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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. 17 18 19 20 21 25 26 27 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting 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