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Home My WebLink About2015-12-15; City Council; 22166; Approving Winning Teams Grant Carlsbad High School Xcalibur Dance TeamAB# 22,166 MTG. 12/15/2015 DEPT. CED ADOPT A RESOLUTION APPROVING A WINNING TEAMS GRANT OF $5,190 TO THE CARLSBAD HIGH SCHOOL XCALIBUR DANCE TEAM DEPT. DIRECTOR CITY ATTORNEY CITY MANAGER CITY OF CARLSBAD - AGENDA BILL RECOMMENDED ACTION: Adopt Resolution No. 2015-307 approving a Winning Team Grant of $5,190 for the Carlsbad High School Xcalibur Dance Team to compete at the Universal Dance Association National Dance Team Championship, and authorizing the Administrative Services 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 $5,190. 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 17 participants and 2 coaches, qualified and earned their invitation to the competition in the summer of 2015. The team is scheduled to compete at the Universal Dance Association National Dance Team Championships in Orlando, Florida held on January 30 and 31, 2016. The CHS Xcalibur Dance Team estimates that the total cost to the national competition is $29,239 (including travel, apparel, supplies) for the entire Team, which results in a breakdown of roughly $1,719 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 No. 51, all of the following eligibility requirements of the grant have been met: 3 The participants are all 18 years of age or under; and 3 The team is an organized non-profit agency; and 3 The request for funding has been made prior to the date of their event; and 3 At least 90 percent of the 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 $5,190 (20 percent of the 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 Pene 760-434-2812 courtney.pene@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED kzr. CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER — SEE MINUTES Winning Teams Grant December 15, 2015 Page 2 Over the past decade the City Council has granted thirty-six (36) Winning Teams Grants, disbursing just over $161,000 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 award this Winning Teams Grant, approval of the attached resolution will appropriate $5,190 (direct cash assistance) from the City Council's General Fund contingency account for the CHS Xcalibur Dance Team. Grant is awarded on reimbursement basis only. The City Council's General Fund contingency account was allocated a $1,500,000 provision for FY 2015-16 and carries a current account balance of $1,488,361. 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. 2015-307 approving the Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team and appropriating $5,190 from City Council's General Fund contingency account. 2. Letter from Xcalibur Dance Team, Winning Teams Grant Application EXHIBIT 1 RESOLUTION NO. 2015-307 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A WINNING TEAMS GRANT OF $5,190 FOR CARLSBAD HIGH SCHOOL'S XCALIBUR DANCE TEAM AND AUTHORIZING THE ADMINISTRATIVE SERVICES DIRECTOR TO DISTRIBUTE SAID FUNDS. The City Council of the City of Carlsbad, California, does hereby resolve as follows: WHEREAS, the City Council adopted City Council Policy No. 51 which establishes 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 seventeen participants and two coaches, has submitted a letter requesting reimbursement funding under the Winning Teams Grant for their upcoming participation at the Universal Dance 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 alone; and, a grant that assists in the 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 WHEREAS, staff recommends approval for the grant request of $5,190 in direct cash reimbursement assistance. 1 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 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. 2. That the City Manager or designee is authorized to approve reimbursements up to, but not to exceed, $5,190 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 Administrative Services Director is authorized to appropriate five thousand one hundred ninety dollars ($5,190) from the City Council's General Fund contingency 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 above. /// /// /// /7/ /7/ 7/7 /77 /7/ /7/ /// /7/ /7/ -2- PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of December 2015, by the following vote to wit: AYES: Council Members Hall, Blackburn, Schumacher, Wood, Packard. NOES: None. ABSENT: None. MATT HALL, Mayor ATTEST: BARBARA ENGLESON, ity Clerk EXHIBIT 2 October 16, 2015 To: City of Carlsbad Housing & Neighborhood Services Attn: Courtney Pene 1200 Carlsbad Village Drive Carlsbad, CA 92008 Dear City of Carlsbad, Please consider giving the Winning Teams Grant to the Xcalibur JV Dance Team from Carlsbad High School in the amount of $5,190 for their trip to the UDA Nationals Competition in Orlando, Florida January 30-31, 2016. Attached are the details of the request regarding this prestigious competition. Thank you for your consideration, Xcalibur JV Dance Team Carlsbad High School (City of Carlsbad WINNING TEAMS GRANTS APPLICATION Please complete the following application using the instructions provided on the last page of this application. Attach additional pages if necessary. Name of Applicant: Xcalibur Dance Team Address: 2911 Lancaster Rd, Carlsbad CA 92010 Phone: ( 760-216-0657) E-mail: jill.anderson7@hotmail.com Contact 1 Jill Anderson 760-216-0657 Name Phone Contact 2 Mary Badiner 760-685-1990 Name Federal Tax ID # or Social Security #: 26-2764914 TOTAL GRANT FUNDING REQUEST: $ 5,190.00 *Request cannot exceed 20 percent of the total travel cost. See attached travel budget breakdown. Phone 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? 15K1 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 or the school is located within Carlsbad city boundaries? Will the grant be used to offset the cost of travel to a national championship/ competition? City of Carlsbad Housing and Neighborhood Services W2015 Winning Teams Grant Application www.carisbadca,gov Applicant background (if necessely, please attach supplemental pages to document Name of Team: Same What type of group/team (e.g. baseball, debate, rugby): High School Dance Team Number of group/team participants 17 Number of Coaches: 2 Affiliated organization: Carlsbad High School Name of the competition attending: UDA National Dance Team Championship Location of competition: Orlando. Florida Competition date: January 30-31, 2016 Estimated cost per individual: $ 1.719.00 Estimated cost for entire group/team: $ 29.239 Please list the years in which your team has received prior City funding: 4 Names of Officers and Board of Directors (if applicable): Name Title Jill Anderson President Kathleen Schoen Vice President Mary Badiner Treasurer Donna Costan Secretary Describe your group/team: The 2015-2016 Xcalibur Dance Team is comprised of 17 dancers from grades 9-12. Xcalibur has represented Carlsbad High School and Carlsbad at various regional competitions, returning home with two first place trophies again last year. The team also continually participates in community events, which this year will include Lancer Day, Alzheimer's Walk, Relay for Life, Mitchell Thorp Heart for Hope Walk, just to name a few. The National Dance Team Competition in Florida is an annual event where approximately 600 dance teams compete. Thanks to the generous Winning Teams Grant, our team was able to travel to the UDA National Dance Team Competition in Florida last year. We brought home a second and fourth place trophy. We hope with the City of Carlsbad Housing and Neighborhood Services 9/2015 Winning Teams Grant Application www.carisbadca.g_ov help from this grant we are able to return this year and hopefully bring home the Championship to Carlsbad. The entire experience of the competition is a very rewarding and memorable learning and team building experience for these dancers. How will a grant to your group/team 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 Carlsbad High School and the City of Carlsbad on the Nationals Stage. Community members will root for and support the dancers and this grant will ultimately strengthen the bond between the community, the high school, the dancers and their friends and families. City of Carlsbad Housing and Neighborhood Services 9/2015 Winning Teams Grant Application www.carlsbadcmpv '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 National Sponsorship Campaign Percentage of financial contribution towards goal 30 Booster (Family) Contributions 15 % Dance Camp/Kids Clinic 15 Refreshment Sales 2 % Mother/Daughter Tea 15 City of Carlsbad Housing and Neighborhood Services 9/2015 Winning Teams Grant Application www.cartsbadcasov Airfare $7,733 Competition entry fees $2,200 Food $3,500 Lodging $12,520 ESTIMATED TOTAL TEAM TRAVEL $25,953 ELIGIBLE REIMBURSEMENT EXPENSES... ESTIMATED COSTS (city of Carlsbad WINNING TEAMS GRANT Team Travel Budget Team: Xcalibur Dance Team Travel dates: January 28, 2016— February 2, 2016 Number of team members traveling (includes participants, one head coach and assistants): 19 *Assistants do not include the Team Coordinator, Team Parent, Communications Manager, chaperones, etc. Estimated travel cost per individual (based off of costs noted above): $1,366 Total grant request (maximum of 20% of the total team travel cost): $5,190 City of Carlsbad Housing and Neighborhood Services 9/2015 Winning Teams Grant Application www.carlsbacica.gov City of Carlsbad use only:. Received: Administrative approval (if eligible): City Council presentation (ifitecesswy): CERTIFICATION We, the undersigned, 'do hereby attest that the above information is true and correct to the best of our knowledge. (Two ignatures required) President, Xcalibur Boosters 10/14/2015 Signature AlIli 41PC4A Title Treasurer, Xcalibur Boosters Date 10/14/2015 Signature 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 Carlsbad 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 & Neighborhood Services, Attn: Courtney Pene 1200 Carlsbad Village Drive Carlsbad, CA 92008 Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney,Pene@carlsbadca.gov City of Carlsbad Housing and Neighborhood Services 9/2015 Winning Teams Grant Application www.carisbadca.gov