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2012-12-04; City Council; 21068; Amendments Community Activity Funding Program
CITY OF CARLSBAD - AGENDA BILL 8 AB# 21,068 AMENDMENTS TO DEPT. HEAiy^D^^ MTG. 12/4/12 CITY COUNCIL POLICY 51 CITY ATTY. ^[^r DEPT. HNS Community Activity Funding Program CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2012-267 amending City Council Policy 51 forthe Community Activity Funding program as recommended by the Council Subcommittee (F. Douglas and M. Packard). ITEM EXPLANATION: In 1992, the Carlsbad City Council adopted Council Policy 51 (Policy) which established the Community Activity Funding program to provide funding to various human and social service programs for Carlsbad residents. This Policy was intended to complement other City programs (i.e. CDBG), which, in essence provides for an enhanced quality of life for all Carlsbad residents. Council Policy 51 is an umbrella policy, offering a variety of grant opportunities to Carlsbad residents. Since the original adoption there have been a number of revisions to the Policy to clarify, define, and refine the stated purpose ofthe grants available in the Community Activity Funding program. The purpose ofthe Policy today is to establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. On August 28, 2012, a City Council subcommittee (Councilmembers Farrah Douglas and Mark Packard) was appointed to review and revise the current Policy, as appropriate, to update and further refine the purpose ofthe program and project/event eligibility. The subcommittee has completed its review and revised the Policy, as it deemed appropriate to address some inconsistencies, to clarify the criteria and eligibility of events/programs/projects, and to better define the intent or purpose for the program. The following is a summary of the key modifications or revisions to the Policy, as recommended by the Council subcommittee: General Policy • Awarded grants are disbursed on a reimbursement of actual costs only, with a requirement to enter into an agreement with receipts and proof of payment required for reimbursement. • Added a community spirit activities grant to the funding policy. Community Activity Grants • City funding to fund program/project costs only. No operational reserves or surplus funds for future year programs/projects or donation of funds to other organizations or personnel. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED d* CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER - SEE MINUTES • AMENDED • Page 2 Special Event Grants • Special fundraising events shall be eligible for funding provided the organization is raising funds for a Carlsbad organization with a community-wide benefit and no cash funds raised are provided by the organization directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. • Grant requests for cash assistance shall not exceed 20 percent of the total estimated event costs. Total event costs shall not include volunteer hours for planning or implementing the event, and may not include payment or reimbursement for applicant- provided resources (such as office space, staff and other operational costs). Total costs shall include expenses to be paid directly by the organizer to third party vendors. • A "new event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request. A change of location does not classify the event as "new" for the purposes of eligibility for this grant assistance. • Grant application shall be submitted no less than 60 days prior to the event to allow for adequate processing by the City. • An organization may receive no more than five (5) years of grants total with cash assistance being provided no more than three (3) of those years and grants for in-kind city assistance to pay for city services/facilities for special events permitted for each of the five (5) years. Winning Teams Grants • No more than one grant per year for a national championship competition. Exhibition only or non-competitive events are not eligible for this grant. • Requests should not exceed 20 percent of the team's total travel cost. Team costs include participants and coaches. Eligibility does not extend to family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. • Consideration and approval of grant by the City Manager, or designee, if the grant request is $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. • Consideration and approval of grant funding by the City Council if the grant exceeds $5,000. • At least 90% of the participants in the team or group are residents of Carlsbad; or, if the team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries of the City of Carlsbad. Community Spirit Grant (new) • These grants shall provide city funding for events that contribute towards a vibrant community and strengthen the residents' quality of life by demonstrating community pride or spirit to help others or celebrate the community. • Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs. • Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and charitable initiatives directly benefitting Carlsbad residents. • Fundraising events are not eligible for this grant. • Such grants can be requested at any time of the year, one grant per organization per year. Page 3 • All approved grants will be funded from the City Council's General Fund contingency account. • Consideration and approval of grant funding (for In-kind services/city services only) by the City Manager, or designee, if $5,000 or less. • Consideration and approval of grant funding (for in-kind/city services only) by the City Council if amount exceeds $5,000. FISCAL IMPACT: Staff anticipates no fiscal impacts resulting from amending City Council Policy 51. ENVIRONMENTAL IMPACT: 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. Resolution No. 2012-267 adopting revised Council Policy 51. 2. Revised Council Policy 51 (Final). 3. Strike out and amended Council Policy 51. 4. Community Spirit Grant application 3 1 RESOLUTION NO. 2012-267 22 23 24 25 26 27 28 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE ^ AMENDMENTS TO COUNCIL POLICY 51 ON 4 COMMUNITY ACTIVITY FUNDING. 5 WHEREAS, Council Policy 51 outlines the criteria, terms and process for 6 Community Activity Funding; and 7 WHEREAS, the proposed amendments to Council Policy 51 will provide o g clarification to the citizenry regarding the grants process and eligibility of projects, 10 programs and events; and 11 WHEREAS, Community Spirit Grants have been added as a new grant under the 12 Community Activity Funding available to contribute towards events which strengthen Carlsbad quality of life and assist to build a vibrant community. 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 15 Carlsbad, California, as follows: 16 1. That the above recitations are true and correct. 17 jg 2. City Council Policy No. 51 is revised and modified as set forth in the attached 19 Exhibits 2 (final) and 3 (legislative draft/strike out draft). 20 3. The City Manager, or Designee, is hereby authorized to approve special 2^ event, winning team and community spirit grant requests of $5,000 or less if the request meets the eligibility criteria and other requirements set forth within City Council Policy No. 51, as revised, and the City Manager and Finance Director are authorized to appropriate said funds from the City Council's General Fund contingency account as said grants are approved. 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 of the City Council of the City of Carlsbad on the 4^'' day of December, 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. None. ABSENT: None. MATT R/U.tl, Mayor ATTEST: ^CARLSBAD CITY OF Policy No. Date Issued: Effective Date: Resolution No. Cancellation Date: Supersedes No. 51 December 4 December 4, 2012 2012-267 May 10, 2011 Council Policy Statement Category: COMMUNITY ACTIVITY FUNDING Specific Subject: Process for Funding Community Adivities PURPOSE: To establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. POUCY: It is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs. There are four (4) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, Winning Team Grants, and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. The Grant Funding shall have the following term limits per organization: A. Community Activity Grants: Organizations funded by the Community Activity Grant may receive annual grants for up to a maximum of three (3) years and then will be ineligible for grant funding for a minimum of two (2) years. After at least two (2) years, organizations can again apply for Community Activity Grant funding and receive a maximum of two (2) additional years of grant funding. An organization may not receive more than five (5) years of funding through this grant program, and no other city funding may be provided during the two (2) year hiatus. B. Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (5) years of grants total with cash assistance being provided for no more than three (3) of those years and grants for in-kind city assistance to pay for city services/facilities for special events permitted for each ofthe five (5) years. C. Winning Teams Grants: A team may receive no more than one (1) grant per year for a national championship competition as defined below. D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant per year for an event which reflects community pride or community spirit to help others Page 1 of 5 Policy No. 51 within the community as defined below. 3. The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one of the above noted grants. 4. All awarded grants will be disbursed on a reimbursement basis only, and will be subject to compliance with an agreement or letter of agreement approved by the City Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. 5. Community Activitv Grants - Criteria and Process A. These grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. B. City funding shall be awarded to fund approved program/project costs only. The City funds shall not be used for operational reserves for the applicant or for future year programs/projects. The City funds received by the applicant may also not be used for donations to other organizations. C. The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. D. Once the budget is adopted by the Council, interested groups will be notified ofthe application process to request said grants. E. The application process will consist of the following: Completion of city application for funds. Review by city staff and a Citizens' Advisory Committee. iii. Recommendations submitted by Advisory Committee to City Council. iv. Action by City Council to approve, modify, or disapprove the request. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised ofthe following: one representative from each quadrant ofthe city, one member ofthe Senior Commission, the Library Board, and the Parks & Recreation Commission. The review panel will consider the provision of matching funds from other sources in evaluation of the applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisory committee in evaluating the funding priorities for these funds. Special Event Grants-Criteria and Process A. These grants provide city funding for startup costs related to new Special Events (as defined below) held within the city that have a citywide interest; and shall be available to a recognized 501(C)(3) non-profit organizations, or to an organized all-volunteer, Carlsbad- based group on a reimbursement basis of actual costs only. B. For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17 Page 2 of 5 7 Policy No. 51 ofthe Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible forthis grant: i. Events hosted by a commercial enterprise for profit and/or fundraiser purposes. ii. Regularly offered programs, activities or events. iii. Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. C. Special fundraising events shall be eligible if: i. The event is hosted and coordinated by an all-volunteer, Carlsbad-based organization, and provided further that City grant funds are used only for direct costs ofthe event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; and ii. The event is held to raise funds for a Carlsbad-based (located) organization with a community-wide benefit and no cash funds are provided directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. D. Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant in a year. E. Grant requests for cash assistance shall not exceed 20 percent of the total estimated event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind city services, and may not include payment or reimbursement for applicant-provided resources, such as office space, staff and other operational expenses. Total costs shall include expenses to be paid directly by the organizer to third party vendors. F. A "new event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as "new" for the purposes of eligibility for this grant. G. Grant applications shall be submitted no less than 60 days prior to the event to allow for adequate processing time by the City. H. All approved grants will be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. I. The City Manager, or designee, is authorized to approve grants up to $5,000, and the Finance Director shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. J. The application process will consist of the following: Completion of a permit application for the special event (if applicable). Completion of a Special Event Grant supplemental application. Administrative review and tentative support/approval of special event by special events committee (if applicable). iv. Approval of grant by City Manager, or designee, if the grant request is $5,000 or less. Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5,000. 7. Winning Teams Grants A. These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must Page 3 of 5 Policy No. 51 advance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below. B. Such grants can be requested any time of the year. C. Grant requests should not exceed 20 percent of the team's total travel cost; team costs may include participants and coaches. Eligibility does not extend to the family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. D. These requests will be funded from City Council's contingency account. E. Eligibility requirements are: i. The participants are all 18 years of age or under. ii. The group or team is an organized non-profit corporation or unincorporated association. iii. The request for funding must be made prior to the date of the national or international event. iv. At least 90 percent of the participants in the team or group are residents of Carlsbad; or, ifthe team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries of the City of Carlsbad. F. The application process will consist of the following: i. Written request to the Housing and Neighborhood Services Director. ii. Administrative review by the Housing and Neighborhood Services Director, or designee to determine the eligibility for a grant. iii. Consideration and approval of grant by the City Manager, or designee, if the grant is $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. iv. Consideration and approval of grant request funding by the City Council if the grant request exceeds $5,000. Community Spirit Grant A. These grants shall provide city funding for events that contribute towards a vibrant community and strengthen the residents' quality of life by demonstrating community pride or spirit to help others or celebrate the community. B. Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs; no cash assistance available under this grant program. C. Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and charitable initiatives directly benefitting Carlsbad residents. D. Fundraising events are not eligible for this grant. E. Such grants can be requested at any time of the year, one grant per organization per year. F. All approved grants will be funded from the City Council's General Fund contingency account. G. The application process will consist of the following: i. Written request to the Housing & Neighborhood Services Director. ii. Administrative review by the Housing & Neighborhood Services Director, or designee, for grant eligibility and confirmation of a special event permit application (if applicable). iii. Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. Page 4 of 5 Policy No. 51 iii. Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. iv. Consideration and approval of grant funding (for in-kind/city services only) by the City Council if grant request exceeds $5,000. 9. This policy may be amended as necessary and appropriate by the City Council. Page 5 of 5 10 A, ^ CARLSBAD CITY OF Council Policy Statement Category: COMMUNITY ACTIVITY FUNDING Specific Process for Funding Community Activities Subject: Policy No. Date Issued: Effective Date: Resolution No. Cancellation Date: Supersedes No. 51 May 10, 2011 December 'INovombGr 27, 2022 Moy 10, 30ttDecember4^ 2012Novombor27. 2012 January 8> 30Q8Mav 10, 2011 PURPOSE: To establish the process for distributing funds for community activities, including special events^-^ft^ support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with Generai Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. On January 18, 2011, the City Council reviewed its policy and approved some recommended revisions for its consideration at a regular CounciI'meoting;' POLICY: 1^ It is the policy ofthe City ofCarlsbad to allocate funds for "start-up costs" to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs. There are three four (M) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, a«4-Winning Team Grants^ and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. -1-1 The Grant Funding shall have the following term limits per organization: A. Community Activity Grants: Organizations funded by the Community Activity Grant may receive annual grants for up to a maximum of three (3) years and then will be ineligible for grant funding for a minimum of two (2) years. After at least two (2) years, organizations can again apply for Community Activity Grant funding and receive a maximum of two (2) additional years of grant funding. An organization may not receive more than five (5) years of funding through this grant program, and no other city funding may be provided during the two (2) year hiatus. B; Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (5) three (3) years of grants total with cash assistance being provided for no more than three (3) of those years and grants for-wtwet^ provide cash ossistanco. An organization may receive up to five (5) years of in-kind city assistance to pay for city services/facilities for special events permitted for each of the five (5) years. Formatted: Indent: Left: 0.75", No bullets or numtjering Page 1 of S_ Policy No. 51 C Winning Teams Grants: A team may receive up to throe (3) year& of-grants40 participate in a national championship competition as defined below. Nno more than one (1) grant per vear for a national championship competition as defined below. D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant per vear for an event which reflects community pride or community spirit to help others within the community as defined below.r 3; The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one ofthe above noted grants. 4. All Aawarded grants will beafe disbursed on a reimbursement basis onlv. and will be subject to compliance with an agreement or letter of agreement approved bv the Citv Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. jrS Community Activitv Grants - Criteria and Process A. These Stt€^ grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. A.B.City funding shall be awarded to fund approved program/project costs onlv. The City funds shall not be used for operational reserves for the applicant or for No rosorvos or surpkfe fwt4s4ef future year programs/projects. The Citv funds received by the applicant may also not be used for -of donations fw>4s to other organizations.-er personnel shall bo croatod if city funds are approvodr & ( The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion ofthe Council. CrD.. Once the budget is adopted by the Council, interested groups will be notified of the application process to request said grants. STE The application process will consist ofthe following: i. Completion of city application for funds. ii. Review by city staff and a Citizens' Advisory Committee. iii. Recommendations submitted by Advisory Committee to City Council. iv. Action by City Council to approve, modify, or disapprove the request. i f . The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised ofthe following: one representative from each quadrant ofthe city, one member ofthe Senior Commission, the Library Board, and the Parks & Recreation Commission. G. The review panel will consider the provision of matching funds from other sources in evaluation ofthe applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisorv committee in evaluating the funding priorities for these funds. Page 2 of 5 Policy No. 51 Special Event Grants-Criteria and Process A. These.S«€h grants provide city funding for start upstartup costs related to new Special Events (as defined below) held within the city that have a citywide interest; and shall be available to a recognized 501(C)(3) non-profit organizations, or to an organized all- volunteer, Carlsbad-based -group on a reimbursement basis of actual costs only. B. For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17 ofthe Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible for this grant: i. Events hosted by a commercial enterprise for profit and/or fundraiser purposes. ii. Regularly offered programs, activities or events. iii. Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion ofthe City Attorney constitutes an unlawful use of public funds. C. Special fundraising events shall be eligible if;_for funding provided tho organization is: i. The event is hosted and coordinated by Aan all-volunteer, Carlsbad-based organization, based in Corlsbad and provided further that Citv grant funds are used only for direct costs ofthe event and no staff ofthe organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; andr i ii The event is held to raise Raismg funds for a Carlsbad-based (located) organization with a community-wide benefit and no cash funds are provided t-^fevidinc funds falsed from the eveftt directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. (^^41. Such grants can be requested any time ofthe year, and may not exceed $10,000 for a single grant in a year. E. Grant requests for cash assistance shall not exceed 20 percent of the total estimated -event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind citv services,; total costs shall include Gxponsos to bo paid directly bv tho organizor and mav not include payment or reimbursement for applicant-provided resources, such as office space, staff and other operational expenses. Total costs shall include expenses to be paid directiv bv the organizer to third partv vendors. F. A "new- event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as "new" for the purposes of eligibilitv for this grant. Organizations who hold fundraising ovonts whoro by the donations aro mado to individual benoficiarios aro not oligiblo for a Special Evont grant (direct cash assistance or in kind city services); G. Grant applications shall be submitted no less than 60 davs prior to the event to allow for adequate processing time bv the Citv. ©^H- All approved grants will be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. i L The City Manager, or designee, is authorized to approve grants up to $5,000 following consultation with tho Special Events Committoo, and the Finance Director shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. f;J,_The application process will consist ofthe following: Page 3 of 5 Policy No. 51 i. Completion of a permit application for the special event (if applicable). ii. Completion of a Special Event Grant supplemental application. iii. Administrative review and tentative support/approval of special event by special events committee (if applicable). •VT Allocation of funding by the City Council for said grants. V: Approval of grant by City Manager, or designee, if the grant request is $5,000 or less, than $5,000. w iv. Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5,000. 4.7 Winning Teams Grants A. These Stteh grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must advance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below. B, Such grants can be requested any time of the year. S.C.Grant requests should not exceed 20 percent ofthe team's total travel cost;TTteam costs mavte include participants and coaches. Eligibilitv does not extend to the family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. GvD; These requests will be funded from City Council's contingency account. iM-Eligibility requirements are: i. The participants are all 18 years of age or under. ii. The group or team is an organized non-profit corporation or unincorporated association. iii. The request for funding must be made prior to the date of the national or international event. iv. At least 90%- percent of the participants in the team or group are residents of Carlsbad; or. ifthe team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries ofthe City of Carlsbad. I~:F, The application process will consist of the following: i. Written request to the Housing and Neighborhood Services Director. ii. Administrative review by the Housing and Neighborhood Services Director, or designee to determine the eligibilitv for a grant. iii. Consideration and approval of grant by the Citv Manager, or designee, if the grant is l€ss4l^aft $5.000 or less. The teams approved for an administrative grant wiil be recognized bv the Citv Council at a public meeting following the competitive event. iV; Consideration and approval of #ie-grant request funding by the City Council ifthe grant request exceeds $5.000. 8. Community Spirit Grant A. These Stt€l^ grants shall provide city funding for events that contribute towards a vibrant community and strengthen- the residents'ew quality of life by demonstrating fefleetmg community pride or community spirit to help others or celebrate m the community. B. Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs: no cash assistance available under this grant program. Page 4 of 5 Policy No. 51 A. These Stteh grants shall provide city funding for events that contribute towards a vibrant community and strengthen-the residents'ew quality of life by demonstrating reflecting community pride or community spirit to help others or celebrate m the community. B. Grants to be utilized for in-kind city services onlv. ineligible costs include: operations, ongoing projects and capital costs: no cash assistance available under this grant program. C. Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and- charitable initiatives directly benefitting Carlsbad residents. D. Fundraising events are not eligible for this grant. E. Such grants can be requested at any time of the vear, one grant per organization per year. F. AH approved grants will be funded from the City Council's General Fund contingency account. G. The application process will consist of the following: i. Written request to the Housing & Neighborhood Services Director. ii. Administrative review by the Housing & Neighborhood Services Director, or designee, for grant eligibilitv and confirmation of a special event permit application (if applicable). iii. Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for less than $5.000 or less. iv. Consideration and approval of grant funding (for in-kind/city services only) by the City Council if grant request amount exceeds $5,000. S 9 Jhis policy may be amended as necessary and appropriate by the City Council. Page 5 of 5 \5 CITY OF yy V CARLSBAD COMMUNITY SPIRIT GRANT APPLICATION Please complete the following application using the instructions provided on the last paoe of this aoDlication. Attach additional pages if necessary. Name of Applicant: Address: Phone: ( ) E-mail: Contact 1 Name Phone Contact 2 Name Federal Tax ID # or Social Security #: Phone TOTAL IN-KIND CITY SERVICES GRANT REQUEST: $ ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your event is eligible for City grant funds: Will your Spirit Event be held entirely within the City of Carlsbad? Does your Spirit Event have a citywide interest? if yes, explain in the section below Have you submitted a Special Events Permit application to the City? (If yes, please attach a copy to this grant supplemental application) Has your organization received other grants from the City of Carlsbad this year? Is your Spirit Event a fundraiser? 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, piease contact Courtney Enriquez at the City of Carlsbad (760-434-2812) to discuss your eligibility for the community spirit grant. Y N • • • • • • • • • • City of Carlsbad Housing and Neighborhood Services Community Spirit Grant Supplemental Application www.carlsbadca.gov 1^ GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document) Applicant Background Organization: Names of Officers and Board of Directors (If applicable): Name Title Name of the spirit event: Location of event: Date of event: How does your spirit event benefit and provide citywide interest to the Carlsbad community? Does your event strengthen our community? FINANCIAL CAPABILITIES/BUDGET Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending towards this event? Please complete the information below: Name Percentage of financial contribution towards event % % Please include a budget for the event. City of Carlsbad Housing and Neighborhood Services Community Spirit Grant Supplemental Application wvm.carlsbadca.gov CERTIFICATION We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Signatures required by the organization's President and CFO) Signature President Date Signature CFO Date SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this supplemental grant application together with a written request (cover letter) to the City of Carlsbad stating the amount of funding requested and intended use for this funding. As noted above, please attach a copy of your special event application (if applicable). 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 or send via U.S. mail completed grant application packet together with your cover letter to: City of Carlsbad, Housing and Neighborhood Services Attn: Courtney Enriquez 1200 Carlsbad Village Drive Carlsbad, CA 92008 Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtnev.Enriquez(S^carlsbadca.qov City of Carlsbad Housing and Neighborhood Services Community Spirit Grant Supplemental Application www.carlsbadca.gov IS Amendments to Council Policy 51 Community Activity Funding Debbie Fountain & Courtney Enriquez December 4, 2012 History/Background •1992: Policy 51 was originally adopted •Designed to complement other city grant programs •Currently, the funding program offers three different grant opportunities to the community •August 2012: Subcommittee named Community Activity Funding Proposed Revisions 3 General Policy Amendments •Clarification that awarded grants are to be disbursed on a reimbursement basis only and that agreements are required. •Addition of new grant for city services only: Community spirit grants 4 Community Activity Grants •City funding to fund program/project costs only. 5 Special Event Grant Revisions •Fundraising events must be of larger benefit to the Carlsbad community; must raise funds for a Carlsbad organization, not individuals •Maximum of 20 percent of total estimated event costs for direct cash assistance •Clarification of a “new event” •Application must be submitted 60 days prior •Maximum of 5 years 6 Winning Teams Grant Proposed Amendments •Teams are allowed a maximum of one grant, per year, exhibition events are not eligible; no maximum # of years •Requests can not exceed 20 percent of the total travel cost •Administrative grant approval by CM if less than $5,000 •Added: Eligibility for schools located in Carlsbad 7 Community Spirit Grants •Added funding policy: - Events contributing to a vibrant community and demonstrate community spirit - In-kind city services only - Eligible organizations and activities - Grants can be requested at any time - Funding source 8 Subcommittee Recommendation •City Council adopt resolution no. 2012-267 amending Council Policy 51 for Community Activity Funding as set forth in the revised exhibit. 9