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Home My WebLink About2012-09-11; City Council; 21002; Grant Request Carlsbad Music FestivalCITY OF CARLSBAD - AGENDA BILL AB# 21,002 SPECIAL EVENT GRANT REQUEST CARLSBAD MUSIC FESTIVAL DEPT. DIRECTOR ^ MTG. 09/11/12 SPECIAL EVENT GRANT REQUEST CARLSBAD MUSIC FESTIVAL CITY ATTORNEY DEPT. HNS SPECIAL EVENT GRANT REQUEST CARLSBAD MUSIC FESTIVAL CITY MANAGER RECOMMENDED ACTION: Adopt resolution no. 2012-218 the 9*^ Annual Carlsbad Music Festival and appropriate said funds. to approve the Special Event Grant request for ITEM EXPLANATION: Attached is a letter (Exhibit 2) from Matt McBane, Director ofthe Carlsbad Music Festival, requesting a Special Event Grant from the City in the amount of $10,000 to help fund the 2012 event. The entire grant request is for direct cash assistance, with no in-kind city services. This will be the 9^*^ Annual Carlsbad Music Festival, and the second to be held exclusively in Carlsbad Village; the family-friendly community oriented event is scheduled for September 21 through September 23, 2012. Within the context of Council Policy 51, the Special Event Grant section specifically states that organizations are eligible to receive grants of in-kind city services for a maximum of five (5) years and direct cash assistance for a maximum of three (3) years. Carlsbad Music Festival is eligible for an additional two (2) years of direct cash assistance. The City Council's intent in creating Council Policy 51 was to use City funds to help new special events or programs get started, and then have those programs become self-sufficient and community supported efforts. It should be noted that the festival organizers garnered $35,000 in various grants, representing 46 percent of the event's total budget. The grant request of $10,000 is less than 14 percent of the event's overall budget. If approved, the cash assistance would be used towards the event's hard costs such as: marketing materials, venue rentals, instrument tuning, and audio services for the multi-day festival. In 2011, the Carlsbad Music Festival was awarded a Special Event Grant which enabled the event to expand from its original single location ofthe Schulman Auditorium to various venues within Carlsbad Village. By expanding the event, a greater part ofthe activities associated with the Carlsbad Music Festival are set to take place outdoors and free for the public. The 2012 event marks the second year in which the festival will take place solely in the Village. Staff's recommendation is to fund the full grant request. The Special Event Grant application is available as Exhibit 3, and a history of City support for the event is shown in Exhibit 4. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • FISCAL IMPACT: If the Council chooses to fund this Special Events Grant request, approval of the attached resolution will appropriate $10,000 in direct cash assistance from City Council's General Fund contingency account for the Carlsbad Music Festival, which is disbursed on a reimbursement basis only. Currently, the City Council's General Fund contingency account carries a balance of $1.5 million dollars. ENVIRONMENTAL IMPACT: If the City Council decides to fund all or a portion of the grant request, the appropriation of funds does not qualify as a "project" under CEQA per Public Resources Code Section 21065 and 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. 2012-218 2. Letter from Matt McBane, Director of the Carlsbad Music Festival 3. Special Event Grant application 4. History of funding a.. Exhibit 1 1 RESOLUTION NO. 2012-218 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL ^ EVENT GRANT TO THE CARLSBAD MUSIC FESTIVAL AND AUTHORIZING THE FINANCE DIRECTOR TO APPROPRIATE SAID FUNDS. WHEREAS, the Carlsbad Music Festival is a family-friendly community oriented event to be held in the Village from September 21 through September 23, 2012; and WHEREAS, Carlsbad Music Festival has requested a Special Event Grant in the amount of $10,000, the entire grant is direct cash assistance. WHEREAS, the Carlsbad Music Festival has requested a Special Event Grant to assist in the production costs for the 2012 event; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 4 5 6 7 8 9 10 11 12 13 14 1. That the above recitations are true and correct. 13 2. That the Carlsbad City Council hereby approves a Special Event cash donation in the amount of $10,000 for the Carlsbad Music Festival event from 17 the City Council's General Fund contingency account, and authorizes release 18 of said funds to the event organizers through the reimbursement process. 19 " 20 21 22 23 // // // 24 // 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 11th day of September 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. None. ABSENT: None. MATT HALL, Mayor ATTEST: LORRAINE M. WOOD, City Clerk (SEAL) V^.--C. PC Box 4067, Carl&bod, CA 92018 phone: 760.809.5501 www.carisbodmusicfestival.org info@carlsbadmusicfBsfivol.org August 7, 2012 Dear Carlsbad City Council Members, It is with great pleasure that I submit the enclosed proposal for $10,000 in Special Events Grant funds for the production of the 9* annual Carlsbad Music Festival in the Village of Carlsbad. The Festival will take place on Friday-Sunday, September 21-23, 2012. Over the past nine years, the Festival has grown to become nationally noted for championing the next generation of musicians. In 2010 it was awarded the 2010 ASCAP Award for Adventurous Programming in New York, and it was recently awarded funding from the National Endowment for the Arts in support of its 2012 events. The Festival has garnered great press including from the Los Angeles Times, which called the programming "magnificently enlightening", and KPBS, which called the Festival "one of the area's most innovative music showcases." In 2011 the Festival relocated all activities to the Village of Carlsbad, and it will again have all activities in the Village's excellent venues including the Carlsbad Village Theatre, St. Michael's Episcopal Church, Magee Park, the Harding Community Center, and various galleries, eateries, and other small businesses. All of these venues are within a 10-minute walk of each other, public transportation, parking, the beach, and hotels, making for a fun, festive atmosphere. The 2012 Carlsbad Music Festival will be the most family-friendly, tourist-friendly, local-business-friendly, and audience-friendly to date. The Festival receives broad support from the community including $10,000 in Community Enhancement Funds from the San Diego County Board of Supervisors, $15,000 from the Carlsbad Charitable Foundation, and sponsorships from local businesses including hotels. In addition, the Festival partners with Carlsbad's Museum of Making Music and ArtPower! @ UCSD. Funds from the Special Event Grant will go towards Festival production costs including: venue rental; instrument rental, tuning, and moving; program printing; audio services; and graphic design. Thank you very much for considering the Carlsbad Music Festival for a Special Events Grant. These funds will be instrumental in making the 2012 Festival a success. Sincerely, Matt McBane Director 5" ^^^^ CITY OF CARLSBACr SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION Please complete the following supplemental application using the instructions provided on the last page of this application. Attach additional pages if necessary. Name of Applicant: Carlsbad Music Festival Address: PO Box 4067 Carlsbad, CA 92108 Phone: (502) 718-0999 E-mail: clintdavis@carlsbadmusicfestival.org Contact 1 Contact 2 Clint Davis Name Matt McBane Name 502-718-0999 Phone 213-925-4200 Phone Federal Tax ID # or Social Security #: 26-3969347 TOTAL GRANT FUNDING REQUEST: $10,000 ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your event is eligible for City grant funds: Y N Will your Special Event be held entirely within the City of Carlsbad? ^ CU m • Does your Special Event have a citywide interest? if yes, explain in the section beiowlXI I I Have you submitted a Special Events Permit application to the City? (If yes, please attach a copy to this grant supplemental application) City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www .carlsbadca. gov 'LP Has the Special Event receivO'ess than three (3) years of grl^ from the City? K • (If yes, please note below the number of years you have received grants from the City, if any) The Carlsbad Music Festival received a Special Event Grant for its events in 2011 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 im 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. GRANT REQUEST DESCRIPTION O'f necessary, please attach supplemeritalpages to document) Applicant Background Organization: Carlsbad Music Festival Names of Officers and Board of Directors (if applicable): Name Title Matt McBane President Devora Lockton Treasurer James Rosenfield Secretary Name of the special event: Carlsbad Music Festival Location of event: Carlsbad Village: various locations including Carlsbad Village Theatre, New Village Arts, Magee Park, Spin Records, Giacoletti Music, It's a Grind Coffee, St. Michael's-by- the-Sea Episcopal Church Date of event: September 21 -23rd Please list the years in which your organization has received prior funding from the City and list the related dollar amounts: 2011: Carlsbad Special Events Grant, $10,000 2010: Carlsbad Cultural Arts Office contract, $13,000 2009: Carlsbad Cultural Arts Office contract, $1 3,500 How does your special event benefit and provide citywide interest to the Carlsbad community? City of Carlsbad Special Event Grant Supplemental Application Housing and Neighborhood Services www.carlsbadca.gov 7 The Carlsbad Music Festival Qigs world-class musicians to th^illage of Carlsbad to perform fresh and compelling music in a variety of styles. The Festival is open to the entire community with free indoor and outdoor concerts in the Village, as well as more formal, ticketed, indoor concerts. The Festival will benefit residents of Carlsbad and provide additional tourist revenue to local businesses. 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 Percentage of financial contribution towards goal Foundation Grants (committed) $17,500 23% Government Grants (committed) $17,500 23% Revenue (projected) $18,300 24% Donations (projected) $17,500 23% Contracted Payments (committed) $4,500 6% Please include a budget for program request including funding schedule. City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www .carlsbadca. gov 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 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: Courtney.Enriquez(5jcarlsbadca.gov City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.gov 1 CJ CARLSBAD MUSIC FESTIVAL 12 Budget 2012 INCOME Contracted Payments Foundation Grants Government Grants Fundraising Revenue Total Income 4,500 17,500 17,500 17,500 18,300 75,300 2012 Expenses Artistic Production Marketing Merchandise Development Administration Tax 24,000 18,580 5,000 500 500 26,500 25 Total Expenses 75,105 SPECIAL EVENTS GRANT 2012 Budget Venue Rental Fees Program book printing Audio engineer Stage crew Graphic design Totai Expenses 2,800 1,900 2,600 1,500 1,200 10,000 FUNDING SCHEDULE All funds will be used towards the production ofthe September 21-23, 2012 Festival It is requested that funds are dispersed as early as possible prior to the Festival. ID CARLSBAD MUSIC FESTIVAL SPECIAL EVENT PERMIT VENUE ADDRESSES Giacoletti Music: 505 Carlsbad Village Drive It's A Grind Coffee Shop: 2744 Carisbad Blvd. #100 New VUlage Arts Foundry: 2787 State St # B Spin Records: 370 Grand Ave. Boxd Waffle Food: Comer of Carlsbad Village Drive and State St Carlsbad Chocolate Shop: 2998 State Street St. Michael's Episcopal Church: 2775 Carlsbad Blvd Carlsbad Music Festival History of Funding Exhibit 4 Fiscal Year Award Funding Mechanism Purpose of Funding 2011-2012 $10,000 Special Events Grant Festival relocated to the Village, event expanded into a more walkable festival with additional cultural offerings. 2010-2011 $13,000 Robert H. Gartner Fund ofthe Carlsbad Library & Arts Foundation As co-presenters ofthe event, the city managed contracts for specific services. 2009-2010 $13,500 Robert H. Gartner Fund ofthe Carlsbad Library & Arts Foundation As co-presenters ofthe event, the city managed contracts for specific services. 12 Michael Gordon Colder Quartet Sara Wotkins (of Nickel Creek) Wu Man Mantra Percussion Sacra Profono Timothy Andres Andy Akiho Mottson 2 red fish blue fish MondoBasso Diego Children's Choir Bombshell Boom Boom Matt McBane r\dvenfurous music by the beach. www.carlsbadmusicfestival.org • ^ in i'iMifftiiiirfftfft CARLSBAD e possible in part by the generous support our sponsors: Jk. •• i^^kxheCarlsbad ARTWORKS. itfi/ Charitable Foundation • Ji-^j'--^ '^^^ Aproudaffilialcof The San Diego Foundation LA JOLLA COUNTRY DAY SCHOOL IP MUStC HI Perforjners: red fish blue fish. Colder Quartet, Eric Byers/ "imothy Andres, Andy Akiho, MondoBasso, Trouble in the Wind, Secin Conway, Susanna Kurner, Son de San Diego, Zimbeat, and more... Venues: The Foundry at New Village Arts Theatre, Spin Records, It's a Grind, St. Michael's by the Sea, Box'd, Giacoletti Music Special Event Grant Carlsbad Music Festival Courtney Enriquez September 11, 2012 Grant Request •Council Policy 51 •Carlsbad Music Festival •Community investment •Eligibility requirements •Funding source Recommendation •Adopt resolution no. 2012-218 approving a Special Event Grant for the and appropriating said funds. 3