HomeMy WebLinkAbout2014-06-03; City Council; 21611; Special Event Grant Request Carlsbad Beach FestCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
21.611
6/3/2014
CED
SPECIAL EVENT GRANT REQUEST
CARLSBAD BEACH FEST
DEPT. DIREaOR
CITY ATTORNEY
CITY MANAGER
RECOMMENDED ACTION:
Consider the request from the California Beach Foundation for Special Event Grant funding and ADOPT
Resolution No. 2014-1 OR to APPROVE the request at an amount not to exceed $9,986, and
authorize the Administrative Services Director to appropriate and disburse the grant funds on a
reimbursement basis.
ITEM EXPLANATION:
The California Beach 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 7th annual Beach Fest.
However, per Policy No. 51, staff is recommending the decreased amount of $9,986 to coincide with the
maximum eligibility of 20 percent in grant funding per event. The City grant request is to cover the fully
burdened cost of required city services (est. $1,045) as well as provide a direct cash donation (est. $8,941)
to the event. Beach Fest is scheduled to be held on Saturday, June 14, 2014 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. Beach Fest is held entirely on the California
State Beach and all necessary permits have been obtained from State Parks and the City ofCarlsbad.
City Council Policy No. 51, approved in December of 2012, 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 ofthe 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. If funded this year,
Beach Fest will be eligible for two additional years of in-kind city provided services only.
DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtnev.Enriquezpcarlsbadca.ROv
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 •
Page 2
This year represents the 7th Carlsbad Beach Fest; therefore it does not technically meet City Council's
Policy No. 51 definition for a "new special event" (which is currently defined as 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 forthe program in FY 2011-2012 (in the 5th year of the event)
with the purpose of helping the organizers expand and enhance the event to provide greater public
benefit. Therefore, it is staff's recommendation that the grant request be approved based on the City
Council's previous decision. In addition to the City funding, the Foundation is anticipating financial
sponsorship funding from the following non-government entities:
- Legoland Carlsbad Sea Life Aquarium - San Diego Coastkeeper
- I Love a Clean San Diego - Agua Hedionda Lagoon Foundation
- Carlsbad Optimist Club - Batiquitos Lagoon Foundation
The recommended funding of $9,986 is 20 percent ofthe 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 $9,986 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 $1,045 (Exhibit 3) as well as provide a direct cash donation of $8,941 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 application is attached 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
$49,930, and has received donations to date of approximately $33,630; the financing gap is approximately
$16,300. With the City grant and anticipated fees and other sponsorships, Carlsbad Beach Fest is
anticipated to have the required financial assistance to host the event. The anticipated Executive Director
salary included in expenses will not be an eligible reimbursement cost per City Council policy. No City
funds will be expended for ineligible expenses.
Pages
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 $224,309.
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. 2014-108
2. Special Event Grant application
3. City services cost schedule/analysis
EXHIBIT 1
1 RESOLUTION NO. 2Q14-1Q8
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WHEREAS, the California Beach Foundation has requested a Special Event Grant
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING A SPECIAL EVENT GRANT TO THE
CALIFORNIA BEACH FOUNDATION AND AUTHORIZING THE
4 ADMINISTRATIVE SERVICES DIRECTOR TO APPROPRIATE AND
DISBURSE SAID FUNDS.
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y for a second year to assist in the event production costs associated with the 7th annual Carlsbad
8 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 14th; and
WHEREAS, all necessary State and local permits have been obtained; and
WHEREAS, the public purpose served by the special event includes, but is not
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14 limited to: building pride in the community by showcasing local achievements, heritage, culture,
15 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 Carlsbad; and, strengthening local
economies; and
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21 WHEREAS, the City Council has determined that there is a public purpose served by the
22 special event and desires to invest in the event by providing a grant not to exceed $9,986, which
23 includes $1,045 for in-kind city services and $8,941 in direct cash assistance.
24 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
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1 1. That the above recitations are true and correct.
2. That the Carlsbad City Council hereby authorizes the Administrative Services
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Director to appropriate $1,045 from the City Council's General Fund contingency account to
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various General Fund budgets for in-kind City services for the California Beach Foundation's 7"^
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, annual Carlsbad Beach Fest as detailed and approved by the Housing and Neighborhood Services 6
7 Director, or designee.
8 3. That the Carlsbad City Council hereby approves a Special Event cash donation
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in the amount of $8,941 for the California Beach Foundation event from the City Council's
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General Fund contingency account, and authorizes the Administrative Services Director to
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appropriate and disburse said funds to the event organizers through the reimbursement process,
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^ ^ and subject to prior approval by the Housing and Neighborhood Services Director, or designee
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 3'''* day of June, 2014, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Schumacher and Blackburn.
None.
ABSENT: None.
ATTEST:
BARBARA ENGLESON, City(aerk
;0:
EXHIBIT 2
April 15, 2014
Courtney Enriquez
Management Analyst
Housing and Neighborhood Services
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
Subject: 2014 Carlsbad Beach Fest Special Event Grant Application
Dear Ms. Enriquez,
The California Beach Foundation Inc. (CalBeach) Is pleased to submit its special event application
for the 2014 Carlsbad Beach Fest. The Carlsbad Beach Fest is in its 7"^ year of operation and has
become a legacy event for the Carlsbad Community.
The Carlsbaci Beach Fest has undergone a great deal of growth and changes since it was first
conceived by a small group of interested Carisbad residents bacl< in 2007. The 2014 Carisbad
Beach Fest is shaping up to be the best Beach Fest yet as we seek to tal<e the event back to its
original spirit and intent of clean beaches, clean oceans, stewardship and public awareness.
As an original founding member of the Carisbad Beach Fest and a long-time resident of the
Carisbad community, I hope that the City and your department will again seek to help fund this years
event.
Sincerely,
Mat Huff, MBA
Executive Director, Founding Member
Carisbad Beach Fest
CalBeach
California Beach Foundation, Inc. (CalBeach)
300 Carlsbad Village Dr., Ste. 108A291 • Carlsbad, CA 92008 • Tel (760) 271-5787
www.Carl8badBeachFe8tcom
0\RLSBACyV
CITY OF
SPECIAL EVENTS GRANT
SUPPLEMENTAL APPLICATION
P(eas9 complete the following supplemental application using the inslruceons orovided on the last oaae of INs aoolication. Attach adilitional pages if necessary.
Address: 3oo Carlsbad Village Dr. , Suite 108A291 Carlsbaci, CA 92008
Phone: (76o ) 271-5787 E-mail: mat@carlsba<ibeachf est. com
Contact 1 Mat Huff 760-271-5787
Name Phone
Contact 2
Name Phone
Federal Tax ID # or Social Security #: 46-4968098
TOTAL GRANT FUNDING REQUEST: $ xo,oQQ
ELIGIBLITY REQUIREMENTS
Please answer the following questions to determine if your event is eligible for City grant funds:
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?
(If yes, please note below the number of years you have received grants from the City, if any)
Ifyou answered yes to all ofthe above questions, your request is eligible for this grant program.
Please complete the remainder of this application. Ifyou answered no to any of the questions, please
contact Courtney Enriquez at the City of Carlsbad (760-434-2812) to discuss your eligibility for the
special events grant.
Y N
H •
•
s •
a •
City ofCarlsbad
Housing and Neighborhood Services
Special Event Gram Supplemental Application
www.carlsbadca.gov
GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document)
Applicant Background
Organization: California Beach Foundation, Inc. (CalBeach)
Names of Officers and Board of Directors:
Name Title
Mat Huff Executive Director
Melanie Huff Secretary-
Brian Riley Director
Name of the special event: carisbad Beach Fest
Location of event: Tamarack state Beach (cold water getty to Hemlock Ave)
Date of event: Saturday June 14,2014
Please list the years in which your organization has received prior funding from the City and list the
related dollar amounts:
CalBeach has never received prior funding, but Beach Fest event was funded in 2012 and 2013
How does your special event benefit and provide citywide interest to the Carlsbad community?
The Beach Fest is in line with the City's Beach Preservation Committee's list of action
items and message- beach preservation, clean beaches & oceans, stewardship and public
awareness. The event is free to the public and helps attract tourists from abroad.
The Beach Fest provides citywide interest by bringing together the community, corp-
orations, and local and state governments together for a common cause.
FINANCIAL CAPABILITIES/BUDGET
Estimated total cost of event: $ 20,OOP
Please list additional funding opportunities (i.e. corporate or private sponsors, matching grants)
currently committed or pending below:
Name
Vanderhawk Consulting
Legoland Sea Life Aquarium
Various Booth & Food Vendors
Other Corporate Sponsors
Percentage of financial contribution towards goal
7-5 %
5.0 %
25.0 o/g
An estimated event budget is must be included with your grant submission.
Cityof Carlsbad
Housing and Neighborhood Services
Special Event Grant Supplemental Application
\wvw.carl."ibadca.gov
a
CERTIFICATION
We, the undersigned, do hereby attest that the above information is true and correct to the best of our
knowledge. (Two signatures required)
1
Executive Director
Signature Title
^^^^ .wu.
J j\ Secretary
Signature Title
4/15/2014
Date
4/15/2014
Date
SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT
Please submit this supplemental grant application together with a written request (cover letter) to the
City Coundl 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 witten materials in altemative fonnats 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
1200 Carlsbad Village Drive
Carlsbad, CA 92008
Attn: Courtney Enriquez
Telephone Number: 760-434-2812
Fax Number 760-720-2037
E-mail: Courtney.Enriquez(5)carlsbadca.gov
City of Cwlsbad
S-lduslngand Neighborhood Services Spedal Event Grant Supplemental Application
wwyv-carl-shadca-gov
Comtnej^^
From:
Sent:
To:
Subject:
Mat Huff < mat@carlsbadbeachfest.com >
Tuesday, May 06, 2014 8:05 PM
Courtney Enriquez
Re: 2014 Beach Fest Budget
Hi Courtney,
Here's the latest budget. Things have changed and may well change again between now and event day. I'll
keep posting updates to the site and can email you separately if you'd like.
EXPENSES REVENUES
# EXPENSE # REVENUE
1 BEACH CLEANUP $1,500 3% 1 BOOTH RENTALS $500 3%
2 STAGING & EQUIP $3,000 6% 2 SPONSORSHIPS $2,750 17%
3 SOUND EQUIPMENT $2,000 4% 3 5KRACE $2,500 15%
.,4:: BANDS & ENTERTAINMENT $3,000 6% FOOD VENDING $1,050 6%
SAND SCULPTURE $3,000 6% :-S' CITY GRANT** $9,500 58%
RACE EVENT TIMING $2,000 4% 3 FUNDRAISING SO 0%
EXECUTIVE SAURY (10%)* $630 1% MERCHANDISE SO 0%
INSURANCE $3,000 6% 8 OTHER?
ACCOUNTING $2,000 4% 9
10. LEGAL $4,500 9% 10
11 OTHER FEES (TRASH. POTTY) $2,000 4% 11
12 COMMUNICATIONS / RR. $2,500 5% 12
13 STIPEND POSITIONS $1,000 2% 13
14 WEBSITE / SOCIAL MEDIA $3,000 6% 14
15 MERCHANDISE $2,500 5% 16
16 STATE COSTS $5,000 10% 16
::17 CITY ADMIN COSTS $1,000 2% 17
18 FUNDRAISING $2,000 4% IS
STATE TAXES $1,300 3% •m.
Wl SECURFTY $1,500 3% 20
\2f.^ CnY CULTURAL ARTS FEE $1,000 2% 21
•••22''. EVENT POWER, PUMPS. ETC $2,500 5% 22
Ai SUBTOTAL EXPENSES $49,930 100% 23
A2 COASTAL DONATIONS -$33,630 -206% 24 A2 (B1-EXPENSES) -$33,630 -206% 25
A4 :TOmL::;;^-v m-Aiis^
• Executive salary = (Bl x 0.10) - (City Grant x 0.10)
Mat Huff
Founding Member, Executive Director
Carlsbad Beach Pest™
http;//carlsbadbeachfest.com
https: //www, facebook. com/CarlsbaciBeachFest
https://twitter.com/CBeachFest
(o) 760-994-0871
(C) 760-271-5787
Map Location: http;//ow.Iy/wr2i7
Event Layout: http://ow.ly/wqVpS
City grant not to be used on salaried positions
PROOF OF NON-PROFIT STATUS
The Califomia Beach Foundation Inc. (CalBeach) is a registered non-profit corporation with the
State of Califomia: Entity#: C3629520 (kepler.sos.ca.gov). Below is a screenshot of what is on
file at the State of California's Secretary of State website.
iiorm;
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tmrvtcti of Pntmt*
Business Entity Detail
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tlmn n>r th* fK««v«d EtatM of FMsi cvmiPUy twng pnK4«Mrff. Tn« 4«U pn>vt^ it not s comrM« or imt^mi rttt>iftS ef jm cf^.
CALJI^OfirilA ffiACH FiX^IMTIOM INC
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S4M DlS<iO CA 93Ct38
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• H tht «*ut «f thf anwr*09n tf '$Mr«fKl«r,' th« *atn* t« ftrvKt of procw• i« autoinstwaPy r«vokt<J. Pftww f«ltr ts CaWomw coftwaHom Cc4« s«<t!29.?M* 'or
tntarmjtjari ntiMtng ta i«rvic« upon ccpof Jtwrw tttat hav* nirT»n^*d.
• For infenrutKin on thcffcino Of rttervinQ > nwn*. rcf<M to K«m«J|lv^^
• for rAtmuKicn on cntorn? ttfctoKec, capi«> of tfetumvnt* tniflar isatut nt>o(tt or to r«auost« no'* «>a«miv« f«»ffh, r«f«r to iwtofTiwtlwi Rg^pioia*.
• For tifftp witli tfsrc^o 4n ontSy njMn«,raf»rCo Scftcfc 11^
• fof i^vvneimm of th« VIHIQUI fMiH 4nd ft»tut tnw. r«f«f l^fM, 0««a%Uo^^
ftedtfy.Swrdt Mvw,,,Se«r<* *!.rt5!,«;,£t!sa*)t 9*!^.tff.^^S!^..S!^^^.
Currently, official IRS 501(c)(3) status is pending. Our IRS Employer Identification Number
(EIN) is 46-4968098. In early 2014 an application was filed with the IRS and our organization is
awaiting final documentation associated with our file. Similar to year's past, our organization is
partnering with the California State Parks and Recreation Department to present this event to the
community and raise awareness as it relates to beach preservation, clean beaches, clean oceans,
and stewardship.
a-
7th Annual Carlsbad Beach Fest, 2014
In-kind city provided services
EXHIBIT 3
Service Provider
Minor Special Event Permit, fee City of Carlsbad,
Parks & Recreation
$110.00
Maintenance Worker II, vehicle City of Carlsbad,
Parks & Recreation
$935.00
•Costs reflect the fully burdened rate.
Direct cash donation
TOTAL
.. $8,941.00
$10,000.00
1^