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HomeMy WebLinkAbout2019-01-29; City Council; ; City Council Contingency Fund Report� CITY COUNCIL � Staff Report Meeting Date: To: From: Staff Contact: Jan.29,201 9 Mayor and City Council Scott Chadwick, City Manager Laura Rocha, Administrative Services Director Laura.rocha@carlsbadca.gov or 760-602-2415 CA Review ---tf3- Debbie Fountain, Community & Economic Development Director Debbie.fountain@carlsbadca.gov or 760-434-2935 Subject: City Council Contingency Fund Report Recommended Action Receive a report on the City Council contingency fund. Executive Summary At the December 18th City Council meeting, a motion was made by a Council Member as follows: "that Council receive an agenda item to bring this policy up for discussion and then also review the last year's council contingency allocation of $5,000 and any public records associated with that (that are publicly accessible records) as to how that discussion allocation was initiated and to whom it was given". As part of the annual operating budget, the City Council (Council) approves a portion of the General Fund budget for use as the Council contingency fund. The Council contingency fund has been used by council for emergencies or unbudgeted items that arise during the fiscal year. The amount approved by the Council each year has fluctuated with economic conditions. Council contingency amounts have ranged from tens of thousands of dollars to several million dollars. Council generally authorizes the use of Council contingency. Council has delegated the approval authority to the city manager under Council Policy No. 51 for particular grants that are $5,000 or less. In 2012, the Council unanimously approved revisions to City Council Policy 51, the Council's Community Activity Funding policy, to update and further refine the purpose of the program and project/event eligibility with a requirement to enter into an agreement with receipts and proof of payment for reimbursement. The revision also included authorizing the city manager or designee to approve certain Community Service Grants if the grant request is $5,000 or less. Consistent with Council Policy No. 51 only grants for $5,000 or less have been approved by the city manager or designee since 2012. Discussion Council has used the Council contingency fund for emergencies or unbudgeted items that arise during the fiscal year since at least the 1980's. As part of the annual operating budget, Council approves a portion of the budget for use as Council contingency. Staff recommends a funding level for Council contingency which is driven by economic conditions. In general, Council Jan. 29, 2019 Item #7 Page 1 of 148 contingency is larger in healthier economic times and smaller in times of recession. In 1999, Council contingency was budgeted at $3.9 million whereas in 2010, the tail end of the "Great Recession", Council contingency was budgeted at $500,000. Since the number of requests and the quantity of requests varies from year to year, Council has delegated authority to the city manager or his/her designee to approve expenditures of contingency funds under Council Policy No. 51 (Exhibit 1) as it relates to particular grants. The purpose of Council Policy No. 51 is to establish a process and criteria for distributing funds for community activities, special events, support for winning teams, and community spirit activities. Council has historically chosen to fund community activities with General Fund monies; most often accomplished through Council contingency. Council's goal is to provide funding for various programs that provide public benefit by enriching Carlsbad residents and visitors, and/or assisting in enhancing their quality of life. On Dec. 4, 2012, the Council unanimously adopted Resolution No. 2012-267, approving changes to the community activity program (Exhibit 2), and the city manager began approving grants of $5,000 or less. City Council Policy No. 51 approved four grant programs: Community Activity Grants, Special Event Grants, Winning Teams Grants, and Community Spirit Grants. Council determines the funding level for Community Activity Grants via the annual budget process. Per the policy, funding is allocated from the initial Community Activity Grant set aside of $1 million plus interest but could also include additional general funds at the discretion of the Council. Council gave the city manager, or his/her designee, the ability to approve the other three grant types if the grant amount is $5,000 or less. In 2012, Council maintained their approval authority for grants exceeding $5,000. Per the policy, funding for the other grant types comes directly from Council contingency. In all cases, grants are disbursed on a reimbursement basis only, require appropriate substantiation, and are based on actual costs. See Exhibit 1 for more information regarding City Council Policy No. 51. The grant opportunities available through Council Policy 51 are shared with the community in diverse ways. The first step in the Community Activity Grants process requires a call for grant applications which is done through connecting with past recipients, contacting interest lists, and utilizing our Communications Division to share the opportunity with the media and on various social media platforms. Call for grants is typically done at the time grant programs become available or made known to staff. In addition, information for Winning Teams, Community Spirit, and Special Events grants are available on the city's website, which provide staff's direct contact information. Print material for each of the grant opportunities is available upon request in both English and Spanish. It is typical for residents applying for any of the grants to connect with staff several times prior to applying for a particular grant. Jan. 29, 2019 Item #7 Page 2 of 148 • C :.1 . .,...,...,. ,....,.,,:... ·� + Carlsbad ( it I 1 for n 1 ii 111111 ■1111 Grants & Assistance �◄i,;.,...,..-i:.,,_.., 11· .. .t;c�...._..,,..,,,,:,,:c.,... �•.:,..-1.>,.>,-..,r,�•""�'!r.>t"""""'�""-c•&"""'·,:-.<tr,i....;.�• l,t;;._"i, .-.:t.�-·�::, • lJM(l·,;;g•:'t),a'lCMl'•11-,n;•n,1t',l:"".....,n,tl";•.�:.,:.,�:.:r,.a:i-ot:"iT>t!l>l1i6 1 �-.. , 1 A�ar11dTcp1u I . ... . ?o:,,/<lj ..... � t:,-'ll"Jlt.� C..,t111o<11•>t.+atJ1 ci, ... ,;,c·lof(c-,� WC•4>',�lt7f l\t,,1Ja,. .. n�­'!.:,i;�11,,t,;;,,r,,r. --L •�l.!...!:.r.�"'?','ll..,,,,"">�ffl:.,a;�:i,,�clU,1;1u:i,....,_....:,. • t=s�lldtt1.i,,·1,<1µo.u7"1."tr"' ,•.:e,.�1n-J..:,,,...::,,,,.,,,.w;:,F-">•""' a,i,;r,.1�,:m:.::c>,.--r.nr.a""•�,,:�:i- • ��.lw..�!·!:""l1""9r,,:ClG�·lJl:l.�7'fa;o,:;�,:,,.cur.:�o11t:1 � ... ;. -.:r:,rJr f'>r.'1'0•,l:,c\l">U)"-'ll,ll)T'IIO"tl:IHtl """.r'i l�\\9' l\�'l •nlle':rJ<t.'IUf:O( 0 "f.1'>"'7•"""~""""'� ..... ,,,. ...... .,. .. ...,., ••• .,. ....... f,tl' ..... • !:li!l:tJl .. �1-."".,::ll'V',1111j•l�=l:.l!�;f'(lr:-J)Qlq)..:.lf«'!'ll.o:l,1'l!IC.,.,.,poj!'>t'l.-�­ lli:'!Sl:tflll"IJl,:,C • t�.�fll"�!al«Clll:l�!b:i�'.jr:.,-,11:i<b,:.,,;)::"11!1t:>1r..;1;0,:,�:D-::!K:Q�l'I;,� . * 0 • ; All potential grant applications submitted under the umbrella of Council Policy No. 51 are subject to an internal review process before eligibility is determined. This process begins upon grant receipt in Housing and Neighborhood Services (HNS) and has an internal control of three (3)staff members which include two (2) from HNS and one (1) from Finance. Typically, correspondence begins between city staff and the grant applicant to better understand the intent of the event and to ensure public benefit. Simultaneously, a conversation begins with the Special Events Program Manager to ensure that a Special Events Permit is being processed appropriately. The Special Events Committee, an internal control process of ten (10) staff members representing departments throughout the city ensure that the Special Event adheres to all requirements, ensures public safety, and safeguards established by the city. All awarded grants are disbursed on a reimbursement basis only, and are subject to compliance with an agreement or letter of agreement approved by the city manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. It should also be noted that the organization cannot receive money, or donated services from other city sources (including CDBG) for the current fiscal year to receive one of the noted grants. After the event, three (3) internal controls, one (1) from HNS and two (2) from Finance, are also in place to review expenses submitted by the special event applicant and ensure the proper reimbursement of public funds. In December 2013, the interim city manager delegated the authority to approve grants under $5,000, to the Housing and Neighborhood Services Director. Exhibit 3 reflects this delegation through a memo from the city manager. The memo states "under $5,000", however the governing policy is City Council Policy 51 which states "$5,000 or less". This past October 2018, the city manager directed staff to give all grant applications to the city manager for review. Since this delegation took place in 2013, numerous community assistance grants falling under City Council Policy No. 51 have been awarded by staff helping reduce the overall administration costs of these grants. All Community Service Grant expenditures in addition to Council's use of ~ CO crii...,...... -...t::n2p ~v,,,_.__,..,,."I" F'.., O --u.r ... _.;.~ "'--~ .. ,.._.,.,.. 1.W0-'!1-- - _,,,_._ Jan. 29, 2019 Item #7 Page 3 of 148 the contingency funds are reported to the Council in the Monthly Financial Status Report (Exhibit 4) published on the city's website. The table below summarizes the grant expenditures made available to the community under the Community Activity Funding City Council Policy No. 51 for the past six fiscal years. Total Fiscal Year # of Grants Grants Awarded 2012-13 15 $ 60,206.45 2013-14 13 48,574.07 2014-15 17 43,547.26 2015-16 17 42,099.11 2016-17 10 32,158.0� 2017-18 8 $ 17,301.00 In July of 2018, under the delegation authority written in the December 2013 memo, a grant was awarded to the Electric Auto Association of San Diego's National Drive Electric Week special event planned for July 2018. An appropriation of $4,148 was transferred from the Council contingency fund to the Community Assistance program for eligible expenses of the Electric Auto Association, while an appropriation of $852 was transferred from the Council contingency fund to the Parks and Recreation special events program to cover city-provided services. After the grant request and award, the event was canceled. As such, no actual funds were provided to the Electric Auto Association since funds are disbursed on a reimbursement basis only and such reimbursement must be based on substantiated actual costs. See Exhibit 5 for all public records associated with the Electric Auto Association request for Community Assistance. At fiscal year-end, or as the need may arise, Finance staff conducts an analysis of any unused budget previously appropriated from the Council contingency. Any unused budget is returned to the Council contingency fund or is returned to the General Fund balance at year­ end. City staff and the City Attorney's Office believe the Electric Auto Association's request for a special event grant was handled in accordance with City Council adopted Policy No. 51 and in a manner consistent with other grant requests. Staff exercises only the authority granted by Council. Council retains discretion to amend or rescind Policy No. 51 should it be so desired. Fiscal Analysis There is no fiscal impact associated with this report. Next Steps Receive the report. I Jan. 29, 2019 Item #7 Page 4 of 148 Environmental Evaluation (CEQA) Pursuant to Public Resources Code Section 21065, receiving a report 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 was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1.City Council Policy No. 51. 2.Agenda Bill and Resolution, Dated Dec. 4, 2012. 3.Delegation of Authority Memo. 4.History of Six Year City Council Contingency Expenditures. 5.Public Records Request Related to Electric Auto Association request for Community Assistance. Jan. 29, 2019 Item #7 Page 5 of 148 (�4> CITY OF ¥, CARLSBAD Policy No. Date Issued: Effective Date: EXHIBIT 1 51 December4 December 4, 2012 Resolution No. Cancellation Date: Supersedes No. 2012-267 May 10, 2011 Council Policy Statement Category: COMMUNITY ACTIVITY FUNDING Specific Subject: Process for Funding Community Activities PURPOSE: To establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. POLICY: 1.It is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs. There are four (4) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, Winning Team Grants, and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. 2.The Grant Funding shall have the following term limits per organization: A.Community Activity Grants: Organizations funded by the Community Activity Grant may receive annual grants for up to a maximum of three (3) years and then will be ineligible for grant funding for a minimum of two (2) years. After at least two (2) years, organizations can again apply for Community Activity Grant funding and receive a maximum of two (2) additional years of grant funding. An organization may not receive more than five (5) years of funding through this grant program, and no other city funding may be provided during the two (2) year hiatus. B.Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (5) years of grants total with cash assistance being provided for no more than three (3) of those years and grants for in-kind city assistance to pay for city services/facilities for special events permitted for each of the five (5)years. C.Winning Teams Grants: A team may receive no more than one (1) grant per year for a national championship competition as defined below. D.Community Spirit Grants: An organizer/organization may receive no more than one (1) grant per year for an event which reflects community pride or community spirit to help others Page 1 of 5 Jan. 29, 2019 Item #7 Page 6 of 148 Policy No. 51 within the community as defined below. 3.The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one of the above noted grants. 4.All awarded grants will be disbursed on a reimbursement basis only, and will be subject to compliance with an agreement or letter of agreement approved by the City Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. 5.Community Activity Grants -Criteria and Process A.These -grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. B.City funding shall be awarded to fund approved program/project costs only. The City funds shall not be used for operational reserves for the applicant or for future year programs/projects. The City funds received by the applicant may also not be used for donations to other organizations. C.The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. D.Once the budget is adopted by the Council, interested groups will be notified of the application process to request said grants. E.The application process will consist of the following: i.Completion of city application for funds. ii.Review by city staff and a Citizens' Advisory Committee. iii.Recommendations submitted by Advisory Committee to City Council. iv.Action by City Council to approve, modify, or disapprove the request. F.The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: one representative from each quadrant of the city, one memberof the Senior Commission, the Library Board, and the Parks & Recreation Commission. G.The review panel will consider the provision of matching funds from other sources in evaluation of the applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisory committee in evaluating the funding priorities for these funds. 6.Special Event Grants -Criteria and Process A.These grants provide city funding for startup costs related to new Special Events (as defined below) held within the city that have a citywide interest; and shall be available to arecognized 501(C)(3) non-profit organizations, or to an organized all-volunteer, Carlsbad­based group on a reimbursement basis of actual costs only. B.For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17 Page 2 of 5 Jan. 29, 2019 Item #7 Page 7 of 148 Policy No. 51 of the Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible for this grant: i.Events hosted by a commercial enterprise for profit and/or fundraiser purposes. ii.Regularly offered programs, activities or events. iii.Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. C.Special fundraising events shall be eligible if: i.The event is hosted and coordinated by an all-volunteer, Carlsbad-based organization, and provided further that City grant funds are used only for direct costs of the event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; and ii.The event is held to raise funds for a Carlsbad-based (located) organization with a community-wide benefit and no cash funds are provided directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. D.Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant in a year. E.Grant requests for cash assistance shall not exceed 20 percent of the total estimated event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind city services, and may not include payment or reimbursement for applicant-provided resources, such as office space, staff and other operational expenses. Total costs shall include expenses to be paid directly by the organizer to third party vendors. F.A "new event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as "new11 for the purposes of eligibility for this grant. G.Grant applications shall be submitted no less than 60 days prior to the event to allow for adequate processing time by the City. H.All approved grants will be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. I.The City Manager, or designee, is authorized to approve grants up to $5,000 , and the Finance Director shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. J.The application process will consist of the following: i.Completion of a permit application for the special event (if applicable). ii.Completion of a Special Event Grant supplemental application. iii.Administrative review and tentative support/approval of special event by special events committee (if applicable). iv.Approval of grant by City Manager, or designee, if the grant request is $5,000 or less. Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5,000. 7.Winning Teams Grants A.These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must Page 3 of 5 Jan. 29, 2019 Item #7 Page 8 of 148 Policy No. 51 advance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below. B.Such grants can be requested any time of the year. C.Grant requests should not exceed 20 percent of the team's total travel cost; team costs may include participants and coaches. Eligibility does not extend to the family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. D.These requests will be funded from City Council's contingency account. E.Eligibility requirements are: i.The participants are all 18 years of age or under. ii.The group or team is an organized non-profit corporation or unincorporated association. iii.The request for funding must be made prior to the date of the national or international event. iv.At least 90 percent of the participants in the team or group are residents of Carlsbad; or, if the team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries of the City of Carlsbad. F.The application process will consist of the following: i.Written request to the Housing and Neighborhood Services Director. ii.Administrative review by the Housing and Neighborhood Services Director, or designee to determine the eligibility for a grant. iii.Consideration and approval of grant by the City Manager, or designee, if the grant is $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. iv.Consideration and approval of grant request funding by the City Council if the grant request exceeds $5,000. 8.Community Spirit Grant A. These grants shall provide city funding for events that contribute towards a vibrant community and strengthen the residents' quality of life by demonstrating community pride or spirit to help others or celebrate the community. B.Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs; no cash assistance available under this grant program. C.Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and charitable initiatives directly benefitting Carlsbad residents. D.Fund raising events are not eligible for this grant. E.Such grants can be requested at any time of the year, one grant per organization per year. F.All approved grants will be funded from the City Council's General Fund contingency account. G.The application process will consist of the following: i.Written request to the Housing & Neighborhood Services Director. ii.Administrative review by the Housing & Neighborhood Services Director, or designee, for grant eligibility and confirmation of a special event permit application (if applicable). iii.Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. Page 4 of 5 Jan. 29, 2019 Item #7 Page 9 of 148 Policy No. 51 iii.Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. iv.Consideration and approval of grant funding (for in-kind/city services only) by the City Council if grant request exceeds $5,000. 9.This policy may be amended as necessary and appropriate by the City Council. Page 5 of 5 Jan. 29, 2019 Item #7 Page 10 of 148 AB# MTG. DEPT. 21,068 12/4/12 HNS CITY OF CARLSBAD -AGENDA BILL AMENDMENTS TOCITY COUNCIL POLICY 51 Community Activity Funding Program RECOMMENDED ACTION: Adopt Resolution No. 2012-267 amending City Council Policy 51 for the EXHIBIT 2 Community Activity Funding program as recommended by the Council Subcommittee (F. Douglas and M. Packard). ITEM EXPLANATION: In 1992, the Carlsbad City Council adopted Council Policy 51 (Policy) which established the Community Activity Funding program to provide funding to various human and social service programs for Carlsbad residents. This Policy was intended to complement other City programs (i.e. CDBG), which, in essence provides for .an enhanced quality of life for all Carlsbad residents. Council Policy 51 is an umbrella policy, offering a variety of grant opportunities to Carlsbad residents. Since the original adoption there have been a number of revisions to the Policy to clarify, define, and refine the stated purpose of the grants available in the Community Activity Funding program. The purpose of the Policy today is to establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. On August 28, 2012, a City Council subcommittee (Councilmembers Farrah Douglas and Mark Packard) was appointed to review and revise the current Policy, as appropriate, to update and further refine the purpose of the program and project/event eligibility. The subcommittee has completed its review and revised the Policy, as it deemed appropriate to address some inconsistencies, to clarify the criteria and eligibility of events/programs/projects, and to better define the intent or purpose for the program. The following is a summary of the key modifications or revisions to the Policy, as recommended by the Council subcommittee: General Policy •Awarded grants are disbursed on a reimbursement of actual costs only, with arequirement to enter into an agreement with receipts and proof of payment required forreimbursement.•Added a community spirit activities grant to the funding policy. Community Activity Grants •City funding to fund program/project costs only. No operational reserves or surplusfunds for future year programs/projects or donation of funds to other organizations orpersonnel. DEPARTMENT CONTACT: Courtney Enriquez 760-434-2812 Courtney.Enriquez@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED Rf DENIED C' CONTINUED WITHDRAWN AMENDED □ □ □ CONTINUED TO DATE SPECIFIC □_____ CONTINUED TO DATE UNKNOWN □RETURNED TO STAFF □ OTHER -SEE MINUTES □ 8 I_ Jan. 29, 2019 Item #7 Page 11 of 148 Page 2 Special Event Grants •Special fundraising events shall be eligible for funding provided the organization is raising funds for a Carlsbad organization with a community-wide benefit and no cashfunds raised are provided by the organization directly to individuals or families; thebenefit must be to an organization providing services to the larger Carlsbad community. •Grant requests for cash assistance shall not exceed 20 percent of the total estimatedevent costs. Total event costs shall not include volunteer hours for planning orimplementing the event, and may not include payment or reimbursement for applicant­ provided resources (such as office space, staff and other operational costs). Total costsshall include expenses to be paid directly by the organizer to third party vendors.•A "new event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request.A change of location does not classify the event as "new" for the purposes of eligibility for this grant assistance.•Grant application shall be submitted no less than 60 days prior to the event to allow for adequate processing by the City.•An organization may receive no more than five (5) years of grants total with cash assistance being provided no more than three (3) of those years and grants for in-kindcity assistance to pay for city services/facilities for special events permitted for each of the five (5) years. Winning Teams Grants •No more than one grant per year for a national championship competition. Exhibitiononly or non-competitive events are not eligible for this grant.•Requests should not exceed 20 percent of the team's total travel cost. Team costsinclude participants and coaches. Eligibility does not extend to family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entryfees, and food for the team. •Consideration and approval of grant by the City Manager, or designee, if the grantrequest is $5,000 or less. The teams approved for an administrative grant will berecognized by the City Council at a public meeting following the competitive event.•Consideration and approval of grant funding by the City Council if the grant exceeds$5,000.•At least 90% of the participants in the team or group are residents of Carlsbad; or, if the team is participating on behalf of a local school, the private or public school shall bephysically located within the boundaries of the City of Carlsbad. Community Spirit Grant (new) •These grants shall provide city funding for events that contribute towards a vibrantcommunity and strengthen the residents' quality of life by demonstrating communitypride or spirit to help others or celebrate the community. •Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs.•Recognized non-profit or donor driven charitable organizations are grant eligible.Activities include: parades and charitable initiatives directly benefitting Carlsbadresidents. •Fund raising events are not eligible for this grant.•Such grants can be requested at any time of the year, one grant per organization peryear. Jan. 29, 2019 Item #7 Page 12 of 148 Page 3 •All approved grants will be funded from the City Council's General Fund contingency account.•Consideration and approval of grant funding (for in-kind services/city services only) bythe City Manager, or designee, if $5,000 or less.•Consideration and approval of grant funding (for in-kind/city services only) by the City Council if amount exceeds $5,000. FISCAL IMPACT: Staff anticipates no fiscal impacts resulting from amending City Council Policy 51. ENVIRONMENTAL IMPACT: 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.Resolution No.2012-267 adopting revised Council Policy 51. 2.Revised Council Policy 51 (Final). 3.Strike out and amended Council Policy 51.4.Community Spirit Grant application Jan. 29, 2019 Item #7 Page 13 of 148 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 RESOLUTION NO. 2012-267 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE AMENDMENTS TO COUNCIL POLICY 51 ON COMMUNITY ACTIVITY FUNDING. WHEREAS, Council Policy 51 outlines the criteria, terms and process for Community Activity Funding; and WHEREAS, the proposed amendments to Council Policy 51 will provide clarification to the citizenry regarding the grants process and eligibility of projects, programs and events; and WHEREAS, Community Spirit Grants have been added as a new grant under the Community Activity Funding available to contribute towards events which strengthen Carlsbad quality of life and assist to build a vibrant community. 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.City Council Policy No. 51 is revised and modified as set forth in the attached Exhibits 2 (final) and 3 (legislative drafUstrike out draft). 3.The City Manager, or Designee, is hereby authorized to approve special event, winning team and community spirit grant requests of $5,000 or less if the request meets the eligibility criteria and other requirements set forth within City Council Policy No. 51, as revised, and the City Manager and Finance Director are authorized to appropriate said funds from the City Council's General Fund contingency account as said grants are approved. Jan. 29, 2019 Item #7 Page 14 of 148 i�� CITY OF � CARLSBAD Policy No. 51 May-!� December Date Issued: 4 lllo•,eFflller 27, � Mav--Hl,- Council Policy Statement Effective Date: �December 4, 2012�1oYeR'lller 27. � Category: COMMUNITY ACTIVITY FUNDING Resolution No. Cancellation Date: Specific Subject: Process for Funding Community Activities Supersedes No. Ja� ;;OOSMay 10, 2011 PURPOSE: To establish the process for distributing funds for community activities, i�special eventsL-ilfl4 support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. On Janllary 18, 2011,-tlle-Gty Council re¥iewed its polio, and approved soffie-feeommended re.«isions for its eonsideration at a regvlar Council meeting. eQ!./Q; L_lt is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs, There are �four(�) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, an4-Winning Team Grants, and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. -bLThe Grant Funding shall have the following term limits per organization: A.Community Activity Grants: Organizations funded by the Community Activity Grant may receive annual grants for up to a maximum of three (3) years and then will be ineligible for grant funding for a minimum of two (2) years. After at least two (2) years, organizations can again apply for Community Activity Grant funding and receive a maximum of two (2)additional years of grant funding. An organization may not receive more than five (5) yearsof funding through this grant program, and no other city funding may be provided duringthe two (2) year hiatus. !h_Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (51.� years of grants total with cash assistance being provided for no more than three (3) of those years and grants for.� t,f8Ylfle easll assistane�rgariliilfion may reeei•�e up to fi�eai:s-ef in-kind city assistance to pay for city services/facilities for special events permitted for each of the five ISi years. &, �-·· ________________ Page 1 of s __________ _ Formatted: Indent: Left: 0.75", No bullets or numbering Jan. 29, 2019 Item #7 Page 15 of 148 Policy No . ..?.1 L_Winning Teams Grants: A team may receive l:lfl to thre�ears of graAts to f)art�te-ifl a national eharnf)ionshipeoffipetitioA as deooee-eelew, Nno more than one (1) grant per year for a national championship competition as defined below. D.Community Spirit Grants: An organizer/organization may receive no more than one Ill grantper year for an event which reflects community pride or community spirit to help others within the community as defined below., L._The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one of the above noted grants. 4.All Aawarded grants will beai:e disbursed on a reimbursement basis only. and will be subject tocompliance with an agreement or letter of agreement approved by the City Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. bS, Community Activity Grants-Criteria and Process A.These Sl:IER grants provide funding for enrichment programs for the community and/or forphysical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored byeducational institutions; and 3) a program that conflicts or is in competition with a city program. A,-B.City funding shall be awarded to fund approved program/project costs only. The City funds shall not be used for operational reserves for the applicant or for Ne-l<e5e-S#ffl½,, ft>f\a5.fef future year programs/projects. The City funds received by the applicant may also .not be used for� donations � to other organizations.-81'-ael'SeRriel��e-EfeatEa--if eity f,,mds are approved, !!-{.,The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. (;!1._ Once the budget is adopted by the Council, interested groups will be notified of the application process to request said grants. fhL The application process will consist of the following: i.Completion of city application for funds. ii.Review by city staff and a Citizens' Advisory Committee.iii.Recommendations submitted by Advisory Committee to City Council. iv. Action by City Council to approve, modify, or disapprove the request.e{. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: one representative from each quadrant of the city, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. §, __ The review panel will consider the provision of matching funds from other sources in evaluation ofthe applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisory committee in evaluating the funding priorities for these funds. Page 2 of 5 ------ ~ ' " ... .. . ' Jan. 29, 2019 Item #7 Page 16 of 148 Policy No._g 5-,fi_,Special Event Grants -Criteria and Process A.These� grants provide city funding for �startup costs related to ™-Special Events las defined below) held within the city that have a citywide interest; and shall be available to a recognized 501(C)(3) non-profit organizations, or to an organized all­volunteer, Carlsbad-based_.group on a reimbursement basis of actual costs.only. B.For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17of the Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible for this grant:i.Events hosted by a commercial enterprise for profitand/orfundralser purposes. ii.Regularly offered programs, activities or events. Iii. Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. l:;,_Special fund raising events shall be eligible if: fef-fl:H¾ii.Ag pFOYleleel tl:1e �i0fl-+5± i.The event is hosted and coordinated by Aan all-volunteer. Carlsbad-basedorganization, llaseEI IA CaFlsllaEI and provided furthl!!r that City grant_funds are usedonly for direct costs of the event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; and. Hi. The event is held to raise BaWftg funds for a Carlsbad-based llocatedl organizationwith a community-wide benefit and no cash funds are provided t erovieliAg fuRelsrai5eEI from the� directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. G,!l. ___ Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant_in a year. E.Grant requests for cash assistance shall not exceed 20 percent of the total estimated -event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind city services, ttetill easts si:iall iRel1:1Ele e11eeRses to lie eaiel elirealv lilv ti:ie eFgaAi�er and may not include payment or reimbursement for applicant-provided resources. such as office space. staff and other operational expenses. Total costs shall include expenses to be paid directly by the organizer to third party vendors, L. A "new!! event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as "new" for the purposes ofeligibility for this grant.---Gf:ga�0fls-wM-l:leki41:1Mfai5iftR e..,eAts where ay the eloAatioAs aFe maele to--iREI� eeRefiaafies-are-f!et-eligieie4ef'.a Seeeial eve Rt gFaAt leireet easi:i assistaAt:e-ef--iR-kifHHity sefYi€es}. G.Grant applications shall be submitted no less than 60 days prior to the event to allow for adequate processing time by the City. fl.c!i__AII approved grants wlll be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. i:,.,L__The City Manager, or designee, is authorized to approve grants up to $5,000 fellew+Rg eoAs1:1ltatieA •Hith the Speeial E¥eRts CoFARl"=tee, and _the Finance Director shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. FL The application process will consist of the following: Page 3 of 5 Jan. 29, 2019 Item #7 Page 17 of 148 i.Completion of a permit application for the special event (if applicable).ii.Completion of a Special Event Grant supplemental application. Policy No._S 1 iii.Administrative review and tentative support/approval of special event by special events committee (if applicable}. i�•. AlloeatieA ef fuA&IAB lii•f the City Ce1.meil for said graAts.-Approval of grant by City Manager, or designee, if the grant request is $5.000 orless, thaA $§,QQQ. lrh�_Approval of grant request and appropriation of funds by City Council, if it.the grant request exceeds $5,000. 4,7. Winning Teams Grants A.These� grants provide funding to youth teams to offset the cost of travel expenses tonational championship competitions. To be eligible for these grants, the team(s) mustadvance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below ..!!,_Such grants can be requested any time of the year. a,c. Grant requests should not exceed 20 percent of the team's total travel cost; 7 +team costs mavta include participants and coaches. Eligibility does not extend to the family members or other individuals accompanying the team. Eligible travel costs Include: airfare. lodging. entry fees. and food for the team. C,!:L_ These requests will be funded from City Council's contingency account. @,.!;_,Eligibility requirements are: i.The participants are all 18 years of age or under.ii.The group or team is an organized non-profit corporation or unincorporated association. iii.The request for funding must be made prior to the date of the national orinternational event.iv.At least 9� percent of the participants in the team or group are residents of Carlsbad; or. if the team is participating on behalf of a local school. the private or public school shall be physically located within the boundaries of the City of Carlsbad. €,.F.The application process will consist of the following: i.Written request to the Housing and Neighborhood Services Director.ii.Administrative review by the Housing and Neighborhood Services Director, or designee_to determine the eligibility for a grant.iii.Consideration and approval of grant by the City Manager. or designee, if the grant is� $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. jy.___ Consideration and approval_of #ie-grant request.funding by the City Council if the grant request exceeds $5,000. 8.Community Spirit GrantA.These� grants shall provide city funding for events that contribute towards a vibrantcommunity and strengthen-the residents'e11f quality of life by demonstrating FefleetiAg community pride or eeffiffitlflity spirit to help others or celebrate if! the community. B.Grants to be utilized for in-kind city services only, ineligible costs include: operations. ongoing proiects and capital costs: no cash assistance available under this grant program. Page 4 of S Jan. 29, 2019 Item #7 Page 18 of 148 Policy No . .21 A.These� grants shall provide city funding for events that contribute towards a vibrantcommunity and strengthen-the residents'etff' quality of life by demonstrating reflecting community pride or eommi;nit;< spirit to help others or celebrate iR the community. B.Grants to be utilized for in-kind city services only, ineligible costs include: operations,ongoing projects and capital costs: no cash assistance available under this grant program. C.Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and; charitable initiatives directly benefitting Carlsbad residents. D.Fund raising events are not eligible for this grant.E.Such grants can be requested at any time of the year, one grant per organization per year. F.All approved grants will be funded from the City Council's General Fund contingency account. G.The application process will consist of the following: i.Written request to the Housing & Neighborhood Services Director. ii.Administrative review by the Housing & Neighborhood Services Director, ordesignee, for grant eligibility and confirmation of a special event permit application iii. iv. /if applicable). Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee. if grant request is for les5-tha11 $5,000 or less.Consideration and approval of grant funding (for in-kind/city services only) by theCity Council if grant request� exceeds $5,000. ·S,iJhis policy may be amended as necessary and appropriate by the City Council. Page 5 of 5 Jan. 29, 2019 Item #7 Page 19 of 148 COMMUNITY SPIRIT GRANT 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: ____________________________ _ Address: ---------------------------------- E-mail:Phone: .... ( _ ___.) --------------------------- Contact 1 ----------------------------------Name Phone Contact 2 ----------------------------------Name Phone Federal Tax ID# or Social Security#: _____________________ _ TOTAL IN�KIND CITY SERVICES GRANT REQUEST: $ ____________ _ Please answer the following questions to determine if your event is eligible for City grant funds: y N Will your Spirit Event be held entirely within the City of Carlsbad? D D Does your Spirit Event have a citywide interest? If yes, explain in the section below D D Have you submitted a Special Events Permit application to the City? (If yes, please attach a copy to this grant supplemental application) □ □ Has your organization received other grants from the City of Carlsbad this year? □□ □□Is your Spirit Event a fundraiser? If you answered yes to all of the above questions, your request is eligible for this grant program. Please complete the remainder of this application. If you answered !lSl. to any of the questions, please contact Courtney Enriquez at the City of Carlsbad (760-434-2812) to discuss your eligibility for the community spirit grant. City of Carlsbad Housing and Neighborhood Services Community Spirit Grant Supplemental Application www.carlsbadca.gov I & C I TY O F _..,,:~'t~ . _ CARLSBAD'~/ Jan. 29, 2019 Item #7 Page 20 of 148 Applicant Background Organization:-------------------------------­ Names of Officers and Board of Directors (if applicable): Name Title Name of the spirit event: ___________________________ _ Location of event: ------------------------------- Date of event: -------------------------------- How does your spirit event benefit and provide citywide interest to the Carlsbad community? Does your event strengthen our community? Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending towards this event? Please complete the information below: Name City of Carlsbad Housing and Neighborhood Services Percentage of financial contribution towards event % ----------------- % ----------------- % ----------------- % ----------------- Please include a budget for the event. Community Spirit Grant Supplemental Application www.carlsbadca.gov ;I I Jan. 29, 2019 Item #7 Page 21 of 148 I CERTIFICATION We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Signatures required by the organization's President and CFO) Signature President Date Signature CFO Date Please submit this supplemental grant application together with a written request (cover letter) to the City of Carlsbad stating the amount of funding requested and intended use for this funding. As noted above, please attach a copy of your special event application (if applicable). City of Carlsbad will provide written materials in alternative formats and reasonable modifications in policies and procedures to persons with disabilities upon request. Please hand deliver or send via U.S. mail completed grant application packet together with your cover letter to: City of Carlsbad, Housing and Neighborhood Services Attn: Courtney Enriquez 1200 Carlsbad Village Drive Carlsbad, CA 92008 Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney.Enriquez@carlsbadca.gov City of Carlsbad Housing and Neighborhood Services Community Spirit Grant Supplemental Application www.carlsbadca.gov I Jan. 29, 2019 Item #7 Page 22 of 148 EXHIBIT 3 i�--. /� ❖&/J,-': C IT Y OF ��--CARLSBAD Office of the City Manager December 3, 2013 TO: FROM: CHUCK MCBRIDE, ADMINISTRATIVE SERVICES DIRECTOR KEVIN CRAWFORD, INTERIM CITY MANAGER www.carlsbadca.gov Per City Council Policy No. 51 approved on December 4, 2012, the City Manager or designee has approval authority for special event, winning team, and community spirit grants that are less than $5,000. The approved funding source for these grants is the City Council's General Fund Contingency account. With this memorandum, I am approving and authorizing Debbie Fountain, Housing and Neighborhood Services Director, as the City Manager designee to. approve or disapprove the noted grants under $5,000 as set forth within the council policy. cc: City Attorney Assistant City Manager Community and Economic Development Director Housing and Neighborhood Services Director City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 i 760-720-9461 faxJan. 29, 2019 Item #7 Page 23 of 148 Exhibit 4 FY 12-13 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: "In Kind" Assistance for the Cardiff and Carlsbad State Beaches "Christmas in July" Event (110)07/09/2012 City Manager Winning Teams Grant for the Aviara Oaks Middle School (2,750) 08/28/2012 2012-203 Winning Teams Grant for the Mission Estancia Elementary School (1,500) 08/28/2012 2012-203 Winning Teams Grant for the Carlsbad Knights Baseball Team (3,891) 08/28/2012 2012-204 Special Events Grant for the 9th Annual Carlsbad Music Festival (10,000) 09/11/2012 2012-218 Special Events Grant for a Agua Hedionda Lagoon Foundation Event (2,981) 11/15/2012 City Manager Labor Negotiations (513,232) 11/27/2012 Closed Session and 2012-256 Community Spirit Grant for the Carlsbad Christmas Bureau (1,947) 12/17/2012 City Manager Winning Teams Grant for the Xcalibur Dance Team (5,500) 01/08/2013 2013-020 Winning Teams Grant for the Lancer Dancers (5,940) 01/08/2013 2013-020 Winning Teams Grant for the La Costa Canyon Pop Warner Cheer Team (7,000) 01/08/2013 2013-020 Utility Costs Associated with the Bio-Tech Incubator Program (31,200) 01/29/2013 2013-029 Winning Teams Grant for the Carlsbad Pop Warner Cheer Team (5,000) 01/31/2013 City Manager Special Events Grant for the 6th Annual Beach Fest (10,000) 04/30/2013 2013-092 North County Branding Program (21,100) 05/14/2013 2013-116 Special Events Grant for the Southern California Special Olympics (330)05/15/2013 City Manager Winning Teams Grant for New Children's Museum of San Diego's Odyssey of the Mind Team (1,456) 05/20/2013 City Manager Winning Teams Grant for Carlsbad High School Odyssey of the Mind Team (1,801) Labor Negotiations (18,000) 05/28/2013 2013-122 Higher Education Consulting Services (110,000) 05/28/2013 2013-127 Labor Negotiations (186,000) 06/18/2013 2013-159 TOTAL USES (939,738) AVAILABLE BALANCE $560,262 Jan. 29, 2019 Item #7 Page 24 of 148 FY 13-14 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: Labor Negotiations (555,000) 06/18/2013 2013-159 Special Events Grant for Christmas in July Event (110)07/02/2013 City Manager Winning Teams Grant for La Costa 14U All-Star Team (3,097) 07/26/2013 City Manager Special Events Grant for In-Kind Services for the Carlsbad Grand Prix (8,445) 08/27/2013 City Manager Labor Negotiations (498,000) 08/27/2013 2013-217 Community Spirits Grant for In-Kind Services for the Lancer Day Parade (1,235) 09/05/2013 City Manager Special Events Grant for the Lagoon Paddle Poker Challenge (3,044) 10/16/2013 City Manager Winning Teams Grant for the La Costa Canyon Pop Warner Mavericks Cheer Team (5,000) 12/02/2013 City Manager Winning Teams Grant for the Carlsbad High School Lancers Dancers Dance Team (4,141) 12/02/2013 City Manager Community Spirits Grant for In-Kind Services for the Carlsbad Christmas Bureau (1,776) 12/04/2013 City Manager Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team (5,814) 01/28/2014 2014-019 Tourism Consulting Services Contract (43,125) 03/11/2014 2014-035 Interim City Manager Contract {26,903) 03/11/2014 2014-039 New City Manager Contract {120,000) 03/11/2014 2014-040 Winning Teams Grant for Carlsbad High School's Odyssey of the Mind Team (1,582) 05/01/2014 City Manager Winning Teams Grant for Diegueno Middle School's Odyssey of the Mind Team (2,655) 05/01/2014 City Manager Winning Teams Grant for Pacific Rim Elementary School's Odyssey of the Mind Team (1,688) 05/16/2014 City Manager Special Events Grant for the Carlsbad Beach Fest (9,987) 06/03/2014 2014-108 TOTAL USES (1,291,602) AVAILABLE BALANCE $208,398 Jan. 29, 2019 Item #7 Page 25 of 148 FY 14-15 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: Special Events Grant for the Swami Athletic Association's Carlsbad Grand Prix (6,998) 07/08/2014 2014-165 Winning Teams Grant for the Carlsbad Softball Association's Dirty Dozen Team (2,000) 08/14/2014 City Manager Community Spirit Grant for Carlsbad High School Lancer Day Parade (1,258) 09/05/2014 City Manager Special Events Grant for the Fiesta del Barrio Event (1,500) 09/08/2014 City Manager Community Spirit Grant for Veterans' Day Remembrance Parade (110)09/29/2014 City Manager Carlsbad Village Double Track Study (250,000) 11/25/2014 2014-268 Community Spirit Grant for In-Kind Services for the Carlsbad Christmas Bureau (1,679) 12/01/2014 City Manager Winning Teams Grant for the La Costa Canyon Pop Warner Football Team (5,000) 12/04/2014 City Manager Winning Teams Grant for the Carlsbad Pop Warner Junior Midget Cheer Team (3,306) 12/04/2014 City Manager Labor Negotiations (140,000) 12/09/2014 2014-277 Winning Teams Grant for the Lancer Dancers Varsity Dance Team (3,682) 12/16/2014 City Manager Consulting Services for 360-Degree Review of the City Manager (33,825) 01/26/2015 City Manager Winning Teams Grant for the La Costa Canyon Pop Warner Cheer Team (5,000) 01/26/2015 City Manager Community Spirit Grant for In-Kind Services for Sage Creek High School Hoopcoming Parade (117)01/26/2015 City Manager City Attorney Labor Negotiations (12,118) 01/27/2015 2015-011 Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team (5,486) 01/27/2015 2015-012 Unfunded Litigation Expenses (150,000) 02/17/2015 2015-040 Labor Negotiations for Hourly Employees (63,800) 03/10/2015 2015-059 Implementation of the Village Revitalization Partnership Program (75,000) 03/10/2015 2015-065 Exhaust capture and removal system at Fire Station #5 (115,000) 03/24/2015 2015-069 Consulting Services Related to the Ground Lease of Lots 4 and 5 (150,000) 04/21/2015 2015-105 Special Events Grant for the Special Olympics Southern California Law Enforcement Torch Run (350) 05/04/2015 City Manager Winning Teams Grant for the Pacific Rim Elementary School's Odyssey of the Mind Team (2,400) 05/04/2015 City Manager Winning Teams Grant for the Carlsbad High School's Odyssey of the Mind Team (2,008) 05/04/2015 City Manager City Manager Labor Negotiations (27,845) 05/04/2015 2015-111 Winning Teams Grant for the Diegueno Middle School's Odyssey of the Mind Team (1,868) 05/05/2015 City Manager Consulting Costs Associated With the Caruso Citizens' Initiative (150,000) 05/19/2015 2015-127 Winning Teams Grant for the La Costa Canyon High School Speech and Debate Team (785) 06/02/2015 City Manager Professional Services Agreement with the Carlsbad Village Assoc. for Village Revitalization (100,000) 06/09/2015 2015-151 Professional Services Agreement for City Manager Recruitment (25,900) 06/24/2015 Closed Session TOTAL USES (1,337,035) AVAILABLE BALANCE $162,965 Jan. 29, 2019 Item #7 Page 26 of 148 FY 15-16 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: In-kind Services for the Swami Athletic Association's Carlsbad Grand Prix {6,033) 07/14/2015 2015-187 Winning Teams Grant for the Carlsbad Softball Association Dream Team (2,405) 08/06/2015 City Manager Community Spirit Grant for the Carlsbad High School Lancer Day Parade (1,200) 09/30/2015 City Manager Community Spirit Grant for the Carlsbad Christmas Bureau (2,000) 09/30/2015 City Manager Community Spirit Grant for the Rotary Club of Carlsbad's Veterans Day Parade (117) 11/10/2015 City Manager Community Spirit Grant for the Fiesta de Navidad Event {374) 11/19/2015 City Manager Winning Teams Grant for the Carlsbad High School Lancers Dancers Team (4,868) 12/07/2015 City Manager Winning Teams Grant for the La Costa Canyon Mavericks Junior Midget Cheer Team (5,000) 12/14/2015 City Manager Winning Teams Grant for the La Costa Canyon Pop Warner Junior Pee Wee Cheer Team (5,000) 12/14/2015 City Manager Special Events Grant for the Carlsbad Christmas Bureau (1,876) 12/15/2015 City Manager Winning Teams Grant for the Carlsbad High School Xcalibur Dance Team (5,190) 12/15/2015 2015-307 Agua Hedionda South Shore Specific Plan Election and Related Costs {600,000) 12/15/2015 2015-303 Community Spirit Grant for the Sage Creek Hoopcoming Parade (121) 12/16/2015 City Manager City Manager Employment Agreement (165,000) 01/12/2016 2016-011 Carlsbad Police Officers' Association Salary Negotiations {334,000) 02/09/2016 2016-028 Winning Teams Grant for the Mission Estancia Elementary School Odyssey of the Mind Team (1,951) 05/05/2016 City Manager Winning Teams Grant for the Diegueno Middle School Odyssey of the Mind Team (1,077) 05/05/2016 City Manager Winning Teams Grant for the Pacific Rim Elementary School Odyssey of the Mind Team (2,502) 05/05/2016 City Manager Winning Teams Grant for the La Costa Canyon High School Odyssey of the Mind Team (1,385) 05/05/2016 City Manager Winning Teams Grant for the Carlsbad High School Speech and Debate Team (1,000) 06/13/2016 City Manager Service Agreement with Urban Corps of San Diego County (150,000) 06/30/2016 2016-125 Carlsbad Police Management Association Salary Negotiations (49,000) 06/28/2016 2016-127 TOTAL USES (1,340,099) AVAILABLE BALANCE $159,901 Jan. 29, 2019 Item #7 Page 27 of 148 FY 16-17 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: Special Events Grant for the Carlsbad Grand Prix (5,000) 07/12/2016 City Manager Community Spirit Grant for the Carlsbad High School Lancer Day Parade (In-Kind Services) (1,685) 11/07/2016 City Manager Special Events Grant for the Carlsbad Christmas Bureau (In-Kind Services) (1,825) 12/01/2016 City Manager Community Spirit Grant for the Veterans' Day Remembrance Parade (In-Kind Services) {121) 12/01/2016 City Manager Winning Teams Grant for the La Costa Canyon Mavericks Pee Wee Cheer Team (5,000) 12/12/2016 City Manager Winning Teams Grant for the La Costa Canyon Mavericks Junior Pee Wee Cheer Team (5,000) 12/12/2016 City Manager Winning Teams Grant for the La Costa Canyon Pop Warner Junior Midget Mavericks Cheer Team (5,000) 12/12/2016 City Manager Winning Teams Grant for the Carlsbad High School Lancer Dancers Varsity Dance Team (4,864) 01/06/2017 City Manager Village and Barrio Master Plan (112,727) 02/28/2017 2017-037 North Carlsbad Beach Lifeguard Pilot Program {300,000) 04/11/2017 2017-062 Short-term Vacation Rental Compliance Efforts Pilot Program (100,000) 04/25/2017 2017-070 Winning Teams Grant for the Carlsbad High School Speech and Debate Team (2,600) 05/09/2017 City Manager Carlsbad Fire Association Salary Negotiations {49,000) 06/13/2017 2017-105 Winning Teams Grant for the La Costa Canyon High School Odyssey of the Mind Team (1,064) 06/22/2017 City Manager TOTAL USES (593,885) AVAILABLE BALANCE $906,115 Jan. 29, 2019 Item #7 Page 28 of 148 FY 17-18 CONTINGENCY ACCOUNT USE OF FUNDS RESOLUTION EXPLANATION AMOUNT DATE NUMBER ADOPTED BUDGET $1,500,000 USES: Special Events Grant for In-kind Services for the Lancer Day Homecoming Parade ($676) 10/31/2017 City Manager Community Spirit Grant for In-kind Services for the Veterans Day Remembrance (126)12/13/2017 City Manager Community Spirit Grant for In-kind Services for the Carlsbad Christmas Bureau (1,409) 12/22/2017 City Manager Winning Teams Grant for the Carlsbad High School Lancers Dance Team (4,503) 01/17/2018 City Manager Membership in Sister Cities International (1,000) 01/23/2018 2018-008 2018 North Beach Lifeguard Program (256,718) 02/13/2018 2018-016 Winning Teams Grant for the Valley Middle School Robotics Team (1,617) 03/20/2018 City Manager Winning Teams Grant for the Sage Creek High School FTC Robotics Team (3,883) 04/01/2018 City Manager Winning Teams Grant for the Pacific Rim Elementary School's Odyssey of the Mind Team (2,287) 05/15/2018 City Manager Winning Teams Grant for the Carlsbad High School Speech and Debate Team (2,800) 05/21/2018 City Manager TOTAL USES (275,019) AVAILABLE BALANCE $1,224,981 Jan. 29, 2019 Item #7 Page 29 of 148 Gary Barberio Subject: National Drive Electric Week -parking at Shoppes of Carlsbad Location: City Manager Conf Room -1200 Carlsbad Village Drive, Carlsbad, CA 92008 Start: End: Show Time As: Recurrence: Meeting Status: Organizer: Mon 6/18/2018 11:30 AM Mon 6/18/2018 12:00 PM Tentative (none) Not yet responded Leticia Reyes Required Attendees: Scott Chadwick; brian@flockgroup.com; Gary Barberio I'd really like to meet Scott Chadwick and to talk to him about potential use of parking space near the Shoppes of Carlsbad for a National Drive Electric Week (www.driveelectricweek.org) event on September 8. The event would feature: •Electric and plug-in hybrid vehicles (mostly from Car Country Carlsbad dealers-I'm working to coordinate with them)•Carlsbad's mobility plan•Carlsbad's Climate Action Plan I'm a committee member for the non-profit Electric Vehicle Association. We educate and advocate for rapid adoption of EV's, as well as support the EV community. We're an all-volunteer group of EV enthusiasts. What is the best way to meet Scott? Best regards, Brian <image001.jpg><image002.jpg> Brian Flock MBA, CIPS (Global), CIAS (Investor), SFR, COPE 1 EXHIBIT 5 Jan. 29, 2019 Item #7 Page 30 of 148 Member of GSDAR International Real Estate Committee Member of the San Diego chapter of the Electric Automobile Association Phone: (760) 271-8761 CA DRE Broker #01870163 2 Jan. 29, 2019 Item #7 Page 31 of 148 Gary Barberio From: Sent: To: Cc: Subject: Good Afternoon Mr. Barberio Simon Freedman <simonf@roadrunner.com> Monday, June 18, 2018 1:05 PM Gary Barberio Brian Flock Carlsbad Drive Electric Day It was a pleasure meeting you and Mr. Chadwick today. As we discussed set forth below is a link from SDGE that discusses a $10,000 rebate when you purchase a BMW electric car. That rebate is on top of the federal and state rebates. As i also discussed i had a friend of mine take advantage of this and even after getting the 10k rebate, he negotiated additional monies of the purchase price. Hope this information is helpful. When you have a chance could you please send me the contact information for the individual at NRG that you thought we chould reach out to regarding possible sponsorship. http://sdgenews.com/ clean/ sdge-customers-can-save-10000-select-electric-vehicles Shared via the Google app Simon J. Freedman 1 Jan. 29, 2019 Item #7 Page 32 of 148 Gary Barberio From: Sent: To: Cc: Subject: Attachments: Hello Scott and Gary, Brian Flock <brian@flockgroup.com> Monday, June 18, 2018 1:08 PM Scott Chadwick; Gary Barberio Leticia Reyes; Simon Freedman Presentation materials from our meeting this morning NDEW Carlsbad 2018 (vl).pdf; Proclamation (NDEW Carlsbad 2018).doc Thanks again for spending time to hear our proposal on a way to bring attention to Carlsbad regarding a very current topic: electric vehicles. As committed, I have attached a copy of the presentation materials plus the "draft" resolution that we mentioned. I look forward to Celia's feedback after Scott's meeting with her today. Feel to call me at (760) 271-8761 if she needs some quick clarification. Assuming she gives a "greenlight," we'd then let the Shoppes know and work towards an approval letter from them. We'd then start working with the Parks and Rec staff for the event permit. Best regards, Brian FLO.·•.·CK·f ... . .. . . .. . . :&"'-. GROUP Brian Flock MBA, CIPS (Global), CIAS (Investor), SFR, COPE Member of GSDAR International Real Estate Committee Member of the San Diego chapter of the Electric Vehicle Association Phone: (760) 271-8761 CA DRE Broker #01870163 1 Jan. 29, 2019 Item #7 Page 33 of 148 National Drive Electric Week September 8-16, 2018 Whereas, petroleum-fueled vehicles are responsible for over 40% of our local greenhouse gas emissions and are a contributing factor to air pollution and climate change, threatening the health of our citizens and the sustainability of our planet; and Whereas, the imbalance between gasoline resources and worldwide demand is escalating gasoline prices to levels that overburden commerce, hurt economic growth and cause hardship to our citizens; and Whereas, the transportation sector needs support to move toward adoption of clean energy technology, including plug-in electric vehicles, that reduces our dependence on foreign fuels and supports a healthy environment and economy; and Whereas, the City of Carlsbad is dedicated to being a leader in the use of clean energy, establishing policies and programs that conserve energy, and promote sustainability; and Whereas, the City of Carlsbad has adopted a Climate Action Plan (CAP) that is designed to reduce greenhouse gas (GHG) to 80% below 1990 levels by 2050, partially through increased Zero Emission Vehicle (ZEV) miles traveled; and Whereas, September 8-16, 2018 has been designated as National Drive Electric Week throughout the United States of America to educate our citizens about the benefits of plug-in electric vehicles and to promote their adoption; Now, therefore, I, Matt Hall, the Mayor of the City of Carlsbad, California do hereby proclaim September 8-16, 2018 as "Drive Electric Week" in the City of Carlsbad, California and call upon all residents of this great city to join me in supporting the aims and goals of this worthwhile effort. Matt Hall, Mayor, City of Carlsbad, California ~ City of Carlsbad Jan. 29, 2019 Item #7 Page 34 of 148 Gary Barberio From: Sent: To: Cc: Brian Flock <brian@flockgroup.com> Wednesday, June 20, 2018 3:34 PM Gary Barberio Subject: simonf@roadrunner.com; Majka Penner; Courtney Pene; Curtis Jackson Re: Carlsbad Drive Electric Day Event proposal Thank you very much! We'll follow your advice, plus get that letter from Brookfield. Sent from my iPhone On Jun 20, 2018, at 3:07 PM, Gary Barberio <Gary.Barberio@carlsbadca.gov> wrote: Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 35 of 148 Gary Barberio From: Sent: To: Cc: Simon Freedman <simonf@roadrunner.com> Wednesday, June 20, 2018 3:49 PM Gary Barberio Subject: brian@flockgroup.com; Majka Penner; Courtney Pene; Curtis Jackson Re: Carlsbad Drive Electric Day Event proposal Hi Gary Great news, thanks for all your help. By the way we just heard back from Tesla who has committed to being a part of the event. Also we very much appreciate the suggestion to apply for a grant, which we will most certainly do. At our meeting you had suggested you may have someone at NRG we could talk to on that same point. When you have a chance could you please provide me with his/her contact info. Again thank you for your support. Simon J. Freedman On Jun 20, 2018, at 3:07 PM, Gary Barberio <Gary.Barberio@carlsbadca.gov> wrote: Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 36 of 148 Gary Barberio From: Sent: To: Subject: Attachments: Hello Scott and Gary, Brian Flock <brian@flockgroup.com> Tuesday, July 10, 2018 9:06 AM Scott Chadwick; Gary Barberio Press Release: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad Press Release (Alan Soule) FINAL.pdf; Alan Soule in 80edays shirt.jpg; Alan Soule charging in Switzerland during 80edaysJpg; Alan Soule in Switzerland after completing 80edaysJpg Here's a press release that went out today about the National Drive Electric Week-Carlsbad. We're excited to welcome Alan and let him share his global experience with Carlsbad and North County. Best regards, Brian Brian Flock City Captain, National Drive Electric Week (NDEW) Event-Carlsbad (September 16, 2018} National Member of the Electric Auto Association www.NorthCountylsElectric.com Phone: (760) 271-8761 From: Brian Flock Sent: Tuesday, July 10, 2018 7:39 AM To: Cc: Subject: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad Dear Newsroom: Attached please find the following: 1.PRESS RELEASE: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad 2.Head shot of Alan Soule 3.Picture of Mr. Soule charging his US electric vehicle in Switzerland 4.Picture of Mr. Soule again in Switzerland after the 80-day EV challenge Feel free to contact me if you have any questions about the press release or the National Drive Electric Week (NDEW) Event -Carlsbad (www.NorthCountylsElectric.com). Sincerely yours, Brian Flock Carlsbad, CA 1 Jan. 29, 2019 Item #7 Page 37 of 148 Brian Flock City Captain, National Drive Electric Week {NDEW) Event-Carlsbad (September 16, 2018} National Member of the Electric Auto Association www.NorthCountylsElectric.com Phone: (760) 271-8761 2 Jan. 29, 2019 Item #7 Page 38 of 148 For Immediate Release July 10, 2018 Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad After 250,000 Electric Miles, Alan Soule to Appear in North County on September 16, 2018 Carlsbad, CA-July 10, 2018 -The Electric Auto Association (EAA) (electricauto.org) announced that Alan Soule, the only American to circle the world in 80 days in a production electric vehicle (EV) will appear at National Drive Electric Week (NDEW) Event-Carlsbad on September 18, 2018. The theme of the celebration is "North County Is Electric!" (NorthCountylsElectric.com). Mr. Soule has driven nearly 250,000 electric miles in production EVs since 1999. He's also the first person to travel the length of historic U.S. Route 66 in an EV-a 2008 Tesla Roadster-before widespread public charging infrastructure existed and years before Elon Musk launched his Tesla Roadster on Falcon Heavy towards Mars. "I have always been interested in alternative energy for vehicles," said Mr. Soule. "I had a car that ran on propane back in the '70s, and then when General Motors came out with the EV1, I leased one of those in 1999. I'm happy to share my experience in Carlsbad because of North County's strong interest in electric transportation." Reaction from the Local and National EV Community "It's a privilege to welcome Alan to our NDEW-Carlsbad EV celebration," said Brian Flock, NDEW-Carlsbad City Captain and EAA member. "Alan and his car will have a shrine to showcase global EV travel in an interesting way to both neophytes and hard-core enthusiasts. North County will meet an EV pioneer for the first time which I'm sure will inspire many for their own personal journey, even if that journey starts with their daily commute." 1 of 2 Jan. 29, 2019 Item #7 Page 39 of 148 "Alan was the lone America to join EV drivers from around the world to lead the charge for EVs in this grand adventure," remarked Raejean Fellows, national President of the EAA. "While no small endeavor, traveling around the world on cleaner energy is possible. We all want to be part of this electric car adventure. Whether we travel near or far, electric cars can get us there! Join us to meet Alan, get his autograph and learn more about this feat." NDEW-Carlsbad: North County's Largest EV Celebration NDEW-Carlsbad 2018 is the largest celebration of EVs and complementary products and services ever held in North County, a hotbed of EV adoption by national standards. The free public event heightens awareness of today's wide availability of plug-in vehicles and highlights the benefits of all-electric and plug-in hybrid-electric cars, trucks, motorcycles, and more. EVs are fun to drive; powerful; quiet; less expensive and more convenient to fuel than gasoline vehicles; are better for the environment; promote local jobs; and reduce our dependence on foreign oil. The event offers the public the opportunity to talk to owners who have successfully driven millions of electric miles and to take EV test drives offered by North County dealers. ### · The Electric Auto Association (EAA) was formed in 1967 and advocates for rapid EV adoption using network of grass-roots chapters, nationally and internationally. EAA works with the public to educate about the role that EVs play in improving air quality and combating climate change. NDEW is a collaboration between the EAA, Plug In America, and the Sierra Club. For more information: Brian Flock NDEW City Captain, Electric Auto Association (760)271-8761 brian@flockgroup.com www.NorthCountylsElectric.com 2 of 2 • , Jan. 29, 2019 Item #7 Page 40 of 148 Carlsbad Drive Electric Day Saturday, September 8, 2018 Plug In A�a. \tJ�l� WE DRIVE ELECTRIC. YOU CAN TOO. Electric Auto ..:-, ~ '-0-0 ® Association Jan. 29, 2019 Item #7 Page 41 of 148 A Great Fit for Carlsbad! ( City ofCarlsbad Cal fornia ►We lead in San Diego County:►Renenue: ►Climate Action Plan (CAP) ►Coastal Mobility Readiness Plan ►Technology leadership Figure 2•1: 2011 Community GHG Emissions by Sector (MTC�) •C<1mmcrdal aiSolloJW:i..stc A u Electric Vehicles 0 Autonomous Vehicles Measure L: Promote an Increase in the Amount of Zero�Emlssions Vehicle Travel ►Most dealer participants will befrom Car Country Carlsbad! ►Other local businesses, includingthe Shoppes will be invited ldontlty cltf'rlll'nt funding s.ourc•• f-::r Eltdlk V.ihlc:le Ch11rging statia'I� and i'Jbrn� urant 1:1PJ)hcation1forimp\eman1allonet mobi.ldyhubs. Support loc:;1111 ontraprcin•ur• .v1•Jbusln�wtm .. reresetirc:hln(l autOf!Ol'TIOJI v&hk:la and begn hnplernen!mg traffic s,gnal upgtad:es compatitlle wrth O!!dk;atad Snot! Ra� Comrn1.m1CS!imi�. ► Implement •l�tric vohiel• charging aUltlons al all mobliit"/ hubs. Goal: Promole an increase in the amount of ZEV" miles 12035 Reduction: 54,158 MTCO,e traveled from a projected 15 percent to 25 percent of tolal vehicle miles traveled by 2035. ► Ekpand network of .iut;,lict'J avaH3b'e channg stallons to l'lC!udc ""°'Mllry mob�ity hubs nnd nthet locarbns.. Pro-,oide f�at updatos and �trei.ctt on �taws of stations QtyWtde lmpl•mcnt n�M.t gorumltlcm lnt•lllgent T'r•n•portation Sy,-tem h,rrastruc::tur• io avppcrl3l!IOr,or,'\O\JSWlhides.. ,.,. •TrJn~pona1J<1n .l11durtrfal m, ·= ' Jan. 29, 2019 Item #7 Page 42 of 148 North County is a Hot Spot for EV Adoption -· fl Ca1c-n I • i:z;onOty Las Vegus --~ '-Sa:-~---_______ 1~p l~le<teelh Jan. 29, 2019 Item #7 Page 43 of 148 What is "National Drive Electric Week" (NDEW)? ►Started in 2011 ►September 8-16, 2018 ►Carlsbad/ North County: September 8th or 15th ►Nationwide celebration. ►Heighten awareness of today's widespread availability of plug-in vehicles. ►Highlight the benefits of all-electric and plug-in hybrid-electric cars, trucks,motorcycles, and more. ►Allow the public to talk to actual owners of electric vehicles,not just sales personnel. ►Educate consumers on the rebates and incentives available to themwhen they lease or purchase electric vehicles. Jan. 29, 2019 Item #7 Page 44 of 148 Currently Planned NDEW Events in SoCal Soong Los Padres National Forest §3 Santa�rbara O Ve�ra @ard 0 Lancaster 0 Pal�dale Angeles O '1 Na11onal FOrest (§) Vict�llle cApple Valley Hes�eria San Bernardino SheePho/e­Va//ey WIiderness Channel Islands NationaU?ark losA(j)g� 0 Ci:i 0 Rivefre GJ Anaheim Long Beacho O �rvine 0 Carlsbad's is the first event listed in San Diego County! Catalina Island Essential Fish Habitat.. 2. 5x as many registrants asLos Angeles in just 3 days! 670,000+ electric miles registered ijj Palm �prlngs Palm �esert La Quinta Joshua Tree National Park Tem�cu!a Vista go Cleveland National �orest Anza-Borrego Desert State Park Carlsbad lmp;"ial San. Diego O Et c:n1<0 0 -9 0 CalexLc0.2� Chula Vist�� Me�cali f"i1Mc �0__ ,-ccatc � La Ruf!lorosa r \::,/ Tijuana l!, ui ' � Screen shot from www.driveelectricweek.org list of 2018 events ' rt Jan. 29, 2019 Item #7 Page 45 of 148 What We Will Do ►Provide 10-15 knowledgeable volunteers, plus bring our own electric cars. ►Draft a suggested proclamation (DONE) ►Invite ALL the vehicle dealers in Carlsbad-already know 24 out of 26 makes! ►If they sell electric cars as a result of this event, we have succeeded! ►Invite local businesses involved in sustainable transportation ►Eg: Electric bicycles, charger installers, solar companies, battery storage, food ►Create sponsorship deck and find financial sponsors for the event ►Organize the event (or defer to a major sponsor, if they prefer) ►Coordinate the event with City Staff and Shoppes personnel ►Market the event through social media and the press ►Provide insurance if we are the primary organizers Jan. 29, 2019 Item #7 Page 46 of 148 Ideal Location: The Shoppes at Carlsbad �·- Jan. 29, 2019 Item #7 Page 47 of 148 What We Need from Carlsbad ►Authorization to use the Shoppes parking lot (September 8th ) ►Backing of the event with the Shoppes (Josh Goldman?) ►Other: ►Proclamation for Carlsbad's recognition of Drive Electric Week 2018 ►Short speeches by (and potentially press interviews with) city leadership ►Traffic cones and barricades to separate the event area and control traffic flow ►Outreach: ► "Carlsbad Currents" ► Carlsbad's email newsletter ►City social media ►Booth staffing to discuss Carlsbad's vision (e.g. CAP, Mobility Readiness Plan,"connected vehicles" vision) '.-' ( �nnr.� ��:,,�;=:=���:!: �� -'""--'-••._,_..,,_.,, __ 1•1ir•�'" e2��EZ':'"���:;�'":'� �"ww•r,.<. 11,....,.__,t��-,-w,o--..,""�-t9.• ' "' __ "",,....""""""'"'" ........ �, .......... �--�i:,,-.,,:t __ ,.,Nt�--' ... \\111'.ff'-•� ?��=;3'!:;:��� t-�,, Jan. 29, 2019 Item #7 Page 48 of 148 Backup Slides Jan. 29, 2019 Item #7 Page 49 of 148 EV Benefits ►Electric vehicles are fun to drive.►Switching to plug-in electric ►We have momentum!vehicles is one of the biggest steps we can take to reduce America's ►These cars are easier and cheaper dependence on oil and cut to fuel.dangerous air pollution. ►EVs are cheaper to maintain.►EVs make for a more stable and ►Each year in the US we burn secure United States. roughly 121 billion gallons of oil in ►Electric and hybrid vehicles are our passenger cars and trucks.creating good American jobs. ►Electric Vehicles cut the dangerous air pollution that comes from conventional vehicles. Jan. 29, 2019 Item #7 Page 50 of 148 Gary Barberio From: Sent: To: Cc: Scott Chadwick Tuesday, July 10, 2018 10:46 AM Brian Flock Gary Barberio Subject: Re: Press Release: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad Thanks, Brian! Scott Chadwick Chief Operations Officer City of Carlsbad Sent from my iPhone On Jul 10, 2018, at 9:06 AM, Brian Flock <brian@flockgroup.com> wrote: Hello Scott and Gary, Here's a press release that went out today about the National Drive Electric Week-Carlsbad. We're excited to welcome Alan and let him share his global experience with Carlsbad and North County. Best regards, Brian [ cid:image002.jpg@0 1 D3DD81.2462A2C0] Brian Flock City Captain, National Drive Electric Week (NDEW) Event -Carlsbad (September 16, 2018) National Member of the Electric Auto Association www .North County IsElectric.com<http :/ /www .North County IsElectric. com> Phone: (760) 271-8761 From: Brian Flock Sent: Tuesday, July 10, 2018 7:39 AM To: Cc: Subject: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad Dear Newsroom: Attached please find the following: 1.PRESS RELEASE: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad2.Head shot of Alan Soule3.Picture of Mr. Soule charging his US electric vehicle in Switzerland4.Picture of Mr. Soule again in Switzerland after the 80-day EV challenge 1 Jan. 29, 2019 Item #7 Page 51 of 148 Feel free to contact me if you have any questions about the press release or the National Drive Electric Week (NDEW) Event-Carlsbad (www.NorthCountylsElectric.com<http:/ /www.NorthCountylsElectric.com> ). Sincerely yours, Brian Flock Carlsbad, CA [ cid:image002.jpg@0 1D3DD81.2462A2C0] Brian Flock City Captain, National Drive Electric Week (NDEW) Event -Carlsbad (September 16, 2018) National Member of the Electric Auto Association www.NorthCountyisElectric.com<http://www.NorthCountyisElectric.com> Phone: (760) 271-8761 <image00 1.jpg> <Press Release (Alan Soule) FINAL.pdf> <Alan Soule in 80edays shirt.jpg> <Alan Soule charging in Switzerland during 80edays.jpg> <Alan Soule in Switzerland after completing 80edays.jpg> 2 Jan. 29, 2019 Item #7 Page 52 of 148 Jan. 29, 2019Item #7 Page 53 of 148 Jan. 29, 2019 Item #7 Page 54 of 148 Gary Barberio From: Sent: To: Cc: Subject: Good morning, Brian- Scott Chadwick Friday, August 03, 2018 8:41 AM Brian Flock; Gary Barberio Simon Freedman; Elaine Lukey RE: Drive Electric-Carlsbad rescheduled to 2019 Thank you for the status update. I've CC'd our COO, Elaine Lukey, so that she is also in the know. Best- Scott Chadwick City Manager City of Carlsbad (d)760.434.2829 (c)619.980.7010 {city ofCarlsbad From: Brian Flock [mailto:brian@flockgroup.com] Sent: Friday, August 03, 2018 8:14 AM To: Gary Barberio <Gary.Barberio@carlsbadca.gov>; Scott Chadwick <Scott.Chadwick@carlsbadca.gov> Cc: Simon Freedman <simonf@roadrunner.com> Subject: Drive Electric-Carlsbad rescheduled to 2019 Hello Scott and Gary, In order to ensure that we create the vibrant Carlsbad electric vehicle event that we originally envisioned, our team made the decision last night to reschedule this year's inaugural North County event to a future date in 2019, possibly in the Spring. This will offer additional time to prepare a first class event and will coincide with the fact that virtually every major vehicle manufacturer will have plug-in electric models for their 2019 model year. We're also hoping to see some exciting electric vehicle developments directly in North County by 2019 (e.g. Tesla?). In the meantime, we will work with Parks and Recreation and the grant department to take appropriate measures with our existing applications. We wanted to let you know as soon as we made the decision to reschedule since we believe Carlsbad deserves the best event possible. Feel free to contact me by email or phone with any questions. Best regards, Brian 1 Jan. 29, 2019 Item #7 Page 56 of 148 FLOCK GROUP II.EM. L'iTATI-. Brian Flock MBA, CIPS (Global), CIAS (Investor), SFR, CDPE Member of GSDAR International Real Estate Committee Member of the Electric Vehicle Association Phone: (760) 271-8761 CA DRE Broker #01870163 2 Jan. 29, 2019 Item #7 Page 57 of 148 Gary Barberio From: Brian Flock <brian@flockgroup.com> Tuesday, January 08, 2019 10:48 AM Scott Chadwick; Gary Barberio Sent: To: Cc: Council Internet Email; Simon Freedman Subject: Cancellation of Carlsbad Electric Vehicle Event in April 2019 Dear Scott and Gary: Given the recently-introduced political uncertainty of the reimbursement grant that was assigned to the Electric Auto Association (EAA) in July 2018, the EAA has ceased plans for a Carlsbad Drive Electric event in April 2019 in celebration of Earth Day. We are very concerned that uncertainty makes the major task of fund raising even harder for our 100%­ volunteer, non-profit organization, some of whom were already planning to donate their own money. Please reassign the entirety of our prior grant allocation to the benefit of Carlsbad. It has been a sincere pleasure working with Carlsbad's helpful staff. We'd like to specially recognize Majka Penner, Chris Hazeltine, and Courtney Pene for working cooperatively with us on the complex permit and grant applications. We'd also like to recognize Christie Marcella, Kristina Ray, and Avecita Jones who all were open to looking for ways to make this a positive event for the City of Carlsbad in support of our Climate Action Plan, Coastal Mobility Plans, and for the economic development of various Green businesses in an around Carlsbad. The mission of the all-volunteer Electric Auto Association is to: •For the public: Promote, educate, and advocate regarding EV availability, alternatives, infrastructure, benefits, and legislation. Our EV Owner/Educator members act as a credible source of information for car shoppers.•For our chapters: Enable success through supporting infrastructure, financial assistance, information sharing, and common resource leverage.•For our members: Act as a centralized information source and be a national advocate for owners on EV technology and infrastructure. In this mission we have: •Connected the City of Carlsbad {Mike Grimm) with Green lots, resulting in a $80,000 benefit to Carlsbad for employee and fleet charging infrastructure;•Discussed with SDG&E how the Power Your Drive could potentially work for Carlsbad staff and fleet;•Proposed a policy to enforce charging station parking regulations to City staff;•Received an invitation to speak at Carlsbad High School to educate young minds on the benefits of driving electric cars;•Joined the Carlsbad Chamber of Commerce, including participation in the Green Business Committee. Despite this change in plans, I trust that local members of the EAA who live in and around Carlsbad will continue to look for ways to help Carlsbad in support of its Climate Action Plan and Coastal Mobility Plan. Sincerely yours, Brian Flock Electric Auto Association 1 ,_____ __________________________________________________ _ Jan. 29, 2019 Item #7 Page 58 of 148 Courtney Pene From: Sent: To: Cc: Subject: Gary Barberio Wednesday, June 20, 2018 3:08 PM brian@flockgroup.com; simonf@roadrunner.com Majka Penner; Courtney Pene; Curtis Jackson Carlsbad Drive Electric Day Event proposal Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 59 of 148 Courtney Pene From: Sent: To: Cc: Brian Flock <brian@flockgroup.com> Wednesday, June 20, 2018 3:34 PM Gary Barberio Subject: simonf@roadrunner.com; Majka Penner; Courtney Pene; Curtis Jackson Re: Carlsbad Drive Electric Day Event proposal Thank you very much! We'll follow your advice, plus get that letter from Brookfield. Sent from my iPhone On Jun 20, 2018, at 3:07 PM, Gary Barberio <Gary.Barberio@carlsbadca.gov> wrote: Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 60 of 148 Courtney Pene From: Sent: To: Cc: Simon Freedman <simonf@roadrunner.com> Wednesday, June 20, 2018 3:49 PM Gary Barberio Subject: brian@flockgroup.com; Majka Penner; Courtney Pene; Curtis Jackson Re: Carlsbad Drive Electric Day Event proposal Hi Gary Great news, thanks for all your help. By the way we just heard back from Tesla who has committed to being a part of the event. Also we very much appreciate the suggestion to apply for a grant, which we will most certainly do. At our meeting you had suggested you may have someone at NRG we could talk to on that same point. When you have a chance could you please provide me with his/her contact info. Again thank you for your support. Simon J. Freedman On Jun 20, 2018, at 3:07 PM, Gary Barberio <Gary.Barberio@carlsbadca.gov> wrote: Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 61 of 148 Courtney Pene From: Sent: To: Cc: Simon Freedman <simonf@roadrunner.com> Friday, June 22, 2018 11:32 AM Courtney Pene Subject: Brian Flock; Elaine Borseth; Tyson Siegele; Larry Emerson Fwd: Carlsbad Drive Electric Day Event proposal Good morning Ms. Pene Below is an email you were copied on a couple of days ago from Gary Barberio. He has suggested we contact you to determine if the event we are planning for 9/8/18 would qualify for a grant from the City of Carlsbad. When you have a chance can you let me know what i would need to do to get to process rolling given the relatively short time we have between now and the planned event. Please feel free to call me on my cell phone, 760-415-4732. Thank you for your assistance. Simon J. Freedman Begin forwarded message: From: Gary Barberio <Gary.Barberio@carlsbadca.gov> Date: June 20, 2018 at 3:07:51 PM PDT To: "brian@flockgroup.com" <brian@flockgroup.com>, "simonf@roadrunner.com" <simonf@roadrunner.com> Cc: Majka Penner <Majka.Penner@carlsbadca.gov>, Courtney Pene <Courtney.Pene@carlsbadca.gov>, Curtis Jackson <Curtis.Jackson@carlsbadca.gov> Subject: Carlsbad Drive Electric Day Event proposal Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box-also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 1 Jan. 29, 2019 Item #7 Page 62 of 148 Courtney Pene From: Sent: To: Cc: Subject: Attachments: Hi Simon, Courtney Pene Tuesday, June 26, 2018 9:09 AM 'Simon Freedman' Brian Flock; Elaine Borseth; Tyson Siegele; Larry Emerson RE: Carlsbad Drive Electric Day Event proposal COUNCIL POLICY 51.pdf; SPECIAL EVENTS GRANTS_application.pdf Thank you so much for reaching out, your event sounds fun and there is definitely community interest in electric vehicles. Attached is the City Council policy on Special Event Grants as well as the grant application. Please note that receiving a Special Event grant is contingent upon receiving an events permit with the city. After your review, please let me know if you have questions. Best, Courtney City ofCarlsbad Courtney Pene, MPA Management Analyst City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008-1949 www.carlsbadca.gov 760-434-2812 I 760-720-2037 fax I courtney.pene@carlsbadca.gov From: Simon Freedman [mailto:simonf@roadrunner.com] Sent: Friday, June 22, 2018 11:32 AM To: Courtney Pene <Courtney.Pene@carlsbadca.gov> Cc: Brian Flock <brian@flockgroup.com>; Elaine Borseth <drelaineb@gmail.com>; Tyson Siegele <tyson@butitjustmightwork.com>; Larry Emerson <lkkms@sbcglobal.net> Subject: Fwd: Carlsbad Drive Electric Day Event proposal Good morning Ms. Pene Below is an email you were copied on a couple of days ago from Gary Barberio. He has suggested we contact you to determine if the event we are planning for 9/8/18 would qualify for a grant from the City of Carlsbad. When you have a chance can you let me know what i would need to do to get to process rolling given the relatively short time we have between now and the planned event. Please feel free to call me on my cell phone, 760-415-4732. Thank you for your assista nee. 1 ( Jan. 29, 2019 Item #7 Page 63 of 148 Simon J. Freedman Begin forwarded message: From: Gary Barberio <Gary.Barberio@carlsbadca.gov> Date: June 20, 2018 at 3:07:51 PM PDT To: "brian@flockgroup.com" <brian@flockgroup.com>, "simonf@roadrunner.com" <simonf@roadrunner.com> Cc: Majka Penner <Majka.Penner@carlsbadca.gov>, Courtney Pene <Courtney.Pene@carlsbadca.gov>, Curtis Jackson <Curtis.Jackson@carlsbadca.gov> Subject: Carlsbad Drive Electric Day Event proposal Brian and Simon -please find below contact info for our Special Events staff coordinator, Majka Penner. In addition, you may be eligible to apply for a grant from the City. As such, I am also providing contact info for our Special Events Grant coordinator, Courtney Pena. If you'd like to explore the Grant further, on the city's website www.carlsbadca.gov enter Special Events Grant into the search box -also Search for City Council Policy No. 51. Finally, please still pursue the letter of support/concurrence from Rouse Properties. Thanks -GTB Majka Penner Program Manager 760-434-2855 Courtney Pena Management Analyst 760-434-2812 2 Jan. 29, 2019 Item #7 Page 64 of 148 (�'» CITY O F • CARLSBAD Policy No. Date Issued: Effective Date: 51 December 4,2012 December 4, 2012 Resolution No. Cancellation Date: Supersedes No. May 10, 2011 Council Policy Statement Category: COMMUNITY ACTIVITY FUNDING Specific Subject: Process for Funding Community Activities PURPOSE: To establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. POLICY: 1.It is the policy of the City of Carlsbad to allocate funds for "start-up costs" to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs. There are four (4) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, Winning Team Grants, and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. 2.The Grant Funding shall have the following term limits per organization: A.Community Activity Grants: An organization may receive no more than one grant per year for up to a maximum of three (3) years. After three (3) years, the organization will be ineligible for any type of funding from the City, including these grant funds, for at least two (2)years. After a two (2) year hiatus from receiving city funding, an organization will be eligible to again apply for and may receive this Grant funding for an additional two (2) years maximum. This grant will provide no more than five (5) years total of funding for an organization. B.Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (5) years of grants total with cash assistance being provided for no more than three (3) of those years and grants for in-kind city assistance to pay for city services/facilities for special events permitted for each of the five (5)years. C.Winning Teams Grants: A team may receive no more than one (1) grant per year for a national championship competition as defined below. Page 1 of 5 Jan. 29, 2019 Item #7 Page 65 of 148 Policy No. 51 D.Community Spirit Grants: An organizer/organization may receive no more than one (1) grant per year for an event which reflects community pride or community spirit to help others within the community as defined below. 3.The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one of the above noted grants. 4.All awarded grants will be disbursed on a reimbursement basis only, and will be subject to compliance with an agreement or letter of agreement approved by the City Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. 5.Community Activity Grants -Criteria and Process A.These grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. B.City funding shall be awarded to fund approved program/project costs only. The City funds shall not be used for operational reserves for the applicant or for future year programs/projects. The City funds received by the applicant may also not be used for donations to other organizations. C.The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. D.Once the budget is adopted by the Council, interested groups will be notified of the application process to request said grants. E.The application process will consist of the following: i.Completion of city application for funds. ii.Review by city staff and a Citizens' Advisory Committee. iii.Recommendations submitted by Advisory Committee to City Council. iv.Action by City Council to approve, modify, or disapprove the request. F.The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: one representative from each quadrant of the city, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. G.The review panel will consider the provision of matching funds from other sources in evaluation of the applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisory committee in evaluating the funding priorities for these funds. 6.Special Event Grants -Criteria and Process A.These grants provide city funding for startup costs related to new Special Events (as defined below) held within the city that have a citywide interest; and shall be available to a recognized 501(()(3) non-profit organizations, or to an organized all-volunteer, Carlsbad- Page2of5 Jan. 29, 2019 Item #7 Page 66 of 148 Policy No. 51 based group on a reimbursement basis of actual costs only. B.For the purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17 of the Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following "special events" shall not be eligible for this grant: i.Events hosted by a commercial enterprise for profit and/or fund raiser purposes. ii.Regularly offered programs, activities or events. iii.Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. C.Special fundraising events shall be eligible if: i.The event is hosted and coordinated by an all-volunteer, Carlsbad-based organization, and provided further that City grant funds are used only for direct costs of the event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; and ii.The event is held to raise funds for a Carlsbad-based (located) organization with a community-wide benefit and no cash funds are provided directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. D.Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant in a year. E.Grant requests for cash assistance shall not exceed 20 percent of the total estimated event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind city services, and may not include payment or reimbursement for applicant-provided resources, such as office space, staff and other operational expenses. Total costs shall include expenses to be paid directly by the organizer to third party vendors. F.A "new event" is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as "new" for the purposes of eligibility for this grant. G.Grant applications shall be submitted no less than 60 days prior to the event to allow for adequate processing time by the City. H.All approved grants will be funded from the City Council's contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. I.The City Manager, or designee, is authorized to approve grants up to $5,000 , and the Finance Director shall be authorized to appropriate said funds from the City Council's general fund contingency account. The City Council shall approve grants over $5,000. J.The application process will consist of the following: i.Completion of a permit application for the special event (if applicable). ii.Completion of a Special Event Grant supplemental application. iii.Administrative review and tentative support/approval of special event by special events committee (if applicable). iv.Approval of grant by City Manager, or designee, if the grant request is $5,000 or less. Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5,000. 7.Winning Teams Grants Page3of5 Jan. 29, 2019 Item #7 Page 67 of 148 Policy No. 51 A.These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must advance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below. B.Such grants can be requested any time of the year. C.Grant requests should not exceed 20 percent of the team's total travel cost; team costs may include participants and coaches. Eligibility does not extend to the family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. D.These requests will be funded from City Council's contingency account.E.Eligibility requirements are: i.The participants are all 18 years of age or under. ii.The group or team is an organized non-profit corporation or unincorporated association. iii.The request for funding must be made prior to the date of the national or international event. iv.At least 90 percent of the participants in the team or group are residents of Carlsbad; or, if the team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries of the City of Carlsbad. F.The application process will consist of the following: i.Written request to the Housing and Neighborhood Services Director. ii.Administrative review by the Housing and Neighborhood Services Director, or designee to determine the eligibility for a grant. iii.Consideration and approval of grant by the City Manager, or designee, if the grant is $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. iv.Consideration and approval of grant request funding by the City Council if the grant request exceeds $5,000. 8.Community Spirit Grant A.These grants shall provide city funding for events that contribute towards a vibrant community and strengthen the residents' quality of life by demonstrating community pride or spirit to help others or celebrate the community. B.Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs; no cash assistance available under this grant program. C.Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and charitable initiatives directly benefitting Carlsbad residents. D.Fundraising events are not eligible for this grant. E.Such grants can be requested at any time of the year, one grant per organization per year. F.All approved grants will be funded from the City Council's General Fund contingency account. G.The application process will consist of the following: i.Written request to the Housing & Neighborhood Services Director. ii.Administrative review by the Housing & Neighborhood Services Director, or designee, for grant eligibility and confirmation of a special event permit application (if applicable). Page 4 of 5 Jan. 29, 2019 Item #7 Page 68 of 148 Policy No. 51 iii.Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. iv.Consideration and approval of grant funding (for in-kind/city services only) by the City Council if grant request exceeds $5,000. 9.This policy may be amended as necessary and appropriate by the City Council. Page 5 of 5 Jan. 29, 2019 Item #7 Page 69 of 148 SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION {'Cityof Carlsbad Please complete the following supplemental application using the instructions provided on the lost page of this application. Attach additional pages if necessary. Name of Applicant: _________________________________ _ Address: ---------------------------------------- Phone: ( __ ) ____________ E-mail: ___________________ _ Contact 1 _____________________________________ _ Name Phone Contact 2 ---------------------------------------Name Phone Federal Tax ID# or Social Security#: ___________________________ _ TOTAL GRANT FUNDING REQUEST: $ ______________________ _ I ELIGIBLITY REQUIREMENTS Please answer the following questions to determine if your event is eligible for City grant funds: y N Will your Special Event be held entirely within the City of Carlsbad? D D 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) □□ □□ City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Application www.carlsbadca.gov Jan. 29, 2019 Item #7 Page 70 of 148 GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages ta document) Applicant Background Organization: ------------------------------------- Names of Officers and Board of Directors: Name Title Name of the special event:--------------------------------­ Location of event: ------------------------------------ Date of event: ------------------------------------- Please list the years in which your organization has received prior funding from the City and list the related dollar amounts: How does your special event benefit and provide citywide interest to the Carlsbad community? I FINANCIAL CAPABILITIES/BUDGET Estimated total cost of event: ------------------------------- Please list additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending below: Name Percentage of financial contribution towards goal __________________ % __________________ % ------------------ ------------------ An estimated event budget is must be included with your grant submission. City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Application www.carlsbadca.gov $ % % I I Jan. 29, 2019 Item #7 Page 71 of 148 I 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 Signature Title Date I 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. I 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 & 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 Special Event Grant Supplemental Application www.carlsbadca.gov Jan. 29, 2019 Item #7 Page 72 of 148 Courtney Pene From: Sent: To: Cc: Subject: Hi Majka, Ed Garbo Monday, July 09, 2018 2:01 PM Majka Penner; Avecita Jones; Bonnie Elliott; Christie Calderwood; Courtney Pene; Cynthia Wong; John Kim; Mary Lee Christensen; Mary Murphy; Shawnetta Grandberry; Terie Rowley Matt Lowe RE: Draft permit submission (National Drive Electric Week Event -Carlsbad) The insurance provided by the Electric Auto Association looks fine. Yes, the dealers should have plenty insurance for test drives of their vehicles. I am assuming these are local new car dealers providing whatever electric model cars they sell for on-road demonstrations/ test drives? A similar event hosted by SDG&E was held at the old baseball stadium last year. Ed Garbo From: Majka Penner Sent: Monday, July 09, 2018 9:42 AM To: Avecita Jones <Avecita.Jones@carlsbadca.gov>; Bonnie Elliott <Bonnie.Elliott@carlsbadca.gov>; Christie Calderwood <Christie.Calderwood@carlsbadca.gov>; Courtney Pene <Courtney.Pene@carlsbadca.gov>; Cynthia Wong <Cynthia.Wong@carlsbadca.gov>; Ed Garbo <Ed.Garbo@carlsbadca.gov>; John Kim <John.Kim@carlsbadca.gov>; Majka Penner <Majka.Penner@carlsbadca.gov>; Mary Lee Christensen <marylee.christensen@carlsbadca.gov>; Mary Murphy <Mary.Murphy@carlsbadca.gov>; Shawnetta Grandberry <Shawnetta.Grandberry@carlsbadca.gov>; Terie Rowley <Te rie. Rowley@ca rlsba dca .gov> Cc: Matt Lowe <Matt.Lowe@carlsbadca.gov> Subject: FW: Draft permit submission (National Drive Electric Week Event -Carlsbad) FYI New proposal for a National Drive Electric Week event at the Shoppes at Carlsbad on 9-16-18. One day event, part of national campaign. Met with this group last week and they just submitted the attached docs. have not reviewed, but will do so and put in Energov for approvals once a few more items are finalized. The attachment, Carlsbad Special Event Permit (Plan Attachments), is 7 pages and includes the event narrative, schedule, SWPPP, draft of site map, medical, etc. No road closures or major impact since it's contained inside the mall lot. I assume only staffing needed will be inspections from FD and PW. Ed, event includes a test drive route on public roadways, map attached in Carlsbad Special Event Permit (Plan Attachments). Will this require any additional insurance or is it assumed all dealers are covered? Courtney, attached is the grant application. Still needs to be signed, they waited to ensure nothing else was needed. Will you take it from here? Let me know if you have any questions or concerns upon the initial review I should bring to their attention. 1 Jan. 29, 2019 Item #7 Page 73 of 148 D Payment of non-refundable 3rd party vendor fee ($142/or first day) D Awaiting business license. D Copy of general certificate of insurance with endorsement □AttachedD Copy of additional certificate( s) of insurance with endorsement( s) for special aspects -required if there is an aspect of event that is not covered by your insurance, e.g., K-1 car demo, kids driving course, etc. Risk Manager can help us determine if needed once event details are completed. D At this point, we have tightened up the event and don't plan for this. D Copy of current site plan -refer to page 19 of reference book for details of what to include, e.g. vehicle placements, restrooms, trash/recycling bins, dumpsters, etc. D Our first draft is attached D Copy of letter of consent for use of private property -from The Shoppes at Carlsbad; email sent directly to me is sufficient D Email permission sent to Majka on July 3 from Ramon Oceguera of The Shoppes. D Supplemental Storm Water Pollution Prevention Plan D Supplemental Storm Water map to include drains -this can be incorporated on the site map, e.g., refer to Marathon site map D The two storm water drains will be marked on the next draft of our site map D Copy of the Carlsbad Fire Department's application (contact Cindy Wong for details at 760-602-4662 or Cynthia.wong@carlsbadca.gov) -if applicable, will determine once site map submitted with tent sizes/layout D There will be just one large tent for shade with tables and chairs measuring 20' x 40'. D List of food service/tent vendors (include contact information and HCD tag number for food trucks) □TBDbyOBCD Copy of CPR/first aid cards for medical staff 0 TBD by OBC. See Medical Plan notes. D Event staff roster to include: names / titles / shifts / phone numbers / locations / duties □TBDbyOBCD Copies of promotional materials D https://driveelectricweek.org/event.php?eventid=1377 D www.NorthCountyisElectric.com D Additional materials will be forthcoming within 2 weeks. D Schedule of activities D See Even Narrative/Schedule in Plan Attachments. D Copy of missing child policy D See missing child policy in Plan Attachments. POST EVENT CHECKLIST (required within 30 days of your event) D Recycled materials receipt if over 2,000 attendees per day D Copy of medical calls summary D Signed participant waivers, if applicable RELATED PERMITS/LICENSES/TOPICS The following items are permits/licenses/topics that are not required to be documented in the City of Carlsbad's Special Event process. Some fall under the jurisdiction of other agencies. These items are still required if they apply to your event. Please refer to the Special Event Reference Book, Chapter 8.17 of the Carlsbad Municipal Code, or contact the 3 Jan. 29, 2019 Item #7 Page 75 of 148 Special Events Coordinator at 760-931-2297 if you have questions. Copies of the following permits/licenses must be available upon request at the event. D ABC license D American Disability Act requirements D California State Parks permit D Temporary Food Facility Sponsor Health permit 4 Jan. 29, 2019 Item #7 Page 76 of 148 Courtney Pene From: Sent: To: Subject: Attachments: Dear Chris, Majka, and Courtney, Brian Flock < brian@flockgroup.com > Tuesday, July 10, 2018 10:44 AM Chris Hazeltine; Majka Penner; Courtney Pene PRESS RELEASE: Pioneer Who Circled Globe in Electric Vehicle Joins NDEW-Carlsbad Press Release (Alan Soule) FINAL--date correct.pdf; Alan Soule charging in Switzerland during 80edaysjpg; Alan Soule in 80edays shirtjpg; Alan Soule in Switzerland after completing 80edays.jpg Just wanted to let you know that we have somewhat of a celebrity in the electric vehicle community scheduled to appear at the National Drive Electric Week Event -Carlsbad. I've attached a press release that went out today. Mostly we are hoping that this announcement will help us with sponsorships, but it is an interesting story that I thought I'd share with you. He literally slept in Chinese tire repair shops charging his car overnight. Thanks for all your help along the path to help bring a new Special Event to Carlsbad. Best regards, Brian Flock Brian Flock City Captain, National Drive Electric Week (NDEW} Event-Carlsbad (September 16, 2018} National Member of the Electric Auto Association www.NorthCountylsElectric.com Phone: (760) 271-8761 1 Jan. 29, 2019 Item #7 Page 77 of 148 Courtney Pene From: Sent: To: Cc: Subject: Attachments: Hello Courtney, Brian Flock <brian@flockgroup.com> Wednesday, July 11, 2018 1:21 PM Courtney Pene Majka Penner; Raejean M. Fellows (raejeanfellows@gmail.com); Elaine Borseth (drelaineb@gmail.com); Chad Majer; Simon Freedman; 'Arnie Cohen' Special Event Grant Request Special Event Grant Request (Signed).pdf; Carlsbad Special Events Permit (NDEW­ Carlsbad, Signed).pdf; Carlsbad Special Event Permit (Plan Attachments) vl.pdf Please find attached our signed Special Event Grant Request for National Drive Electric Week Event-Carlsbad hosted by the Electric Auto Association, a 501(c)(3} dedicated to promote electric transportation in the interest of preserving our environment. I have also attached the signed Special Events Permit application that we sent to Majka. Please confirm receipt and let me know if there is anything else that you need. Thank you! Brian Flock Brian Flock City Captain, National Drive Electric Week (NDEW) Event-Carlsbad (September 16, 2018} Electric Auto Association www.NorthCountylsElectric.com Phone: {760} 271-8761 From: Majka Penner <Majka.Penner@carlsbadca.gov> Sent: Monday, July 9, 2018 1:59 PM To: Brian Flock <brian@flockgroup.com> Subject: Application Checklist for 7-9-18 Thank you for submitting your special event application for the National Drive Electric Week -Carlsbad on Sunday, 09/16/18. Attached are the checklist of items pending your permit (with additional notes in red}, a special event reference book and an insurance checklist should you need for special aspect providers. The reference book is intended to serve as a guide and details the requirements. The information can also be found at the following link: http://www.carlsbadca.gov/services/depts/parks/programs/special/permitting.asp. Your special event application will be distributed to the Special Events Committee for approval upon receipt of a few more updated items including the site map. Please be advised that acceptance of your application by the city is not a guarantee of the date and location or an automatic approval of your event. During the process, you may be notified 1 Jan. 29, 2019 Item #7 Page 78 of 148 that additional information is required. All requested documentation must be received, reviewed and approved by city staff before final permit approval. Please submit outstanding items as they are available. Scanned email attachments are preferred. I will send an updated checklist periodically. Our goal is to finish your file one month out, including city approvals. Please let me know if you have any questions along the way. I look forward to working with you. Kind Regards, Majka Cicyof Carlsbad Majka Penner Parks & Recreation Department City of Carlsbad 799 Pine Ave., Suite 200 Carlsbad, CA 92008 760-434-2855 I 760-434-5088 fax I majka.penner@carlsbadca.gov City of Carlsbad -Special Event Permitting 2 ( Jan. 29, 2019 Item #7 Page 79 of 148 75 Contact 1 , ,'())1,J Name SPECIAL EVENTS GRANT SUPPLEMENTAL APPLICATION Ccityof Carlsbad Contact 2 S'mt)h &eclmd-r) Name Federal Tax ID#or Social Security#: Phone LJ} !%)/cc)C3) l'Crp) TOTAL GRANT FUNDING REQUEST: $_.;;;;S'z.+-0_6._.;;;.i) ______________ _ I 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, eKplain 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) /4k /4;,yc received /Jo JVc,,ni jYJ .fk_ J)aBf_ V r� � N □ □ □ □ City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Applicationwww.carisbadca,iOY Name of Applicant:.-F= . ...t..k=t1=~--,"-+-'"'--L-=-,,E--l-.&.<l<c.=-=-µ-"-L.!...!:J--ao!::::::...x../,L:/J~..f,,L..£.---=:..=..~-=:::..c,..:~,..L- Address: 3;;?.3 Las A h -v {} 9.!36C3 Phone: fljj_i t;;&g~f¼61 E-mail: ·p;rff;JMeekc#-iuJJdv .. ofi,f r o Flett· -~ &0 --C:Z-zl ---!3 ,fb I Phone :?'t?o ·-113 ,_ 1 ?3 ~ Jan. 29, 2019 Item #7 Page 80 of 148 GRANT REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document) Applicant Background OrganlzaUon: Ek/4c .M /k:a;;J/4,M, M al'� ¾o Names of Officers and Board of Directors: Name Name of the special event;CP/4Ykl/ ,\1t Ekc-k,c tJeelc -c�lskl LO<atlon of event: tJu-5/: ;a,rf' 't!!J. /o-6 of � sG,.:,p,16 d CJcr/2/kJ Date of event: cQ::'�� th ) ,;201/3 Please list the years in which your organization has received prior funding from the City and list the related dollar amounts: ,/4/./A I FINANCIAL CAPABILITIES/BUDGET Estimated total cost of event: __ S_�--�� ... ,-�=·-t:_1=�-) __________________ _ Please list additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending below: Name Percentage of financial contribution towards goal :5l)c51-E o:20 % du % e?6 % % - L ---�• � An estimated event budget is must be included with your grant submission. City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Application www.car!sbal)ca.2av Jan. 29, 2019 Item #7 Page 81 of 148 I CERTIFICATION We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Two signatures required) r v 671. Signature Title I SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT l 7 Date Date 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. I 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 & 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 Special Event Grant Supplemental Application www.c.:\dsbudca,;:ov ----·---------........ ----------· ------·--. -----------·---Jan. 29, 2019 Item #7 Page 82 of 148 National Drive Electric Week Event - Carlsbad Item Event Fees Site Fees Promotions Toilets/Trash Event Manager Volunteers Generator Equipment rental Insurance Contingency Signage Sponsorship Manager TOTAL Estimated Budget $1,000 $2,000 $4,000 $1,000 $3,250 $750 $500 $5,000 $0 $5,000 $500 $2,000 $25,000 .... .... ,a .... ...................... ._ ................ -............. --.... --- .. ... .. _ .......... ............................ -........... --------...... ............................................ .. .. - .. --.... ....... . ............ .. • ..... ..... ...................... -............................................................................ _ ...................................................... --........ -............... .................... _. ___ _ Jan. 29, 2019 Item #7 Page 83 of 148 ("cicyof Carlsbad SPECIAL EVENT USE PERMIT APPLICATION .j tNlROOtJCTION & �NSTRUCTIONS · .. Welcome from the City of Carlsbad Special Events Division! Rec'd date: ____ _ Rec'd by: ____ _ Permit#: ____ _ A special event permit may be required for any organized event with 50 or more persons on public property and/or impacting public property. Review the entire Special Events Reference Book and the permit application before completing the information. This application is a fillable Adobe PDF form. You will need the current version of the Adobe Acrobat software installed on your computer in order to save your form and digitally sign. Adobe Acrobat Reader is available for free download at: https://get.adobe.com/reader/. Please download this form to your computer, in order to save your work. Edits made to the form within a browser cannot be saved. You are encouraged to save your work as a digital file and submit the completed form via email. The application is designed to cover a wide variety of special events, therefore if some sections do not apply to your particular event, indicate "N/A" for not applicable. Maps and other attachments should be in JPG, PDF, Word, or Excel format. Submit your application and required attachments at least 90 days prior to your proposed special event date. Nine to 12 months ahead is a preferred timeline for most events. It is best to submit your application and all materials as digital files via email to carlsbadconnect@carlsbadca.gov. If you are unable to do so, you may submit in hardcopy by US Mail or hand­ deliver it to: Parks & Recreation Department, Attention: Citywide Special Events, 799 Pine Avenue, Suite 200, Carlsbad, CA, 92008. The following checklists apply to both minor and major special events as generally defined in the Special Events Reference Book. • i ! Each submittal must contain the following; Refer to the Special Event Reference Book for definitions, requirements and clarification of components. ❖ A completed Special Event Application. ❖ A non-refundable processing fee as set forth in the city's current fee schedule must accompany applications for a special event permit. Fee: $126 (minor)/$378 (major). ❖ A detailed narrative and timeline including description of activities during the event. ❖ A current Carlsbad business license for all applicants and co-applicants. An additional third party vendor fee may apply ($142 for 1st day, $113 for 2nd day, $85 for each day thereafter). Special Event Application, Revised 05/29/18 Page 1 of 13 Jan. 29, 2019 Item #7 Page 84 of 148 (city ofCarlsbad ❖ A certificate of insurance and endorsement of one million dollars (minimum) liability coverage naming the City of Carlsbad, its officers, employees, volunteers and agents as additionally insured. Higher risk events require additional insurance coverage. ❖ A site plan, if applicable. ❖ A route map is required if event includes a moving route of any kind along streets, sidewalks or trails.I FINAL APPRQVAL CHECKLIST .. The following may be required prior to final approval; Refer to the Special Event Reference Book for definitions, requirements and clarification of components. ❖ A traffic control plan (TCP) for the proposed event consistent with California Department of Transportation standards that involves traffic or parking variances. This plan must include the location of all traffic control personnel proposed/required to facilitate the event, or to provide spectator and/or traffic control (e.g., uniformed officers, security personnel and volunteers). ❖ A parking management plan (PMP) for the safe arrival and departure of event attendees; may include a parking waiver, disabled parking provisions and shuttle service information. ❖Any other permits (licenses) pertaining to the special event (e.g., Fireworks, Tent, Canopy, Building, NCTD, Cal Trans, ABC/Liquor, Health/Food, CA State Parks, Facility Use, Massage, etc.). Additional feesmay apply. ❖Additional insurance and a signed signature page/hold harmless agreement may be required for allspecial aspects providers (e.g., traffic control, inflatables, climbing wall, fireworks, alcohol, security, etc.). ❖ A copy of the blank waiver and release of liability form(s) for athletic participants (release of the City of Carlsbad, etc. from liability must be included on the form). ❖Environmental impact plan that identifies recycling and disposal of solid waste and trash, and portablerestrooms and sanitation equipment. This will include a separate Storm Water Prevention Plan (SWPPP) that identifies procedures that will be done before, during and after event to prevent pollutants fromleaving the event venue. ❖ Security plan that provides a safe and secure environment for your event. This may include identifying private security and their state licenses and/or municipal staff needs. ❖ A medical plan to ensure the health and safety of all attendees. This may include a roster of medical staff (names, titles, qualifications, cell numbers) and/or copies of current CPR/first aid cards for medical staff. ❖Sample letters/fliers/affected parties' notifications distributed to residents, businesses, schools, places of worship and other entities that may be impacted by your event. An affected party meeting may be required (80-180 days in advance) if it is a new major event or a major event not held in more than two years. ❖Letters of consent from property owners for use of private properties. ❖ A missing child policy. ❖ A list of food service and tent vendors. Special Event Application, Revised 05/29/18 Page2of 13 Jan. 29, 2019 Item #7 Page 85 of 148 ( .. City ofCarlsbad 11� SUMMARY OF EVEl'ff ,; EVENT TITLE: National Drive Electric Week Event -Carlsbad (www.NorthCountylsElectric.com) Location(s) - Include all involved locations (addresses and street numbers): The event will be contained completely within the western parkings lots of The Shoppes at Carlsbad. They have already sent their permission to Parks and Rec. y N 0 D Will any part of the event be held in the parking lot of The Shoppes at Carlsbad? D 0 Will any part of the event be held at Agua Hedionda Lagoon? •.·. I D 0 Will any part of the event be held in a city parking lot? Location(s): ________________ _ D 0 Will any part of the event be held in a city park or facility? Location(s): ______________ _ Note: A Facility Use Permit and applicable fees required. Alf park usages before and/or after normal operating hours (e.g., 8 a.m. -5 p.m.) requires extra staffing fee per hour per staff 0 D Will any part of the event be held on private property? Locations (addresses and street numbers): _____ _ Permission has already been sent by Ramon Oceguera of The Shoppes at Carlsbad. Note: Letters of consent must he sub mined from property owners for use of private properties not owned by the Applicant. DATES(S) AND TIMES Set-Up Starts Event Starts (Day 1) (Day2) (Day3) Date: 9/14/2018 Date: 9/16/2018 Date: Date: Expo Location(s): Dismantle Complete Date: 9I111201a Time: Time: Time: Time: Time: 2:00 p.rn. 11:00 a.m. 5:00p.m. to 5:00p.m to to (Expo Time: to (Expo Time: to (Expo Time: to Date/Time/Expo Notes (i.e., clarify event dates, times): Some items such as barricades, trash cans, and toilets may be delivered the Friday (or Saturday) before the Sunday event and retrieved the Monday after the event CATEGORY Check all that apply D Run D Triathlon 0 Walk O Expo D Cycle 0 Fundraiser 0 Festival/Celebration D Street Fair 0 Fireworks/Pyrotechnics D Parking Waiver D Traffic Control Plan D SK D Parade/Procession 0 Community Event D Concert D Other: _________ _ D Marathon/Half Marathon 0 Car Show ACTIVITIES Event includes the following activities: D Bingo Games D Casino Games D Lottery 0 Drawing DESCRIPTION OF EVENT D Raffle D Patron Dancing D Live Music Describe the nature of the event in detail: The event is a public celebration of electric vehicles, and supporting products and services (e.g. power companies, solar companies, accessories, sustainability organizations, etc). It will also help showcase The Shoppes. Expected Number of Spectators Total: _7_5o ___ _ Expected Number of Participants Total: _1_0_0 ___ _ y N Per day: _7_5_o ___ _ Per day: _1_0_o ___ _ D 0 Do you expect any celebrities or highly public individuals to attend or participate in your event? If yes, list individuals by name and classification (e.g., entertainer, political figure, business person, religious person, civil rights, foreign dignitary, etc.) Low key. City officials and spor,,orVlPs wm be Invited. we will have a guy who drrrn, around the worfd In 80 days on electric. D 0 Are patron admission, entry or participant fees required? Amount(s): This is a free event for the public. Special Event Application, Revised 05/29/18 Page3 of13 Jan. 29, 2019 Item #7 Page 86 of 148 (city ofCarlsbad 0 0 Are vendor or other fees required? Amount(s): We will have various sponsorship opportunities for the vendors and other organizations. 1.2. EVENy �AFF CONTACT INFORMATION HOST ORGANIZATION/APPLICANT: _E_lectri_·c_A_u_to_A_ss_oc_i_ati_·on _______________________ _ (The Applicant is the party or entity legally responsible for event) Mailing Address: PO Box 639 City: Los Altos State: CA Zip: 94023-0.639 Telephone: 831-688-8669 Web Address: http://www.electricauto.org/ Email: president@electroauto.org Entities without an IRS 50l(c)(3) valid tax exemption status are considered to be commercial in nature. CHIEF OFFICER OF HOST ORGANIZATION NAME/TITLE: _R_a_eJe_a_n_Fe1_I_ow_s_, P_res_id_ent _______________ _ Telephone (Day): (860.) 798-8208 Email: _ra...:eJ_ea_n_1e_11o_w_s@9.;::;.;;..m_a_il_.co_m ____________ _ A written communication from the Chief Officer of the Host Organization authorizing the Agent of Applicant and/or Professional Event Organizer to sign application on their behalf must be submitted with your permit application. AGENT OF APPLICANT NAME/TITLE: _e_r1_an_Fl_o_Ck_,_M_e_m_be_r,_E_lectri_·c_A_u_to_A_s_SOC1_·a_tio_n _________________ _ (The Agent of the Applicant Is the party signing on behalf of the Applicant named as an entity) Mailing Address: 1212 Pintail Dr City: Carlsbad State: CA Zip: _9_20_11 __ _ Telephone (Day): (760) 271-8761 (Cell): (760) 271-8761 Email: _b_ria_n_@fl_oc_kg_ro_u_p_.c_om _________ _ CO-APPLICANT NAME: _N_IA ______________________________ _ {The Co-Applicant Is the party providing insurance for the event If by an entity other than the Applicant.) Mailing Address: ________________ City: __________ State: _Zip: ___ _ Telephone (Day): _______ (Cell): ________ Email: ______________ _ y N 0 0 Is the Host Organization a corporation? 0 0 Is this your first time organizing an event? If no, what other events have you organized and been responsible for? We have been Involved In dozens of SD events supporting the adoption of EVs in recent years. E]0 Have you held this event or a similar event in past years? If yes, when and where? The Electric Auto Assocation has been involved in sponsoring hundreds of National Drive Electric Week events since 2011. Last year 277 such events were held around the country. Please list any professional event organizer, event service provider or commercial fund-raiser hired by you who is authorized to work on your behalf to plan, produce and/or manage your event. PROFESSIONAL EVENT ORGANIZER NAME/TITLE: c_h_ad_M_a_je_r ____________________ _ Organization Name: _o_s_c_1n_c_. ---------------------------.r-r-------Mailing Address: 3145 Highland Dr City: Carlsbad State: GA Zip:9 _2_01_1 __ _ Telephone (Day): ________ (Cell): (760) 889-1854 Email: _in_fo@...;;..n_·deo_b_c.co_m __________ _ STAFF MEMBER TO WORK WITH CITY PERMIT COORDINATOR: _e_na_n_F_ioc_k ________________ _ (If other than Applicant or Agent) Organization Name: _E_Ie_ct_ric_A_u_1o_A_s_soc,_·_at_I0_n ____________________________ _ Telephone (Day): ________ (Cell): (760) 271-8761 Email: _b_ria_n�®�fl_oc_kg_ro_u_p_.co_m _________ _ ON-SITE EVENT DAY CONTACT NAME/TITLE: _c_ha_d_M_ai_·er ____ --'------------------- Organization Name: _o_s_c_In_c. ________________________________ _ Telephone (Day): ________ (Cell): (760) 889-1854 Email: _in_fo_@�n-·deo_b_c.co_m __________ _ Indicate dates, times and locations event contact will be staffing event. Date(s): 9/16/2018 Time(s): 8:00 a.m.-6:0.0 p.m. Location(s): _T_he_Sh_o_pp_e_s_a1_c_a_r1s_b_ad _________ _ y N 0 0 Will event staff be recognizable in uniforms on the day of the event? Describe uniforms: E_v_en_t_T_s_hirts _____ _ 0 D Will event staff be in contact with city staff via � cell phone or 0 two-way radios? Location of event staff accepting lost property or persons: _R_es_is_tra_ti_·o_n1_In_fo_rm_a_tio_n_bo_o_lh ______________ _ Volunteer check-in location: _R_e_sis_tra_tio_· _n1_In_fo_rm_a_ti_on_bo_oth _________________________ _ Special Event Application, Revised 05/29/18 Page 4of13 Jan. 29, 2019 Item #7 Page 87 of 148 Ccicyof Carlsbad Note: A missing child policy and eve11t staff roster to include: names, titles, shift5, phone number5, locations and duties may be required. PUBLIC/MEDIA CONTACT NAME/TITLE: _B_ria_n_F_lo_ck _______________________ _ Organization Name: _E_le_ctr_ic_A_uto_A_s_soc_i_an_·o_n ____________________________ _ Telephone (Day): ________ (Cell): -"(7_6_0)_2_1_1-_a1_s_1 ____ Email: brian@flockgroup.com VENDOR COORDINATOR CONTACT NAME: _C_h_ad_M_a.:..Jer _______________________ _ (If different from Public Contact) Organization Name: _o_s_c_1n_c_. ---------------------------------Telephone (Day): _______ (Cell): (760) 889-1854 13-eus,�tss i1cer,,s1NG y N Email: info@rideobc.com 0 D Will items or services be sold? If yes, describe: Food trucks, plus some businesses may close sales for EV and solar related products.D 0 Will items or services sold at your event present unique liability issues? If yes, describe: Note: A valid Carlsbad busines.s license is required for Applicant (and all vendors if 3rd Party Vendor Fee is not paid). y N D 0 Will inflatables be provided? INFLATABLES PROVIDER: ________________ Web Address: __________ _ Contact Name: ______________________________________ _ ,Telephone (Day): _______ (Cell): ________ Email: _____________ _ Indicate the dates, times and locations the inflatables provider will be at the event. Date(s): ________ Time(s): _______ Location(s): ________________ _ Note: Certificate of insurance for special aspect wiil be required. Include location on sil'e pian. y N D 0 Will a climbing wall be provided? CLIMBING WALL PROVIDER: _______________ Web Address: _________ _ Contact Name:--------------------------------------- Telephone (Day): _______ (Cell): ________ Email: ______________ _ Indicate the dates, times and locations the climbing wall provider will be at the event. Date(s): ________ Time(s): _______ Location(s): ________________ _ Not'e; Certlflcat'e of insurancr for special aspect will be required. Include location on site plan. I s. ·su1H>.1NG oEPA.llTMENT, y N D 0 Will the event include a stage, bleacher or scaffolding? If yes, is it more than 30" in height? D Yes or D No Note: Building Permit may be required. y N D E] Will the event require a street closure? D 0 Will the event require a moving Traffic Control Plan? Note: A Traffic Control Pian and road closure summary are reqt1ired, Special Event Application, Revised 05/29/18 Poge5of13 . ',.,_'i j 6. TRAFFIC CON'f,ROL PLAN/SAFElY EQ.U,PME~ · , ;• J '· ,,.<:. . ' ; ~ I Jan. 29, 2019 Item #7 Page 88 of 148 Ccicyof Carlsbad TRAFFIC CONTROL EQUIPMENT PROVIDER: ____________ Web Address: _______ _ Contact Name: State of CA Contractor's License#: _________ _ Telephone (Day): _______ (Cell): ________ Email: ______________ _ Equipment Set-Up Equipment Pick-Up Date: _______ Time: ______ _ Date: _______ Time: ______ _ I 1. PARKING MANAGEMENT PLAN/ PARKING WAIVERS/ SHUTTLE SERVICE V N D 0 Is off-site parking requested for any sites other than within the venue? If yes, llstaddress(es): _____________________________ _ D 0 Are you requesting any parking waivers (e.g., temporary parking in normally restricted area)? lfyes,whenandwhere? ______________________________ _0 D Have you provided adequate parking for the disabled? If yes, where? Handicapped parking will be created closest to the event entry area. Public parking will be available at what address(es) to include street numbers? The Shoppes at Carlsbad Parking for event staff and volunteers will be available at what address(es) to include street numbers? Same as public parking, and electric vehicles will have a special parking area. V N D 0 Will the event be providing shuttle services from off-site parking areas? If yes, what address(es) to include street numbers? _____________________ _ SHUTTLE PROVIDER: _________________ Web Address: ___________ _ Contact Name:------------------------------------- Telephone (Day): _______ (Cell): ________ Email: ______________ _ Indicate the dates, times and locations the shuttle will be in operation. Date(s): ________ nme(s): _______ Location(s): _______________ _ Note: A separate parking management plan and/or shuttle plan may be required. j 8. S1GNAGE AND Kl0S1< RESE�VATlONS Check on that apply 0 Signs 0 Flags 0 Streamers D Special Lighting D Other: ______ _ V N D Inflatables Displays 0 Pennants 0 0 Will you request reservations for use of the kiosks? Check locations requested. North 0 #1 West side of Carlsbad Blvd. at north city limit 0 #2 Northwest corner of Jefferson St. and Marron Road 0 Banners D Balloons 0 #3 North side of Carlsbad Village Drive east of 1-5 southbound on-ramp 0 #4 Southeast corner of Carlsbad Blvd. at Cannon Road South 0 #5 Northwest corner of Palomar Airport Road and El Camino Real westbound 0 #6 West side of Carlsbad Blvd. south of Ponto Road 0 #7 East side of Carlsbad Blvd. south of Avenida Encinas 0 #8 Northwest corner of La Costa Ave. and El Camino Real westbound j 9 .. NORTHCOUNTVT�N�iT�JSTRlctPERMIT(NCTO). ·. :.� · y N 0 0 Wilt flag person(s) from NCTD be stationed at the railroad tracks? D 0 Does your event require relocation of a bus stop? Special Event Application, Revised 05/29/18 Page6of13 • Jan. 29, 2019 Item #7 Page 89 of 148 { City ofCarlsbad Note: A copy of NCTD railway applicotion and permit may be requir�d. y N • -� �-\ I• D 0 Will event impact or place signage along Interstate 5 or the 78 Freeway (including on-ramps and off-ramps)? Describe:------------------------------------ Note: A cnpy of Co/trans application and permit may be required. 1 · 11� ENVtRON_�ENTAfiMPAO'· (TRASH/ RECYCLl�G-/ S,:ORIVl WAJER) RECYCLING PLAN FOR LARGE EVENTS y N D 0 Does event average over 2,000 attendees per day and/or require an entry fee? If yes, please fill out this section. If no, proceed to the TRASH/RECYCLING SUMMARY. Give a brief description of the types of waste anticipated from the event (e.g., food, cardboard, plastic, glass, etc.): Please check the recycle materials to be collected at your event: D Plastic bottles D Other Plastic D Aluminum Cans O Glass O Paper How are you going to ensure materials are recycled at your event (i.e., waste management plan, hire staff to separate, place recycling receptacles throughout the event, work with vendors and event staff, etc.) Please explain: _______ _ Note: Event organizers are required to submit a report of quantities recycled/diverted within 30 days of the event end date. TRASH/RECYCLING SUMMARY Number of 36 gal TRASH bins: _2_0 ____ _ Number of TRASH dumpsters with lids: _1 _____ _ Number of 36 gal RECYCLING bins: _20 ___ _ Number of RECYCLING dumpsters with lids: _1 ____ _ Note: The ratio of recycling bins must be .1:1 (1 recycling bin per every trash bin). At what time intervals will receptacles be regularly emptied? _H_ou_r1_Y __________________ _ Who will empty recyclable bins into recyclable dumpster? _P_ro_d_u_ct_io_n_co_m-'-pa_n-'-y_s_ta_ff _____________ _ Note: If the recyclable material are contaminated with TRASH t'hese materials WILL NOT be recycled. City receptacles within l'he venue mu.st also be emptied. y N 0 D Have you assigned a clean-up crew with the appropriate number of staff to promptly and adequately clean up after the event? How many staff members are assigned to the clean-up crew?_5 ___________ _D 0 Contracted street sweeper vehicle will clean the streets and/or parking lots after the event? STREET SWEEPING PROVIDER: _______________ Web Address: __________ _ Contact Name: ____________________________________ _ Telephone (Day): _______ (Cell): ________ Email: _____________ _ Indicate the dates, times, and locations the street sweeper will be at the event. Date(s): ________ Time(s): _______ Location(s): _______________ _ PORTABLE RESTROOMS y N 0 D Do you plan to provide portable restroom facilities? If yes, secondary containment trays are required. lfno,explain: ____________________________________ _ Number of portable restrooms: 10 Number of hand washing stations: _2 ____ _ Number of ADA accessible restrooms (10% minimum): _1 ____ _ PORTABLE RESTROOM PROVIDER: To be handled by OBC Web Address: __________ _ Contact Name: ____________________________________ _ Special Event Application, Revised 05/29/18 Page 7of13 I ·1 I 10. ~LT~NS PERMff . . -~ ·. ·! . .. r·t (· Jan. 29, 2019 Item #7 Page 90 of 148 ( City ofCarlsbad Telephone (Day): _______ (Cell): ________ Email: _____________ _ Restroom Set Up Restroom Pick Up Date: ________ Time: ______ _ Date: Time: ______ _ STORM WATER POLLUTION PREVENTION PLAN (SWPPP) V N 0D Are there storm drains in the event venue? If yes, how will you be protecting the storm drains (sand bags, fabric filters, berms, containment booms, etc.)? Describe: See Storm Water Pollution Prevention Plan (attached) □0 □0 Does your event include water stations? Location(s): _B_oltl_ed_w_ate_rw_i_ll b_e_s_ol_d. ______________ _ Does your event have any elements that may result in water runoff such as: sediments, metals, detergents, trash and debris, food and beverages, oil and grease, bacteria or viruses, chalk, paint, charcoal, clay, etc.? Describe: ____________________________________ _ D 0 Will any material/matter be left that could be carried in the storm drain system by water run-off at a later time? Describe: ____________________ __, _______________ _ D 0 Are there plans for balloons, balloon arches, balloon releases? If yes, describe the necessary steps you plan to take to prevent pollution for those that may pop and drift into the storm drain:-----------------------------------0 D Have you made provisions for spill kits to include: towels, kitty litter, and/or clean-up materials? Describe/Location: See Storm Water Pollution Prevention Plan (attached) 0 D Have you made provisions for dry clean-up methods such as: mops, brooms, wire brushes? Describe/Location: See Storm Water Pollution Prevention Plan (attached)0 D Have you discussed or distributed information about storm water pollution prevention during event staff training and in vendor registration packets? 0 D Have you assigned a clean-up crew with the appropriate number of staff to promptly and adequately remove storm drain containment and protection devices after the venue has been cleaned and/or street swept? How many staff members are assigned to the clean-up crew? _s __ Note: Separate Storm Water Poflution Prevention Plan may be required including a map of storm drains and water stat iom within event area. j 12. FIR� INSPECTIONS ANI) PERMITS y N 0 D Have you provided 20 foot emergency access lanes throughout the event? 0 D Does your event include tents, canopies, or umbrellas? Describe: Exhibitors w111 be allowed to bring light-duty 1ox10 pop ups with fire tags. Note. Fire Permit and applicable fees may be required 0 D Does your event include any open flame cooking? Describe: One potential vendor, Grubby's, may need a portable grill for cooking. 0 D Does your event include food trucks? 0 D Will generators be used? If yes, type/size: _T_e_o_b_y_o_ec _____________________ _ 0 D Will vehicles and/or trailers be staged within event venue? Note: List of food service and tent vendors wf/J be required. HCD tag numbers required for food trucks. D 0 Does your event include fireworks, rockets, lasers or other pyrotechnics? Type (e.g., aerial/theatrical): FIREWORKS/PYROTECHNICS PROVIDER: ____________ Web Address: ________ _ Contact Name: ______________________________________ _ Telephone (Day): _______ (Cell): ________ Email: ______________ _ Indicate the dates, times and locations the fireworks/pyrotechnics provider will be at the event. Date(s): ________ Time(s): _______ Location(s): ________________ _ Note: Fire Permit· and appiicable fees required. 13. 1\1EDICAL PLAN V N 0 D Will first aid/CPR certified event staff be on-site? Location: _s_ee_M_e_d_ica_1_P_1a_n..;..(a_tta_c_he_d..;..l ___________ _ Special Event Application, Revised 05/29/18 Poge8of13 Jan. 29, 2019 Item #7 Page 91 of 148 (city ofCarlsbad □0□0□0□0□0□0 0D 00 00 00 00 00 Will there be-a doctor on-site directing medical care? Name and cell number: ____________ _ Will there be a supervisor for the medical personnel? Name, title, qualifications and cell number: _____ _ Will medical personnel be stationed in a designated first aid area? Location: ____________ _ Will medical personnel be mobile (i.e., foot or bicycle) with first response equipment throughout the venue? Describe:------------------------------------Will medical personnel be wearing distinctive, recognizable clothing? Describe: ___________ _ What times will medical personnel be on-duty? Indicate: ___________________ _ Will a shuttle be provided for non-medical pick-ups? Indicate staging location, company name, contact person, cell phone number: _________________________________ _ Will there be a first aid kit on-site? Location: _s_ee_M_e_d_ica_1_P1_an_('--atta_che---'d) ________________ _ Indicate first aid station locations along the route and how they will be clearly identified: _______ _ Will there be an Automatic External Defibrillator {AED) on-site(s)? Location(s): ____________ _Will a Basic Life Support (BLS) ambulance be on-site? Location(s): ________________ _Will an Advanced life Support {ALS) ambulance be on-site? Location(s): ______________ _ Will a Carlsbad Fire Department ambulance or engine be on-site? Indicate: 0 ambulance or O engine Location: ___________________ _ Review of San Diego County EMS protocol S-130 (Environmental Exposure) will be done in a pre-briefing with all medical staff. MEDICAL SERVICE PROVIDER: ______________ Web Address: __________ _ Contact Name:------------------------------------- Telephone (Day): _______ (Cell): ________ Email: _____________ _ Indicate the dates, times and locations the medical staff wlll be at the event. Date(s): ________ Time(s): _______ Location(s): ________________ _ MEDICAL SHUTTLE PICK-UP PROVIDER: ____________ Web Address: __________ _ Contact Name: ____________________________________ _ Telephone (Day): _______ (Cell): ________ Email: ______________ _ Note: A .,eparate medical pfan, roster of medical staff, copies of CPR/fir:;t aid card5 and/or copy of Medical Director's California medical license may be required. [ '.14. MASSA'3E dCENSiN(; :: . y N 0 0 Will there be massage services at your event? Describe: ___________________ _ Note: Copy of State certijlcal'ion(s) required. I ls; ¢ITV-STAFF.lNG AND su:.uNG/SECOR1��LAN y N 0 0 Does your event involve the use of or service of alcoholic beverages? I/yes, ABC License and security required.0 0 Are you requesting city employees to staff for your event? If yes, applicable fees required.0 0 Will you be hiring a licensed professional security company to develop and manage your event's security plan? If yes, will the security company be monitoring the entire venue or just the alcohol service area? _____ _Only if required. Staff members are educated to report suspicious activity. Alcohol ls not being served. EV attendees tend to be a very tame crowd. SECURITY PROVIDER: _________________ Web Address: _________ _ State of California Private Patrol Operator's license number (PPO): __________________ _ Contact Name: ____________________________________ _ Telephone (Day): _______ {Cell): ________ Email: ______________ _ Special Event Application, Revised 05/29/18 Page9of13 I Jan. 29, 2019 Item #7 Page 92 of 148 (city ofCarlsbad Indicate the dates, times and locations the security staff will be at the event. Date(s): ________ Time(s): _______ Location(s): ________________ _ Note: Certificate of insurance for special aspect will be re(iuired, j 16�AMPUFJED�OONDOR_MU:s1c· y N 0 0 Are there musical entertainment features related to your event? If yes,# of performers: _1_ # of stages: __ Music Type/Describe: _D_J _____________________________ _ (e.g., DJ, live band, hard rock, jazz, folk, pop, instrumental, etc.) 0 O Will sound checks be conducted prior to the event? If yes, indicate start and finish times: 10:00 a.m.110:Jo a.m. 0 0 Will sound amplification be used? If yes, indicate start and finish times: _1_1:_oo_a_.m_. ,_s_:o_o "'"p._m_. ________ _ Describe the sound equipment used for your event: _s_ta_nd_a_rd_D_J_eq_u_lp_me_nt_. ______________ _ 0 0 Do you plan to have a dance component and/or designated dance floor/area at you event? If yes, describe and Indicate on site plan: _________________________ _ Special Event App/icotfon, Revised 05/29/18 Poge10of 13 Jan. 29, 2019 Item #7 Page 93 of 148 Ccityof Carlsbad ! .SPECIAL ASPE(:T,OF):VENT_R£LEASE FR()M-I.IA�I.LITY AND JNDEMNtF.ICA:J'fON'.- y N . I D O Is there a special aspect involved in the event? (alcohol/inflatables/fireworks/pyrotechnics/cfimbing wall/security/traffic control) If yes, please have the entity providing the special aspect fill out this section. If no, proceed to the AFFIDAVIT OF APPLICANT. Additional insurance required. I, the undersigned, agree to and represent that I have the actual and legal authority to waive and release the City of Carlsbad, its elected officials, officers, agents, employees and volunteers (collectively "Released Parties") from and against any and all claims, costs, liabilities, expenses or judgments including attorney's fees and court costs arising out of the special activity, service or particular aspect, to wit: that I am providing to this special event or any illness or injury resulting therefrom, and hereby agree to indemnify and hold harmless the Released Parties from and against any and all such claims related to the special activity, service or particular aspect provided to this special event, whether caused by negligence or otherwise, except for illness and injury resulting directly from the gross negligence or willful misconduct on the part of the Released Parties. Furthermore, I agree to comply with Carlsbad Special Event regulations, including the provision of insurance in compliance with those regulations and the resulting issuance of a special event permit. I UNDERSTAND AND AGREE THAT BY SIGNING THIS WAIVER I AM RELEASING THE CITY OF CARLSBAD, ITS ELECTED OFFICIALS, EMPLOYEES, VOLUNTEERS, OFFICERS AND AGENTS FROM ANY LIABILITY RESULTING FROM THIS SPECIAL ACTIVITY, SERVICE OR PARTICULAR ASPECT OF THE SPECIAL EVENT. I UNDERSTAND THAT NO CITY EMPLOYEE, VOLUNTEER, OR AGENT IS AUTHORIZED TO MODIFY THIS WAIVER AND RELEASE. I CERTIFY THAT I HAVE PERSONALLY READ AND UNDERSTOOD THIS WAIVER AND RELEASE. ENTITY PROVIDING SPECIAL ASPECT SIGNATURE (For "Special Aspect" activity providers, not EAA) Print entity name Print name & title of person legally authorized to sign on behalf of entity Signature of authorized person Date Special Event Application, Revised 05/29/18 Page11 of 13 Jan. 29, 2019 Item #7 Page 94 of 148 Ccityof Carlsbad I AFFIOAVIJ' ,OF APPLICANT. I certify the information contained in the foregoing application is true and correct to the best of my knowledge and belief; that I have read, understand and agree to abide by the rules and regulations governing the proposed Special Event under the City of Carlsbad Municipal Code; and that I understand this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager's designee. I agree to comply with all other requirements of the City, County, State, Federal Government, and any other applicable entity which may pertain to the use of the Event venue and the conduct of the Event. In the event a possessory interest subject to property taxation is created by virtue of this permit, I agree to pay all possessory interest taxes and acknowledge that payment of these taxes will not reduce any fees or consideration paid to the City pursuant to this use permit. I further certify that I am authorized to commit the Applicant, and I agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Applicant to the City of Carlsbad. RELEASE FROM LIABILITY ANO INDEMNIFICATION I agree to waive and release the City of Carlsbad, its elected officials, officers, agents, and employees and volunteers (collectively "Released Parties") from and against any and all claims, costs, liabilities, expenses or judgments including attorney's fees and court costs arising out of the activities of this special event or any illness or injury resulting there from, and hereby agree to indemnify and hold harmless the Released Parties from and against any and all such claims, whether caused by negligence or otherwise, except for illness and injury resulting directly from the gross negligence or willful misconduct on the part of the Released Parties. I UNDERSTAND AND AGREE THAT BY SIGNING THIS WAIVER I AM RELEASING THE CITY OF CARLSBAD, ITS ELECTED OFFICIALS, EMPLOYEES, VOLUNTEERS, OFFICERS ANO AGENTS FROM ANY LIABILITY RESULTING FROM THIS SPECIAL EVENT OR ACTIVITY. I UNDERSTAND THAT NO CITY EMPLOYEE, VOLUNTEER, OR AGENT IS AUTHORIZED TO MODIFY THIS WAIVER AND RELEASE. I CERTIFY THAT I HAVE PERSONALLY READ AND UNDERSTOOD THIS WAIVER AND RELEASE. APPLICANT SIGNATURE Electric Auto Association Print entity name Brian Flock (Agent of EAA) Special Event Application, Revised 05/29/18 Page 12 of 13 Jan. 29, 2019 Item #7 Page 95 of 148 c·cityof Carlsbad CO-APPLICANT SIGNATURE y N D 0 Is insurance for the event provided from any entity other than the Applicant? If yes, please have the Co-Applicant fill out this section. Print entity name Print name & title of person legally authorized to sign on behalf of entity Signature of authorized person Special Event Application, Revised 05/29/18 Date Page 13of13 Jan. 29, 2019 Item #7 Page 96 of 148 Site Plan Note the revision that only the Southwest and Southeast parking lots will be utilized. The Northeast parking lot will remain as general parking for Sears and we will not directly affect this lot other than general traffic calming. A more detailed site plan is forthcoming. We redesigned the event layout to make traffic control easier and to create a tighter and more intimate environment. We will also add the two storm drains to a future revision. The tent areas are shown as long, contiguous rows. We realize that no more than 6 lOxlOs may be in a row and that a 20' gap is required between the rows. Future maps will show the placement of the final exhibitors to scale. Page 1 of7 Jan. 29, 2019 Item #7 Page 97 of 148 Ride and Drive Route Drive Route Notes: 1.Approx. 2.3 miles at average 35 MPH, 6 minute drive plus ~2 minutes in the pit stop. 2.Clockwise out of Mall, short Hwy 78, El Camino Road, returning along Marron Rd 3.Allows about 40 trips per car (<100 miles total). Page 2 of7 Jan. 29, 2019 Item #7 Page 98 of 148 Event Narrative/Schedule September 16, 2018 will be North County's largest celebration of electrical vehicles and related products and electric fueling options (e.g. SDG&E EV charging plans and rebates and home solar options). National Drive Electric Week, September 8-16, 2018, is a nationwide celebration to heighten awareness of today's widespread availability of plug-in vehicles and highlight the benefits of all-electric and plug-in hybrid-electric cars, trucks, motorcycles, and more. They are fun to drive, are less expensive and more convenient to fuel than gasoline vehicles, are better for the environment, promote local jobs, and reduce our dependence on foreign oil. The event allows the public to talk to owners who have successfully done so. Time Activity Special Notes 8:00 a.m. Storm drains are covered 8:30 a.m. Vehicles for static displays begin to be moved in. 9:00 a.m. Commencement of setup of pop-ups by participants 11:00 a.m. Registration opens to public 11:30 a.m. Opening ceremony Various There will be ongoing announcements, presentations, and short speeches throughout the event over the DJ system. Schedule TBD. 4:45 p.m. Announcement that event closes in 15 minutes 5:00 p.m. Event closes 5:10 p.m. Teardown begins 7:00 p.m. Teardown and cleaning complete Page 3 of7 . Jan. 29, 2019 Item #7 Page 99 of 148 Missing Child Plan Missing Child Procedure 1.Upon notification of a missing child, staff will broadcast the notification over two-way radios describing the physical attributes of the child (i.e. sex, height/weight, age, eye/hair color, clothing, etc.), the name the child answers to, and the approximate location that the child first became missing. 2.Staff will notify the DJ and an announcement will be made. 3.Staff will closely monitor all persons passing through the venue. 4.If a child is still reported missing by a parent/guardian after an initial effort (approximately 30mins.) to locate him/her, Carlsbad Dispatch will be called, and the report will be transferred to Carlsbad Police. When to contact Carlsbad Police Department can be determined by the severity of the situation. Found Child Procedure 1.When a child is found following a "missing child" announcement, the child will be escorted to the information tent where they will wait with a staff member or volunteer until the parent or guardian comes to claim them. The child must remain in public view at all times while they are separated from the parent or guardian. 2.In the event that a child reports that they have become separated from their parent/guardian, the "missing child procedure" will be followed and the child will be escorted by a city employee or volunteer to the information tent. The child's name (and parent/guardian's name, if known) will be announced via stage announcement and parent/guardian will be instructed to meet their missing child at the information tent. Post-event Missing/Found Child Procedure 1.If a missing child has not been found by the time the event has come to an end, the missing child report will be transferred to the Carlsbad Police Department. 2.If a found child has not been reunited with a parent or guardian by the time the event has come to an end, the found child will be transferred to the custody of the Carlsbad Police Department. Page 4 of 7 • • Jan. 29, 2019 Item #7 Page 100 of 148 Storm Water Pollution Prevention Plan There are two storm drains, one in the pit-stop area and one in the display venue area. They are shown on our venue map. On Sunday, September 16, 2018 at 8:00 a.m. we will tape filtered fabric over both storm drains with duct tape. We will remove the filtered fabric at approximately 7:00 p.m. pm on Sunday, September 16, 2018 when we have finished removing all items from the venue and the parking area. We will have brooms and cat litter available if needed. Chad Majer (760-889-1854) is the point of contact on maintaining the storm drains at the event. Event production staff will be trained and will be monitoring the covering and uncovering of storm drains. Storm Drain Removal Methodology: IN CASE OF RAIN •Storm water event contact will monitor the weather the week prior to the event. If rain isin the forecast, staff will have a refresher meeting on the rain plan and will be on standbyby to remove storm drain covers.•Staff will remove protections in the event of rain. In order to comply with CCMC Section 8.1 7 and CRWQCB Order# R9-2007-0001, the following is management's plan for preventing storm water pollution. •A Spill kit will be located at the information/volunteer booth located near the finish line. Staff is located at the booth during event. Should there be a spill, staff and/orvolunteers are available to assist with clean up.•Waddles will cover the 29 storm drains that are located along the run course from Pine Ave. to Cannon Road. See storm drain map, enclosed.•Portable restrooms will have secondary containment pans. The contractor will comply. Page 5 of7 .. ' I Jan. 29, 2019 Item #7 Page 101 of 148 Parking Management Plan The Shoppes will keep our two parking lots empty leading up to the event per our contract with them. The day of the event there will be at least two people managing traffic, one at the entrance to the Shoppes parking lot and one at the 4-way intersection of the 4 west Shoppes parking lots. The first person will calm incoming traffic and direct Plug-in vehicle drivers into the "EV tailgate" (i.e. parking) area. The other person at the intersection of the 4 lots will calm traffic coming out the pit stops and also have signage directing the public to the general parking area. Page6of7 Jan. 29, 2019 Item #7 Page 102 of 148 Medical Plan We will have a first aid kit and the Registration/Information booth. We will also have two people certified to perform CPR. In addition, we will invite the Carlsbad CERT team and ask them to provide these functions. We will notify the City of Carlsbad of the exact plan and specific names in advance of the event. Page 7 of7 . Jan. 29, 2019 Item #7 Page 103 of 148 Courtney Pene From: Sent: To: Cc: Subject: Attachments: Majka Penner Thursday, July 12, 2018 4:32 PM Brian Flock Raejean M. Fellows (raejeanfellows@gmail.com); Elaine Borseth (drelaineb@gmail.com); Chad Majer; Simon Freedman; 'Arnie Cohen'; Courtney Pene RE: Formal Application and Checklist update Checklist 7-12-18.docx Thank you Brian. Attached is the updated checklist. I removed the special aspect docs. Once I receive the updated site map, I'll start the approval process on my end. Let me know if you have any questions. Best, Majka City ofCarlsbad Majka Penner Parks & Recreation Department City of Carlsbad 799 Pine Ave., Suite 200 Carlsbad, CA 92008 760-434-2855 I 760-434-5088 fax I majka.penner@carlsbadca.gov City of Carlsbad -Special Event Permitting From: Brian Flock [mailto:brian@flockgroup.com] Sent: Wednesday, July 11, 2018 1:14 PM To: Majka Penner <Majka.Penner@carlsbadca.gov> Cc: Raejean M. Fellows (raejeanfellows@gmail.com) <raejeanfellows@gmail.com>; Elaine Borseth (drelaineb@gmail.com) <drelaineb@gmail.com>; Chad Majer <chad.majer@mac.com>; Simon Freedman <simonf@roadrunner.com>; 'Arnie Cohen' <arnter@gmail.com>; Courtney Pene <Courtney.Pene@carlsbadca.gov> Subject: Formal Application and Checklist update Hello Majka, Please find attached our formal application (signed), associated attachments, insurance (certificate and endorsement), and checklist status update (i.e. notes from us on the list you sent). I will write Courtney with our signed Special Event Grant request in a separate email and CC you. I will call you to discuss but please feel free to reach out at any time. Best regards, 1 Jan. 29, 2019 Item #7 Page 104 of 148 Brian Flock Brian Flock City Captain, National Drive Electric Week (NDEW} Event-Carlsbad (September 16, 2018} Electric Auto Association www.NorthCountylsElectric.com Phone: (760) 271-8761 From: Majka Penner <Majka.Penner@carlsbadca.gov> Sent: Monday, July 9, 2018 1:59 PM To: Brian Flock <brian@flockgroup.com> Subject: Application Checklist for 7-9-18 Thank you for submitting your special event application for the National Drive Electric Week -Carlsbad on Sunday, 09/16/18. Attached are the checklist of items pending your permit (with additional notes in red), a special event reference book and an insurance checklist should you need for special aspect providers. The reference book is intended to serve as a guide and details the requirements. The information can also be found at the following link: http://www.carlsbadca.gov/services/depts/parks/programs/special/permitting.asp. Your special event application will be distributed to the Special Events Committee for approval upon receipt of a few more updated items including the site map. Please be advised that acceptance of your application by the city is not a guarantee of the date and location or an automatic approval of your event. During the process, you may be notified that additional information is required. All requested documentation must be received, reviewed and approved by city staff before final permit approval. Please submit outstanding items as they are available. Scanned email attachments are preferred. I will send an updated checklist periodically. Our goal is to finish your file one month out, including city approvals. Please let me know if you have any questions along the way. I look forward to working with you. Kind Regards, Majka City ofCarlsbad Majka Penner Parks & Recreation Department City of Carlsbad 799 Pine Ave., Suite 200 Carlsbad, CA 92008 760-434-2855 I 760-434-5088 fax I majka.penner@carlsbadca.gov City of Carlsbad -Special Event Permitting 2 Jan. 29, 2019 Item #7 Page 105 of 148 Courtney Pene From: Majka Penner Sent: To: Wednesday, July 18, 2018 3:36 PM Courtney Pene Cc: Curtis Jackson Subject: FW: Parking Lot (September 16, 2018) Hi Courtney, Per our conversation, here is the consent from Brookfield Properties/The Shoppes at Carlsbad. Thanks, Majka From: Oseguera, Ramon [mailto:ramon.oseguera@brookfieldpropertiesretail.com] Sent: Tuesday, July 03, 2018 10:57 AM To: Brian Flock <brian@flockgroup.com>; Majka Penner <Majka.Penner@carlsbadca.gov> Subject: RE: Parking Lot (September 16, 2018) Hi Majka, Hope you are well. The Shoppes at Carlsbad is happy to welcome the "National Drive Electric Day Event -Carlsbad" to the center and the community. This event is to be held on September 16th in the parking lot of The Shoppes at Carlsbad. Please use this email as consent for your records. Feel free to give me a call or email me if you have any questions. Best, Ramon Ramon Oseguera Senior General Manager I Asset Management Retail Brookfield Properties The Shoppes at Carlsbad 2525 El Camino Real, Ste. 137, Carlsbad, CA, 92008 T 760.712.3607 X613607 Ramon.Oseguera@brookfieldproperties.com Brookfield Properties View important disclosures and information about our e-mail policies here From: Brian Flock <brian@flockgroup.com> Sent: Tuesday, July 3, 2018 8:37 AM To: Oseguera, Ramon <ramon.oseguera@brookfieldpropertiesretail.com> Subject: FW: Parking Lot (September 16, 2018) Importance: High Hi Ramon, 1 Jan. 29, 2019 Item #7 Page 106 of 148 I'm a Carlsbad resident and one of the organizers of this event on September 16 and am personally handling the Carlsbad permit process. Will we be able to get an email from you to the city this week with consent to hold our event at The Shoppes? (The consent is required for our permit with the city.) This will be a calm, relatively affluent group and a great way for the public to get reacquainted with The Shoppes at Carlsbad. Call me at (760) 271-8761 with any questions. Sincerely yours, Brian Flock FLOCK GROUP Brian Flock MBA, CIPS (Global), CIAS (Investor), SFR, COPE Member of GSDAR International Real Estate Committee Member of the San Diego chapter of the Electric Vehicle Association Phone: (760) 271-8761 CA DRE Broker #01870163 2 IIEAlt:STATt! Jan. 29, 2019 Item #7 Page 107 of 148 Memorandum July 18, 2018 {'city ofCarlsbad To: From: Debbie Fountain, Community & Economic Development Director Courtney Pene, Management Analyst Re: Special Event Grant Electric Auto Association, EVA of San Diego has requested a Special Events Grant from the City of Carlsbad to assist with the costs of city provided services (estimated at $852) and general event costs associated with the new National Drive Electric Week event. This community­ oriented event is scheduled to be held on September 16, 2018 at the west parking lot at the Shoppes of Carlsbad. This event is new and the funds will act as seed money to help raise awareness. Staff is recommending approval of the Special Events Grant in the amount of $5,000 (20 percent of the total event budget) to fully fund the balance of city-provided services ($852) and provide direct cash assistance for eligible reimbursements ($4,148). If approved, the funding source will be the City Council's General Fund contingency account which carries a current balance of $1,500,000. Should the National Drive Electric Week event grant request be awarded, the funds will be transferred directly to the appropriate department(s) to cover the related city costs and only eligible receipts be reimbursed. If you have any questions regarding this event, or any other Special Events Grant requests, please let me know. Courtney Pene Attachment -Special Events Grant, application City Council General Fund Contingency, balance Debbie Fountain, Community & Economic Development Director Community & Economic Development Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 tJan. 29, 2019 Item #7 Page 108 of 148 July 19, 2018 National Electric Drive Week, San Diego c/o Brian Flock 7212 Pintail Drive Carlsbad, CA 92011 Re: Special Event Grant, application Dear Applicant, C_cicyof Carlsbad Congratulations, your Special Event Grant request has been approved for a $5,000 grant! Your event does include in-kind city services that are estimated to cost $850, therefore the remaining balance of $4,150 is eligible for direct cash reimbursement. All organizations receiving grants must complete the attached W9 to be eligible for reimbursement. Please complete this form and return to my attention for processing. At the conclusion of your event, please submit your receipts for eligible reimbursement. Typically, the reimbursement process is completed within 10 business days. Thank you for contributing to our community spirit and best wishes for a successful event! Courtney Pene Management Analyst Community & Economic Development Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t ,. Jan. 29, 2019 Item #7 Page 109 of 148 Memorandum July 19, 2018 To: From: Re: Conrad Avila, Accountant Courtney Pene, Management Analyst lj Special Events Grant, administrative approval {'cicyof Carlsbad Electric Auto Association, EVA of San Diego has been approved for a Special Events Grant in the amount of $5,000 for the upcoming National Drive Electric Week event. The event has gained administrative approval from the City Manager's designee; thus authorizing the disbursement of funds to internal account(s). The recommended funding source is the City Council's General Fund contingency account. Please execute the following budget entry: Account origin: Accounts to be credited: Org. key 001-9008 001-9002 Funds ($5,000) $5,0000 Currently, the City Council's General Fund contingency account carries a balance of $1,500,000. If you have any additional questions, please contact myself directly at x2812. ��� Courtney Pene Cc: Majka Penner, Parks & Recreation Community & Economic Development Department Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 tJan. 29, 2019 Item #7 Page 110 of 148 Memorandum July 18, 2018 {'cicyof Carlsbad To: From: pebbie Fountain, Community & Economic Development Director Courtney Pene, Management Analyst n V Special Event Grant .,{/' Re: Electric Auto Association, EVA of San Diego has requested a Special Events Grant from the City of Carlsbad to assist with the costs of city provided services (estimated at $852) and general event costs associated with the new National Drive Electric Week event. This community­ oriented event is scheduled to be held on September 16, 2018 at the west parking lot at the Shoppes of Carlsbad. This event is new and the funds will act as seed money to help raise awareness. Staff is recommending approval of the Special Events Grant in the amount of $5,000 {20 percent of the total event budget) to fully fund the balance of city-provided services ($852) and provide direct cash assistance for eligible reimbursements ($4,148). If approved, the funding source will be the City Council's General Fund contingency account which carries a current balance of $1,500,000. Should the National Drive Electric Week event grant request be awarded, the funds will be transferred directly to the appropriate department(s) to cover the related city costs and only eligible receipts be.reimbursed. If you have any questions regarding this event, or any other Special Events Grant requests, please let me know. �{bu_ Courtney Pene Attachment -Special Events Grant, application City Council General Fund Contingency, balance D bbie Fountain, Community & Economic Development Director Community & Economic Development Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 tJan. 29, 2019 Item #7 Page 111 of 148 BUDGET TO ACTUAL BY ORG KEY Budget Version: WB Object Type: * Dept Group: Control Key: N OBJECT DESCRIPTION 0019008 -COUNCIL CONTINGENCY ACCOUNT EXPENDITURES 8700 CONTINGENCIES TOTALM&O TOTAL EXPENDITURES Org Key 0019008 Revenues: Expenditures: Revenues -Expenditures: 001 FUND TOTAL FOR SELECTED ORG KEYS Revenues: Total Expenditures: Revenues -Expenditures: GRAND TOTALS Reveriues: Total Expenditures: Revenues -Expenditures: User: Courtney Pene Report: GL Budactual or,1key Personnel M&O Capital Outlay Goal Budget Transfer Out Personnel M&O Capital Outlay Goal Budget Transfer Out MONTH ENDING ON 7/31/2018 BUDGET ACTUAL 1,500,000.00 0.00 1,500,000.00 0.00 1,500,000.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 Budget to Actual by Org Key Pa,1e 1 ENCUMB 0.00 0.00 0.00 0.00 0.00 o.oo 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 BALANCE % 1,500,000.00 100.00 1,500,000.00 100.00 1,500,000.00 100.00 0.00 0.00 1,500,000.00 100.00 (1,500,000.00) 0.00 0.00 0.00 0.00 1,500,000,00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 100,00 (1,500,000.00) 0.00 0.00 0.00 0.00 1,500,000.00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 100.00 (1,500,000.00) 07/18/18 : Date 17:05:32 : Time Jan. 29, 2019 Item #7 Page 112 of 148 f CityofCarlsbad SPEC! L t\lEf'l:IT GRA T SUPPLEMENTAL APIPUC TION Name of Applicant:.�::...Ll=�'--'--+-.+-=����==-1-�..L.!..-9--..!::::::::..L!......!..�;a.-..!:::::::..:::::.:....L.._:!:2)=,;,..::0e,:.....�-JJ-L Address:3oZ3 -V C 95603 Phone: fil/_l r;;&�8&67 E-mail:,_P(t5chvitf;.ekof-iu_oefv .. ofi',jI CJ Contact 1 ,zs;:,,.. ,'c:)1,1 Name Ficek -:::j&O --o2-1/ ·-tJ ·7� I Phone Contact 2 s '!nt)h /reeck'J'jtY/1 ·11'0·-113 -1?3� Name Phone Federal Tax ID# or Social Security #:5 /-{) / f ,;1 // 6 U !X)/cc)c3) (.°?�rp)' TOTAL GRANT FUNDING REQUEST: $ ___;;:;S.�_C)_D._..;;;�"----------------- I ELIGIBLITV REQUIREMENTS Please answer the following questions to determine if your event is eligible for City grant funds: y 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) tik /4rc. recieivc1c/ no J,'&)/):/2 )v, �e pa.sf � jg N □ □ □ □ City of Carlsbad Housing and Nalgl1borhood Servlcas 9/2015 Special Event Grant Supplemental Application WW\Y c:arlsbadra env A s N A P/-ao.se complete th~ foflowlng StJpplementof oppf,l:atlon U.Jing tht Instructions provld~d on the tasl paae of this opollcotlon. Attach addillonal pages If necessary. J-7P/'-t;~, ) ; ,/4 4-;5 A/h,.:5 ~2) Ft/A . It P-b s-') J _Ii V Jan. 29, 2019 Item #7 Page 113 of 148 I 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 /-' 67 Title I SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT 7 7 Date Date 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. I 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 & Neighborhood Services Attn: Courtney Pene 1200 Carlsbad Village Drive Carlsbad, CA 92008 Telephone Number: 760-434-2812 Fa>< Number: 760-720-2037 E-mail: Courtney.Pene@carlsbadca.gov City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Application www-caTlsb::id@.g;oy ------·--· .. ----------------. -------------- Jan. 29, 2019 Item #7 Page 114 of 148 Site Plan Note the revision that only the Southwest and Southeast parking lots will be utilized. The Northeast parking lot will remain as general parking for Sears and we will not directly affect this lot other than general traffic calming. A more detailed site plan is forthcoming. We redesigned the event layout to make traffic control easier and to create a tighter and more intimate environment. We will also add the two storm drains to a future revision. The tent areas are shown as long, contiguous rows. We realize that no more than 6 10x10s may be in a row and that a 20' gap is required between the rows. Future maps will show the placement of the final exhibitors to scale. Pagelof7 Jan. 29, 2019 Item #7 Page 115 of 148 Event Narrative/Schedule I September 16, 2018 will be North County's largest celebration of electrical vehicles and related products and electric fueling options (e.g. SDG&E EV charging plans and rebates and home sola r options). National Drive Electric Week, September 8-16, 2018, is a nationwi de celebration to heighten awareness of today's widespread availability of plug-in vehicles and highlight the benefits of all-electric and plug-in hybrid-electric cars, trucks, motorcycles, arid more. They are fun to drive, are less expensive and more convenient to fuel than gasoline vehicles, are better for the environment, promote local jobs, and reduce our dependence on foreign oil. The event allows the public to talk to owners who have successfully done so. Time Activity Special Notes 8:00 a.m. Storm drains are covered 8:30a.m. Vehicles for static displays begin to be moved in. 9:00a.m. Commencement of setup of pop-ups by participants 11:00a.m. Registration opens to public 11:30a.m. Opening ceremony Various There will be ongoing announcements, presentations, and short speeches throughout the event over the DJ system. Schedule TBD. 4:45 p.m. Announcement that event closes in 15 minutes 5:00p.m. Event closes 5:10p.m. Teardown begins 7:00p.m. Teardown and cleaning complete Page3of7 Jan. 29, 2019 Item #7 Page 116 of 148 Storm Water Pollution Prevention Plan There are two storm drains, one in the pit-stop area and one in the display venue area. They are shown on our venue map. On Sunday, September 16, 2018 at 8:00 a.m. we will tape filtered fabric over both storm drains with duct tape. We will remove the filtered fabric at approximately 7:00 p.m. pm on Sunday, September 16, 2018 when we have finished removing all items from the venue and the parking area. We will have brooms and cat litter available if needed. Chad Majer (760-889-1854) is the point of contact on maintaining the storm drains at the event. Event production staff will be trained and will be monitoring the covering and uncovering of storm drains. Storm Drain Removal Methodology: IN CASE OF RAIN •Storm water event contact will monitor the weather the week prior to the event. If rain isin the forecast, staff will have a refresher meeting on the rain plan and will be on standbyby to remove storm drain covers.•Staff will remove protections in the event of rain.In order to comply with CCMC Section 8.17 and CRWQCB Order# R9-2007-0001, the following is management's plan for preventing storm water pollution. •A Spill kit will be located at the information/volunteer booth located near the finishline. Staff is located at the booth during event. Should there be a spill, staff and/orvolunteers are available to assist with clean up.•Waddles will cover the 29 storm drains that are located along the run course fromPine Ave. to Cannon Road. See storm drain map, enclosed.•Portable restrooms will have secondary containment pans. The contractor willcomply.Page 5 of 7 Jan. 29, 2019 Item #7 Page 117 of 148 Medical Plan We will have a first aid kit and the Registration/Information booth. We will also have two people certified to perform CPR. In addition, we will invite the Carlsbad CERT team and ask them to provide these functions. We will notify the City of Carlsbad of the exact plan and specific names in advance of the event. Page 7 of 7 Jan. 29, 2019 Item #7 Page 118 of 148 Courtney Pene From: Majka Penner Sent: To: Wednesday, July 18, 2018 3:36 PM Courtney Pene Cc: Curtis Jackson Subject: FW: Parking Lot (September 16, 2018) Hi Courtney, Per our conversation, here is the consent from Brookfield Properties/The Shoppes at Carlsbad. Thanks, Majka From: Oseguera, Ramon [mailto:ramon.oseguera@brookfieldpropertiesretail.com] Sent: Tuesday, July 03, 2018 10:57 AM To: Brian Flock <brian@flockgroup.com>; Majka Penner <Majka.Penner@carlsbadca.gov> Subject: RE: Parking Lot (September 16, 2018) Hi Majka, Hope you are well. The Shoppes at Carlsbad is happy to welcome the "National Drive Electric Day Event - Carlsbad" to the center and the community. This event is to be held on September 16th in the parking lot of The Shoppes at Carlsbad. Please use this email as consent for your records. Feel free to give me a call or email me if you have any questions. Best, Ramon Ramon Oseguera Senior General Manager I Asset Management Retail Brookfield Properties The Shoppes at Carlsbad 2525 El Camino Real, Ste. 137, Carlsbad, CA, 92008 T 760.712.3607 X613607 Ramon.Oseguera@brookfieldproperties.com Brookfield Properties View important disclosures and information about our e-mail policies here From: Brian Flock <brian@flockgrqup.com> Sent: Tuesday, July 3, 2018 8:37 AM To: Oseguera, Ramon <ramon.oseguera@brookfieldpropertiesretail.com> Subject: FW: Parking Lot (September 16, 2018) Importance: High Hi Ramon, 1 Jan. 29, 2019 Item #7 Page 119 of 148 Courtney Pene From: Sent: To: Subject: Attachments: Hi Conrad, Courtney Pene Friday, January 04, 2019 3:02 PM Conrad Avila Cancelled Grant G L %20Budget%20T ransactio n%20 Detail%20with%20T ext. pdf Please see the attached budget entry for a grant, the event has been canceled thus the grant will not go forward. At your convenience, please cancel the transaction. Thank you, Courtney 1 Jan. 29, 2019 Item #7 Page 120 of 148 Date BUDGET TRANSACTION REPORT REFERENCE: BU007675 Budget Fund Org Key Obj Reference Version Type Type Reason Description of Change Amount ..... 07/19/201.8 .... 0014511 ...... 6200 ...... BU007675 ..... ws ........... cM .... T .............. TRAN .......... CP51-NATL DRIVE .ELECTRIC WEEK ··········································852.00 ..... �!.!.�.�l?�.�·�····°-�·�·�°-�? ...... �.5.1� ...... 8..��.0.!.�!..� ....... '!Y.8. .......... 5?.� .... ! ............. T�� ........... �.�.5.�.:!;!�!.� .. £?..�!Y.� .. E..L.E..C.!�_lg.'!Y.E.�� ...................................... 4,148.00 07/19/2018 0019008 8700 BU007675 WB CM T TRAN CP51-NATL DRIVE ELECTRIC WEEK (4,148.00) ..... 07/1.9/2018 .... 0019008 ...... 8700 ...... BU007675 ..... ws ........... cM .... T ............. TRAN .......... CP51-NATL DRIVE .ELECTRIC WEEK ······································(852.00) TO APPROPRIATE AMOUNTS FOR IN-KIND CITY SERVICES AND A CASH DISBURSEMENT FOR THE NATIONAL DRIVE ELECTRIC WEEK PER THE CITY MANAGER'S DESIGNEE AND COUNCIL POLICY 51. THIS IS A SPECIAL EVENTS GRANTS. Jan. 29, 2019 Item #7 Page 121 of 148 Jill Moya From: Sent: To: Subject: Attachments: Hi Jill, Majka Penner Tuesday, December 18, 2018 2:20 PM Jill Moya RE: Special Event Grant to Electric Auto Association Cost Estimate to Applicant 7-17-18.docx As noted the event was cancelled, but they do plan to move forward with it in 2019. I assume they'll need to reapply for the grant and they are resubmitting paperwork on my send as well. Attached is the estimate that was provided. Let me know if I can do anything else to help. Best, Majka From: Jill Moya Sent: Tuesday, December 18, 2018 2:03 PM To: Majka Penner <Majka.Penner@carlsbadca.gov> Subject: Special Event Grant to Electric Auto Association Hi Majka, Courtney Pene is out for a while, so I was hoping you could help. A question came up about a Special Event Grant that was awarded on July 18, 2018 to Electric Auto Association for $5,000 ($852 in kind service and $4,148 cash). Do you happen to have the backup that shows how the $852 is calculated? Let me know if you need any more details. Thanks! Jill { City ofCarlsbad Jill Moya, CPA City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008 www.carlsbadca.gov P: 760-602-2428 E: Jill.Moya@carlsbadca.gov 1 Jan. 29, 2019 Item #7 Page 122 of 148 CITY OF CARLSBAD SPECIAL EVENT SERVICES The following cost estimate is for National Drive Electric Week. There is a 2-hour minimum charge per city employee. Date of service: 09/16/18 Type of services: •Fire Services (including EMS and/or inspections) - $255.96•Public Works Services (including storm water inspections) -$328.44•Parks & Recreation (including application and/or 3rd party vendor fees) -$142 Total estimate for city services rendered -$852.40 After the event, you will receive a cost statement, then the Finance Department will generate a formal invoice to follow. Jan. 29, 2019 Item #7 Page 123 of 148 Conrad Avila From: Sent: To: Subject: Attachments: Hi Conrad, Courtney Pene Friday, January 4, 2019 3:02 PM Conrad Avila Cancelled Grant GL%20Budget%20Transaction%20Detail%20with%20Text.pdf Please see the attached budget entry for a grant, the event has been canceled thus the grant will not go forward. At your convenience, please cancel the transaction. Thank you, Courtney 1 Jan. 29, 2019 Item #7 Page 124 of 148 Date BUDGET TRANSACTION REPORT REFERENCE: BU007675 Budget Fund Org Key Obj Reference Version Type Type Reason Description of Change 07/19/2018 0014511 6200 BU007675 WB CM T CM T CM T CM T TRAN TRAN TRAN TRAN CP51-NATL DRIVE ELECTRIC WEEK CP51-NATL DRIVE ELECTRIC WEEK CP51-NATL DRIVE ELECTRIC WEEK CP51-NATL DRIVE ELECTRIC WEEK 07/19/2018 0019002 8540 BU007675 WB 07/19/2018 0019008 8700 BU007675 WB 07/19/2018 0019008 8700 BU007675 WB TO APPROPRIATE AMOUNTS FOR IN-KIND CITY SERVICES AND A CASH DISBURSEMENT FOR THE NATIONAL DRIVE ELECTRIC WEEK PER THE CITY MANAGER'S DESIGNEE AND COUNCIL POLICY 51. THIS IS A SPECIAL EVENTS GRANTS. Amount 852.00 4,148.00 (4,148.00) (852.00) Jan. 29, 2019 Item #7 Page 125 of 148 Conrad Avila From: Courtney Pene Sent: To: Thursday, January 10, 2019 3:49 PM Conrad Avila Subject: RE: Cancelled Grant Awesome, thanks Conrad for your help © Much appreciated, Courtney From: Conrad Avila Sent: Tuesday, January 08, 2019 3:41 PM To: Courtney Pene <Courtney.Pene@carlsbadca.gov> Subject: RE: Cancelled Grant Hi Courtney, The budget entry (to eliminate the original) was processed ... should post in a day or so. Conrad From: Courtney Pene Sent: Friday, January 04, 2019 3:02 PM To: Conrad Avila <Conrad.Avila@carlsbadca.gov> Subject: Cancelled Grant Hi Conrad, Please see the attached budget entry for a grant, the event has been canceled thus the grant will not go forward. At your convenience, please cancel the transaction. Thank you, Courtney 1 Jan. 29, 2019 Item #7 Page 126 of 148 City of Carlsbad PROOF BUD GE T-CH ANGE BATC H PROOF B0002603.DATA.ADMIN Page 1 FRI, JUL 27, 2018, 12:06 PM --req: CAVIL-----leg: GL JL--loc: FIN-------job:1730502 J2599----prog: GL470 <1.77>--report id: GLBUBPRF Reference Date Description Lg Lv Vs Vs Desc Reas Reason Description Prep ID Batch ID B0002603 BU007675 ACCOUNT NUMBER 0014511-6200 0019008-8700 0019002-8540 0019008-8700 07/19/2018 CP51-NATL DRIVE ELECTRIC WEEK GL OB WB WKG BUD TRAN BUDGET TRANSFER TEXT RECORD: BU007675 TOTAL BU007675: GRAND T O T A L Final Budget Check No Over Budget Errors 00 01 02 Fund FY ORG K Title OBJECT Type Misc Type Amount ------·---------------------------------------------------19 GF-REC-SPECIAL EVENT OVERTIME SALARIES CM T 852.00 19 COUNCIL CONTINGENCY CONTINGENCIES CM T -852.0019 GF-COMMUNITY ASSISTA COMMUNITY CONTRIBUTI CM T 4,148.00 19 COUNCIL CONTINGENCY CONTINGENCIES CM T -4,148.00 TO APPROPRIATE AMOUNTS FOR IN-KIND CITY SERVICES AND A CASH DISBURSEMENT FOR THE NATIONAL DRIVE ELECTRIC WEEK PER THE CITY MANAGER'S DESIGNEE AND COUNCIL POLICY 51. THIS IS A SPECIAL EVENTS GRANTS. Prepared by---"'C--=---A_J--=:J l-=--./1_·, Date 7-2 7-f q Approve� Date� Id r/L. g Posted by ____ _;lo:.=...i):t:::::__Date 7{"L-'7 { {g 0.00 0.00 f 12 cl t<i-IC/ 0iu41 Rec 1 1 2 2 ',. --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Jan. 29, 2019 Item #7 Page 127 of 148 Memorandum July 19, 2018 To: From: Re: Conrad Avila, Accountant Courtney Pene, Management Analyst lj Special Events Grant, administrative approval {'cicyof Carlsbad Electric Auto Association, EVA of San Diego has been approved for a Special Events Grant in the amount of $5,000 for the upcoming National Drive Electric Week event. The event has gained administrative approval from the City Manager's designee; thus authorizing the disbursement of funds to internal account(s). The recommended funding source is the City Council's General Fund contingency account. Please execute the following budget entry: Account origin: Accounts to be credited: Org. key 001-9008 001-9002 Funds ($5,000) $5,0000 Currently, the City Council's General Fund contingency account carries a balance of $1,500,000. If you have any additional questions, please contact myself directly at x2812. ��� Courtney Pene Cc: Majka Penner, Parks & Recreation Community & Economic Development Department Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 tJan. 29, 2019 Item #7 Page 128 of 148 Memorandum July 18, 2018 {'cicyof Carlsbad To: From: Debbie Fountain, Community & Economic Development Director Courtney Pene, Management Analyst n VSpecial Event Grant .,{flRe: Electric Auto Association, EVA of San Diego has requested a Special Events Grant from the City of Carlsbad to assist with the costs of city provided services (estimated at $852) and general event costs associated with the new National Drive Electric Week event. This community­ oriented event is scheduled to be held on September 16, 2018 at the west parking lot at the Shoppes of Carlsbad. This event is new and the funds will act as seed money to help raise awareness. Staff is recommending approval of the Special Events Grant in the amount of $5,000 {20 percent of the total event budget) to fully fund the balance of city-provided services ($852) and provide direct cash assistance for eligible reimbursements ($4,148). If approved, the funding source will be the City Council's General Fund contingency account which carries a current balance of $1,500,000. Should the National Drive Electric Week event grant request be awarded, the funds will be transferred directly to the appropriate department(s) to cover the related city costs and only eligible receipts be _reimbursed. If you have any questions regarding this event, or any other Special Events Grant requests, please let me know . . � �Courtney Pene Attachment Special Events Grant, application City Council General Fund Contingency, balance / rftbie Fountain, Community & Economic Development Director Community & Economic Development Housing & Neighborhood Services 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t / Jan. 29, 2019 Item #7 Page 129 of 148 BUDGET TO ACTUAL BY ORG KEY Budget Version: WB Object Type:* Dept Group: Control Key: N OBJECT DESCRIPTION 0019008 • COUNCIL CONTINGENCY ACCOUNT EXPENDITURES 8700 CONTINGENCIES TOTAL M & 0 TOTAL EXPENDITURES Org Key 0019008 Revenues: Expenditures: Revenues - Expenditures: 001 FUND TOTAL FOR SELECTED ORG KEYS Revenues: Total Expenditures: Revenues -Expenditures: GRAND TOTALS Reve11ues: Total Expenditures: Revenues • Expenditures: User: Courtney Pene Report: GL Budactual orgkey Personnel M&O Capital Outlay Goal Budget Transfer Out Personnel M&O Capital Outlay Goal Budget Transfer Out MONTH ENDING ON 7/31/2018 BUDGET ACTUAL 1,500,000.00 0.00 1,500,000.00 0.00 1,500,000.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 0.00 (1,500,000.00) 0.00 Budget to Actual by Org Key Page 1 ENCUMB 0.00 0.00 0.00 0.00 0.00 0.90 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 BALANCE % 1,500,000.00 100.00 1,500,000.00 100.00 1,500,000.00 100.00 0.00 0.00 1,500,000.00 100.00 (1,500,000.00) 0.00 0.00 0.00 0.00 1,500,000,00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 100.00 (1,500,000.00) 0.00 0.00 0.00 0.00 1,500,000.00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 1,500,000.00 100.00 (1,500,000.00) 07 /18/18 : Date 17:05:32 : Time ( Jan. 29, 2019 Item #7 Page 130 of 148 �Cityof lsba. $PlECHAl �VrE�i§ G�fo.\�u SIUPPlEM!ENT All Aflf)lLOt� 1�0 Name of Applicant:.-F"-'-"='-'--''-6--�+-"'"-"-'=-,?-1-�==-1-2.::C..�"J--�:...e..,e:....:...-4,;..,:.efr...,._.!=&::::· --='::::..:...L-L)=· =.c,'l...::'e,_-c,,A.· ,....;!.- Address: 3o2..3 -V"'C/1 9'!56()3 Phone: @3jJ 06/F 8(,61 E-maiC. rt!6Jede.ekdrie&m6. '(!) ;3;' Contact 1 c .,., ())1JName Fir/ck .:::; �o --c:2-11 ·--tJ -9-� IPhone Contact 2 OJ ,non &ec/m&r) -:/tto·-113-1?3;;,____ Name Phone Federal Tax ID# or Social Sewrity #:5/-0 / 7c). //@ c�� !x>lc-c){3) CcYrp) ' TIDTAlGM.Nl FUN/DliNG R!EQlYIEST: $,__;:;:s�..;;.0_0._ . ..;;;V;._ ________ �------ j 1ei.mm.ii!JN REQUDREMIENTS Please answer the following questions to determine if your event is eligible for City grant funds: Will your Special Event be held entirely within the City of Carlsbad? Have you submitted a Special Events Permit application to the City? (If yes, please attach a copy to this grant supplemental application) Does your Special !:vent have a citywide interest? If yes, explain in the section below Has the Special Event received less than three (3) years of grants from the City? (If yes, please note below the number of years you have received grants from.the City, if any)tfvb /4v-e. rec-eiv�cl no cf115YYJ:/2 )IJ? #e J)asi V �' jg: N□ □ □ □ City of Carlsbad Housing and Neighborhood Services 9/2015 Special Event Grant Supplemental Applicationwww.car!sbadca.eov Please Cl)mp!et€ th2 following supplemental application using the Instructions provided on the fast page of this aop/fcation. Attach additional pages if necessary. Ft~i✓, A;rk J~;/)/1/,~l:;v, ~,IA Las A/-hs ~·L? 1 ·_Ap✓b-r? d V Jan. 29, 2019 Item #7 Page 131 of 148 ' G'AANT �Ql!JJIES1 DIESCiRDPiBON (if nece.so,y, please attach supplemellt{l/ j,ages to di=ment) Applicant Background Organi,atkm, Sdnc Ad, kei.;,-/4,n, Li/JI al < '2in 1¥Jo Names of Officers and Board of Directors: Title Name of the special eveny{b/4w/ J}./ve Ek-/oc Week � C*lsk/ Location o1 event, t.l_,J t.>S>rt'� b:6 of & .'54,405 dad� . I I I J Date of event: �/lf&rnf}ev: /h) d)O //3Plea,se list the years in which your organization has received prior funding from the City and list the related dollar amounts: ill/A , I j lFINANCIAl CAPAIBH.11'&1ES/BUDGET Estimated total cost of event: __ S_��·-�-, ... ' =CA_!'._�-0 _________________ _Please list additional funding opportunities (i.e. corporate or private sponsors, matching grants) currently committed or pending below: Name Percentage of financial contribution towards goal :5Dt$t-E ___ .....,.oZ;;__' ��----% 4a -------.'-"='=--------% -------'-o2C)_"'-=--·------% _______________ % -·-. :: ... ---·-·--·· ----,. -.. - City of Carlsbad Special Event Grant SupplementruApplication H ouslng aild Neigllborllood services www carJ�"badca,env 9/2015 ', -~~·'-"-·•--v-·r ~·· .... -..-_ .._ ___ _ Arri @stimated iewent illluclget is mustt bs in-ncil!.llded wf..lh your grai'ilt sl!l!l!Jmissiofl'i. Jan. 29, 2019 Item #7 Page 132 of 148 We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. fii'w@ si;:g�atim;)S rre��irrecil) � &-/I. Signature Title l 7Date Date 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. 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 & 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 Spec;ial Event Grant Supplemental Application www grisb2dg., trnY ·--·---------------··-···· .. --·-·----·-··· ·-··-. ----· -----------------Jan. 29, 2019 Item #7 Page 133 of 148 Natioi'ilal Drive Electfl'ic Weelk !Event -Carlsbad Hi:iem Event Fees Site Fees Promotions Toi lets/Trash Event Manager Volunteers Generator Equipment rental Insurance Contingency Signage Sponsorship Manager TOTAL !Estimated Btl.ldget $1,000 $2,000 $4,000 $1,000 $3,250 $750 $500 $5,000 $0. $5,000 $500 $2,000 $25,000 -----------------··---···-·----·----·· - -- ----·--------Jan. 29, 2019 Item #7 Page 134 of 148 Site Plan Note the revision that only the Southwest and Southeast parking lots will be utilized. The Northeast parking lot will remain as general parking for Sears and we will not directly affect this lot other than general traffic calming. A more detailed site plan is forthcoming. We redesigned the event layout to make traffic control easier and to create a tighter and more intimate environment. We will also add the two storm drains to a future revision. The tent areas are shown as long, contiguous rows. We realize that no more than 6 10x10s may be in a row and that a 20' gap is required between the rows. Future maps will show the placement of the final exhibitors to scale. Page 1 of7 Jan. 29, 2019 Item #7 Page 135 of 148 Ride and Drive Route r Dri.ve Route Notes: 1.Approx. 2.3 miles at average 35 MPH, 6 minute drive plus ~2 minutes in the pit stop. 2.Clockwise out of Mall, short Hwy 78, El Camino Road, returning along Marron Rd 3.Allows about 40 trips per car (<100 miles total). Page 2 of7 -, Jan. 29, 2019 Item #7 Page 136 of 148 Event Narrative/Schedule I September 16, 2018 will be North County's largest celebration of electrical vehicles and related products and electric fueling options (e.g. SDG&E EV charging plans and rebates and home solar options). National Drive Electric Week, September 8-16, 2018, is a nationwide celebration to heighten awareness of today's widespread availability of plug-in vehicles and highlight the benefits of all-electric and plug-in hybrid-electric cars, trucks, motorcycles, arid more. They are fun to drive, are less expensive and more convenient to fuel than gasoline vehicles, are better for the environment, promote local jobs, and reduce our dependence on foreign oil. The event allows the public to talk to owners who have successfully done so. Time Activity Special Notes 8:00 a.m. Storm drains are covered 8:30 a.m. Vehicles for static displays begin to be moved in. 9:00 a.m. Commencement of setup of pop-ups by participants 11:00 a.m. Registration opens to public 11:30 a.m. Opening ceremony Various There will be ongoing announcements,. presentations, and short speeches throughout the event over the DJ system. Schedule TBD. 4:45 p.m. Announcement that event closes in 15 minutes 5:00 p.m. Event closes 5:10 p.m. Teardown begins 7:00 p.m. Teardown and cleaning complete Page 3 of7 Jan. 29, 2019 Item #7 Page 137 of 148 Missing Child Plan Missing Child Procedure 1.Upon notification of a missing child, staff will broadcast the notification over two-way radios describing the physical attributes of the child (i.e. sex, height/weight, age, eye/hair color, clothing, etc.), the name the child answers to, and the approximate location that the child first became missing. 2.Staff will notify the DJ and an announcement will be made. 3.Staff will closely monitor all persons passing through the venue. 4.If a child is still reported missing by a parent/guardian after an initial effort (approximately 30mins.) to locate him/her, Carlsbad Dispatch will be called, and the report will be transferred to Carlsbad Police. When to contact Carlsbad Police Department can be determined by the severity of the situation. Found Child Procedure 1.When a child is found following a "missing child" announcement, the child will be escorted to the information tent where they will wait with a staff member or volunteer until the parent or guardian comes to claim them. The child must remain in public view at all times while they are separated from the parent or guardian. 2.In the event that a child reports that they have become separated from their parent/guardian, the "missing child procedure" will be followed and the child will be escorted by a city employee or volunteer to the information tent. The child's name (and parent/guardian's name, if known) will be announced via stage announcement and parent/guardian will be instructed to meet their missing child at the information tent. Post-event Missing/Found Child Procedure 1.If a missing child has not been found by the time the event has come to an end, the missing chilcl report will be transferred to the Carlsbad Police Department. 2.If a found child has not been reunited with a parent or guardian by the time the event has come to an end, the found child will be transferred to the custody of the Carlsbad Police Department. Page 4 of7 I,_ Jan. 29, 2019 Item #7 Page 138 of 148 Storm Water Pollution Prevention Plan· There are two storm drains, one in the pit-stop area and one in the display venue area. They are shown on our venue map. On Sunday, September 16, 2018 at 8:00 a.m. we will tape filtered fabric over both storm drains with duct tape. We will remove the filtered fabric at approximately 7:00 p.m. pm on Sunday, September 16, 2018 when we have finished removing all items from the ven.ue and the parking area. We will have brooms and cat litter available if needed. Chad Majer (760-889-1854) is the point of contact on maintaining the storm drains at the event. Event production staff will be trained and will be monitoring the covering and uncovering of storm drains. Storm Drain Removal Methodology: IN CASE OF RAIN •Storm water event contact will monitor the weather the week prior to the event. If rain is in the forecast, staff will have a refresher meeting on the rain plan and will be on standbyby to remove storm drain covers.•Staff will remove protections in the event of rain. In order to comply with CCMC Section 8.17 and CRWQCB Order# R9-2007-0001, the following is management's plan for preventing storm water pollution. •A Spill kit will be located at the information/volunteer booth located near the finishline. Staff is located at the booth during event. Should there be a spill, staff and/orvolunteers are available to assist with clean up.•Waddles will cover the 29 storm drains that are located along the run course fromPine Ave. to Cannon Road. �ee storm drain map, enclosed.•Portable restrooms will have secondary containment pans. The contractor willcomply. Page 5 of7 • Jan. 29, 2019 Item #7 Page 139 of 148 Parking Management Plan The Shoppes will keep our two parking lots empty leading up to the event per our contract with them. The day of the event there will be at least two people managing traffic, one at the entrance to the Shoppes parking lot and one at the 4-way intersection of the 4 west Shoppes parking lots. The first person will calm incoming traffic and direct Plug-in vehicle drivers into the "EV tailgate" (i.e. parking) area. The other person at the intersection of the 4 lots will calm traffic coming out the pit stops and also have signage directing the public to the general parking area. Page 6 of7 Jan. 29, 2019 Item #7 Page 140 of 148 Medical Plan We will have a first aid kit and the Registration/Information booth. We will also have two people certified to perform CPR. In addition, we will invite the Carlsbad CERT team and ask them to provide these functions. We will notify the City of Carlsbad of the exact plan and specific names in advance of the event. Page7of7 Jan. 29, 2019 Item #7 Page 141 of 148 Courtney Pene From: Majka Penner Sent: To: Wednesday, July 18, 2018 3:36 PM Courtney Pene Cc: Curtis Jackson Subject: FW: Parking Lot (September 16, 2018) Hi Courtney, Per our conversation, here is the consent from Brookfield Properties/The Shoppes at Carlsbad. Thanks, Majka From: Oseguera, Ramon [mailto:ramon.oseguera@brookfieldpropertiesretail.com] Sent: Tuesday, July 03, 2018 10:57 AM To: Brian Flock <brian@flockgroup.com>; Majka Penner <Majka.Penner@carlsbadca.gov> Subject: RE: Parking Lot (September 16, 2018) Hi Majka, Hope you are well. The Shoppes at Carlsbad is happy to welcome the "National Drive Electric Day Event -Carlsbad" to the center and the community. This event is to be held on September 16th in the parking lot ofThe Shoppes at Carlsbad. Please use this email as consent for your records. Feel free to give me a call or email me if you have any questions. Best, Ramon Ramon Oseguera ·Senior General Manager I Asset Management Retail Brookfield Properties The Shoppes at Carlsbad 2525 El Camino Real, Ste. 137, Carlsbad, CA, 92008 T 760.712.3607 X613607 Ramon.Oseguera@brookfieldproperties.com Brookfield Properties View important disclosures and information about our e-mail policies here From: Brian Flock <brian@flockgrqup.com> Sent: Tuesday, July 3, 2018 8:37 AM To: Oseguera, Ramon <ramon.oseguera@brookfieldpropertiesretail.com> Subject: FW: Parking Lot (September 16, 2018) Importance: High , Hi Ramon, 1 Jan. 29, 2019 Item #7 Page 142 of 148 I'm a Carlsbad resident and one of the organizers of this event on September 16 and am personally handling the Carlsbad permit process. Will we be able to get an email from you to the city this week with consent to hold our event at The Shoppes? (The consent is required for our permit with the city.) This will be a calm, relatively affluent group and a great way for the public to get reacquainted with The Shoppes at Carlsbad. Call me at (760) 271-8761 with any questions. Sincerely yours, Brian Flock FLOCK' GROUP • ltf...,\'1..1:.'iTJ(ll! Brian Flock MBA, CIPS (Global), CIAS (Investor), SFR, COPE Member of GSDAR International Real Estate Committee Member of the San Diego chapter of the Electric Vehicle Association Phone: (760) 271-8761 CA DRE Broker #01870163 2 Jan. 29, 2019 Item #7 Page 143 of 148 City of Carlsbad FRI, JUL 27, 2018, POST BUDGET CH ANGE POSTING B0002603.DATA.ADMIN Page 1 4:39 PM --req: BDESM-----leg: GL JL--loc: FIN-------job:1730587 J2647----prog: GL270 <l.43>--report id: GLBUPOST Reference Date Description Ledger Level Version Reason Prep ID GL WB TRAN Fund BU007675 ACCOUNT NUMBER 0014511-6200 0019008-8700 07/19/2018 CP51-NATL DRIVE ELECTRIC WEEK FY ORG KEY Title OB OBJECT Type Misc Type 0019002-8540 0019008-8700 TEXT RECORD: BU007675 TOTAL BU007675: G R A N D T O T A L 00 01 02 19 GP-REC-SPECIAL EVENTS OVERTIME SALARIES 19 COUNCIL CONTINGENCY ACCO CONTINGENCIES 19 GP-COMMUNITY ASSISTANCE COMMUNITY CONTRIBUTIONS 19 COUNCIL CONTINGENCY ACCO CONTINGENCIES CM CM CM CM TO APPROPRIATE AMOUNTS FOR IN-KIND CITY SERVICES AND A CASH DISBURSEMENT FOR THE NATIONAL DRIVE ELECTRIC WEEK PER THE CITY MANAGER'S DESIGNEE AND COUNCIL POLICY 51. THIS IS A SPECIAL EVENTS GRANTS. T T T T Batch ID B0002603 Amount 852.00 -852.00 4,148.00 -4,148.00 0.00 0.00 Rec 1 1 2 2 Jan. 29, 2019 Item #7 Page 144 of 148 City of Carlsbad TUE, _J.?)N OB, 2019, PROOF BUDGET CH ANGE BATCH PROOF B0002676.DATA.ADMIN Page 1 9:15 AM --req: CAVIL-----leg: GL JL--loc: FIN-------job:1747408 JB0l-----prog: GL470 <1.77>--report id: GLBUBPRF RE,lf'erence Date Description Lg Lv Vs Vs Desc Reas Reason Description ======== =====---=--============-01/04/2019 NATL DRIVE CANCELED GL OB WB WKG BUD TRAN BUDGET TRANSFER Fund Prep ID Batch ID B0002676 BU007748 ACCOUNT NUMBER 0019008-8700 0014511-6200 0019008-8700 0019002-8540 FY ORG K Title OBJECT Type Misc Type Amount Rec TEXT RECORD: BU007748 TOTAL BU007748: G R A N D T O T A L Final Budget Check No Over Budget Errors 00 01 19 19 19 19 -------------------------------,---------COUNCIL CONTINGENCY GF-REC-SPECIAL EVENT COUNCIL CONTINGENCY GF-COMMUNITY ASSISTA CONTINGENCIES OVERTIME SALARIES CONTINGENCIES COMMUNITY CONTRIBUTI CM CM CM CM T T T T 852.00 -852.004,148.00-4,148.00 TO ELIMINATE THE PREVIOUSLY APPROPRIATED AMOUNTS FOR THE NATIONAL DRIVE ELECTRIC WEEK EVENT DUE TO CANCELATION PER H&NS' REQUEST. Prepared by C Av I c,4 Approved bQ�/VJ Posted by @2 Date /-75-/1 Date I /�/IPJ Date � } 0 J11 0.00 0.00 J0cY:f nlf 1L11ilp 1 1 2 2 ., Jan. 29, 2019 Item #7 Page 145 of 148 Conrad Avila From: Sent: To: Subject: Attachments: Hi Conrad, Courtney Pene Friday, January 04, 2019 3:02 PM Conrad Avila Cancelled Grant GL%20Budget%20Transaction%20Detail%20with%20Text.pdf Please see the attached budget entry for a grant, the event has been canceled thus the grant will not go forward. At your convenience, please cancel the transaction. Thank you, Courtney 1 Jan. 29, 2019 Item #7 Page 146 of 148 Date BUDGET TRANSACTION REPORT REFERENCE: BU007675 Budget Fund Org Key Obj Reference Version Type Type Reason Description of Change Amount J ..... 07/19/201.8 .... 0014511 ...... 6200 ...... BU007675 ..... WB .......... cM .... T ............. TRAN .......... CP51-NATL DRIVE.ELECTRIC WEEK .......................................... 852.00,✓ 07/19/2018 0019002 8540 BU007675 WB CM T TRAN CP51-NATL DRIVE ELECTRIC WEEK 4,148.00 / ···········.··············································································································································································································.·························································· 1 07/19/2018 0019008 8700 BU007675 WB CM T TRAN CP51-NATL DRIVE ELECTRICWEEK (4,148.00); ..... 07/1.9/201.8 .... 0019008 ····· 8700 ...... BU007675 ..... ws ........... cM .... T ............. TRAN .......... CP51.-NATL DRIVE .ELECTRIC WEEK ······································.(852.00) ' TO APPROPRIATE AMOUNTS FOR IN-KIND CITY SERVICES AND A CASH DISBURSEMENT FOR THE NATIONAL DRIVE ELECTRIC WEEK PER THE CITY MANAGER'S DESIGNEE AND COUNCIL POLICY 51. THIS IS A SPECIAL EVENTS GRANTS. Jan. 29, 2019 Item #7 Page 147 of 148 Cjty of Carlsbad TUE, JAN 08, 2019, POST B U D G E T C H A N G E P O S T I N G B0002676 .DATA.ADMIN Page 1 9:49 AM --req: BDESM-----leg: GL JL--loc: FIN-------job:1747436 J809-----prog: GL270 <1.43>--report id: GLBUPOST Reference Date Description Ledger Level Version Reason BU007748 ACCOUNT NUMBER 0019008-8700 0014511-6200 01/04/2019 NATL DRIVE CANCELED GL OB OBJECT WB TRAN 0019008-8700 0019002-8540 TEXT RECORD: BU007748 TOTAL BU007748: GRAND T O T A L 00 01 Fund FY ORG KEY Title Type Misc -==-====================== 19 COUNCIL CONTINGENCY ACCO CONTINGENCIES CM 19 GF-REC-SPECIAL EVENTS OVERTIME SALARIES CM 19 COUNCIL CONTINGENCY ACCO CONTINGENCIES CM 19 GF-COMMUNITY ASSISTANCE COMMUNITY CONTRIBUTIONS CM TO ELIMINATE THE PREVIOUSLY APPROPRIATED AMOUNTS FOR THE NATIONAL DRIVE ELECTRIC WEEK EVENT DUE TO CANCELATION PER H&NS' REQUEST. Prep ID Type Batch ID B0002676 Amount --------======= T 852.00 T -852.00 T 4,148.00 T -4,148.00 0.00 0.00 Rec 1 1 2 2 Jan. 29, 2019 Item #7 Page 148 of 148 Sheila Cobian From: Sheila Cobian Sent: To: Friday, February 01, 2019 1:39 PM Council Archive Cc: Scott Chadwick; Celia Brewer; Gary Barberio; Elaine Lukey; Faviola Medina; Sherry Freisinger; Tammy McMinn; Debbie Fountain; Laura Rocha Subject: FW: Commission member ethics Good Afternoon Mayor & Council Members, Please see e-mail below from Mr. Chad Majer regarding Item #7 from the January 29, 2019 City Council Meeting. Mr. Maje r's e-mail will be attached to the staff report as part of th.e official record in the City's document management system. Thank you, (City of Carlsbad Sheila Cobian, CMC City Clerk Services Manager City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008-1949 www .ca rlsbadca .gov 760-434-2917 I sheila.cobian@carlsbadca.gov From: Celia Brewer Sent: Friday, February 01, 2019 12:13 PM To: Sheila Cobian <Sheila.Cobian@carlsbadca.gov> Subject: FW: Commission member ethics This morning I spoke with Mr. Majer about his concerns related to the community grants discussion at the January 29, 2019, city council meeting. Mr. Majer wants to make sure that council and staff are aware of the facts below, and that his response becomes part of the public record. Could you please send to council and relevant staff? Thank you so much. Celia A. Brewer City Attorney From: Chad Majer <> Date: Wednesday, January 30, 2019 at 5:53 PM 1 To: Celia Brewer <Celia.Brewer@carlsbadca.gov> Subject: Commission member ethics Hi Ms. Brewer- I was a little taken aback by the allegations made about my ethics at last night's City Council meeting, so I wanted to write you a quick note to clear a few things up. In early July, when the Electric Car Assoc. applied for the city grant for their event, I was not a sitting commission member. I was appointed to the Commission in late July after a few years of applying. In early August, soon after I was appointed, myself and my company served ties with the Electric Car Assoc. We severed ties with the Electra Car Assoc. before they decided to cancel the August event, before they contemplated rescheduling the event for April 2019, and before the issues arose in December. We severed ties with the Electra Car Assoc. before I did my ethics training, and before I attended my first commission meeting in September. Myself and my company never received any compensation in any way from the Electric Car Event. I never intended to have myself or my company receive any compensation from any event partially funded by the city while I am a sitting commission member, and I took the appropriate steps to ensure that did not happen. If you have any questions, please contact me. Thank you, Chad Majer City of Carlsbad Historical Preservation Commision Chairman 2 Laura Rocha –Administrative Services Director Debbie Fountain –Community and Economic Development Director Jan. 29, 2019 City Council Contingency Fund Report City Council Request December 18, 2018 City Council Motion: “that council receive an agenda item to bring this policy up for discussion and then also review the last year’s council contingency allocation of $5,000 and any public records associated with that (that are publicly accessible records) as to how that discussion allocation was initiated and to whom it was given” City Council Contingency Fund History •Part of annual operating budget since the 1980’s •Portion of the General Fund •Driven by economic conditions •Purpose: emergencies/unbudgeted items •Annual amount: tens of thousands to several million •Use: varies from storm damage repairs to special events grants City Council Contingency Guidelines •Expenditures must be approved by the City Council and/or •Expenditure must follow Council Policy No. 51 History of City Council Policy No. 51 •Purpose: community activity funding •Adopted by the City Council in 1992 •August 2012 –Subcommittee formed to review and revise policy –Included two City Council members •Revised City Council Policy No. 51 –Adopted by the City Council on December 4, 2012 City Council Policy No. 51 Purpose •Establish a process and criteria for funds for four types of grants •Types: –Community activity grants –Special event grants –Winning teams grants –Community spirit grants How do residents learn about grants? •News release •Social media •Eblast •City website home page •Targeted emails & mailings •Word of mouth; staff referrals City Website fo, quick access, place your boolcmarlcs here on the bool:marlcs bar Import bookmarlcs now .•. {city of Carlsbad C a l i forn i a How can we help? II L I Neighborhood Serv,ces Home Become a Volunteer Carlsbad Hiring Center Code Enforcement Neighborhood Grants & Loans Neighborhoods Map Neighborhood Programs Volunteer Opportumt1es Contact Us Related Topics Housing & Urban Development Fair Housing & Employment Nextdoor County Health Department Vector Control Low Graphics 6 A A Select Language O CJ ~ @ @ ■11 ■■■11 Community Activity Grants Home ~ ~ Nek)hborhoods » Neighborhood Grants & Loans • Community Activity Grants Here's an opportunity. The City of Carlsbad has a CQmm.u.rn1y~~gram. The grants are designed to proV1de ennchment programs to the community. An enrichment program 1s any program that enhances the quality of life for residents and/or visitors. The City Council had set aside $1 million from which the interest earned will be allocated for community service activ1t1es. The amount available for the 2014·15 fiscal year is Sl0,000 These grants are intended to provide alternatives to other city programs such as the~~~ .Gun.U.J~) by providmg grants for services that may not be eligible under the~ other programs. Thus, any organization currently recerving funds from another city program is not eligible for a Community Activity Grant. In the past, recipients were limited to three years of funding. Three year recipients may now reapply for this grant, as long as they have not received ftlndmg for at least two consecutive years. 0 For other grant opportunities within the C1ty of Carlsbad, please contact Housing & Neighborhood Services at 760· 434-2810 1f you have any quest10ns. ·~-21 • .Special Event:;. Grant AgRJKa..t12n • l,linnmg..Il:im..lililn~R!Jrnllm • ~yJ;wu_A~RWlJOII Process for approving special event grants •Complete and submit a special event permit application. •Complete and submit a special event grant supplemental application (at least 60 days prior to an event). •Administrative review (HNS) and tentative support or approval of special event by special events committee; 10 member committee Special Event Grant Process •Approval of grant by City Manager, or designee, if the grant request is $5000 or less; 3 internal controls –HNS (2) & Finance (1) •Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5000. •Money is appropriated but not disbursed; all funds are provided on a reimbursement basis only after the event; compliance with agreement; 3 internal controls -HNS (1) & Finance (2) Criteria for special event grant approval •No more than 1 grant per year, and no more than 5 years of event grants total for in-kind (city) services and 3 years of cash assistance. •For startup costs of a new special event that has a citywide interest; not ongoing services/programs. •“New event” means an event initially developed within no more than 3 years of the date of the 1st grant request. •Available to recognized non-profit organization, or to an organized all-volunteer, Carlsbad-based group. •Organization may not receive any other money or donated services from other city sources, including CDBG funds. •Request may not exceed $10,000 for a single grant in a year; grant request may not be for more than 20% of total cost of event. Special Events not eligible for grant •Events hosted by a commercial enterprise for profit and/or fundraiser purposes. •Regularly offered programs, activities or events. •Any event held for primarily a political or religious benefit or similar purpose Carlsbad Drive Electric Day •National Drive Electric Day –Carlsbad; hosted by the Electric Auto Association, a 501(c)(3) organization; September 16, 2018; to be held in parking lot at Shoppes at Carlsbad. •Event organizers referred to special event permit staff and grant coordinator (HNS) on June 20, 2018 by City Manager’s Office. •Special Event Permit application submitted July 9, 2018 to P & R Staff; grant application submitted July 11, 2018 to HNS staff. •The special event grant was approved by city staff (HNS/CED Director) on July 19, 2018 based on anticipated approval of special event. •Event was ultimately cancelled by event organizer; no special event permit was approved and grant funds were appropriated but not disbursed because the event was cancelled. Purpose of Carlsbad Drive Electric Day •Electric vehicles are an important part of Carlsbad’s Climate Action Plan and the Coastal Mobility Readiness Plan. North County is already a leader in EV adoption and this event will fill the public interest in EVs. (from the special event grant permit submitted by the Electric Auto Association, EVA of San Diego) Delegation of Authority •In December 2013, the City Manager delegated his authority under City Council Policy No. 51 to the Housing and Neighborhood Services Director (who is now serving as the Community and Economic Development Director as well) •Delegation authority was for grants of $5,000 or less, as set forth in City Council Policy No. 51 Prior year Grants Fiscal Year # of Grants Grants Awarded # of Grants Grants Awarded # of Grants Grants Awarded 2012-13 5 38,440$ 10 21,766$ 15 60,206$ 2013-14 3 24,246 10 24,328 13 48,574 2014-15 2 12,484 15 31,063 17 43,547 2015-16 2 11,223 15 30,876 17 42,099 2016-17 0 0 10 32,158 10 32,158 2017-18 0 0 8 17,301 8 17,301 12 86,393$ 68 157,493$ 80 243,886$ Averages 7,199.44$ 2,316.07$ 3,048.57$ Grants Awarded by City Council over $5,000 Grants Awarded by City Manager under/= $5,000 Totals Summary •Special Event Grant for the Electric Auto Association was approved in accordance with City Council Policy No. 51. •Award was consistent with other grant requests. •Staff exercised only the authority granted by City Council. •Council may amend or rescind Policy No. 51 if so desired. Thank You