volunteers and students 10/n Parent Contributions 80.% Please include a budget for program request including funding schedule. CERTIFICATION We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Two signatures required) Grant Writer 4/11/11 Title Date Assistant Principal ^// II Signature Title Date City of Carlsbad Winning Teams Grant Application i /-i Housing and Neighborhood Services www.carlsbadca.gov / cr- SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this application together with a written request (cover letter) to the City Council stating the amount of funding requested and state the intended use for this funding. 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 application packet together with your cover letter 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 Winning Teams Grant Application Housing and Neighborhood Services www.carlsbadca.gov Budget for Carlsbad High School Speech and Debate Nationals Tournament 2011 June 13-18 2011 Airfare (5) students (1) coach Carlsbad, CA to Dallas Texas $830 round trip $830 * 6 = $4980 $4980 + $250 + taxes $62 = $5292.00 Accomodations (2 rooms) $119 per room per night • 2 rooms • 6 nights $11 9*2 = $238 $238 *6 = $1428 Food (5) students (1) Coach $20 per meal * 3 = $60 per day $60 per day * 6 = $360 per day $360 * 6 days = $2 160 per week Shuttle (5 students) $20 wk *6 = $120 wk Tournament Fees (5) students $200*5 =$1000 Total estimated costs: $10,000.00 Winning Teams GrantCarlsbad High School, Speech & DebateCourtney EnriquezMay24,2011May 24, 2011 GrantRequestGrant Request•CouncilPolicy51Council Policy 51•Carlsbad High School, Speech & Debate Teamli ibilii•Eligibility requirements•Staff Recommendation RecommendationRecommendation•Adoptresolutionno2011‐114approvingaAdopt resolution no. 2011114 approving a Winning Teams Grant for the Carlsbad High SchoolSpeechandDebateTeamandSchool, Speech and Debate Team and appropriating said funds.3