HomeMy WebLinkAbout2012-01-24; City Council; 20796; WINNING TEAMS GRANT CARLSBAD HIGH SCHOOLCITY OF CARLSBAD - AGENDA BILL 10
AB#
MTG.
DEPT.
20.796
01/24/12
HNS
WINNING TEAMS GRANT
Carlsbad High School
Xcalibur Dance Team
DEPT. DIRECTO 5Rd2^
CITY ATTORNE'^^g
CITY MANAGER [u^-
RECOMMENDED ACTION:
ADOPT City Council Resolution No. ?oi2-024 approving a Winning Team Grant of
$4,100 for the Carlsbad High School Xcalibur Dance Team to compete at the Universal Dance
Association National Dance Team Championship, and authorizing the Finance Director to
appropnate and distribute said funds.
ITEM EXPLANATION:
The Carlsbad High School (CHS) Xcalibur Dance Team is requesting a Winning Teams Grant
from the city in the amount of $4,100. Attached is a letter from the Xcalibur Dance Team
(Exhibit 2) requesting City Council consideration ofthe team's request.
The CHS Xcalibur Dance Team, comprised of 19 students, qualified and earned their invitation
to the competition in the summer of 2011 in Palm Desert, California. The team is scheduled to
compete at the Universal Dance Association National Dance Team Championships in Orlando,
Florida held on February 4 and 5, 2012.
Council Policy No. 51 sets forth the criteria and process for funding community activities,
including participation by winning teams in national level competitions. The CHS Xcalibur
Dance Team request is for a national competition which is consistent with the intent of the
Winning Teams Grant. The request for financial support under this grant program is to assist
the team by reimbursing the resident participants for the costs incurred to compete at the
national level. Per Council Policy 51, all of the following eligibility requirements of the grant have
been met:
^ The participants are all 18 years of age or under; and
>^ The team is an organized non-profit agency; and
^ The request for funding has been made pnor to the date of their event; and
^ At least 90% of the participants in the team are residents of Cartsbad.
Based on the criteria set forth in Council Policy 51, staff is recommending approval of a Winning
Teams Grant in the amount of $4,100 (participants only, excluding coaches) in direct cash
assistance to be provided on a reimbursement basis only. If awarded, the grant would help
offset the participants' costs for the following: airfare, hotel accommodations, and meals. The
CHS Xcalibur Dance Team estimates that the total cost to the national competition is roughly
$27,909 for the entire Team to attend, which results in a breakdown of approximately $1,329
per individual. The requested amount from the City is roughly 15% ofthe total travel cost.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 courtnev.enriquez(a)carlsbadca.qov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED 5 CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER-SEE MINUTES •
AMENDED •
Over the past decade the City Council has granted eight (8) Winning Teams Grants, disbursing
just over $64,000 to Carlsbad teams to help offset travel expenses for national championship
competitions. 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 approximately 20%
of the total estimated cost of travel, or no more than the $4,100 total which has been requested
by the Xcalibur Dance Team.
Staff is recommending approval ofthe grant based on the following proposed public benefits to
Cartsbad. First, participation in a national competition provides exposure from a marketing
perspective for Cartsbad. Winning youth teams proudly represent Cartsbad and confidently
represent the youth of the community, which positively reflects upon the character of the
community and enhances its image. Second, winning teams are morale boosters both from an
individual as well as a community perspective. The City of Carlsbad is demonstrating its
commitment to youth and community spirit. Third, support for a winning team from the City
helps to demonstrate an important community building principle which is: all of us together can
do more than each of us can do alone. Finally, the grant program assists in the City's effort to
foster an enhanced sense of community ^hete its members feel a sense of belonging and that
they matter to one another and to the group; this stronger sense of community, in turn, helps to
encourage commitment to common goals and objectives that benefit the larger community
through an enhanced quality of life.
FISCAL IMPACT:
If the City Council chooses to fund this Winning Teams Grant, approval of the attached
resolution will appropriate $4,100 (direct cash assistance for cost reimbursement) from the
Council's General Fund contingency account for the CHS Xcalibur Dance Team. The City
Council's General Fund contingency account was allocated a $500,000 provision for FY 2011-
12, and carries a current account balance of $457,595.
ENVIRONMENTAL IMPACT:
If the City Council decides to fund all or a portion ofthe 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. City Council Resolution No. 2012-024 approving the Winning Teams
Grant for the Cartsbad High School Xcalibur Dance Team and appropriating $4,100
from City Council's General Fund contingency account.
2. Letter from Xcalibur Dance Team
3. Winning Teams Grant Supplemental Application with attachments
Exiiibit 1
1 RESOLUTION NO. 2012-024
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING A WINNING
^ TEAMS GRANT FOR THE CARLSBAD HIGH SCHOOL
4 XCALIBUR DANCE TEAM AND APPROPRIATING FUNDS.
5
WHEREAS, the City Council adopted City Council Policy No. 51 which
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addresses the critena and process for funding community activities, including
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participation by winning teams in national competitions; and
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^ WHEREAS, Section 5 of City Council Policy No. 51 states that the City Council
IQ may approve a Winning Teams Grant for a youth team to offset the cost of travel
11 expenses to national championship competitions; and
12 WHEREAS, the Cartsbad High School (CHS) Xcalibur Dance Team has
13 submitted a letter requesting reimbursement funding under the Winning Team Grant for
their upcoming participation at the Universal Dance Association National Dance Team
Championships in Orlando, Florida held February 4 and 5, 2012; and
WHEREAS the CHS Xcalibur Dance Team consists of nineteen (19) students,
accompanied by two (2) coaches; and
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19 WHEREAS awarding said grant will benefit Carlsbad by providing: community
20 exposure from a marketing perspective; a morale booster for both the team members and
21 the community as a whole; support for a winning team that helps to demonstrate an
22 important community building principle which is: all of us together can do more than each
23 of us can do alone; and, a grant that assists in the City's effort to foster an enhanced
24 sense of community where its members feel a sense of belonging and that they matter to
25 one another and to the group; this stronger sense of community, in turn, helps to
26 encourage commitment to common goals and objectives that benefit the larger community
27 through an enhanced quality of life; and
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1 WHEREAS staff recommends approval for the grant request of $4,100 in direct
2 cash reimbursement assistance to the CHS Xcalibur Dance Team.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Cartsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the City Manager or designee is authorized to approve reimbursements
g up to, but not to exceed, $4,100 for the costs of travel and related expenses
9 for the CHS Xcalibur Dance Team to participate in the Universal Dance
10 Association National Dance Team Championships in Orlando, Florida from
11 February 4 and 5, 2012.
3. That the Finance Director is authorized to appropriate four thousand one
hundred dollars ($4,100) from the City Council's General Fund contingency
account, and to distribute said funds on a reimbursement basis as approved
by the City Manager or designee for the CHS Xcalibur Dance Team for the
purpose set forth above.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council
of the City of Carisbad on the 24*^ day of January, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
Exhibit 2
Winning Teams Grant Application
Submitted bv the Carlsbad High School Xcalibur Dance Team
For the first time in the history of Carlsbad High School, the Xcalibur Dance Team will be representing Carlsbad
at the National Dance Team Championship in Orlando in February 2012.
Getting a team of 19 dedicated and talented dancers to the United Dance Association National Dance Team
Championship in February 2012 is a challenge. These 19 students from Carlsbad High School practice over 14
hours per week in preparation for Nationals where they will not only be representing Carlsbad High School, but
the entire community. Besides preparing for nationals, the girls donate their time to promoting dance within
the school district, for charitable organizations and at other various community events by performing at:
Kelly Carnival
ArtSplash
City of Carlsbad Holiday Tree Lighting
CHS Football Games & Pep Rallies
Homecoming Parade
City of Carlsbad Senior Center
St. Jude's Walk-a-thon
Mitchell Thorp Walk-a-thon
Relay for Life
American Cancer Society Walk
and many others.
This year Xcalibur played a more active role in ArtSplash than ever before. They performed on Saturday,
organized the Taste of Art Splash and sold raffle tickets. They were very excited to be an important part of this
great event which benefits the arts in our Carlsbad schools. The Xcalibur Dance Team is dedicated to promoting
dance within the Carlsbad Community and hopes that their trip to Nationals will take the CHS Dance Program to
a level it has never known.
The team is entirely funded by outside donations and fundraisers. They receive no money from the school
district. Outside of the money raised from our work with ArtSplash, no money has come from the City of
Carlsbad.
The Xcalibur Dance team is requesting $4,100 in funding to supplement the $23,813 already raised by the team.
The team has raised 85% of the funds required and is looking to the City of Carlsbad to help us complete our
goal. The money will be used as shown in the attached budget for expenses to travel to the Nationals
Competition.
This is the first time Xcalibur had requested funding from the city.
Thank you for your consideration.
The Xcalibur Dance Team
^.-^h^ Exhibit 3
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: Xcalibur Dance Teann
Address: 560 Carlsbad Village Drive, #300
Phone: ( 760 ) 814-3204 E-mail: nnike@themoellers,com
Contact 1 Mike Moeller 760-814-3204
Name Phone
Contact 2 Gordi Moeller 760-889-2176
Name
Federal Tax ID # or Social Security #: 33-0874625
Phone
TOTAL GRAND FUNDING REQUEST: $ 4100.00
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? [X] EH
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 event?
Are at least 90% of the participants in the group or team residents of Carisbad?
X •
•
X
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)
X
•
•
Will the grant be used to offset the cost of travel to a national championship/
competition? [X] •
If you answered yes to all of the above questions, your request is eligible for this grant program. If you
answered no to any ofthe 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 Neighborhiood Services
Winning Teams Grant Application
www.carlsbadca.gov
REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document)
Applicant Background
Name of Team (if different than applicant name): Xcalibur Dance Teann
What type of group/team (e.g. baseball, debate, rugby): Junior Varsity Dance Team
Number of group/team members: 19
Number of Coaches: 2
Affiliated organization: Carlsbad High School
Name of the event attending: UDA National Dance Team Championship
Location of event: Orlando Florida
Estimated cost per individual: $ 1329
Estimated cost for entire group/team: $ 27,909
Please list the years in which your team has received prior funding from the City: none
Names of Officers and Board of Directors (if applicable):
Name Title
Gordi Moeller Booster Club President
Mike Moeller Nationals Coordinator
Describe your group/team:
Xcalibur is the Junior Varsity Dance Team for Carlsbad High School. It is comprised of 19
dancers ranging trom Freshmen to Seniors. The team has been dancing at a high level
for a number of years. They have been the UDA West Coast Champions for the last few
years. They have also been competing at competitions against Varsity teams, and have
placed first against Varsity teams that went on to compete at the UDA Nationals.
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?
Xcalibur performs at many community events including ArtSplash, Kelly Carnival and
other events that are attended by families in the community. It gives the families a chance
to see a group of dancers that are very accomplished and enjoy what they do. Participating
in a National Level Competiton will help to raise the interest in the oppportunities that
dance can provide.
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
ArtSplash
Nationals Sponsors
GolfTournament
Percentage of financial contribution towards goal
12 _%
_%
%
40
10
Family Contributions 23 %
%
%
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)
Signature Title Date
^l6e(lA>u fa>d€^aiLfc> fVi^iaeJ- i^-^-ii
Signature Title Date
City of Carlsbad
Housing and Neighborhood Services
Winning Teams Grant Application
www.carlsbadca.gov
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 Carisbad 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 Carisbad
Housing and Neighborhood Services
2965 Roosevelt Street, Ste. B
Carisbad, CA 92008
Attn: Courtney Enriquez
Telephone Number: 760-434-2812
Fax Number: 760-720-2037
E-mail: Courtnev.Enriquez(5)carlsbadca.qov
City of Carlsbad
Housing and Neighborhood Services
Winning Teams Grant Application
www.carlsbadca.gov
Xcalibur UDA Nationals Budget
cost per
COSTS # of people team total cost
member
flight costs 21 $428 $ 8,988
hotel & competition fees 21 $616 $ 12,936
meals & team dinners 21 $190 $ 3,990
tee shirts 21 $20 $ 420
spirit (team gifts) 21 $50 $ 1,050
Car rental & misc 21 $25 $ 525
TOTAL EXPENSES $1,329 s 27,909 1
FUNDS RAISED %of
total
ArtSplash $ 3,303 12%
Nationals Sponsors $ 11,200 40%
GolfTournament '$ 2,760 10%
Family Contributions ; $ 6,550 23%
TOTAL INCOME $ 23,813 1 85%
BALANCE NEEDED $ 4,096 1 15%
Winning Teams GrantCarlsbad High School,Xcalibur Dance TeamCourtney EnriquezJanuary 24, 2012
Grant Request•Council Policy 51•Carlsbad High School, Xcalibur Dance Team•Eligibility requirements•Public purpose and benefit•Funding source
Recommendation•Adopt resolution no. 2012‐024 approving a Winning Teams Grant for the Carlsbad High School's Xcalibur Dance Team and appropriating said funds.3