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Home My WebLink About2014-01-28; City Council; 21492; Winning Team Grant Request Carlsbad High School Xcalibur Dance TeamCITY OF CARLSBAD - AGENDA BILL 8 AB# 21,492 Winning Team Grant Request, Carlsbad High Schoors Xcallbur Dance Team DEPT. DIRECTOR MTG. 1/28/14 Winning Team Grant Request, Carlsbad High Schoors Xcallbur Dance Team CITY ATTORNEY DEPT. CED Winning Team Grant Request, Carlsbad High Schoors Xcallbur Dance Team CITY MANAGER RECOMMENDED ACTION: ADOPT City Council Resolution No. 2014-019 approving a Winning Team Grant of $5,814 for the Carlsbad High School Xcalibur Dance Team to compete at the Universal Dance Association National Dance Team Championship, and authorizing the Finance Director to appropriate and distribute said funds. ITEM EXPLANATION: The Carlsbad High School (CHS) Xcalibur Dance Team is requesting a Winning Teams Grant from the city in the amount of $7,500. Attached is a letter from the Xcalibur Dance Team (Exhibit 2) requesting City Council consideration of the team's request. The CHS Xcalibur Dance Team, comprised of 22 participants and 2 coaches, qualified and earned their invitation to the competition in the summer of 2012. The team is scheduled to compete at the Universal Dance Association National Dance Team Championships in Orlando, Florida held on February land 2, 2014. The CHS Xcalibur Dance Team estimates that the total cost to the national competition is $31,000 (including travel, apparel, supplies) for the entire Team, which results in a breakdown of roughly $1,300 per individual. Council Policy No. 51 sets forth the criteria and process for funding community activities, including participation by winning teams in national level competitions. The CHS Xcalibur Dance Team request is for a national competition which is consistent with the intent of the Winning Teams Grant. The request for financial support under this grant program is to assist the team by reimbursing the resident participants for the travel costs incurred to compete at the national level. Per Council Policy 51, all of the following eligibility requirements of the grant have been met: The participants are all 18 years of age or under; and ^ The team is an organized non-profit agency; and ^ The request for funding has been made prior to the date of their event; and ^ At least 90 percent of the participants in the team are residents of Carlsbad. Since the application submittal, revised figures (Exhibit 3) have become available and the adjusted total travel cost is $29,070 for the entire team, and $1,200 per team member. Based on the criteria set forth in Council Policy 51, staff is recommending approval of a Winning Teams Grant in the amount of $5,814 DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 courtney.enriquez(a)carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • (20 percent of the total cost) in direct cash assistance to be provided on a reimbursement basis only. If awarded, the grant would help offset the participants' costs for the following eligible expenses: airfare, ground transportation, hotel accommodations, entry fees, and meals. As noted, the recommended grant amount is 20 percent of the total travel cost per City Council Policy 51. Over the past decade the City Council has granted twenty-one (21) Winning Teams Grants, disbursing just over $115,000 to Carlsbad teams to help offset travel expenses for national championship competitions. Staff is recommending approval of the grant based on the following proposed public benefits to Carlsbad. First, participation in a national competition provides exposure from a marketing perspective for Carlsbad. Winning youth teams proudly represent Carlsbad and confidently represent the youth of the community, which positively reflects upon the character of the community and enhances its image. Second, winning teams are morale boosters both from an individual as well as a community perspective. The City of Carlsbad is demonstrating its commitment to youth and community spirit. Third, support for a winning team from the City helps to demonstrate an important community building principle which is: all of us together can do more than each of us can do alone. Finally, the grant program assists in the City's effort to foster an enhanced sense of community where its members feel a sense of belonging and that they matter to one another and to the group; this stronger sense of community, in turn, helps to encourage commitment to common goals and objectives that benefit the larger community through an enhanced quality of life. FISCAL IMPACT: If the City Council chooses to fund this Winning Teams Grant, approval of the attached resolution will appropriate $5,814 (direct cash assistance for cost reimbursement) from the City Council's General Fund contingency account for the CHS Xcalibur Dance Team. The City Council's General Fund contingency account was allocated a $1,500,000 provision for FY 2013-14, and carries a current account balance of $420,151. ENVIRONMENTAL IMPACT; If the City Council decides to fund all or a portion of the grant request, the appropriation of funds does not qualify as a "project" under the California Environmental Quality Act (CEQA) per Public Resources Code Section 21065 and State CEQA Guidelines Section 15378 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment and therefore does not require environmental review. EXHIBITS: 1. City Council Resolution No. 2014-019 approving the Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team and appropriating $5,814 from City Council's General Fund contingency account. 2. Letter from Xcalibur Dance Team, Winning Teams Grant Application 3. Revised travel figures 9 10 11 12 13 16 17 18 19 20 21 22 23 24 25 26 27 28 Exhibit 1 1 RESOLUTION NO. 2014-019 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, 3 CALIFORNIA, APPROVING A WINNING TEAMS GRANT FOR CARLSBAD HIGH SCHOOL'S XCALIBUR DANCE TEAM AND 4 APPROPRIATING FUNDS. 5 II , WHEREAS, the City Council adopted City Council Policy No. 51 which addresses the 6 7 criteria and process for funding community activities, including participation by winning teams 8 in national competitions; and WHEREAS, Section 5 of City Council Policy No. 51 states that the City Council may approve a Winning Teams Grant for a youth team to offset the cost of travel expenses to national championship competitions; and WHEREAS, the Carlsbad High School (CHS) Xcalibur Dance Team has submitted a letter 14 requesting reimbursement funding under the Winning Team Grant for their upcoming 15 participation at the Universal Dance Association National Dance Team Championships in Orlando, Florida held February 1 and 2, 2014; and WHEREAS the CHS Xcalibur Dance Team consists of twenty two (22) team members and two (2) coaches; and WHEREAS awarding said grant will benefit Carlsbad by providing: community exposure from a marketing perspective; a morale booster for both the team members and the community as a whole; support for a winning team that helps to demonstrate an important community building principle which is: all of us together can do more than each of us can do alone; and, a grant that assists in the City's effort to foster an enhanced sense of community where its members feel a sense of belonging and that they matter to one another and to the group; this stronger sense of community, in turn, helps to encourage commitment to common goals and objectives that benefit the larger community through an enhanced quality of life; and 1 WHEREAS staff recommends approval for the grant request of $5,814 in direct cash ^ reimbursement assistance to the CHS Xcalibur Dance Team. 3 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 4 California, as follows: 5 ^ 1. That the above recitations are true and correct. 7 2. That the City Manager or designee is authorized to approve reimbursements up to, but not to exceed, $5,814 for the costs of travel and related expenses for the CHS 9 Xcalibur Dance Team to participate in the Universal Dance Association National 10 Dance Team Championships in Orlando, Florida from February 1 and 2, 2014. 11 j2 3. That the Finance Director is authorized to appropriate five thousand eight hundred 13 and fourteen dollars ($5,814) from the City Council's General Fund contingency 14 account, and to distribute said funds on a reimbursement basis as approved by the ^ ^ City Manager or designee for the CHS Xcalibur Dance Team for the purpose set forth 16 above. 17 " 18 19 // 20 // 21 // // // // 22 23 24 25 26 // 27 28 4 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 28*^ day of January, 2014, by the following vote to wit: AYES: NOES: ABSENT: Council Members Hall, Packard, Wood, Blackburn and Douglas. None. None. 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ATTEST: BARBARA ENGLESON, Cfty Clerk Exhibit 2 Xcalibur Dance Team 6428 Ruby Way Carlsbad, CA 92011 October 17,2013 City of Carlsbad Winning Teams Grant Housing and Neighborhood Services 2965 Roosevelt St. Suite B Carlsbad, CA 92008 Attn: Courtney Enriquez Dear Courtney, I respectfully submit the City of Carlsbad Winning Teams Grant application of $7500 on behalf of the Xcalibur Dance Team for the 2013-2014 school year. If the team is successful in obtaining this grant, the team will once again use it to partially fund the trip to the UDA National Dance Team Competition in Orlando Florida in February 2014. The team cannot thank you enough for this grant in the past. The funding has been a huge help and afforded the team and the community a very memorable experience. Xcalibur has been very proud to successfully represent Carlsbad at the UDA National Dance Team Competition the past two years along side of the Lancer Dancers. With both teams in Florida we are able to support each other and represent the community even more. This incredible event is the culmination of the team's dedication, hard work, and service to the community of Carlsbad and we look forward to attending it again this coming year. Please feel free to contact me with any questions and thank you very much for your consideration. Sincerely, Erin Predmore President Xcalibur Dance Team Booster Organization (760)533-8292 CITY OF // CARLSBAD% WINNING TEAMS GRANTS APPLICATION Pfease complete the Mowing appKcaVon using the instucHons provided on the last oaae oftNs aoolication. Attadi adcStional pages if necessary. Xcalibur Dance Team Name of Applicant: Address: ^428 Ruby Way Carlsbad, CA 92011 Phone: ( 760 ) 533-8292 E-mail: epredmore@earthlink.net Contact 1 Erin Predmore (760)533-8292 Name Contact 2 Jean Streicher (760)845-4245 Name Federal Tax ID # or Social Security #: 033-0874625 Phone TOTAL GRAND FUNDING REQUEST: $ $7500 ELIGIBLITY REQUIREMENTS Are ail participants on the team 18 years of age or younger? Is the group or team organized as a non-profit corporation or agency? Is this request for grant funding being made prior to the date of the event? Are at least 90% of the participants in the group or team residents of Carlsbad? Has this team 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) Will the grant be used to offset the cost of travel to a national championship/ competition? If you answered yes to all of the above questions, your request Is eligible for this grant program. If you answered no to any of the questions, please contact Courtney Enriquez at the City of Carlsbad (760- 434-2812) to further discuss your eligibility for the winning teams grant. Y N X • X • X • X • X • H • City of Carisbad Housing and Neighborhood Services Winning Teams Grant Apphcation www.carlsbadca.gov 1 REQUEST DESCRIPTION (ffmce^ty. please ^^si^ementalps^ to doctmm^ Applicant Background Name of Team (if different than applicant name): same What type of group/team (e.g. baseball, debate, rugby): High School Dance Team Number of group/team members: 22 Number of Coaches: 2 Affiliated organization: Carlsbad High School Name of the event attending: UDA National Dance Team Championship Location of event: Orlando, Florida Estimated cost per individual: $ 1,300 Estimated cost for entire group/team: $ 31.000 Please list the years in which your team has received prior funding from the City: 2011/2012 Names of Officers and Board of Directors (if applicable): Name Title Erin Predmore President Jill Anderson Vice Predident Jean Streicher Treasurer Dorinda Schneider Secretary Describe your group/team: The 2013-2014 Xcalibur Dance Team is comprised of 22 dancers from grades 9-12. Xcalibur has represented CHS and Carlsbad at various regional competitions, retuming home with two first place trophies just last year. The team also continually participates in communitv events, which this vear include Art Splash, Carisbad Rotary Oktoberfest, Relay for Life and the Carisbad Tree Lighting Ceremony to name a few ThP pagt twn ypars thanks tn thfi gftnftrniiR Winning Tftam.s Grant the team was able tn travel to the UDA National Dance Team Competition in Florida. This competition is an annual event where approximately 600 dance teams compete at this competition. The entire experience of the competition is a very rewarding and memorable learning experience for the dancers. City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application wvm.carlsbadca.gov How will a grant to your groupAeam benefit the Carlsbad community or provide citywide Interest? This grant will enable the dancers to enhance the community spirit and citywide interest. Xcalibur has again qualified to represent Carisbad High School and the City of Carisbad on the National Stage. Community momboro will root for and oupport tho doncoro and thio grant will ultimately otrongthon the bond between the community, the high school, the dancers and their friends and families. FINANCIAL CAFABIUTIESmUDGET Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants, family or individual contributions, or other fundraising efforts such as car washes) currently committed or pending? Please include any financial support (including in-kind services) that you will be receiving from any other City source. Please complete the information below: Name National Sponsorship Xtreme Dance Camp Art Splash Ticket Sales Mother/Daughter Tea Percentage of financial contribution towards goal 43_% 21_o/, 17_% 130/0 Refreshment Sales 3 % PE Dancewear 3 % Please include a budget for program request including funding schedule. We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Two signatures required) President, Xcalibur Boosters Signature Title Treasurer, Xcalibur Boosters Signature Title Date Date City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this application together with a written request (cover letter) to the City Council stating the amount of funding requested and state the intended use for this funding. 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 application packet together with your cover letter to: City of Carlsbad Housing and Neighborhood Services 2965 Roosevelt Street, Ste. B Carisbad, CA 92008 Attn: Courtney Enriquez Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney.Enriquez@carisbadca.gov City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov ID Program Budget 2013-2014 UDA National Dance Team Competition Xcalibur Dance Team Carlsbad High School Projected Expenses for 22 Dancers and 2 Coaches: Lodging & Event Fees Transportation to OHando Food for 4 Days Apparel & Supplies Total Projected Expenses Projected Revenue for Trip: $15,000 $11,000 $ 3,500 $ 1,500 $31,000 National Sponsorship $10,000 Received Xtreme Dance Camp $ 5,000 Received Art Splash $ 4,000 Received Mother/Daughter Tea $ 3,000 Expected by 11/17 Refreshment Sales $ 500 Expected by 12/15 PE Dancewear $ 1,000 Expected by 11/1 Total Projected Revenue $23,500 w Exhibit 3 XCALIBUR DANCE TEAM UDA, 2014 National Dance Team Championships AIRFARE estimated $350/flight $ 8,400.00 COMPETITION ENTRY FEES $100/per team member $ 2,400.00 FOOD $146/team member $ 3,500.00 LODGING 1 double (accomodates 2 participants)($l,520) 2 triple (accomodates 6 participants)($3,858) 4 quad (accomodates 16 participants)($9,392) $ 14,770.00 Estimated Team Travel $ 29,070.00 Total team members traveling Estimated cost per individual Estimated total team travel cost Total grant request, not to exceed 20% of total budget 24 $ 1,211.25 $ 29,070.00 $ 5,814.00 revised 11/12/13 Winning Teams Grant Xcalibur Dance Team Courtney Enriquez January 28, 2014 Winning Teams Grant Requests •Council Policy 51 •Eligibility requirements •Reimbursement grant funding Winning Teams Grant Requests TOTAL TRAVEL COST TEAM REQUEST STAFF FUNDING RECOMMENDATION PERCENT OF TRAVEL COSTS $29,070.00 $7,500.00 $5,814.00 20 percent 3 Winning Teams Grant Requests •Public benefit •Funding source 4 Recommendation •Adopt resolution no. 2014-019 approving three Winning Teams Grant requests and authorizing the Finance Director to appropriate said funds. 5