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HomeMy WebLinkAbout2013-04-30; City Council; 21210; Grant Request Carlsbad Beach FestCITY OF CARLSBAD - AGENDA BILL 22 21.210 AB# MTG. 4/30/2013 DEPT. HNS SPECIAL EVENT GRANT REQUEST CARLSBAD BEACH FEST DEPT. DIRECTORg^g^ CITY ATTORNEY^^^ CITY MANAGER RECOMMENDED ACTION: Consider the request from the Carlsbad Beach Fest Foundation for Special Events Grant funding and adopt Resolution No. 2013-092 . to approve the request at an amount not to exceed $10,000, and authorize the Finance Director to appropriate and disburse the grant funds on a reimbursement basis. ITEM EXPLANATION: The Carlsbad Beach Fest Foundation (Foundation) is requesting a Special Event Grant from the City for the maximum allowed amount of $10,000 to assist in production costs for the 6*^ annual Beach Fest. The City grant request is to cover the fully burdened cost of required city services (est. $882) as well as provide a direct cash donation (est. $9,118) to the event. Beach Fest is scheduled to be held on Saturday, June 15, 2013 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. The Foundation anticipates that an estimated 10,000 residents and visitors will attend this year's event. Best Fest is held entirely on the California State Beach and all necessary permits have been attained from State Parks. Adopted and re-adopted in December 2012, City Council Policy 51 specifically states that Special Event Grants "provide city funding for start-up costs related to new special events held within the city that have a citywide interest", and may be requested any time during the year. Within this specific grant description, financial conditions have been established and are the following: • City grant shall not provide for 100 percent of the total event funding; • The maximum grant shall not exceed $10,000 nor exceed 20 percent of the estimated total event cost; and, • City grant shall be used for expenses to be paid directly by the organizer to third party vendors. 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. In FY 2011-2012, Beach Fest received the maximum grant of $10,000 from the City for both event costs (which included in-kind city services) and direct cash assistance. If funded this year, Beach Fest will be eligible for one additional year of direct cash assistance and 3 years of in- kind services only. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez@carlsbadca.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 • • • • This year represents the 6*^ Carlsbad Beach Fest; therefore it does not technically meet City Council's Policy 51 definition for a "new special event" (initially developed no more than 3 years from the date of the first grant request). However, the city Council gave special consideration and approved the first grant for the program in FY 2011-2012 (in the 5*^ year of the event) to ^ help the organizers expand and enhance the event to provide greater public benefit; it is staff's recommendation, based on last year's Council decision, that the current year grant request be approved. In addition to the City funding, the Foundation in anticipating financial sponsorship funding from the following private businesses: - Life Technologies - SKLZ - NRG Energy - Bob Baker Subaru - Hoehn Motors - Poseidon The funding request of $10,000 for the city contribution is roughly 18 percent of the total event cost Which aligns with Council stated criteria/conditions for this grant. City grant funds are intended to be used for the following type of reimbursable costs: marketing and advertising, rental of event equipment, and event supplies. Staff has determined that the request is eligible for consideration and recommends approval of the Special Event Grant not to exceed $10,000 for Beach Fest. The grant will serve a public purpose by: • Building pride in the community by showcasing local achievements, heritage, culture, environment, and/or neighborhoods; • Encourage the development of new partnerships through local public and private sector groups working together; • Enhance the volunteer sector by providing opportunities to learn new leadership skills; • Provide community events for people of all ages and abilities, which enhance the quality of life in Carlsbad; and • Strengthen local economies. By adopting the attached resolution, the grant will be approved and 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 the Foundation to help off-set other direct event costs. The direct cash donation will be disbursed by city staff on a reimbursement basis only. The Special Event Grant is available as Exhibit 2 for City Council review and consideration. FISCAL IMPACT: The Foundation has indicated that the estimated total event expenses will amount to approximately $58,234, and the revenues will be approximately $85,100 (including City of funding of $10,000). This will result in a net profit of approximately of $26,866. The Foundation has stated that this net profit will be used as a reserve fund for the planning of future events. Beach Fest lists "administrative" expenses of $31,500 which are not an eligible reimbursement cost for the City grant. No City funds will be expended for ineligible expenses. If the City Council chooses to fund this Special Event Grant request, funding will be appropriated directly from the City Council's General Fund contingency account. Currently, the City Council's General Fund contingency account carries a balance of $907,243. ENVIRONMENTAL IMPACT: If the City Council decides to deny the grant request, the denial is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b) (4). However, if the 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. 20I:^-()QO 2. Special Event Grant application 3. City services cost schedule/analysis Exhibit 1 1 RESOLUTION NO. 2013-092 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 AND DISBURSE SAID FUNDS. 9 10 11 12 13 14 3 4 5 6 WHEREAS, the Carlsbad Beach Fest Foundation has requested a Special Event 7 Grant for a second year to assist in the event production costs associated with the 6*^ ^ annual Carlsbad Beach Fest; and WHEREAS, the Carlsbad Beach Fest Foundation is sponsoring a family-friendly community oriented event to be held on the State Beach of Carlsbad on Saturday, June 15*^and WHEREAS, all necessary State permits have been obtained; and WHEREAS, the public purpose served by the special event includes, but is not 15 limited tO: building pride in the community by showcasing local achievements, heritage, 16 culture, environment, and/or neighborhoods; encouraging the development of new 17 partnerships through local public and private sector groups working together; 18 strengthening the volunteer sector by providing opportunities to learn new leadership skills; providing community events for people of all ages and abilities, which enhance the quality of life in Carlsbad; and, strengthening local economies; and WHEREAS, the City Council of the City of Carlsbad Beach Fest Foundation has determined that there is a public purpose served by the special event and desires to invest in the event by providing a grant not to exceed $10,000, which includes $882 for in-kind city services and $9,118 in direct cash assistance. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: // 4 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 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 Beach Fest Foundation's 6*^ annual Carlsbad Beach Fest as detailed by the Housing and Neighborhood Services Director, or designee. 3. That the Carlsbad City Council hereby approves a Special Event cash 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 the Finance Director to appropriate and disburse said funds to the event organizers through the reimbursement process, and subject to approval by the Housing and Neighborhood Services Director, or designee. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 i: 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 30*^ day of April, 2013, by the following vote to wit: AYES: NOES: Council Members Hall, Packard, Wood, Blackburn and Douglas. None. ABSENT: None. MATT HALL, Mayor ATTEST: BARA ENGL^ON, City Clerk Exhibit 2 January 8, 2013 City of Carisbad Carisbad City Council 1200 Carisbad Village Dr. Carlsbad, CA 92008 RE: Special Events Grant Dear CaHsbad City Council, Thank you very much for providing Carlsbad Beach Fest the opportunity again to apply for this generous funding, if granted, this funding will greatly benefit the community of Carlsbad ~ as outlined in the enclosed City of Carlsbad Special Events Grant Application. As Executive Director of Carisbad Beach.Fest Foundation, f am requesting a grant amount of $10,000 to supplement the hard costs of resources needed to facilitate the annuai Carlsbad Beach Fest 2013 event, scheduled for Saturday, June 15. These costs are highlighted in Part 5 of the enclosed and cojmpleted application. Included in this packet are: Completed Parts land 2 Completed addendums for Parts 3-7 Copy of the CA State Parks Special Event Permit Supplemental copy of the Carlsbad Beach Fest Foundation Partnership Package Piease contact me directly if any additional information is needed. Thank you for your valuable time anc consideration, i look forward to a positive response in support of our mission and community efforts. Sincerely, . Tamara Urie Executive Director Cc. Courtney Enriquez. Management Analyst City of Carisbad Working in Partnership with the City of Carlsbad and California State Parks 300 Carlsbad Village Dr., Suite 108, #27 j Carlsbad. CA 920081760.529.2479 | www.CarlsbadBeachFestFoundation.org CITY OF SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION Please complete the follovting supplsmental applicetion using tiie instrvctign? isd on the last oaae of this Bpoiicstion. Attach additional pages if ne<:esss.y. Carlsbad Beach Fest Foundation Name of Applicant:_ Address: 300 Carishad Village Drive, m.jmB.MLOM\^^^J^-^Q^ Phone: ( 760 ) 529-2479 Contact 1 Tamara Urie, Executive DirectQL Name E-mail: io.fQ,@c-^rlsbadb.eadife.s.t 760-529-2479 Contact 2 Polly Hunter, Assistant Event Ooordinator Phone 916-612-2519 Name Phone Federal Tax ID # or Social Security #: 35:^421049. TOTAL GRANT FUNDING REQUEST: $ ^12^000 ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your event is eligible for City graht funds: 13 N • Wili 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? (7yes pleas^e ncS below the number of years you have received grants from the City, .f any) /f vou answered ves to all of the above questions, your request is eligible for this grant program. %ase remainder of this .pplio.tion. Ifyou an.w.r.^noto any oft.e^u^ons^p^esse contact Courtney Enrique, at the City of Carlsbad (760^434^2812) to discuss your el^miity for the special events grant. L—f • City of Carlsbad Housing And Neighborhood Services Special Evonl Gram Suppiementai Apphcation www-ca r 1 s b adc a. gov GRANT REQUEST DESCRIPTION (if necessary, ptease attach suppletnental pages to document) Applicant Background Organization: Carlsbad Beach Fest Foundation Inc. Names of Officers and Board of Directors (if applicable): Name Title Tamara Urie President, Executive Director John Schaeffer Vice President Don Patterson Treasurer SharmtIa Melnychuk Secretary Mat Huff Board member Name of the special event: Carlsbad Beach Fest Location of event: Tamarack & Frazee St^te Beaches Date of event: Sat. June 15, 2013 Please list the years in which your team has received prior funding from the City and lj#t the related dollar amounts: 2012 ($10.000) 9 How does your special event benefit and provide citywide interest to the Carlsbad community^ The event provides numerous long term benefits to the Carisbad community, it's unique in that it takes place on one mile of beach entirely on state property and draws attention to Carisbad's coastal playground. By providing a fun festival on the beacl> steps away from the village, tHie event draws thousands of people from around SD County and beyond. Most importantly, it provides opportunity Id full fill our fT^.ssion. promote "stewardship and educate the attending pulBnc about the importance ot preserving our natural resource as they pieisure in its recreaiional offerings. Over 9.000 people attended last year's event, triplihg participation in 2011 - many participating athletes spend the night at the local hotels and others venture into th^ "tlfag''' *" y.hop,.Qr pnjny thd ra,;stauiaots Raising this kind-of^awareness promot^-good-^tewawte-aAd citizens who will act responsibly while enjoying the benefits of our coastal community for years to coma. ^ 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 tovi/ards goal Name NRG Energy Life Technologies 30 % Vo 30 Hoehn Motors 10 SKLZ 10 % % Please include a budget for program request including funding schedule City of Carisbad Housing and Neighbor ho(x1 Services Sp'- )i G. I'it pi. ,tuMila'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 Titie Date Sign Title Cir ^ Date SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this supplemental grant application together with a written request (co^er 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 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.Enriauez@carlsbadca.qov City of Carlsbad Housing and Neighborhood Services special ljv«[u:Graiu SiippleuieiUal AppUcation vv WW. ca rlsba cl c a.go v 0 2012 CARSLBAD BEACH FEST INCOME/EXPENSE INCOME EXPENSE Sponsor Donations 55,950.00 Promotions/advertising 8,625.10 Fundraiser Proceeds 615.00 Supplies 3,812.06 Auction/Raffle 727.00 Rentals 7,201.56 Logistics - CA State Parks 3,042.00 Booth Rentals 4,650.00 Vendor Fees 4,787.50 T-shirt Sales 460.00 T-Shirts 5,276.00 Athletic Events Registration 14,146.46 Administration 28,000.00 Gross Income Sub Total 75,049.09 Total Expense (64,115.22) PROFIT/LOSS 2012 INCOME 75,049.09 EXPENSE (64,115.22) PROFIT/LOSS 10,933.87 2013 CBF PROJECTED INCOME/EXPENSE Sponsor Donations Booth Rentals T-shirt Sales Registration 59,000 5,800 2,000 18,300 85,100.00 PROFIT/LOSS 2013 PROJECTED EXPENSE Prom/Adv. Supplies Rentals CA Parks Vendors T-Shirts Adm/Stipends 6,000 1,000 7,934 5,000 10,100 2,000 31,500 (58,234.00) o INCOME 85,100.00 EXPENSE (58,234.00) PROFIT/LOSS 26,866.00 CBF 2012 BEACH FEST EXPENSES PROJECTED 2013 EXPENSES 1 DATE 1 ITEM | VENDOR 1 AMOUNT 1 Category | Promotion/Advertising/Memberships/Promo Events/Brochures/S;gnogef4S33.4Sj Various 8,625.10 Promotion Supplies, biz cards,stationarv,printing,transportation Various 1,734.52 Supplies Credit Card Device Fee First Data 180.70 Rental Generators ElCamino Rental 157.08 Rental State Parks Aquatics Safety CASt. Parks 3,042.00 Logistics Chandler Aquatics Safety 6 Mile Scott Chandler 1,000.00 Vendor Fee Timing Chips/bibs One Time Racing 1,172.00 Supplies Stage Rentals Raphaels Party R 3,600.00 Rental Truck Rental Budget Rental 171.20 Rental Jet Skis Gas Adrian Fegeroa 90.00 Supplies Awards Tikis/Prty C/Zumba 815,54 Supplies Pro Awards Medi Veminardi 300.00 Vendor Fee Sound Equipment Audio Design 853.59 Rental Judges SurfRide 500.00 Vendor Fee Sound Engineer Felix Sierra 200.00 Vendor Fee T-Shirts Phil Baker 5,276.00 T-Shirts Archisand Archisand 2,000.00 Vendor Fee Security Elite 787.50 Vendor Fee Web Site Design Kendal Patterson 1,900.00 Web Site Insurance NIAC 1,471.00 Insurance Corporate Solicitation Event Relm Bistro 1,038.99 Rental After Party Ocean House 1,200.00 Rental Administration (Director salary) 28,000.00 Adm. IAMOUNT 6,000 1,000 150 160 5,000 2,000 1,500 3,600 171 100 400 300 853 1500 200 2000 2000 800 1000 3000 3500 1500 28,000 Beach vehicle rentals Volunteer Stipends Portable Restrooms TOTAL EXPENSES: (64,115.22) (58,234.00) CBF 2012 CONTRIBUTIONS & INCOME 2013 PROJECTED CONTRIBUTIONS/INCOME Source Life Technologies NRG Energy Inc. City of Carlsbad Hoehn Motors SKLZ Bob Baker Subaru Critical Reach Access Kids For Peace Naked Juice SONGS SDGE Booth Sponsors $250-S350 Auction /Cash & Check Collected Raffle/Cash Collected 15,000.00 15,000.00 9,115.63 5,000.00 3,300.00 2,000.00 1,000.00 1,150.00 1,000.00 1,500.00 1,000.00 4,650.00 395.00 332.00 Life Technologies NRG Energy City of Carlsbad Hoehn Motors SKLZ Bob Baker Subaru Poseidon Naked Juice SONGS SDGE Booth Sponsors 15,000 15,000 10,000 7,000 4,500 2,000 2,000 1,000 1,500 1,000 5,800 o Athletic Events Mailed in Registration 570.00 T-shirt Sales Event Day 460.00 Athletic Events Active Pre Registratron 11,286.46 Athletk: Events - Event Day Registratton 2,290.00 Athletic Events Mail in Registration T-shirt Sales Athletic Events On Line Pre Registration Athletic Events - Event Day Registration 1,500 2,000 14,000 2,800 Gross Total 75,049.09 Projected 2013 Gross Balance carried from 2012 85,100 10,933.87 96,034 () 2013 CBF PROJECTED INCOME/EXPENSE INCOME EXPENSE Sponsor Donations Booth Rentals T-Shirt Sales Registration 59,000 5,800 2,000 18,300 Prom/Adv. Supplies Rentals CA Parks Vendors T-Shirts Adm/Stipends 6,000 1,000 7,934 5,000 10,100 2,000 31,500 O 85,100.00 (58,234.00) PROFIT/LOSS 2013 PROJECTED INCOME EXPENSE PROFIT/LOSS 85400.00 (58,234.00) 26,866.00 2013 PROJECTED CONTRIBUTIONS/INCOME Source Amount Life Technologies NRG Energy City of Carlsbad Hoehn Motors SKLZ Bob Baker Subaru Poseidon 15,000 15,000 10,000 7,000 4,500 2,000 2,000 Naked Juice SONGS SDGE 1,000 1,500 1,000 Booth Sponsors 5,800 Athletic Events Mail in Registration T-Shirt Sales Athletic Events On Line Pre Registration Athletic Events - Event Day Registration 1,500 2,000 14,000 2,800 Projected 2013 Gross Balance carried from 2012 85,100 10,933.87 96,034 5 VENDOR AMOUNT Category PROJECTED 2013 EXPENSES AMOUNT Various 8,625.10 Promotion 6,000 Various 1,734.52 Supplies 1,000 First Data 180.70 Rental 150 ElCamino Rental 157.08 Rental 160 CA St. Parks 3,042.00 Logistics 5,000 Scott Chandler 1,000.00 Vendor Fee 2,000 One Time Racing 1,172.00 Supplies 1,500 Raphaels Party R 3,600.00 Rental 3,600 Budget Rental 171.20 Rental 171 Adrian Fegeroa 90.00 Supplies 100 nkis/Prty C/Zumba 815.54 Supplies 400 Medi Veminardi 300.00 Vendor Fee 300 Audio Design 853.59 Rental 853 SurfRide 500.00 Vendor Fee 1500 Felix Sierra 200.00 Vendor Fee 200 Phil Baker 5,276.00 T-Shirts 2000 Archisand 2,000.00 Vendor Fee 2000 Elite 787.50 Vendor Fee 800 Kendal Patterson 1,900.00 Web Site 1000 NIAC 1,471.00 Insurance 3000 Relm Bistro 1,038.99 Rental 3500 Ocean House 1,200.00 Rental 1500 28,000.00 Adm. 28,000 Beach vehicle rentals * Volunteer Stipends Portable Restrooms TOTAL EXPENSES: (64,115.22) (58,234.00) Volunteer Stipends Include: Logistics Chief -1500 Volunteer Director -1300 Assistant Event Director - 700 'Volunteer Stipends are nominal and do not reflect a salary, hourly pay, or health benefits; stipends cover out of pocket expenses incurred by the volunteer, provide incentive for long term commitment tothe event, and appreciation of skills provided. San Diego Coast District Special Event Permit Permit Fee $ (Non-refundable) follow ''^"'''"^-ft^'^Sfi' office. Additional forms, terms and conditions, and list of requiredfees will APPLICANT/ORGANIZATION Carlsbad Beach Fest Foundation Inc. CONTACT PERSON Tamara Urie ADDRESS 336 Pine Ave. Bll E-MAIL ADDRESS tammy@carlsbadbeachfestfoundation.org CtTY/STATE/ZIP Carlsbad, CA 92008 PRIMARY PHONE 760-529-2479 CELL PHONE 760-529-2479 LOCATION • Torrey Pines Natural Reserve • Torrey Pines South Beach • Torrey Pines North Beach • Cardiff Seaside State Beach • CardiffReef State Beach • San Elijo State Beach • S. Ponto State Beach • South Carlsbad State Beach • Pelican Point • North Ponto State Beach • Carlsbad State Beach • Silver Strand State Beach • Old Town State Historic Park • Tijuana Estuary SPECffIC USE Beach Festival with Beach/Water Events & Stewardship DATES June 14 Pre Event Set Up; June 15, 2013 Event Day ARRFVAL/SET-UP TIME June 14 8am- 3pm Pre Event Set Up June 15 5am-6pm Event Day EVENT TIME 8am-4pm CLEAN-UP/TEAR-DOWN TIME Begins at 3pm Ends at 6pm 2. SPECIFIC PARK AREA/FACILITY TO BE USED (List all areas of the park that may be utilized for the event or outing)- Beach area including Tamarack State Beach to Frazee State Beach (at Pine Ave.); includes parking lots and restrooms Water access from lifeguard station 34 to 36 3. MAXIMUM NUMBER OF PEOPLE EXPECTED TO ATTEND THE EVENT (The State may limit the maximum attendance within its discretion): 9,000-12,000 4. PARKING: ( Circle one ) Guests pay at arrival: YES NO Pre-Pay for Guests : YES NO # of Vehicles Pre-Pay 5. PLEASE CHECK ALL THAT APPLY: • Alcohol will be used or sold during the event • Participant fees (beyond regular facility fees) will be charged for the event. • Merchandise/Items will be sold at the event SPECIAL EVENT OFFICE ONLY: FOR RESERVATION OFFICE ONLY (USE BLUE INK) TOTAL PERMIT FEES DATE RECEIVED CHECK# • Permit Copy Distributed to Staff • Placed on Master Calendar REVIEWED AND RECOMMENDED BY DATE TITLE Special Event Coordinator PHONE 619-688-3385 ADDRESS 4477 Pacific Highv^ay CITY, STATE, ZIP CODE SanDiego, CA92110 APPROVED BY DATE TITLE (Park Supervisor or Sector Superintendent) PHONE SITE MAP ATTACHED • Yes • Not Applicable EMPLOYEE (S) ASSIGNED NECESSARY PERMITS ATTACHED • Yes • Not Applicable EMPLOYEE (S) ASSIGNED KIOSK NOTIFIED • Yes • Not Applicable EMPLOYEE (S) ASSIGNED SAMPLE OF PARKING PERMTT ATTACHED • Yes • Not Applicable EMPLOYEE(S) ASSIGNED RANGER/LAW ENFORCEMENT NOTIFIED • Yes • Not Applicable EMPLOYEE ASSIGNED LIFEGUARD STAFF NOTIFIED • Yes • Not Applicable EMPLOYEE(S) ASSIGNED MAINTENANCE NOTIFIED • Yes • Not Applicable EMPLOYEE(S) ASSIGNED CHEMICAL TOILET ARRIVAL DATE / RETRIEVAL DATE • Yes • Not Applicable COMPANY & CONTACT INFO DUMPSTER ARRIVAL DATE / RETRIEVAL DATE • Yes • Not Applicable COMPANY & CONTACT INFO TABLE AND CHAIR ARRIVAL DATE / RETRIEVAL DATE • Yes • Not Applicable COMPANY & CONTACT INFO FIREWOOD DELIVERY • Yes • Not Applicable EMPLOYEE ASSIGNED I?) San Diego Coast - North Sector SPECIAL EVENT PERMIT QUESTIONNAIRE ^J^^I^y^™^f'fru''f '^'fo"om"Sf^'tionnaire to the best of your ability. California State Parks reserves the right to require specific amenities and services to be provided by the Applicant regardless of the answers provided below. ^ ^ Name ofevent as advertised: Carlsbad Beach Fest (CBF) 2013 Name of event manager: Tammv Urie Yes No 0 O Is the event open to the public? If yes, the Applicant must attach a list of expected total attendance number per day Pre Event preparation - 20-30people volunteering Event Day - approx. 9,000-12,000 people, including volunteers and public o o Will the event be marketed, promoted, or advertised in any manner? If yes, please provide method of advertisement, media coverage, and copies of flyers, posters, etc. Advertising and promotion includes monthly press releases beginning in Feb; calendar listings include print and on-line; sports magazines including print and on-line; social networks FB & Tweeter; memberships and attendance to social events such as Rotary luncheons and Chamber monthly gathering; attendance to local street fairs; distribution of flyers and posters around Carlsbad and neighboring towns; event web site updates; volunteer promotion & recruitment through county & city networks, schools ', colleges, and Camp Pendleton; street and city banners; event brochures, t-shirts, etc. Samples of CBF 2012 copies attached o o Will the Applicant be notifying local businesses or property owners of the event? 0 o Are patron admission, entry or participant fees required to enter or participate in the event? If yes, please provide the amount of each fee collected from spectators or participants: Spectators are free - there is no admission fee to the event; Competitive sports event fees range f^om $20 for early entry up to $60 on event day Fees vary depending on age and month registering. o o Are vendor fees or other fees required? If yes, please list other fees: Fees for booth participants are required, (with the exception of non-profit environmentally centered organizations), and begin at $250. Depending on the benefits and provisions requested such as tents, tables, advertizing vip parking etc. fees may vary from $250 to $500. Event Sponsors pay more and associated benefits are provided Please find attached Partnership Options. o o Will items or services be sold at the event? If yes, please list items or services to be sold: Event T-Shirts and food/beverages provided by vendors o o Will alcohol be available on event premises? If yes, has an ABC Permit been obtained for the event? Circle One Yes No If yes, will the alcohol be sold or be free to those participants or spectators over the age of 21 years? Circle One Sold Free o o Will the event include food concession and/or preparation areas? If yes, please describe how the food will be prepared: Food vendors prepare, cook, iSc provide food at 2 locations on Carlsbad Blvd One area at Pine Ave. and the other near Tamarack Ave. Vendors will have Food Handlers Permits available on site and prepare food according to associated health standards. Some vendors will cook food using gas grills or other cooking devices powered by own generators Circle all that apply: Pre-packaged Gas Charcoal Electric Other 1^ Yes No O o Will there be amplified sound associated with the event? The main stage with provide amplified announcements throughout the day. O o Will there be live music, amplified or otherwise associated with the event? If yes, please provide the number of bands or performers expected: 6performing groups If yes. The Applicant must also provide a list of bands and performers scheduled to play at the event Performing on stage near Station 36; 9-10am Zip Zap, 10-11;30 CORE, 12-1:30 Jerome Dawson, 2-3:30 Verua Tahiti 'e. Performing near the green at Pine Ave. 12-2:00 Naruwan Taiko. Performing on the sand near Station 35: 11-3:00 Adam World Drum Group; South of Station 36 a small stage will feature Zumba fitness with amplified recorded music. o o Does the event provide an established area for dancing to either live or recorded music? 0 0 Will the event include any type of games or athletic activities? If yes, please describe all details: Details included in the Narrative Summary under Detailed Description of Event o o Will the event have any temporary structures including canopies, tents, fencing, etc erected during the event? If yes, please list all structures including sizes; Main Stage 24' X28', with 10' high, 20 'X30' canopy tent including 2' high platforms off sand; Small Stage 8'X12'XI6' with 10' high canopy tent; Several 10 'XI0' pop up tents either rented or brought in by booth exhibitors. o o Will the event erect any platforms, stages, or scaffolding? If yes, please list including sizes: In addition to above - 2 sets of Scaffolding set near Stations 35 & 36- for Start/Finish Lines; aprox. 20 'wide by 14' high; SurfRide Scaffolding measures aprox. 2story high (14' high X 30 long) near Station 35 to judge surf contest. o 0 Will inflatable(s), hot air balloons, or similar devices be used during the event? o o Does the event include the use of fireworks, rockets, lasers, or other forms of pyrotechnics? If yes, please list type and amount: o o Will the event include any self-contained fires; including bonfires, BBQs, or open flame cooking? If yes, please list type and amount: Some food vendors will use grills to cook with on Carlsbad Blvd. o o Will the event include any heating devices? If yes, please list size and amount: o o Will the Applicant hire a licensed and professional security company to develop and manage the security needs of the event? (Note: State Parks maintains the right to require security for any event) 0 0 Will the Applicant hire an emergency medical services provider to develop and manage the medical needs of the event? (Note: State Parks maintains the right to require medical services for any event) o o Will the event involve any type of aquatic activity? If yes. Applicant will be required to hire California State Park Lifeguard services. o o Will attendance or the event area impact parking or normal visitor use in a manner not usually permitted? o o Will attendance or the event area impact any State Park owned roadways, walkways or accesses? o o Will attendance or the event area impact any private, municipal, or state streets or roadways adjacent to the park utilized for the event? If yes, it is the responsibility of the Applicant to contact and secure permits from the affected agencies. A copy of each permit shall be attached to the final signed permit. N/A o o Will the event require traffic control or traffic safety equipment? If yes, please provide traffic control plan including safety equipment. Traffic control in Pine Ave. & Tamarack parking lots only; Lead volunteers will wear vests so public can identify and will control the flow of traffic in and out of lots and direct participants to loading/unloading zones. Exhibitors are mailed Arrival Packets which provide complete instructions on where to unload, park, etc. Attached 0 0 Will the event require special parking and/or shuttle plan? If yes, please list special parking needs and/or provide shuttle plan. Special parking will be provided for vip (pre-paid) and loading zones only; a shuttle service will be provided for bands from village location 2D Yes No O o Will the event require signage or banners to be used? If yes, please provide copy of signage/banner and demonstrate where signage will be placed on site map. Samples of CBF 2012 are attached along with 2012 site maps to be updated for 2013 O o Will the event provide additional restroom facilities for event spectators, participants, and vendors? (Note: State Parks maintains the right to require additional services for any event) o 0 Will the event provide additional dumpsters or refuse collections containers during the event? (Note: State Parks maintains the right to require additional services for any event) o o Will the event necessitate the need for additional disabled parking? 0 o If all areas of the event venue cannot be made accessible, will maps or programs be made available to show the location of accessible restrooms, parking, access routes and the like? 0 o Will the event require exclusive use of an area? Please list guaranteed fees to be paid to the California State Parks, (permit fee, facility-use fee, etc.) Lifeguard services to facilitate water events: $3042.00for CBF 2012 services listed in the attachment, plus negotiated cost, if any, for lifeguard services to oversee 6 mile SUP yet TBD. Method of garbage collection and disposal. A city or private vehicle/driver will be hired and designated to collect trash at established cans near beach access points; trash will be disposed in either a provided dumpster at Tamarack lot or hauled to the NSO lot and disposed in that dumpster; recyclable containers will be available along with volunteer teams to manage the collection and keep areas clean. A closing team will ensure the entire event area is clear of debris associated with event. A beach clean up headed up by volunteers, scheduled throughout the day will also help with overall trash collection. List all organizations/third parties involved, (ex: sponsors, party rentals, caterers, promotional firms, etc.) Please attach copies of estimates and invoices. Invoices are samples from CBF 2012 SurfRide, One Time Racing, New Ocean Blue, I Love a Clean San Diego, SD BIG, Legends, Raphael's Party Rental, Elite Security, Archisand, Hoehn Motors, Bob Baker Subaru, Life Technologies, NRG, SKLZ, SONGS, SDGE, City of Carlsbad, EZIA, Kids for Peace, Optimist Club, FCCSB, Agua H. Lagoon F., Ocotillo Wells, Batiquitos Lagoon F., Carlsbad Community Gardens, Raptor Institute, Zumba, Greg Gutierrez, Lynn Forbes, Surf Angel, Smart Solar, Sullivan Solar, Urgent Care Carlsbad, Critical Reach Access, Aerial Action Sports, Remodel Works, Welk Resorts, Skin Authority, Naked Juice, Westfield, Go Green Purity, Pop Chips, Sea Life Aquarium, Chick Sticks, Ocean Palms Resort, Energy Radio, Bull Taco, Italian Ice, Flippin Pizza, SoSo Kold Shaved Ice, Divine Fresh, Chris Ono Hawaiian Food, Pop-n- Mama, Anthony's Smoothies, Center Cut Fresh Fruit, One Love Island Cuisine, Conscious Coconuts, Jerome Dawson & Wazabe Blue, Verua Tahiti 'e, CORE, Zip Zap, Naruwan Taiko, Adam World Drums Detailed description of event: Narrative Summary below - attachments include Pre Event & Event Day Schedule and Event Plan Since 2008, in partnership with CA State Parks and the community of Carlsbad, CBF has grown from a small grassroots endeavor promoting the biological and cultural resources of the local Carlsbad coastline and inland waterways, to a unique event held on one mile of beach which continues to draw attention specifically to its coastal playground. The mission of CBF is to highlight Carlsbad's coastal playground as an irreplaceable resource, show appreciation for its beauty and value, raise community awareness by promoting environmental stewardship, and provide support to preserve and enhance its beaches and waterways. By providing a fun festival atmosphere on the beach, the event attracts thousands of people from Carlsbad and surrounding San Diego County and Orange County communities. Most importantly, it creates opportunity to educate the attending public about the importance of preserving our natural resource as they take pleasure in its recreational offerings. 2\ This annual event is held on one day in June from 8:00am to 4:00pm. Non-profit, environmentally centered organizations, along with local businesses, help promote stewardship and raise awareness by providing interactive interpretive booths. A beach cleanup is staged throughout the day to include the event area, neighboring streets, and beach access ways. Giant sand sculptures reflecting the event's mission are created U.S. Open Champs, Archisand. Competitive sporting events include a 5KLow Tide Beach Run & Walk, a Beach Triathlon & Duathlons, a One Mile Ocean Swim, a 6 Mile SUP & SUP Cross Race, and a 16 division Surfing Contest. Free activities include a Kids One Mile Fun Run, surf clinics, volleyball, and "Hands Across the Beach " where festival-goers, lead by city and state representatives, come together with linked hands at the water's edge to declare the purpose of CBF. Green organizations share their environmentally friendly products, businesses offer free samples of their recreational related products and/or services, live entertainment is donated by talented artists and showcased all day on stage, andfood vendors provide a variety of menu choices from frozen ice to tacos at reasonable prices. Military, students, families, and individuals who share the love of being outdoors on the beach donate their time to help make this event a success. Volunteers are awarded with Community Service Certificates, event T-Shirts, free food, and a chance to win prizes at the Opportunity Drawing booth. Event web site to visit: www. CarlsbadBeachFest. com and www. CarlsbadBeachFestFoundation. or2 PELICAN POINT GROUP CAMP ONLY: # of vehicles parked at site: Will you have a trailer in the site? YES NO Will you need electricity? ($20.00 per day) YES NO Will you need water? ($20.00 per day) YES NO 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 h is necessary for the safety and enjoyment of the public, for the protection of the resources, or for violation of any rules or regulations of the Department of Parks and Recreation or conditions of this permit. I also understand that any Special Event Permit may be cancelled without notice in tiie event of disaster or unforeseen emergency. SIGNATURE DATE • 2X Exhibit 3 6^*^ Annual Carlsbad Beach Fest Cost Breakdown Service Provider Cost Maintenance Worker II City of Carlsbad, Parks & Recreation $882.00 *Costs reflect the fully burdened rate. $9,118.00 TOTAL $10,000.00 Special Event Grant Carlsbad Beach Fest Foundation’s 6th Annual Carlsbad Beach Fest Frank Boensch April 30, 2013 Grant Request •Council Policy 51 •Carlsbad Beach Fest Foundation •Eligibility and requirements •Fiscal impact City Council Action •Adopt resolution approving a Special Event Grant and appropriating said funds. •Deny the request by minute motion. 3