HomeMy WebLinkAbout2013-08-27; City Council; 21334; Special Even Grant Request Carlsbad Grand PrixCITY OF CARLSBAD - AGENDA BILL
AB# 21.334 Special Event Grant Request
Carlsbad Grand Prix
DEPT. DIRECTOR
MTG. 8/27/2013 Special Event Grant Request
Carlsbad Grand Prix CITY ATTORNEY
DEPT. CED
Special Event Grant Request
Carlsbad Grand Prix CITY MANAGER Ifpr
RECOMMENDED ACTION:
Consider the request from the Swami's Athletic Association (non-profit organization) for a Special Events
Grant and ADOPT Resolution No. 2013-204 to approve the request at an amount not to
exceed $8,445, and authorize the Administrative Services Director to appropriate and disburse the grant
funds on a reimbursement basis.
ITEM EXPLANATION:
The Swami's Athletic Association (SAA) is requesting a Special Event Grant from the City for the
maximum grant of $10,000 to assist in event production costs for the inaugural Carlsbad Grand Prix.
SAA's Carlsbad Grand Prix is scheduled to be held on September 7 and 8, 2013 and is intended to
serve as a bicycling event to raise awareness on healthy living, wellness and community. SAA
anticipates that an estimated 3,000 participants and spectators will attend this year's event. The
Carlsbad Grand Prix has received approval of a major Special Events Permit from the City of Carlsbad
and will take place exclusively on Armada Drive.
City Council Policy No. 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 as follows:
• Organizations are eligible to receive 5 years of city assistance, three years of direct cash
assistance and the remaining of in-kind services only.
• 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.
The total budget for the event is estimated at $47,225, which includes approximately $5,000 in prize
monies which staff does not recommend be included in event "startup" costs when public funding is
requested. Therefore, staff has reduced the total event costs to $42,225 (excluded the prize money).
The original SAA request for $10,000 exceeds the 20 percent funding cap for the city grant. Therefore
the requested grant amount has been reduced by staff to $8,445. This amount will cover most of the
fully burdened cost of required city services (estimated at $8,787). If the grant request amount is
approved, there will be no funding available for direct cash assistance to the event. The grant funds will
be used to pay for the city services only and the balance of services shall be billed to SAA directly.
SAA is committed to hosting an annual Carlsbad event featuring junior athletes, amateurs, professional
and Paralympic cyclists. Staff has determined that the request is eligible for consideration and
recommends approval of the Special Event Grant not to exceed $8,445 for the Carlsbad Grand Prix, with
the stipulation that the funds will not be disbursed in the event SAA obtains adequate sponsorships to
fund all costs for the event, including the city services.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquez(a)carlsbadca.gov
FOR C/TY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER-SEE MINUTES •
AMENDED •
Page 2
If approved, the grant will serve a public purpose by:
• Building pride in the community by showcasing local achievements, heritage, culture,
environment, and/or neighborhoods;
• Encouraging the development of new partnerships through local public and private sector
groups working together;
• Enhancing the volunteer sector by providing opportunities to learn new leadership skills;
• Providing a community event for people of all ages and abilities, which enhance the quality of
life in Carlsbad; and
• Strengthening the local economy.
The Special Event Grant application is attached as Exhibit 2 for City Council review and consideration. It
should be noted that the event sponsor has indicated that any funds raised in excess of event costs will
be donated to three organizations: Challenged Athletes Foundation, Boys and Girls Club of Carlsbad
and the Mitchell Thorp Foundation. Because the City Council policy for special event grants does not
allow for city financial support of fundraising events that benefit individuals or individual families, SAA
has agreed that if there are funds raised in excess of the total event costs and there are surplus funds to
be donated to the above noted organizations (which do not all benefit an organization providing services
to the larger Carlsbad community), SAA will pay for all in-kind city services on its own and will not utilize
city funds to reimburse SAA for event costs.
By adopting the attached resolution, the grant will be approved and will be available to SAA, on a
reimbursement basis, to pay for most of the in-kind city services estimated at $8,787 (Exhibit 3), and
provide no direct cash assistance. There will be a stipulation that the funding will be provided only if
adequate sponsorships are not raised by SAA to pay for all event costs as of the day of the event.
FISCAL IMPACT:
SAA has indicated that the estimated total event expenses will amount to approximately $47,224, which
includes $5,000 in prize money. Staff has reduced the total event costs to an estimated $42,224
(excluding the $5,000 in prize money).The Carlsbad Grand Prix is a sponsorship driven event and is
continuously raising monies to offset its event costs. To date, SAA has secured $27,700 in
sponsorships; the event's largest sponsor is the local Hoehn Motors dealerships. City grant funds will be
used for event costs (in-kind city provided services) only if adequate sponsorships are not obtained to
cover all costs of the event. Any gap in covering event costs will be covered by the city grant up to the
$8,445, if approved by the City Council.
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 approximately $941,793.
EXHIBITS:
1. City Council Resolution No. 2Q13-204
2. Special Event Grant application
3. City services cost schedule/analysis.
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EXHIBIT 1
RESOLUTION NO. 2013-204
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING A SPECIAL EVENT
GRANT TO THE SWAMI'S ATHLETIC FOUNDATION AND
AUTHORIZING THE ADMINISTRATIVE SERVICES DIRECTOR
TO APPROPRIATE AND DISBURSE SAtD FUNDS.
WHEREAS, the Swami's Athletic Association has requested a Special Event
Grant to assist with bicycling event production costs for the inaugural Carlsbad Grand Prix; and
WHEREAS, the Swami's Athletic Association is sponsoring a family-friendly
community oriented weekend event to be held exclusively on Armada Drive between Cannon
Road and Palomar Airport Road of Carlsbad September 7 and 8, 2013; and
WHEREAS, all necessary city permits have been obtained; and
WHEREAS, the public purpose served by the special event includes, but is not
limited to: building pride in the community by showcasing local achievements, heritage, culture,
environment, and/or neighborhoods; encouraging the development of new partnerships through
local public and private sector groups working together; 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 Cartsbad; and, strengthening local
economies; and
WHEREAS, the City Council of the City of Carlsbad 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 $8,445, which will be used to pay for a portion of the in-kind city services estimated
at $8,787, the balance will be paid by the event organizer.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Carlsbad City Council hereby authorizes the Administrative
Services Director to appropriate $8,445 from the City Council's General Fund contingency account
to various General Fund budgets for in-kind City services for the Swami's Athletic Associations'
Carlsbad Grand Prix as detailed in Exhibit 3.
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3. That the Carlsbad City Council stipulates that Swami's Athletic
Association shall not receive the approved city grant for in-kind city services if adequate private
sponsorships are ultimately received by the Association to cover all of the event costs, including
the city services, and the city funds are not needed.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 27**^ day of August, 2013, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
BAiJpftRA ENGLESON, Cit\r Clerk
.s^:^vSBAo'X
^^^^
Exhibit 2
City of Carlsbad
Housing and Neighborhood Services
Attn: Courtney Enriquez
2965 Roosevelt Street, Ste. B
Carlsbad, CA 92008
Swami's Athletic Association
Attn: Fred Muir
6965 El Camino Real, Suite 105
PMB 119
Carlsbad, CA 92009
Dear Ms Enriquez,
The Swami's Athletic Association is requesting $10,000 in special event grant funds to produce and
promote the Carlsbad Grand Prix and the Carlsbad Family Fun Ride on Saturday, September 7, 2013
and Sunday, Septembers, 2013, respectively.
It is our intention to utilize the grant monies to produce and promote a weekend of world-class family-
friendly cycling events in the downtown Carlsbad Village. The event consists of the Carlsbad Downtown
Grand Prix to be held on Saturday, September 7, 2013 in the heart of Carlsbad Village, and the
Carlsbad Family Fun Ride to be held on Sunday, September 8, 2013 in Carlsbad Village and adjacent
neighborhoods. The grand prix circuit is a 0.9 mile closed course that loops through Carlsbad Village
starting and finishing on Carlsbad Village Drive, foiiowing a course down State Street, Oak Strfeet,
Madison Street, Pine Street, and Harding Street. This exciting full day of races will feature more than 600
junior, amateur, professional, and paralympic cyclists racing in timed races for prizes and/or cash. This
event will begin approximately at 7:00am and finish in the late afternoon.
The Carlsbad Family Fun Ride will be held in Carlsbad Village, looping out through other Carlsbad
neighborhoods before returning through the Village and Pine Park. This family friendly full day event will
feature more than 1000 recreational cyclists and includes multiple activities such as music, food, games,
expo, bike rodeo, and BMX track, plus more fun things for families to hang around and enjoy.
The benefits of these events to the Carlsbad community along with the Carlsbad Village will be enormous
in terms of providing business with increased revenue on the weekend after Labor Day; highlighting the
cycling-friendly, livability, and family friendly nature ofthe Carlsbad city streets; and bringing together a
wide demographic of Carlsbad and neighboring communities residents to enjoy the city's multiple
business and social offerings.
Attached please find our Special Event Application along with our Special Events Grant Supplemental
Application. We appreciate your consideration for this grant.
Regards,
Fred Muir
Swami's Athletic Association
Carlsbad Grand Prix and Carlsbad Family Fun Ride Director
SPECIAL EVENTS GRANT
SUPPLEMENTAL APPLICATION
Please complete the following supplemental application using ttie instmctions provided on ttie last paae ofthis application. Attach additional pages if necessary.
Name of Applicant: .Swami's Athletic Assoication
Address:6965 El Camino Real, Suite 105, PMB 119, Carlsbad, CA 92009
Phone: ,619, 993-3997 E-maii. jfmuir@sbcglobal.net
Contact iFred Muir 619-993-3997
Name Phone
Contact 2 Robert Panzera 917-543-2670
Name Phone
Federal Tax ID # or Social Securitv #: 33-0787268
TOTAL GRANT FUNDING REQUEST: $ 10,000
ELIGIBLITY REQUIREMENTS
Please answer the following questions to determine if your event is eligible for City grant funds:
Will your Special Event be held entirely within the City of Carlsbad?
Have you submitted a Special Events Permit application to the City?
(If yes, please attach a copy to this grant supplemental application)
Does your Special Event have a citywide interest? if yes, explain in the section below
Has the Special Event received less than three (3) years of grants from the City?
(If yes, please note below the number of years you have received grants from the City, if any)
Y
0
0
0
N
•
•
•
•
If you answered ves to all ofthe above questions, your request is eligible for this grant program.
Please complete the remainder ofthis 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.
City of Carlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
www.carlsbadca.gov
1
GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document)
Applicant Background
Organization: Swami's Athletic Associatioii
Names of Officers and Board of Directors (if applicable):
Name Title
Steve Masterson President
Troy Huerta Secretary
John Welch CFO
Fred Muir Carlsbad Grand Prix Director
Name of the special event: Carlsbad Grand Prix and Carlsbad Family Fun Ride
Location of event: CaNsbad Village
Date of event: Saturday, September 7, 2013 and Sunday, September 8, 2013
Please list the years in which your team has received prior funding from the City and list the related
dollar amounts: Zero (O) years
How does your special event benefit and provide citywide interest to the Carlsbad community?
(see attached event description)
FINANCIAL CAPABILITIES/BUDGET
Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants)
currently committed or pending? Please complete the information below:
Name
TBD (see attached budget)
SKLZ
SPY
Percentage of financial contribution towards goal
%
%
%
%
TBD
TBD
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. (Twp signatures required)
Title
J /So 3
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 Carlsbad will provide written materials in alternative formats and reasonable modifications in
policies and procedures to persons with disabilities upon request.
RETURN COMPLETED APPUCATION
Please hand deliver, U.S. mail, e-mail or fax completed supplemental grant application packet
together with your cover letter request to:
City of Carlsbad
Housing and Neighborhood Services
2965 Roosevelt Street, Ste. B
Carlsbad, CA 92008
Attn: Courtney Enriquez
Telephone Number: 760-434-2812
Fax Number: 760-720-2037
E-mail: Courtnev.Enriquez(a)carisbadca.qov
City of Carlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
www.carlsbadca.gov
CARLSBAD CRITERIUM BUDGET
ITEM Est. Actual
Prize Money $ 5,000.00 $ 4,990.00
Primes $ 1,000.00
Insurance $ 2,000.00
USAC Permitting $ 50.00 $ 50.00
USAC Officials $ 2,000.00 $ 1,000.00
USAC Post-event ($3/rider) $ 900.00
Announcer $ 800.00 $
Barricade/Message Tape $ 268.68 $ 268.68
City Permit Fee $ 330.00 $ 330.00
Vendor Permit Fee $ 125.00 $ 125.00
Affected Parties Notice Post $ 100.00 $
TCP $ 2,200.00 $ 2,200.00
Traffic Control $ 4,500.00 $ 5,980.00
Police Personnel $ 6,852.25
Fire Personnel $ 627.70
Transportation/Street Services $ 751.36
Port-a-Potties $ 525.00 $ 427.00
Race Numbers $ 300.00 $
Street Sweeper $ 480.00 $ 520.00
Miscellaneous Supplies $ 200.00
Food for Crew $ 150.00
Copy and Office $ 100.00
Race Fees for Juniors $ 300.00
Marl^eting $ 1,200.00
CCSD Pre-Event Management Fee $ 2,520.00 $ 2,520.00
CCSD Co-Logistics Director Fee $ 1,650.00 $ 1,650.00
CCSD Co-Logistics Director Fee $ 1,650.00 $ 1,650.00
CCSD Staff $ 150.00 $ 150.00
CCSD Staff $ 150.00 $ 150.00
Mechanic $ 150.00 $ 150.00
Mechanic $ 150.00 $ 150.00
TOTAL $ 37,179.99 $ 22,310.68
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CARLSBAD FUN RIDE BUDGET
Item Est. Actual
Insurance $ 1,000.00
USAC Permitting $ 50.00 $ 50.00
USAC Post-event ($1.50/rider) $ 450.00
Ranger $ 214.00 $ 214.00
City Permit Fee $ 330.00 $ 330.00
Vendor Permit Fee $ 100.00 $ 100.00
Parl< Permit $ 580.00 $ 580.00
Miscellaneous Supplies $ 200.00
Food for Crew $ 200.00
Copy and Office $ 200.00
CCSD Pre-Event Management Fee $ 2,520.00 $ 2,520.00
CCSD Co-Logistlcs Director Fee $ 1,650.00 $ 1,650.00
CCSD Co-Logistics Director Fee $ 1,650.00 $ 1,650.00
CCSD Staff $ 150.00 $ 150.00
CCSD Staff $ 150.00 $ 150.00
CCSD Staff $ 150.00 $ 150.00
CCSD Staff $ 150.00 $ 150.00
Mechanic $ 150.00 $ 150.00
Mechanic $ 150.00 $ 150.00
TOTAL $ 10,044.00 $ 7,994.00
w
MONIES SECURED
VENDOR LEVEL MONIES
Hoehn Partner $ 14,300.00
Capo Pro 1-2 Prize $ 1,000.00
Capo Product Prizes $
Goldman Expo Gold $ 450.00
Kent Howard, DDS Expo Bronze $ 300.00
Solutions Real Estate Titte $ 1,000.00
Barney and Barney Expo Silver $ 450.00
Carlsbad Grant Grant $
The Club at La Costa Expo One Day $ 200.00
Kali Expo Bronze $ 300.00
SKLZ Partner $ 5,000.00
KPRi $
RC Baker Foundation Partner $ 2,500.00
Skratch Expo $
Inteiliskin Expo Gold $ 600.00
Aromax Expo $ 200.00
Loy Chiropractic Expo $ 200.00
Rita's of Carlsbad Expo $ 200.00
Pedego Expo $ 200.00
WD-40 Expo Gold $ 400.00
Supercuts Ride stop $ 200.00
Wetk Resorts Expo $ 200.00
eLiveLife Expo $
Haro Expo $
Masi Expo $
YMCA Expo $
REVENUE TOTAL $ 27,700.00
EXHIBIT 3
1st Annuat Carlsbad Grand Prix
Cost Breakdown
Service Provider Cost
City Special Events Permit Cartsbad Parks 8t Recreation Department $330.00
3'^ party vendor fee Cartsbad Parks 8i Recreation Department $225.00
Police staffing Cartsbad Police Department $6,852.25
Fire staffing Cartsbad Fire Department $627.70
Storm water/streets staffing Cartsbad Public Works Department $751.36
*Costs reflect the fully burdened rate.
TOTAL $8,786.31
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Special Event Grant
Swami’s Athletic Association
Carlsbad Grand Prix
Courtney Enriquez
August 27, 2013
Grant Request
•Council Policy 51
•Carlsbad Grand Prix
•Eligibility and requirements
•Fiscal impact
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City Council Action
•Adopt resolution no. 2013-204 approving a
Special Event Grant and appropriating said
funds.
•Deny the request by minute motion.
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