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Home My WebLink About2015-01-27; City Council; 21829; Approving Grant to Carlsbad High School's Xcaliber Dance TeamCITY OF CARLSBAD - AGENDA BILL AB# 21,829 ADOPT A RESOLUTION APPROVING A WINNING TEAMS GRANT TO CARLSBAD HIGH SCHOOL'S XCALIBUR DANCE TEAM DEPT. DIRECTOR MTG. 1/27/2015 ADOPT A RESOLUTION APPROVING A WINNING TEAMS GRANT TO CARLSBAD HIGH SCHOOL'S XCALIBUR DANCE TEAM CITY ATTORNEY DEPT. CED ADOPT A RESOLUTION APPROVING A WINNING TEAMS GRANT TO CARLSBAD HIGH SCHOOL'S XCALIBUR DANCE TEAM CITY MANAGEir\v^ ^ RECOMMENDED ACTION: Adopt Resolution No. 2015-012 approving a Winning Team Grant of $5,486 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 $5,486. 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 20 participants and 2 coaches, qualified and earned their invitation to the competition in the summer of 2014. The team is scheduled to compete at the Universal Dance Association National Dance Team Championships in Orlando, Florida held on January 31 and February 1, 2015. The CHS Xcalibur Dance Team estimates that the total cost to the national competition is $27,432 (including travel, apparel, supplies) for the entire Team, which results in a breakdown of roughly $1,247 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 ofthe 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 No. 51, all ofthe following eligibility requirements ofthe 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 ofthe participants in the team are residents of Carlsbad. Based on the criteria set forth in Council Policy No. 51, staff is recommending approval of a Winning Teams Grant in the amount of $5,486 (20 percent ofthe total travel cost) in direct cash assistance to be provided on a reimbursement basis only. If awarded, the grant would help offset the teams' 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 No. 51. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtney.enriquez@carlsbadca.Rov FOR CITY CLERKS USE ONLY. V COUNCIL ACTION: APPROVED A CONTINUED TO DATE SPECIFIC • DENIED • CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • Winning Teams Grant January 27, 2015 Page 2 Over the past decade the City Council has granted twenty-eight (28) Winning Teams Grants, disbursing just over $141,000 to Carlsbad teams to help offset travel expenses for national championship competitions. Staff is recommending approval ofthe 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 award this Winning Teams Grant, approval ofthe attached resolution will appropriate $5,486 (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 2014-15 and carries a current account balance of $1,084,467. 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. PUBLIC NOTIFICATION: This item does not require any public notification or advertisement. EXHIBITS: 1. Adopt City Council Resolution No. 2015-012 approving the Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team and appropriating $5,486 from City Council's General Fund contingency account. 2. Letter from Xcalibur Dance Team, Winning Teams Grant Application 25 26 27 28 RESOLUTION NO. 2015-012 EXHIBIT 1 1 2 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVE A WINNING TEAMS GRANT FOR CARLSBAD 4 HIGH SCHOOL'S XCALIBUR DANCE TEAM AND AUTHORIZING THE FINANCE DIRECTOR TO DISTRIBUTE SAID FUNDS. 5 g The City Council ofthe City of Carlsbad, California, does hereby resolve as follows: 7 WHEREAS, the City Council adopted City Council Policy No. 51 which establishes 8 the criteria and process for funding community activities; 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 a national championship competition; and WHEREAS, the Carlsbad High School (CHS) Xcalibur Dance Team, consisting of 9 10 11 12 13 twenty participants and two coaches, has submitted a letter requesting reimbursement funding 15 under the Winning Teams Grant for their upcoming participation at the Universal Dance 16 Association National Dance Team Championships in Orlando, FL; 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 17 18 19 20 21 22 alone; and, a grant that assists in the effort to foster an enhanced sense of community where its 23 members feel a sense of belonging and that they matter to one another and to the group; this 24 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 WHEREAS, staff recommends approval for the grant request of $5,486 in direct cash reimbursement assistance. 15 16 17 18 19 20 21 23 24 25 26 27 28 NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The above recitations are true and correct. 1 2 3 4 5 2. That the City Manager or designee is authorized to approve 6 reimbursements up to, but not to exceed, $5,486 for the costs of travel and related expenses for ^ the CHS Xcalibur Dance Team to participate in the Universal Dance Team Association National Dance Team Championships. 3. That the Finance Director is authorized to appropriate five thousand four hundred and eighty six dollars ($5,486) from the City Council's General Fund contingency account, and to distribute said funds on a reimbursement basis as approved by the City Manager 8 9 10 11 12 23 or designee for the CHS Xcalibur Dance Team for the purpose set forth above 14 /// /// /// /// /// /// /// 22 /// /// /// /// /// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City of Carlsbad on the 27th day of January 2015, by the following vote to wit: AYES: NOES: ABSENT: Council Members Hall, Blackburn, Schumacher, Wood, Packard. None. None. MATT HALL, Mayor ATTEST: BARBARA ENGLESON, dty Clerk Xcalibur Dance Team 6428 Ruby Way Carlsbad, CA 92011 October 29, 2014 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 $5486 on behalf of the Xcalibur Dance Team for the 2014-2015 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 2015. 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 three years along side ofthe 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 ofthe 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 CARLSBACrV WINNING TEAMS GRANTS APPLICATION Ptease complete the following application using the instmctions provided on the last oaae of this apolication. Attach additional pages if necessary. Name of Applicant: Xcalibur Dance Team Address: fi4?R Ruby Way Carlsbad. CA 92011 Phone: (7fin ) 533-8292 Contact 1_ Contact 2 Erin Predmore E-mail: epredmore(a)earthlink.net 760-533-9292 Name Jean Streicher Pfione 760-845-4245 Name Federal Tax ID # or Social Security #: 26-2764914 Ptione TOTAL GRANT FUNDING REQUEST: $ 5,486.00 'Request cannot exceed 20 percent of the total travel cost. See attached travel budget breakdown. ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your team is eligible for City grant funds: Are all 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 competition? Are at least 90% of the participants in the group or team residents of Carlsbad? Will the grant be used to offset the cost of travel to a national championship/ competition? if you answered j^es to all of the above questions, your request is eligible for this grant program. If you answered no to any ofthe 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 Q • Q • Q • C3 • • City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document) Applicant Background Name of Team (if different than applicant name): same What type of group/team (e.g. baseball, debate, rugby): Hioh School Dance Team Number of group/team members: 20 Number of Coaches: 2 Affiliated organization: Carlsbad High School Name of the competition attending: i IHA Mgtiongi ngnr-^ Toam r.hampinnghip Location of competition: Orlanrin, Finrlda Competition date: January 31 - February 1, 2015 Estimated cost per individual: $ $1-247 Estimated cost for entire group/team: $ $27.432 Please list the years in which your team has received prior funding from the City: a. Names of Officers and Board of Directors (if applicable): Name Title Erin Predmore President Jill Anderson Vice President Jean Streicher Treasurer Mary Badiner Secretary Describe your group/team: The 2014-2015 Xcalibur Dance Team is comprised of 20 dancers from grades 9-12. Xcalibur has represented CHS and Carlsbad at various regional competitions, returning home with two first place trnphies again last year The team also f^nntir^iially partif^ipates in r^nmmiinity events whif^h this vear include Art Splash, Carlsbad Rotary Oktoberfest, Alzheimer's Walk and Relay for Life, to name a few. The past three years, thanks to the gonorous Winning Teams Grant, the team was able to travel to the UDA National Dance Team Competition in Florida. This competition is an annual event where approximately GOO dance teams compete. We brought hoi vie a second and a thiid place trophy last year. We hope with help from this grant we are able to return this year and hopefully bring home the championship to Carisbad. Th6 entire experience Of the competition is an very rewarding and memorabife learning and tearti building experience for the dancers. Cityof Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov How will a grant to your group/team benefit the Carlsbad community or provide citywide interest? This grant wili enable the dancers to enhance the community spirit and citvwide interest. Xcalibur has again qualified to represent Carisbad High School and the City of Carisbad on the National Stage. Community meiiibeis will roul fui and support the dancers and Itiis yiaiil will ullinialely slreiiyltieii Hie bond between the community, the high school, the dancers and their friends and families. FINANCIAL CAPABILITIES/BUDGET 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 Percentage of financial contribution towards goal National Sponsorship Campaign 25 % % Booster (family) Contributions 19% % Dance Camp/Kid's Clinic 15 % % Refreshment Sales 1% % Mother/Daughter Tea 10% % Art Splash 10% % City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov ^ CITY Of CARLSBAD Team: Xcalibur Dance Team WINNING TEAMS GRANT Team Travel Budget Travel dates: January 29, 2015 - February 2, 2015 Number of team members traveling (includes participants, one head coach and assistants*): 22 'Assistant do not include the Team Coordinator, Team Parent, Communications Manager, chaperones, etc. ELIGIBLE REIMBURSEMENT EXPENSES ESTIMATED COSTS Airfare $ 7,480.00 Competition entry fees $ 2,200.00 Food $ 3,500.00 Lodging $ 14,252.00 ESTIMATED TOTAL TEAM TRAVEL $ 27,432.00 Estimated travel cost per individual (based off of costs noted above): $ 1,247 Total grant request (maximum of 20% of the total team travel cost): $ 5,486.00 City of Carlsbad Housing and Neighborhood Services Winning Teams Grant 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 Title Date Treasurer. Xcalibur Boosters iQ j^/ij Title Date 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 Carisbad Housing & Neighborhood Services, Attn: Courtney Enriquez 1200 Carisbad Village Drive Carisbad, CA 92008 Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtnev.Enriquez@carisbadca.qov City of Carlsbad use only: Rfinaivad- sm Date Administrative approval tifauaiUe): City Manager Date City nniinnil prfusantation mmcessatv): Date Cityof Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadcagov