HomeMy WebLinkAbout2011-10-11; City Council; 20711; GRANT CARLSBAD SOFTBALL ASSOCIATIONCITY OF CARLSBAD - AGENDA BILL 22
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MTG.
DEPT.
20 711
10/11/11
HNS
WINNING TEAMS GRANT
CARLSBAD SOFTBALL ASSOCIATION
10U ALL STAR TEAM
DEPT. DIRECTOR,^
CITY ATTORNEY
CITY MANAGER
RECOMMENDED ACTION:
Consider the request from Carlsbad Softball Association 10U All Star Team for grant funding
and ADOPT Council Resolution No. 2011-245 approving the request at a reduced
amount of $11,000, based on additional financial information provided by the team, and
authorize the Finance Director to distribute funds.
ITEM EXPLANATION:
The Carlsbad Softball Association 10U All Star Team is requesting a Winning Teams Grant
from the city in the amount of $13,000. Attached is a letter from Janeen Boka (Exhibit 2),
member of the Carlsbad Softball Association, requesting City Council consideration.
The Carlsbad Softball Association 10U All Star Team competed and won the North San Diego
District Tournament, which then qualified the team to compete at the State Tournament. The
eleven member 10U All Star Team again competed well and finished in the top 16 of play which
automatically qualified the team for the Western National American Softball Association
Tournament. The competition was held on August 1 - 7 in Clovis, CA. In Clovis, the 10U All Star
Team tied for 13th place out of 43 tournament teams.
Council Policy No. 51 (Exhibit 3) sets forth the criteria and process for funding community
activities, including participation by winning teams in national level events. The Carlsbad
Softball Association 10U All Start Team request is for a national competition which is in
alignment with the intent of the Winning Teams Grant. The request for financial support under
this grant program is to assist with the costs accumulated during the event. Council Policy 51
states that all requests must be made prior to the national tournament. The team submitted the
grant request prior to the event (11 days) however, there was not adequate time provided for
the grant request (Exhibit 4) to be processed prior to the event. Thus, the Carlsbad Softball
Association 10U All Star Team paid for all associated expenses out of pocket and is now
requesting a winning team grant to provide reimbursement to the Carlsbad Softball Association,
team members and their parents.
Staff is recommending approval of a Winning Teams Grant based on the approved Council
Policy 51 but recommending less funding than requested by the team for reasons noted below.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 courtney.enriquez@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION:APPROVED
DENIED
CONTINUED D
WITHDRAWN
AMENDED r~^~
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER-SEE MINUTES D
STAFF RECOMMENDATION:
Based on the criteria set forth in Council Policy 51, staff is recommending approval of a Winning
Teams Grant in the amount of $11,000. Based on updated financial information provided by the
Carlsbad Softball Association 10U All Star Team, the final estimated cost for each team
member to travel and participate in the tournament was $1,000. In total, there are 11 team
members on the 10U All Star Team. The cost originally shown on the grant application was the
cost "per family" not the individual team member costs. Staff is recommending a grant for the
team costs only, not their families. Therefore, the total recommended grant is $11,000.
FISCAL IMPACT:
Staff is recommending approval of a Winning Teams Grant at a reduced amount of $11,000
total for the Carlsbad Softball Association 10U All Star Team.
At the beginning of the FY 2011-12, the City Council's General Fund contingency account was
allocated a $500,000 provision, and carries a current balance of $495,595. Should the Council
choose to fund this request, the Council's General Fund contingency account would be utilized
to fund the request.
ENVIRONMENTAL IMPACT:
If the City Council decides to fund a portion of the grant request, the appropriation of funds does
not qualify as a "project" under the California Environmental Quality Act (CEQA) per Public
Resources Code Section 21065 and State CEQA Guidelines Section 15378 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. 2011-245 approving the Winning Teams Grant for the
Carlsbad Softball Association 10U All Star Team and appropriating $11,000 from City
Council's General Fund contingency account.
2. Letter from Janeen Boka, Carlsbad Softball Association
3. Council Policy 51
4. Winning Teams Grant Supplemental Application
Exhibit 1
1 RESOLUTION NO. 2011-245
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING A WINNING
3 TEAMS GRANT FOR THE CARLSBAD SOFTBALL
4 ASSOCIATION'S 10U ALL STAR TEAM AND
APPROPRIATING FUNDS.
5
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 Softball Association 10U All Star Team has submitted13
a letter requesting funding under the Winning Team Grant for their trip to the National
15 Tournament in Clovis, CA; and
16 WHEREAS, the 10U All Star Team consists of eleven (11) team members; and
17 WHEREAS, all eligibility requirements for the Winning Teams Grant have been
18 satisfied per the City Council's Policy No. 51.
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1 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
2 Carlsbad, California, as follows that:
3 1. The above recitations are true and correct.
4 2. The Finance Director is authorized to appropriate thirteen thousand dollars
5 ($13,000) from the City Council's General Fund contingency account and
6 distribute said funds to the Carlsbad Softball Association's 10U All Star Team
7 for their national competition in Clovis, CA.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of October 2011, by the following vote to wit:
AYES: Council Members Hall, Kulchin, Blackburn, Douglas
NOES: Council Member Packard.
ABSENT: None.
MAW HALl, Mayor
ATTEST:
'LORRAINE M. WOOD, City Clerk
(SEAL)
-n --
Exhibit^.
CARLSBAD
—FmstPHeh—
July 22, 2011
Carlsbad Softball Association is a non profit organization run entirely by
volunteers. We serve over 300 families in Carlsbad for girls fast pitch
softball. Our organization allows for girls ages 4-16 to play Softball in a
recreational setting both during the winter and spring.
We are requesting $13,000.00 to send our 10U All Star team to ASA
Western Nationals. This tournament takes place August 1-7 in Clovis, CA.
It is the first time in Carlsbad Softball history that any recreational team has
qualified for the national tournament and we are excited to represent
Carlsbad!
Our 10U team has earned the privilege of attending this tournament by
winning first place at the North San Diego District Tournament, which then
qualified us to play at State. This tournament took place July 8-10 in
Lancaster, CA. We placed in the top 16 at the state tournament and that
qualified us for Nationals.
Thank you for considering our 10U All Star "Cdawgs"team for this grant.
This group of determined girls and coaches are highly deserving of these
monies, and would greatly appreciate any financial assistance offered. Our
wish is to represent the citizens of Carlsbad proudly at the Western National
ASA Tournament.
ENCLOSURE
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.
7
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).
ii. Completion of a Special Event Grant supplemental application.
iii. 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.
Exhibit
CITY OFCARLSBAD
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.r^\ i / /° —^ - /^ i I I
Name of Applicant: (_&*\Su&(\ C L)OU\)fl"7^ " ( dfiSMrl
,/9^ '"T^ ^ v ''}~7n / (^*- -I ^L-J /^ A /uSlft>CtAddress: K Q j^j O /^ /, // /^?
Phone:
Contact 1 _
E-mail:D 9f' 'I '
c_J
Contact 2
A/ame Phone
Name
Federal Tax ID # or Social Security #:
Phone
£ 7 /
TOTAL GRAND FUNDING REQUEST: $
ELIGIBLITY REQUIREMENTS
Please answer the following questions to determine if your team is eligible for City grant funds:
Y N
Are all participants on the team 18 years of age or younger?
Is the group or team organized as a non-profit corporation or agency?
Is this request for grant funding being made prior to the date of the competition?
Are at least 90% of the participants in the group or team residents of Carlsbad?
Has this team 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)
Will the grant be used to offset the cost of travel to a national championship/
competition?
If you answered yes 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
Housing and Neighborhood Services
Winning Teams Grant Application
www.carlsbadca.gov
REQUEST DESCRIPTION {^necessary, please attach supplemental pages to document)
Applicant Background
Name of Team (if different than applicant name): _
What type of group/team (e.g. baseball, debate, rugby): -^Opr POL I
Number of group/team members: I \ i\\f I ^
Number of Coaches:
Affiliated organization:
Name of the competition attending: J\^J\
Location of competition:
Competition date:
C -~L
Estimated cost per individual:1.2.00.00
Estimated cost for entire group/team: $ I O JZ.DQ*
Please list the years in which your team has received prior funding from the City:_
Names of Officers and Board of Directors (if applicable):
Name Title
Describe your group/team:
II
.Scoff
-Krs-t-CityofCadsbad
Housing and Neigl
\v\ CSA
How will a grant to your group/team benefit the Carlsbad community or provide citywide interest?
\Alf, will btf feDffice/rnViQ GxrLsba<o( mill hf repr^e/rriViQ
)<±n"f ^h^re, -teims 12
uJi l Ujfvrf' a
^ ,
riTV
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
Qu\sU A .S>fl4M 1 1
Percentage of financial contribution towards goal
_ 10 %
3
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)
fa Ji'mffcr CSA i
Signature Title Date
City of Carlsbad
Housing and Neighborhood Services
Winning Teams Grant Application
www.carlsbadca.gov
Rough Budget:Carlsbad Softball lOU-Nationals
Tournament Entry Fee $450
Hotel $613
Tournament Pass $ 85
League Expense (League expenses shown
in italics)
6 nights @ $92/night + tax
$35 per adult and $15 per child 5-12 if we
order as a group by 7/25. Otherwise $40 per
adult and $20 per child 5-12
(Amount shown based on two adults and 1
sibling)
Opening Ceremony Tickets* $ 25 $10 per adult and $5 per child 12 and under
(Amount shown based on two adults and 1
sibling)
Pins $500 Pin Trading occurs at Opening Ceremonies.
Trading is between all teams from every
represented league
Player Gift Exchange $50 Players present individual gifts representing
their city to opposing team players at 1st
game
Gas
Food
$210
$208
3 tanks of gas @ $70/tank
Est. @ $40/day. Includes $5/day for team
water/Gatorade
$1200 per player family $1200 x 11 players = $13,200 +
minimum League Expenses of $ 950 =
$14,150
13
Carlsbad Softball Association
10U Gold All Stars 2011
Lisa Hildabrand
Agenda Item
For the members of the;
From:
Sent:
To:
Cc:
Subject:
Attachments:
Importance:
Courtney Enriquez
Tuesday, October 11, 2011 11:46 AM
Lisa Hildabrand; Debbie Fountain
Sheila Cobian
WTG, funding history.xlsx
WTG, funding history.xlsx
High
pate to,1\ City Manager
Hi Lisa,
Attached is a spreadsheet containing the funding history awarded by the City Council. In reviewing the history, at times
staff has recommended a lesser grant award however Council has generally opted to award the full funding request. I
hope this information is helpful, please notify HNS if you need anything further.
Thank you,
Courtney
X2812
Date: /°/(l// (
Distribution:
City Clerk
Asst. City Clerk
Deputy Clerk
Book
Sheila Cobian
Agenda Item
For die members of the*
From:
Sent:
To:
Cc:
Subject:
Importance:
Courtney Enriquez
Tuesday, October 11, 2011 3:42 PM
Lisa Hildabrand; Debbie Fountain
Sheila Cobian
Winning Teams Grant, Council contact
High
v^lDCM CA
city Manager
Hi Lisa,
I just received a Council phone call regarding the Winning Teams Grant application, and I wanted to share that same
information with you.
In FY09/10, Council awarded a grant of $2,000 to the Aviara Oaks Middle School, Odyssey of the Mind Team.
The total cost of the trip was estimated at $13,OOQ|>. The grant request was for $2,000, which represented
20% of the total trip cost. The final action was to award $2,000 to the team.
In FY10/11, Council awarded an $8,000 grant to the Carlsbad High School, Speech and Debate Team. The
total cost of the trip was estimated at $8,000. Staff had recommended an award of $2,000, which
represented 25% of the total trip costs. The final Council action was to award the full request of $8,000.
In FY08/09, Council awarded a grant of $19,000 to the Carlsbad High School Boys' Water Polo Team. The
total cost of the trip was $47,600 and the request was for $23,800. The final Council action was to award a
grant at a lesser amount of $19,000, which represents 40% of the total trip costs.
Thank you,
Courtney
A.<*'.'.^f1 c i r v o t
CARLSBAD
Housing & Neii'jhborhocM.J Si?ivio;S
Courtney Enriquez
Management Analyst
City of Carlsbad
2965 Roosevelt Street, Ste. B
Carlsbad, CA 92008
www.carlsbadca.gov
P: 760-434-2812
F: 760-720-2037
Courtney.Enriquez@carlsbadca.gov
Please consider the environment before printing this e-mail.
Date: to
Distribution:' /
City Clerk
Asst. City Clerk
Deputy Clerk
Book
^•'
Agenda Item
Sheila Cobian Forthemembersofth«
From: Courtney Enriquez
Sent: Tuesday, October 11, 2011 4:18 PM
To: Lisa Hildabrand
Cc: Debbie Fountain; Sheila Cobian
Subject: Winning Teams Grant, supplemental information
Importance: High
Hi Lisa,
After a more extensive search, the following is a breakdown of Winning Teams Grants and their funding history.
In FY09/10, Council awarded a grant of $2,000 to the Aviara Oaks Middle School, Odyssey of the Mind Team.
The total cost of the trip was estimated at $13,000f! The grant request was for $2,000, which represented
20% of the total trip cost. The final action was to award $2,000 to the team.
In FY10/11, Council awarded an $8,000 grant to the Carlsbad High School, Speech and Debate Team. The
total cost of the trip was estimated at $8,000. Staff had recommended an award of $2,000, which
represented 25% of the total trip costs. The final Council action was to award the full request of $8,000.
In FY08/09, Council awarded a grant of $19,000 to the Carlsbad High School Boys' Water Polo Team. The
total cost of the trip was $47,600 and the request was for $23,800. The final Council action was to award a
grant at a lesser amount of $19,000, which represents 40% of the total trip costs.
In FY 06/07, the Carlsbad Softball Association requested a grant for their 16U team. Council agreed to match
up to 50% of the contributions raised up to a maximum of $8,500. The final Council action was to award a
grant of $7,964.
In FY04/05, the CHS Wind Symphony requested a $12,000 grant after raising $66,000 privately. The Council
agreed to match a contribution up to a maximum of $7,000. The final Council action was to award $7,000,
representing roughly 58% of the request.
In FY01/02, the Carlsbad Pop Warner Football Team requested a grant of $4,000. This grant was awarded
through the Community Activity Grants monies available that year, but is considered to be a Winning Teams
Grant. The final council action was to award the full request of $4,000.
Thank you,
Courtney
Date:
Distribution: '
City Clerk
Asst. City Clerk
Deputy Clerk
Book
Winning Teams GrantCarlsbad Softball Association, 10U All Star TeamCourtney EnriquezOctober 11, 2011
Grant Request•Council Policy 51•Carlsbad Softball Association, 10U All Star Team•Eligibility requirements•Staff Recommendation
Recommendation•Adopt resolution no. 2011‐245 approving a Winning Teams Grant for the Carlsbad Softball Association, 10U All Star Team and appropriating said funds.3