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HomeMy WebLinkAbout2012-10-02; City Council; 21024; Special Event Grant Request Agua HediondaCITY OF CARLSBAD - AGENDA BILL 10 AB# MTG. DEPT. 21.024 10/2/12 HNS SPECIAL EVENT GRANT REQUEST AGUA HEDIONDA LAGOON FOUNDATION DEPT. DIRECTOI^ CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: Consider the request from the Agua Hedionda Lagoon Foundation for Special Events Grant funding and adopt Resolution No. 9ni?-232 to approve the request at an amount not to exceed $1,714 and appropriate said funds. ITEM EXPLANATION: The Agua Hedionda Lagoon Foundation is requesting a Special Event Grant from the City in the maximum allowed amount of $10,000 to assist in the organization's second Kayak Regatta. The grant request is to cover the cost of required city services ($3,034) as well as provide a cash donation ($6,966) for the event. Agua Hedionda Lagoon Foundation's Kayak Regatta will be held on October 20, 2012 and is intended to serve as an annual community event and a fundraiser for the lagoon. Total eligible expenses for the event are estimated at $8,569, with anticipated (non-city) revenues at approximately $14,500 which include entry fees and some cash donations. 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 become self-sustaining. The criteria to receive a special event grant includes a condition that the grant shall not provide for 100 percent ofthe 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. Staff is not recommending approval of the full grant request of $10,000 because it would pay for 100 percent of the event costs, which is contrary to the criteria/conditions set forth in Council Policy 51. The amount noted would cover approximately 20 percent of the eligible expenses. After reviewing the proposed budget and including the recommended 20 percent, it is projected that the event will have a gain of $7,645. 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 if the organization is all-volunteer, based in Carlsbad and provided that funds are used only for direct costs of the 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. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@cartsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED • • • • CONTINUED TO DATE SPECIFIC • CONTINUED TO DATE UNKNOWN • RETURNED TO STAFF ^ OTHER - SEE MINUTES • Attached, as Exhibit 2, is history of city funding received by the Agua Hedionda Lagoon Foundation. The Special Event Grant application is available as Exhibit 3 for City Council review. FISCAL IMPACT: Special Event Grants are discretionary; therefore the City Council may deny or approve the request. After an administrative review ofthe application, staff's recommendation is to award a Special Event Grant at a reduced amount of $1,714 in direct cash assistance to offset event costs. If the City Council chooses to fund this Special Event Grant Request, approval of the attached resolution will appropriate $1,714 from the City Council's General Fund contingency account for the Agua Hedionda Lagoon Foundation's Kayak Regatta. Currently, the City Council's General Fund contingency account carries a balance of $1,491,749. 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. 2012-232 2. History of funding 3. Special Event Grant application 4. In-kind city services cost schedule/analysis ExniDit 1 1 RESOLUTION NO. 2012-232 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL ^ EVENT GRANT TO THE AGUA HEDIONDA LAGOON FOUNDATION AND AUTHORIZING THE FINANCE DIRECTOR TO APPROPRIATE SAID FUNDS. WHEREAS, the Agua Hedionda Lagoon Foundation has requested a Special Event Grant to assist in the event production costs for the Kayak Regatta; and WHEREAS, the Agua Hedionda Lagoon Foundation is sponsoring a family- friendly community oriented event to be held on the Agua Hedionda Lagoon on October 10 20th; and 11 WHEREAS, Agua Hedionda Lagoon Foundation shall be awarded a Special 12 Event Grant not to exceed $1,714 in direct cash assistance for the second annual Kayak 13 Regatta. 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 15 Carisbad, California, as follows: 1. That the above recitations are true and correct. 17 jg 2. That the Carisbad City Council hereby approves a Special Event cash donation in the amount of $1,714 for the Agua Hedionda Lagoon Foundation 2Q event from the City Council's General Fund contingency account, and 21 authorizes release of said funds to the event organizers through the 22 reimbursement process. 23 24 25 26 27 28 // // // // // 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council 2 of the City of Carisbad on the day of , 2012, by the following vote to wit: 3 4 5 6 7 8 9 10 11 12 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 AYES: NOES: ABSENT: MATT HALL, Mayor ATTEST: LORRAINE M. WOOD, City Clerk 16 (SEAL) Agua Hedionda Lagoon Foundation History of Funding ^ Exhibit 2 Fiscal Year Council Award Funding Mechanism Purpose of Funding 2011-2012 $10,000 Special Events Grant Kayak Regatta; in-kind services and direct cash assistance 2004-05 $16,000 Community Activity Grants Education and exhibits program 2002-03 $24,500 Community Activity Grants Watershed educational programs CITY OF CARI ^RAD SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION Please complete the following supplemental application using the Instmctions provided on the last oaae of this application. Attach additional pages if necessary. Name of Applicant: A^C/^ I-lD I OlA^lp L^6 60^ FTu D HT^I Address: /V^6 (^/iMUc^jKJ AA<.\yi^X ^.Q-OC^K' Phone: (7/^6) ^'6^-/?^? E-mail: Contact Contact 2 1 l(W^'(?4uaivdi.-?fYi(i,.ofg| mn M m Name Name Phone Phone Federal Tax ID # or Social Security #: _ TOTAL GRANT FUNDING REQUEST: $ //)^ ITUTD ELIGIBLITY REQUIREMENTS Will your Special Event be held entirely within the City of Carisbad? 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. Y N Gr • • • • City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.gov GRANT REQUEST DESCRIPTION (if necessary, ploase aHach supplernontalpdges:todooufrier)t} '>'\J .hi'-. Applicant Background Organization: /feoi^ "^l-g-D^ L Names of Officers and Board of Directors (if applicable): 4, Name _ Title Name ofthe special event: l^h\LF K^^j^\^/Su^ Pc^UfL. ^2o^J /^^^ Location of event: 4^ Li^gAoNJ _ Please list the years in which your team has received prior funding from the City and list the related dollar amounts: /rH-J2^ — How does your special event benefit and provide citywide interest to the Carlsbad community? 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: Percentage of financial contribution towards goal Name % 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. (Xyvo signat^M^ pquired) Signature m\ii Wit Title Date 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 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 supplemental grant application packet together with your cover letter request to: City of Carisbad 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@carisbadca.gov City of Carlsbad Housing and Neighborhood Services Special Event Grant Supplemental Application www.carlsbadca.gov AGUA HEDIONDA LAGOON FOUNDATION BOARD OF DIRECTORS 2012 Al Cerda-V/ce Chairman Native American Liaison 1434 Clarence Drive Vista, CA 92084 H: (760) 941-1829 C: (760)415-1079 Cerda04fam(S),cox.net Elected 10/2006 Re-elected 10/2009 Terms out 10/2012 Kori Dolkas US Bank 2520 El Camino Real Carlsbad, CA 92008 (760) 754-3041 Korinn.clolkas@usbank.com Elected 2011 Expires 2014 Brian Dugan-Treasurer Poseidon Resources-Director of Finance & Project Development 501 W, Broadway, Suite 2020 San Diego, CA 92101 W: 619-595-7802 C: 858-248-0025 bduqan(a)poseidon1 .com Elected 10/2011 Expires 10/2014 Mike Howes Howes, Weiler & Associates-Principal 2888 Loker Avenue East, Suite 217 Carlsbad, CA 92010 (760) 271-1486 mikehowes@hwplanninq.com Elected 10/2011 Expires 10/2014 Michael Metts-C/)a/rman Dudek Engineering+Environmental-Principal 750 Second Street Encinitas, CA 92024 W: (760)479-4111 C: (619)417-6304 mmetts@.dudek.com Elected 10/2011 Expires 10/2014 Michael J. Pearson-Secrefary NRG Energy - West -Regional Engineer 5790 Fleet Street, Suite 200 Carlsbad, CA 92008 (760)710-2183 Mike.Pearson@nrqenerqv.com Elected 10/2011 Expires 10/2014 Diane Richards-Spec/a/ Events 4615 Park Drive Carlsbad, CA 92008 H: (760) 434-4193 C: (760) 531-0691 dkqrammadi@att.net Elected 10/2008 Re-elected 10/2011 Terms Out 10/2014 Rebecca Richards Managing Director/Acacia Pacific Investments Co-owner-Carlsbad Aquafarm PO Box 2600 Carlsbad, CA 92018 C: (949)-675-2301 W: (760)438-2444 rebecca@acaciapacific.com Elected 10/2011 Expires 10/2014 Greg Rubin California's Own Native Landscape Designs-Owner 25950 Los Arboles Ranch Road Escondido, CA 92026 W: (760) 746-6870 C: (760)518-8260 F: (760) 746-3420 qreq@calowndesiqn.com Elected 10/2009 Expires 10/2012 Maureen Simons Property Manager 4743 Bryce Circle Carlsbad, CA 92008 (760) 434-9074 simonsjm@roadrunner.com Amber Starbuck SDGE, Public Affairs 8330 Century Park Court San Diego, CA 92123 W: (858)654-6449 C: (858)776-3799 astarbuck@.semprautilities.com Elected 10/2011 Expires 10/2014 Jim Strickland Notary Public and lagoonatic 4747 Marina Drive #30 Carlsbad, CA 92008 H: (760) 720-6181 C: (760) 889-4229 Jim.strickland1@.sbcolobal.net Elected 10/2006 Re-elected 10/2009 Staff: Lisa Rodman Executive Director (W) (760) 804-1969 (C) (760)271-1356 lisa@aquahedionda.orq Katnna Keddy Director of Educational Programs (W) (760) 804-1969 (C) (760)458-3569 katrina@aquahedionda.orq Terry Gorman Brown Operations Manager (W) (760) 804-1969 (C) (760) 547-4718 terrv@aquahedionda.orq City Liaison: Steve Jantz Associate Engineer-City of Carisbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 760-434-2820 steve.iantz@carlsbadca.qov Energy Coordinator: Peder Norby City of Encinitas (760)712-2943 pnorbv@sbcqlobal.net Student Liaison: Tina Lui Student, Carlsbad High School kristinal 13@gmail.com Second Annual Agua Hedionda Lagoon Foundation Kayak and SUP Regatta Special Event Grant Request. This second annual fund raising event is possible thanks in part to the City of Carisbad's Council Policy 51. The Special Event Grant we received in 2011 did exactly what the policy was designed for. It provided funds for "start up costs" to initiate a new program that provided community activities and enhancements. Thank you again for your support last year. Our Carisbad Lagoon Regatta Special Event will benefit and provide citywide community interest. The "Play" portion Carlsbad's tag line "Live, Work, Play Carlsbad" and the "Special" in Special Events are embodied in this family friendly event. Many thousands of citizens of Carisbad live here because ofthe ocean, beaches and water. Agua Hedionda is one ofthe three lagoon gems we are fortunate enough to enjoy here. Agua Hedionda is the only Carlsbad lagoon where people can actually get on the water on a coastal lagoon. They enjoy the "uniquely Carisbad" recreational opportunities that have been enjoyed by many thousands during its 60 year history. This event will bring together hundreds of Lagoon lovers at one time to share a common pleasure, the beauty, peace and being on the waters of the lagoon. The event Is a perfect fit for this Special Event grant since the experience will absolutely enrich the lives of Carisbad residents and visitors and enhance the quality of life here. It will be the first time the entire inner lagoon will be briefly available exclusively to passive kayaks and Stand Up Paddle Boards with no power boats. Enjoyment of passive vessels on the lagoon is growing steadily. The proceeds will go to the Agua Hedionda Lagoon Foundation which is a huge benefit to and enhancement of the community itself and whose mission is: • to preserve, restore and enhance the Agua Hedionda Lagoon and its wildlife, marsh, wetlands and watershed areas. • to protect sensitive land through acquisition or other means. • enhance public stewardship of the Lagoon through a broad spectrum of conservation, education and outreach activities. • The Foundation serves as an advocate for the Lagoon and strives to preserve its natural healthy ecosystem and habitat including wildlife and marine life, while at the same time balancing the need for public access, trails and recreational opportunities. The Foundation is a 501C(3) non-profit who is working very hard to accomplish this mission but we cannot do it without money and the proceeds will help keep this worthy organization viable. This event will increase a positive "sense of community" and awareness of our precious lagoon, the Agua Hedionda Lagoon Foundation and our beautiful city of Carisbad. Regatta Costs (2011) REVENUES' City Services $ 3,029 50 AHLF Staff time / wages $ 487.50 Flier distribution $ 110.40 Palomar Sign Signage for Kiosks/Banner $ 449.32 Ocean Pacific Office Products Paper $ 81.62 Go's Traffic control Bayshore Traffic $ 500.00 Go's Traffic control Bayshore Traffic $ 329.00 Title Pro Affected Party notification lis $ 658.00 Rodman Productions video editing $ 500.00 Race Place.com promotion $ 60.00 Konica Minolta buisness systems printing $ 329.50 Galifornla Water Sports 5 kayaks for military outreac $ 125.00 Staples office supplies $ 53.93 Home Depot registration $ 24.42 Rite Aid Paper $ 11.41 Flywheel Design website page promotion $ 50.00 Albertsons envelopes $ 13.51 Garlos Mason Videography Video $ 200.00 Diamond Environmental Services Restroom $ 96.16 Rite aid envelopes $ 25.17 UPS Store Notary $ 10.00 US Post office stamps $ 23.76 US Post office stamps $ 39.60 US Post office stamps $ 220.00 UPS Store Notary $ 15.00 US Post office stamps $ 308.00 Rite Aid registration $ 74.20 Dollar Tree registration $ 36.64 Chandler Surf SUP materials $ 539.00 Labor Mailing $ 168.00 Volunteer time $1,350.00 Special Event Application /3.i:irthru 9,Hi:,^;;v;;.. '•.•'?1L'5^4:40;^ TOTAL $ 21,453.04 PRIZES/ I GIFTS " \ Regatta Projected Revenues (2012) Entry fees Donations NRG SDG&E Poseidon Garlsbad AquaFarm Poker Stop #1, 2 StandUp Guys Poker Stop #2, Poker Stop #3, Poker Stop #4, Poker Stop #5, Poker Stop #6, Poker Stop #7, Sponsor 10 Military Sponsor 10 Military Sponsor 10 Sponsor 10 $6,000.00 $0.00 $1,500.00 $1,500.00 $1,500.00 $500.00 $500.00 $500.00 $500.00 $500.00 $500.00 $500.00 30.00 200 Poker Slop #8, 7-11 Halloween prizes Hobie Bristol Gove POA ??? TBD TBD TBD GhandlerSurt" Hansen's 2011 Boardworks Surf 2011 Other, unknown at this time TOTAL POTENTIAL GAIN/ (LOSS) GITY OF GARLSBAD SPECIAL EVENT GRANT POTENTIAL GAIN/(LOSS) with GRANT Merkel & associates In Kind prize Kayak $1,500 Sponsor 10 Military $1,500 Sponsor 10 Military $1,500 Sponsor 10 Military In Kind prize SUP Gift Basket SUP $0.00 $500.00 $0.00 $0.00 $0.00 $14,500.00} ($6,953.04) $10,000.00 $3,046.96 $1,600.00 $300.00 $1,000.00 $240.00 $600.00 $3,740.00 Weeks 27 27 (^onsen/ative.houj;s;per.week I'. 20'. :•• $25.00 , M $21.36'' 'f'^"^^ lvalue of volunteer time http://independentsector.org/volunteer_time Agua Hedionda Lagoon Foundation, Kayak Regatta In-kind city services cost schedule/analysis Attachment 4 > In-Kind City Services (required elennents for this special event) SERVICE 2012 PROVIDER 2012 ESTIMATES Police staffing Carlsbad Police Department $1,566.46 Fire staffing Carlsbad Fire Department $981.18 Storm Water inspection CaHsbad Storm Water Division $375.68 Minor Special Event Permit Carlsbad Parks 8i Recreation Department $110.00 TOTAL COST $3,033.32 NOTE: In-kind services charges will be based on number of hours at full burdened rate.