HomeMy WebLinkAbout2012-05-22; City Council; 20916; Special Even Carlsbad Beach Fest Grant RequestCITY OF CARLSBAD - AGENDA BILL 16
AB# 20.916 SPECIAL EVENT GRANT REQUEST
CARLSBAD BEACH FEST
DEPT. DIRECTOR
IVITG. 5/22/12
SPECIAL EVENT GRANT REQUEST
CARLSBAD BEACH FEST CITY ATTORNEY
DEPT. HNS
SPECIAL EVENT GRANT REQUEST
CARLSBAD BEACH FEST CITY MANAGER
RECOMMENDED ACTION:
Consider the request from the Carlsbad Beach Fest Foundation for Special Events Grant
funding and adopt Resolution No. 2012-121 to approve the request at an
annount not to exceed $10,000, or deny said funding for the reasons to be determined by the
City Council.
ITEM EXPLANATION:
The Carlsbad Beach Fest Foundation is requesting a Special Event Grant from the City forthe
maximum allowed amount of $10,000 to assist in the 5 annual Beach Fest. The grant request
is to cover the fully burdened cost of required city services ($882) as well as provide a direct
cash donation ($9,118) to the event. Carlsbad Beach Fest Foundation's 5**^ annual Beach Fest
is scheduled to be held on Saturday, June 9, 2012 and is intended to serve as an event to raise
awareness towards promoting good environmental stewardship in an effort to help preserve
and enhance Carlsbad's beaches and waterways. An estimated 12,000 residents and visitors
are anticipated to attend this year's event.
In 2011, the City Council amended Council Policy 51 redefining and clarifying the Community
Activity Funding Program and Special Event Grants process. Special event grants are intended
to provide city funding for start-up costs related to events with a citywide interest. By providing
some financial assistance in the beginning years, it is expected that the programs gain
community support through time and eventually become self-sustaining. The criteria to receive
a special event grant includes a condition that the grant shall not provide for 100% of the total
event funding and the maximum grant shall not exceed $10,000; there must be funding from
other non-city sources to finance the expenses of the event to be eligible for a grant.
Because this is the 5^^ year for the Carlsbad Beach Fest, it does not technically meet the intent
of the City Council Policy in that it is not a new event and has had several years to develop
alternate funding sources to become self-sustaining. With that said, however, Carlsbad Beach
Fest Foundation still believes this event is fairly new and needs some city funding to further
jump start and stabilize it for future years. The Foundation is anticipating an additional $41,000
of financial support from the following community partners: NRG, Subaru, SKLZ, Life
Technologies, Hoehn, and Poseidon. As a result, the funding request of $10,000 is
approximately 20% ofthe total event cost which aligns with Council stated criteria/conditions set
forth in Council Policy 51. If awarded a Special Event Grant, funds would be used for, but are
not limited to, the following costs: neighborhood notification expenses, rental of event
equipment, and various marketing tools.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED H CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER-SEE MINUTES •
AMENDED •
Page 2
Organizations are eligible to receive grants of in-kind city assistance for city services/facilities
for a maximum of five (5) years and direct cash assistance for a maximum of three (3) years.
This program allows special event organizers to apply for grant funding for the special events at
any time ofthe year. Special fundraising events are eligible ifthe organization is all-volunteer,
based in Carlsbad and provided that funds are used only for direct costs ofthe event and no
staff of the organization is paid for working the event. 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.
Beach Fest is scheduled to take place, in its entirety, on California State beaches. All necessary
permits have been attained from the State of California, and City staff has determined that no
other permits are required from the City for said event. The event meets the special event
definition because it is a "....noncommercial organized assemblage of fifty or more persons at a
public beach, public park, public waten/vays, street, or sidewalk which is to gather for a common
purpose under the direction and control of a person" as set forth in Chapter 8.12 ofthe Carlsbad
Municipal Code.
According to City records, the Carlsbad Beach Fest Foundation has never applied for a Special
Event Grant nor have they received funds from any other city source.
The Special Event Grant application is available as Exhibit 2 for City Council review.
If the City Council determines that the Carlsbad Beach Fest is consistent with the City Council
Policy No. 51, the attached resolution may be approved to grant up to $10,000 in city funding
for said event, which is disbursed on a reimbursement basis only.
FISCAL IMPACT:
Beach Fest organizers have indicated in their application that their total expenses will amount to
approximately $55,500, and their revenues will be approximately $68,200. This will result in a
net profit of approximately $12,700. The organizers have indicated that this net profit will be
used as a reserve fund for the planning of future Beach Fest events. There are some budgeted
expenses, such as "administrative" expenses of $30,000 and the "event management" cost of
$3,000, that have not been fully explained by the organizer and may or may not be eligible for
reimbursement by the City. However, since the City's grant (if approved) is paid on a
reimbursement basis only, no city funds will be expended for ineligible expenses. The
organization has indicated that the city funds will be used for the following type of expenses
which will be eligible for reimbursement: neighborhood notification expenses, rental of event
equipment, and various marketing tools. Other expenses will be approved and reimbursed
following staff review for eligibility up to a maximum of $10,000.
Special Event Grants are discretionary; therefore the City Council may deny or approve the
request. If approved by the City Council, the grant will pay for all in-kind city services estimated
at $882 (Exhibit 3) as well as provide a direct cash donation of $9,118 to help off-set some of
the event's costs. The cash donation will be on a reimbursement basis only.
Ifthe City Council chooses to fund this Special Event Grant Request, approval ofthe attached
resolution will appropriate $10,000 from the City Council's General Fund contingency account
for the Carlsbad Beach Fest Foundations 5*^ annual Carlsbad Best Fest. The City Council's
General Fund contingency account was allocated $500,000 for FY 2011-12, with a specific
provision of $50,000 for Special Events Grants. Currently, the City Council's General Fund
contingency account carries a balance of $412,122, and the Special Events Grants provision
holds a balance of $24,266.
ENVIRONMENTAL IMPACT:
California Environmental Quality Act (CEQA) Guidelines Section 15061(b) (4) states a project is
exempt from CEQA if it is denied. However, ifthe City Council decides to fund the grant request,
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. City Council Resolution No. 2012-121
2. Special Event Grant application
3. City services cost schedule/analysis
3
Exhibit 1
1 RESOLUTION NO. 2012-121
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL
^ EVENT GRANT TO THE CARLSBAD BEACH FEST
FOUNDATION AND AUTHORIZING THE FINANCE
DIRECTOR TO APPROPRIATE SAID FUNDS.
WHEREAS, the Carlsbad Beach Fest Foundation has requested a Special Event
Grant to assist in the event production costs associated with the 5*^ annual Carlsbad
Beach Fest; and
^ WHEREAS, the Carlsbad Beach Fest Foundation is sponsoring a family-friendly
10 community oriented event to be held on the State Beach of Carlsbad on Saturday, June
11 9^^and
12 WHEREAS, Carlsbad Beach Fest Foundation shall be awarded a Special Event
13 Grant not to exceed $10,000; which includes $882 for in-kind city services and $9,118 in
14 direct cash assistance.
15 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Carlsbad City Council hereby authorizes the Finance Director to
appropriate $882 from the City Council's General Fund contingency account
to various General Fund budgets for in-kind City services for the Carlsbad
22 Beach Fest Foundation's 5*^ annual Carlsbad Beach Fest.
23 3. That the Carlsbad City Council hereby approves a Special Event cash
24 donation in the amount of $9,118 for the Carlsbad Beach Fest Foundation
event from the City Council's General Fund contingency account, and
authorizes release of said funds to the event organizers through the
reimbursement process.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council
of the City of Carlsbad on the 22"" day of May, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
M. WOOD, City Clerk
(SEAL)
Exhibit 2
CITY OF X/ I?
CARLSBAD
SPECIAL EVENTS GRANT
SUPPLEMENTAL APPLICATION
p/ease complete ttie following supplemental application using Oie instmctions provided on ttie last oaae of ttiis aPD//caffon. Attacti additional pages if necessary.
Name nf Applicant: "T^k^r^ fJrie^^ - (^^rls ^^g-ol e^^te^L T
AHHr^^s- 3^^ A,ie ^i^. A II rUrk IP^^ dA
Phone: Clko^ 5;;?^-- ^f7f E-mail:7S/Rtu^^/^(^ ^<LL>O.C^/^
Contact \__}aM^d^
Name Phone
Contact2 A// ^J4^-f^M ^C^-HA^- ^^7^
Name Phone
Federal Tax ID # or Social Security #: vQ.O -^(o - "^^J^ij / f.J/^ : JlHX/d^f
TOTAL GRANT FUNDING REQUEST: $ JO. OOO
ELIGIBLITY REQUIREMENTS
Please answer the following questions to determine if your event is eligible for City grant funds:
Will your Special Event be held entirely within the City of Carlsbad?
Have you submitted a Special Events Permit application to the City?
(If yes, please attach a copy to this grant supplemental application)
Does your Special Event have a citywide interest? if yes, explain in the section below
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)
If you answered yes 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.
ff Isbad Special Event Grant Supplemental Application
Hoils^ing and Neighborhood Services wv>nv.carlsbadca.gov
Y N
•
•
U •
R •
GRANT REQUEST DESCRIPTION (if riecessary, please attach supplemental pages to document)
Applicant Background
Organization: _
Names of Officers and Board of Directors (if applicable):
Name Title
l/lce li^re5i J-eA£'t
Name of the special event: (^c^-^k IxuL ^e^^^ PeS'^
Location of event:
Date of event: .S«^^<Sltu ^ ^ A>/^
Please list the years in which your team has received prior funding from the City and list the related
dollar amounts: ^^.i^^ ^cW^Mg -j^r O C^vt^^^r<> ^
How does your special event benefit and provide citywide interest to the Carlsbad community?
^IfQSe. ^^cd P:\^eu4: A^ct) f]-li QAU c^^^eled.
FINANCIAL CAPABILITIES/BUDGET
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
5}CLZ
Percentage of financial contribution towards goal
%
1-00 %
%
/Db %
Please include a budget for program request including funding schedule.
City of Carlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
wvw.carlsbadca.gov
7
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
12 '/?' 2,6 //
Signature Title Date
SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT
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.
RETURN COMPLETED APPLICATION
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: Courtnev.Enriauez(@carlsbadca.gov
CityofCarlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
www.carlsbadca.gov
San Diego Coast District
Special Event Permit
Filing Fee
$150.00
(Non-refundable)
INSTRUCTIONS: To apply for a Special Event Permit complete this form and submit with signatures, any supplemental documents, and a check or money order
made payable to Califomia State Parks to cover the requiredfiling fee to the Special Event office. Additional forms, terms and conditions, and list of required fees will
follow.
APPLICANT/ORGANIZATION
Carlsbad Beach Fest, Inc.
ADDRESS
CONTACT PERSON
Tammy Urie
E-MAIL ADDRESS
PRIMARY PHONE CELL PHONE CITY/STATE/ZIP
Carlsbad, CA 92008
LOCATION
• Torrey Pines Natural Reserve • Torrey Pines South Beach • Torrey Pines North Beach • Seaside State Beach
• Cardiff State Beach • San Elijo State Beach • S. Ponto State Beach • South Carlsbad State Beach
• Pelican Point • North Ponto State Beach X Carlsbad State Beach • Silver Strand State Beach
• Old Town State Historic Park • Tijuana Estuary
SPECIFIC USE
Host Carlsbad Beach Fest- Stewardship/Recreational Event(s)
DATES
June 9, 2012
ARRIVAL/SET-UP TIME
0400
EVENT TIME
0800
CLEAN-UP/TEAR-DOWN TIME
1700
2. SPECIFIC PARK AREA/FACILITY TO BE USED (List all areas ofthe park that may be utilized for the event or outing):
Carlsbad State Beach areas include Tamarack Avenue to Pine Avenue and Tamarack Patio area. Event
brings together visitors and community through music, recreational sporting activities, and environmental
stewardship programming
3. MAXIMUM NUMBER OF PEOPLE EXPECTED TO ATTEND THE EVENT (The State may limit the maximum attendance within its
discretion):
7,000 to 9,000 ^
4. PARKING: (Circleone)
Guests pay at arrival: YES Pre-Pay for Guests : NO # nf Vehicles Pre-Pay Not Applicable
5. PLEASE CHECK ALL THAT APPLY:
• Alcohol will be used or sold during the event
X Participant fees (beyond regular facility fees) will be charged for the event.
X Merchandise/Items will be sold at the event
I have read and accept the Special Event Terms and Conditions attached. I understand that the District Superintendent or authorized
representative may terminate, without prior notice, any special event activity when it is necessary for the safety and enjoyment ofthe public, for
the protection ofthe resources, or for violation of any rules or regulations of the Department of Parks and Recreation or conditions ofthis permit.
I also understand that any Special Event Permit may be cancelled without notice in the event of disaster or unforeseen emergency.
SIGNATURE DATE
7
FOR RESERVATION OFFICE ONLY (USE BLUE INK)
TOTAL PERMIT FEES DATE RECEIVED CHECK #
REVIEWED AND RECOMMENDED BY
J. Miura
TITLE
Special Event Coordinator
APPROVED BY
B. Ketterer
TITLE (Park Supervisor or Secfor Sup<!fintendent)
State Park Superintendent III
SITE MAP ATTACHED
X Yes • Not Applicable
NECESSARY PERMITS ATTACHED
• Yes • Not Applicable PENDING
KIOSK NOTIFIED
• Yes • Not Applicable
SAMPLE OF PARKING PERMIT ATTACHED
• Yes • Not Applicable
RANGER>a.AW ENFORCEMENT NOTIFIED
• Yes • Not Applicable
Tn EGUARD STAFF NOTIFIED
• Yes • Not Applicable
M AINTENANCE NOTIFIED
• Yes • Not Applicable
CHEMICAL TOILET ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
DUMPSTER ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
TABLE AND CHAIR ARRIVAL DATE / RETRIEVAL DATE
• Yes • Not Applicable
FIREWOOD DELIVERY
• Yes • Not Applicable
• Permit Copy Distributed to Staff
X Placed on Master Calendar
DATE
September 8th, 2011
PHONE
619-688-3385
DATE
September 8^ 2011
PHONE
760-720-7001
EMPLOYEE (S) ASSIGNED
EMPLOYEE (S) ASSIGNED
EMPLOVEE (S) ASSIGNED
EMPLOYEE(S) ASSIGNED
EMPLOYEE ASSIGNED
EMPLOYEE(S) ASSIGNED
EMPLOYEE(S) ASSIGNED
COMPANY & CONTACT INFO
COMPANY & CONTACT INFO
COMPANY & CONTACT INFO
EMPLOYEE ASSIGNED
OTHER/COMMENTS:
Conditional Permit is approved, fmal is pending complete details of events and potential booth sales.
Califomia State Parks approves of this project/event.
/3
Special Events Grant
Special Event Description Part 3
Carlsbad Beach Fest (CBF), a project ofCarlsbad Beach Fest Foundation Inc. (CBFF)
Nature and purpose of CBF
The mission ofCarlsbad Beach Fest™ is to highlight Carlsbad's coastal playground as an irreplaceable
resource, emphasize appreciation for its beauty and value, and raise community awareness by promoting
environmental stewardship in order to help preserve and enhance its beaches and waterways.
CBF's motto: Celebrating our Recreational Paradise through Good Beach Stewardship
Since 2008, CBF has grovm from a smail grassroots endeavor promoting the biological and cultural
resources ofthe local coastline and inland waterways, to a unique event held on one mile of beach which
continues to draw attention specifically to our coastal playground and teaches our community and visiting
neighbors the importance of beach and ocean preservation.
CBF 2011 contmued its mission with great momentum on June 4*. The event was expanded on one mile
of beach, offering another exciting day to celebrate the value and beauty of our coastal playground. Non-
profit organizations retumed to help increase environmental awareness and promote stewardship by
providing interactive educational booths, which encouraged the community to Ieam while having fun.
Along with a massive beach cleanup and giant sand sculptures created and donated by U.S. Open
Champs, Archisand, this year's exciting new additions included a Low Tide Beach Run/Walk, a Kids One
Mile Fun Run and 15 other sporting events and free activities, "Hands Across the Beach" lead by City
and State officials linked the coastline with hands of festival-goers signifying the purpose of CBF, Green
Organizations shared their environmentally fi-iendly products, and four stages showcased live
entertainment all day on the sand.
For the first time, the event raised thousands of dollars from corporate sponsors and from sporting event
fees, which proved CBF can be a major fundraiser to sustain itself and in the future provide surplus
funding to help support coastal improvement projects. An estimated 7000+ people participated in 2011.
With more activities planned for 2012, attendance is anticipated to double which may provide
encouragement and the resources to expand CBF to a full weekend event.
Benefits to the Carlsbad community
CBF provides numerous, long term benefits to the Carlsbad community. To begin, the event is unique in
that it takes place entirely on one mile of State Beach property and draws attention specifically to the
preservation of Carlsbad's coastal playground. By providing a fun festival atmosphere on the beach, the
event attracts thousands of people from Carlsbad and surrounding San Diego North County communities.
More importantly, it creates opportunity to educate the attending public about the unportance of
preserving our natural resource as they take pleasure m its recreational offerings. More than 300 people
visited each educational booth at the June 2011 event and hundreds more participated in the beach
cleanup. Raismg this kmd of awareness promotes good beach stewards and citizens who will act
responsibly while enjoying the benefits of our coastal community for years to come.
CBF has also been instrumental in bringing together disparate govemment sectors stmggling to fmd
common ground to work together to address and solve local coastal environmental issues. CA State Park
officials along with the Carlsbad Mayor and City Council members attended and participated at CBF
2011. Congressman Brian Bilbray responded to our invitation and joined in the festivities as well.
Making these connections and establishing this wide support allows for productive partnerships and
proves the importance of the mission behind CBF.
As a project of CBFF, the Foundation puts Beach Fest resources—derived fi-om its collaborating partners,
corporate sponsors, and event day fundraising—aright back into the community. Planned are projects and
programs such as the replacement of coastal access staircases destroyed during the 1992 El Nifio storms, a
sea-themed play area, and even dives to gather underwater trash. Perhaps most exciting is the Youth
Coastal Leaders program, which gives youth hands-on experience with conservation projects and
promises to help make our kids lifelong stewards of our shores.
In summary, the coastal community of Carlsbad is fortunate to have such an invaluable resource which
offers an abundance of natural beauty, significance, and inspiration. Families and individuals move here
to experience the year-round sub tropical climate, corporations relocate here to motivate their employees,
tourists retum every year to enjoy our beaches, lagoons, marine wildlife, and ocean fun. CBF helps
enhance our reputation as a community that cares about the sustainability of our beaches and waterways,
and works together to preserve its greatest natural asset.
Special Events Grant
Part 4
Describe how the event will be funded in the future without the city grant.
Since funds raised directly benefit this coastal community, it is the hope of the Carlsbad Beach Fest
Foundation that the Carlsbad Beach Fest event continues to grow and more businesses, corporations, and
individuals will want to be involved in this important event and support its efforts. We will continue to
reach out and promote sponsorship benefits which will help recognize the community leaders who make a
long term commitment to the mission of Beach Fest. These sponsorships - along with other available
grants and smaller donations, planned fundraisers throughout the year, admission fees associated with the
competitive sporting activities provided at Beach Fest, and the sale of event t-shirts - will all contribute to
the growth and sustainability ofthe event. Many coastal communities are able to maintain their annual
ocean and beach festivals for years - San Clemente's Ocean Festival is 35 years in the making and has
become a legacy event ofthat community. Carlsbad Beach Fest has the potential of providing Carlsbad
the same legacy including the goodfeeling and pride associated with accomplishing its mission.
We appreciate the City ofCarlsbad considering granting Carlsbad Beach Fest funding to help the event
grow in its infancy stage and support its 5* anniversary celebration on June 9, 2012.
15
Special Events Grants Part 6 and 7
Applicant Background and Experience
Carlsbad Beach Fest Foundation Inc. (CBFF)
Organization
Tamara Urie - President, Executive Director
John Schaeffer - Vice President
Don Patterson - Treasurer
Sharmila Melnychuk - Secretary
Mat Huff - Board Member
Carlsbad Beach Fest (CBF)
Tamara Urie - Executive Director
CBF Volunteer Steering Committee
Brian Ketterer - Project Mentor
Bret Barger
Kyle Lancaster
Steve Jantz
Dennis Shay
Amber Schaeffer
Sangeeta Sharma
Kim Miller
Tom Field
Jeremy Wilson
Julia Muira
Laura Ohman
Kirsten Muskal
Kendal Patterson
Dave Russell
*** Carlsbad Beach Fest will comply to the reporting requirements set forth in
this grant.
2011 CARSLBAD BEACH FEST INCOME/EXPENSE 2012 CARLSBAD BEACH FEST PROJECTED INCOME/EXPENSE
INCOME
Sponsor Donations 36,000.00
Fundraiser Proceeds 615.00
Silent & Live Auction 690.00
Cash Sales from Auction 681.00
Sales Commissions 550.00
Booth Rentals 1,150.00
T-Shirt Sales 1,050.00
Run/Walk Entry 5,200.00
Gross Income
Promotions/advertising/supplies 2,510.33
Vendor Fees 2,000.00
Rentals 4,932.90
Logistics 200.00
Active On-Line Reg, Fees 556.18
T-Shirts 1981.42
Security 325.00
Administration 30,000.00
Total Expense 42,505.83
PROFIT/LOSS
INCOME 45,936.00
EXPENSE (42,505.83)
PROFIT/LOSS 3,430.17
6/9/2012
Sponsor Donations
Fundraiser Proceeds
Silent & Live Auction
Cash Sales from Auction
Sales Commissions
Booth Rentals
T-Shirt Sales
Run/Walk/Tri Entry
Zumba-Thon
42,000.00
1,200.00
1,000.00
1,000.00
6,000.00
4,000.00
10,000.00
3,000.00
Promo/ads/supplies 3,000.00
Vendor Fees 2,000.00
Rentals 5,200.00
Timing Systems 5,500.00
Logistics 1,500.00
Active On-Line Reg. Fees 1,556.18
T-Shirts $ 3,500.00
Event Management 3,000.00
Security 325.00
Administrative 30,000.00
-Total Expense 55,581.18
PROFIT/LOSS
INCOME 68,200.00
EXPENSE (55,581.18)
PROFIT/LOSS 12,618.82
PARTNER SHARE PARTNER SHARE
CVAC Fee (1,393.15) CVAC Fee
FCCSB Fee (2,199.33) FCCSB Fee
NET INCOME 3,430.17 NET INCOME 12,618.82
BALANCE (BEACH FEST INCOME) (162.31)
•
BALANCE (BEACH FEST INCOME) 12,618.82
* City 0* Carl'''-,-•lit 10,000.00
For reimbursement of Rentak/Tlming System
tRequested time of reimbursement May 2012
Sub Net
PROFIT/LOSS " 32,tl8.8
Anticipated Sponsors & Contrtfautions Indude:
NRG 15,000 Life Tedi 15,000
Subaru 2,000 Hoehn 5,000
HOZ 2,000 Poseidon 2000)-
|5
Exhibit 3
5*^ Annual Carlsbad Beach Fest
Cost Breakdown
Service Provider
Maintenance Worker II City of Carlsbad,
Parks & Recreation
$882.00
•Costs are at the fully burdened rate.
Direct cash donation.
TOTAL
.. $9,118.00
$10,000.00
Karen Kundtz
From:
Sent:
To:
Cc:
Subject:
Lisa Hildabrand
Monday, May 21, 2012 1:59 PM
Council Archive
Lorraine Wood; Karen Kundtz; Ron Ball
FW: Agenda bill #16
From: Courtney Enriquez
Sent: Monday, May 21, 2012 11:57 AM
To: Usa Hildabrand
Cc: John Coates; Debbie Fountain; Frank Boensch
Subject: RE: Agenda bill # 16
Hi Lisa,
Beach Fest started out small in 2008 with just a local beach clean-up, the efforts in 2009 grew incrementally as the event
gained community recognition. In 2010, the estimated attendance was 2,200 residents and visitors and in 2011, the
event tripled in attendance to roughly 7,700 throughout the day. 2012 Best Fest organizers are anticipating an estimated
12,000 residents and visitors to attend the festivities throughout the course of the day.
Also, to touch upon funding history. The city has provided in-kind city services in previous years but has not disbursed
any direct cash assistance.
Thanks,
Courtney
From: Lisa Hildabrand
Sent: May 21, 2012 11:40 AM
To: Courtney Enriquez
Cc: John Coates
Subject: Agenda bill # 16
Hi Courtney-
Can you let me know what the estimated attendance is at the Beach fest in past years? Also, has the City provided
financing to them in the past? Thanks.
Lisa
Date:_
Distribution:
City Clerk
Asst. City Clerk
Deputy Clerk
Book
Special Event GrantCarlsbad Beach Fest Foundation’s 5thAnnual Carlsbad Beach FestCourtney EnriquezMay 22, 2012
Grant Request•Council Policy 51•Carlsbad Beach Fest Foundation •Eligibility and requirements•Fiscal impact
City Council Action•Adopt resolution no. 2012‐121approving a Special Event Grant and appropriating said funds.•Deny the request by minute motion.3