HomeMy WebLinkAbout2012-02-21; City Council; MinutesMINUTES
SPECIAL MEETING: CITY COUNCIL WORKSHOP
DATE: February 21,2012
TIME: 11:00 AM
PLACE: CITY ADMINISTRATION BUILDING, ROOM 1738,1635 FARADAY
The Mayor called the meeting to order on February 21,2012 at 11:00 a.m. Present: Hall, Kulchin,
Packard, Blackburn and Douglas.
REGIONAL REPORTS
Packard: Council Member Packard asked if Council should hold a workshop on the Buena Vista Lagoon
Environmental Impact Report. Council concurred to wait until the outcome ofthe March 1,2012 Buena
Vista Lagoon JPC meeting is known.
Kulchin: No Report.
Hall: No Report.
Blackburn: Council Member Blackburn updated Council on his meetings with concerned parents from
the Carlsbad Unified School District.
Douglas: No Report.
Complete Streets and the Coastal Rail Trail
The following documents were distributed for this item and are on file in the Office of the City Clerk.
• Council Policy Statement No. 51 dated 5-10-2011, Community Activity Funding.
• Memorandum from Debbie Fountain, Housing and Neighborhood Services Director to Lisa
Hildabrand, City Manager, "ArtSplash Financial Information'' dated February 2, 2012.
• Presentation on ArtSplash given by Debbie Fountain, February 21, 2012.
Staff Members Presenting: Debbie Fountain, Housing and Neighborhood Sen/ices Director.
Director Fountain gave the background and financial Information forthe ArtSplash Community Event.
Ms. Fountain discussed four options for funding of ArtSplash:
Special Meeting Workshop, February 21,2012
• provide no additk)nal funding,
• budget General Fund monies as a "title sponsorship",
• continue to have ArtSplash submit a request for funding each year,
• provide direction for ArtSplash 2012 and then form a Council subcommittee to reconsider the
policy on funding for special events held within the City.
In response to the Mayor, Parks and Recreatron Director Chris Hazeltine described how the Carlsbad
Triathlon event Is managed.
Chair ofthe ArtSplash event Joni Miringoff explained how and why the event was developed. She stated
that the event was created to bring all four quadrants of the City together. She also noted that 2012 will
be the 10* year for the event.
The Mayor asked Council and staff how to make sure that ArtSplash is sustainable.
Council concurred to pursue the second option and budget General Fund monies as a "title
sponsorship". The Mayor also asked that a subcommittee be formed. He noted that he would select
that subcommittee at a future date. City Manager Hildabrand stated that staff would develop some
guidelines for the subcommittee.
At 11:57 a.m. the Mayor called a recess. The Mayor and Council Members Packard, Kulchin, Douglas
and Blackburn retumed at 12:05 p.m.
Public Comment: None.
Complete Streets and the Coastal Rati Trait, Reach 1.
The following documents were distributed for this item and are on file in the Office ofthe City Clerk.
• Presentation: Complete or "Livable Streets", Bryan Jones, February 21,2012.
Staff Members Presenting: Bryan Jones, Deputy Transportation Director.
Mr. Jones described the concepts of "Livable Streets" using examples from Carlsbad's roadways.
Diane Nygaard spoke In favor of well designed streets. She noted that the Pedestrian Master Plan and
the circulation plans for the new Sage Creek High School may need updates. She also pointed out the
impacts on the Lagoons must be considered.
Kathleen Ferrier of Walk SanDiego spoke in favor of walkable streets.
Council concurred to direct staff to begin the design process for Carlsbad Boulevard/State Street.
Page 2
Special Meeting Workshop, February 21,2012
Council Priorities
Ms. Hildabrand passed out the Council Priority Project Worksheet and explained its format. This
worksheet, dated February 21,2012, is on file in the Office of the City Clerk.
Council asked for updates on the foitowing projects:
• Agua Hedionda Dredging
• New Pool and Park
• Traffic synchronization
• Carlsbad Car Country
Mayor Hall adjourned the meeting at 12:57 p.m.
>rraine M. Wood, CMC
City Clerk
l^e 3
4^'$^ CITY OF
V CARLSBAD
Memorandum
February 2, 2012
Date:.
Distributibn:
City Cierk
Asst. City Clerk
Deputy Clerk
Book /6P
TO:
From:
Via:
Re:
coc ^^^^^^^ /
Afleikla-Uem"#—
For the members of ttii:
CITYCOUNCIL
ACMJi^>CMj^CA^CCj:i^
Date-^ (^\ Citv Manager t^"^"
Lisa Hildabrand, City Manager
Debbie Fountain, Housing and Neighborhood Services Direct
John Coates, Assistant City Manager
Art Splash Financial Information
During the budget hearings last year, there was some interest expressed by the City Council in receiving
a report on Art Splash and having a workshop to discuss further. Specifically, there was discussion
regarding the financial information provided for Art Splash and a plan for how best to address funding
for this event in future years. The following report is provided for information purposes.
Art Splash is a registered 501(c)(3) private, non-profit organization with a stated mission to 1) raise
fu nds for art & music in North County schools; 2) bring the community together to enjoy art in a fun and
friendly place; 3) showcase North County's cultural image and resources; and 4) create an enduring "fall
classic" cultural event for North County. The inaugural Art Splash event was held in September, 2002. It
is a two day free family-oriented, community event that is intended to promote and benefit arts within
North County. Except for 2003, the event has been held in September every year since 2002, and
partially funded by the City of Carlsbad each year. Attached is a history of City funding for Art Splash.
As noted in the attached funding history, the City has provided approximately $275,900 over the past 10
years to assist with the expenses for Art Splash. Of the total, approximately $80,700 (29%) has been
provided to pay for city services required for the event. The Council approved $33,640 ($28,600 in cash
assistance and $5,040 to pay for city required services) for FY 11-12 funding for the event. It is
anticipated that Art Splash will request $36,000 in cash and city services financial assistance for 2012-13.
A review ofthe Art Splash budget (revenue & expenditures) for the past few years indicates that they
have been able for the most part to raise the funds required each year to cover the expenses for the
event with the City's assistance. Attached is a summary of reported income and expenses. Art Splash has
had net income (ranging from $10,000 to $17,000) each year that they deposit to a reserve account,
with the exception that there was no net income in 2011-12. They have provided some grants from this
reserve in an informal manner until last year. Last year they started a formal grant request process,
where they committed to provide at least $5,000 in grants each year to schools and/or teachers in North
San Diego County for arts education programs and projects. Attached is a copy ofthe grant application
and related information for 2012-13 programs and projects.
According to the organization's 990 IRS form, Art Splash began calendar year 2011 with cash assets of
$101,409. A report has not yet been filed for 2011 to indicate their ending balance. When previously
asked by City staff what this cash balance would be used for, Art Splash reported that $50,000 was
earmarked for grants/donations and the remainder would be used for working capital needs. They
indicated that it was becoming more difficult to raise the money necessary for the annual event with the
Housing 8i Neighborhood Services
2965 Roosevelt St., Suite 8 I Carlsbad, CA 92008 I 760-434-2810 I 760-720-2037 fax | www.carlsbadca.gov
L. Hildabrand-Art Splash
February 2,2012 ' ' *
page 2 ' V ^
current economy. Therefore, they have projected a need.ki use spq[^^ o/the reserves to cover event
costs. For example, for the 2011 event, there was a repOrte^d defitif6t$3,154. There was not adequate
revenue to cover all of the actual expenses. A portion of their reserve funds would be used in this case
to cover the deficit.
Based on staff review ofthe financial information available to the City, Art Splash has received on
average about a third of their total funding from the City each year. Per discussions with Art Splash
representatives, it is staffs understanding that Art Splash will continue to need a comparable amount of
assistance (or perhaps more depending on the economy) in the future to continue the community
event. Ifthe City decides to discontinue funding for the event, the representatives have indicated that
they will need to discontinue the event. They don't believe they would have the financial ability to
continue the event without City assistance.
As noted during the budget discussions last year. Art Splash is no longer eligible for community activity
funding or a special event grant because they have exceeded the time limits set forth within the Council
policy for this funding. Therefore, the event will need to be considered each year during the budget
hearings based on a request from Art Splash, ifthe Council wishes to continue funding for it. Funding
was provided to Art Splash for their 2011 event via this budget consideration process last year. It was
suggested during the budget hearings that a workshop should be held for the Council to discuss in
further detail the financial information for Art Splash, and to determine the best course of action for the
future of City funding for this event. It is anticipated at this time that the Council workshop will be held
in February, 2012 to discuss further and provide appropriate direction to staff
For consideration. Staff is offering the following decision options for future funding for Art Splash:
1. Provide no funding to Art Splash 2012 and beyond; this option would very likely result in
cancellation of the 2012 event and discontinuance of it for the future, if new funding is not
identified and secured by the organization.
2. City to budget General Fund monies for Art Splash 2012 and beyond as a "title sponsorship" for
the event in an amount determined by the Council, with suggested conditions for the funding as
follows:
a. Name Recognition for City of Carisbad on all promotional materials;
b. The City shall have one (1) booth at the event available for its use for the distribution of
information or to host one or more activities;
c. Proportionate share of City contribution to net revenue to be returned to the City
following a final audit of the event expenses/revenue;
d. All "cash donations" to other organizations shall be made from net revenue to Art
Splash, not as an "expense" for the event;
e. Donations shall be made only to organizations or organizers where at least 80% of the
beneficiaries are Carlsbad residents.
3. Continue to have Art Splash submit a request for funding each year and have the request
considered by the Council as a "program option" during the budget hearings, as processed in
2011.
L. Hildabrand-Art Splash
February 2, 2012
page 3
The difference between option 2 and 3 is that staff would assume funding for Art Splash in option 2 and
include it in the budget to be adopted by the Council each year. The Council could still decide to deny
the funding and remove it from the budget, but it would be included in the budgeting process where
costs and any increase could be appropriately evaluated. Option 3 would require the Council to
considering adding the funding to the budget at the hearings, and evaluating the request at the hearings
ona case-by-case basis.
Staff is recommending that ifthe Council decides that it would like to fund Art Splash as an ongoing
community event that they approve Option 2 as noted above. This would allow for evaluation within the
budget process, and place conditions on the funding to reflect appropriate benefit to the City for the
contribution.
If you or the City Council would like any additional information on this matter, please let me know.
Attachments
ArtSplash
History of Funding
Exhibit 1
FISCAL YEAR AMOUNT APPROPRIATION METHOD PURPOSE OF FUNDING
2001-2002 $15,000 Community Activity Grant Funding for inaugural event - ArtSplash 2002
2002-2003 $10,605 General Fund contingencies (Council
Contingency)
Reimbursement of ArtSplash 2002 shortfall
2002-2003 $4,000 various General Fund budgets In-kind services for ArtSplash 2002*
2002-2003 $15,000 General Fund contingencies (Council
Contingency)
Planning activities for ArtSplash 2004*
2004-2005 $17,365 Special Event Grant Funding for ArtSplash 2004
2004-2005 $12,103 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2004
2005-2006 $7,498 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2005*
2006-2007 $20,000 Special request for Council Policy 51
exemption
Funding for ArtSplash 2006
2006-2007 $9,930 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2006*
2007-2008 $20,000 Budget process
(City Council General Fund contingency)
Funding for ArtSplash 2007
2007-2008 $11,682 Various General Fund budgets In-kind services for ArtSplash 2007*
2008-2009 $20,000 Budget process
(City Council General Fund contingency)
Funding for ArtSplash 2008
2008-2009 $12,273 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2008*
2009-2010 $20,000 Special Events Grant Funding for ArtSplash 2009
2009-2010 $13,146 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2009*
2010-2011 $28,612 Special Events Grant Funding for ArtSplash 2010**
2010-2011 $5,038 City Council General Fund contingency
account to various General Fund budgets
In-kind services for ArtSplash 2010
2011-2012 $28,600 Budget process
(City Council General Fund contingency)
Funding for ArtSplash 2011***
2011-2012 $5,040 Budget process
(City Council General Fund contingency)
In-kind services for ArtSplash 2011*
In-kind services include police support, traffic control, street preparation, equipment rentals, paramedic on-site, etc.
Funding including a direct cash donation of $20,000 and $8,612 for services required by the special events (I.e. paramedics/ambulance services, pressure washing and street sweeping, traffic control implementation,
forklift, scissor lift, etc.)
Funding including a direct cash donation of $20,000 and $8,612 for services required by the special events (I.e. paramedics/ambulance sen/lces, pressure washing and street sweeping, traffic control Implementation,
forklift, scissor lift, etc.]
NOTE: The event was not held in 2003.
-> To date, the city has provided ArtSplash with a total of $275,892, of that $80,710 has come in the form of in-kind services.
ART SPLASH 2004 2005 2006 2007 2008 2009 2010 2011 Notes
Gifts, Grants, etc.
Gross Receipts (Event)
Total
Tf>tai Fxpenses (org)
$ 59,827
$ 33,108
$ 92,935
N/A
$ 36,002
$ 34,176
$ 70,178
N/A
$ 25,729
$ 52,521
$ 78,250
N/A
$ 37,912
$ 43,803
$ 81,715
$ 72,390
$ 36,350
$ 60,314
$ 96,664
$ 80,262
$ 44,364
$ 56,539
$ 100,903
$ 77,538
$ 38,612
$ 51,436
$ 90,048
$ 82,549
N/A
N/A
N/A
N/A
990 IRS Form; no info available for 2011
990 IRS Form; no info available for 2011
990 IRS Form; no info available for 2011
990 IRS form; no into avaWaWe tot 100<^-06 & 11 \
Total Revenue (Event)
Total Expenses (Event)
Net income (Event)
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
$ 81,715
$ 71,761
$ 9,954
$ 96,664
$ 80,262
$ 16,402
$ 94,238
$ 77,738
$ 16,500
$ 95,027
$ 80,132
$ 14,895
$ 84,575
$ 87,729
$ (3,154)
Profit & Loss statement; info not available 2004-6; est for 2011
Profit & Loss statement; info not available 2004-6; est for 2011
Profit & Loss Statement; info not available 2004-6; est for 2011
City Financial Assistance
% of total revenue
$ 44,468
48%
$ 7,498
11%
S 29,930
38%
$ 31,682
39%
$ 32,273
33%
S 33,146
33%
$ 33,650
37%
$ 33,640
N/A
Includes cash assistance and city services
Beg. Year Assets (Cash)
End. Year Assets (Cash)
N/A
N/A
N/A
N/A
N/A
$ 43,664
$ 43,664
$ 52,989
$ 52,989
$ 70,545
$ 70,545
$ 93,910
$ 93,910
$ 101,409
$ 101,409
$ 98,255
990 IRS Form
990 IRS Form; estimated for 2011 based on profit and loss statement
ART SPLASH Donations
Carlsbad High Volley Ball
Carlsbad High Lacrosse
Carlsbad High Broadcast
Carlsbad High Drama
Buena Vista Chorus
Poinsettia Mosaic
Jefferson Instruments
San Marcos Murals
Unidentified project(s)
Total
$ 500.00
$ 500.00
$ 500.00
$ 1,500.00
These are the donations that were noted by Art Splash
to date.
$ 300.00 $
$ 400.00 $
$ 250.00 $
$ 700.00 $
$ 800.00 $
$ 900.00 $
$ 3,350.00 $ 9,700
Do not have information on projects selected for 2011; P & L
statement indicates that $9,700 in donations provided in 2011
10*** Annual ArtSplash
September 22-23, 2012
"A Community Celebration for Arts Education"
Picture This: A Grant for Your Visual and/or Performing Arts Program!
ArtSplash, a community celebration for arts education, invites schools/teachers in North San Diego
Coimty to apply for our annual ArtSplash grant.
ArtSplash will accept grant applications between March 1 and August 1, 2012 for projects taking place
during the 2012-13 school year. You will receive notification about your request by September 1,2012.
Most grants will be for $700 or less. A minimum of $5,000 will be awarded to grant recipients for the
2012-13 school year.
Photos and information about the school and the grant may be used by ArtSplash in published materials
or displays. Recipients will be required to submit an evaluation report no later than June 30,2013
describing the project outcome. The following acknowledgment must appear on all pubhshed and
display materials conceming the project or project funding: "This project is made possible in part by a
grant from ArtSplash—A communily celebration benefiting and helping to support arts education."
Eligibility
• The project must take place in a San Diego North County school and benefit San Diego North
County students.
• The project must provide a visual arts, dance, theatre and/or music education project.
• Applicant must be a school or teacher in a San Diego North County school district.
• ArtSplash must receive a written hardcopy and signed approval from the school principal that
he/she supports the proposed project.
Guidelines
• Grant applications will be accepted between March 1 and August 1, 2012.
• Funded projects must take place during the 2012-13 school year.
• All applications must be submitted on the attached form. Applications must be typed. Limit
application to no more that three pages. Submit one original and 3 copies.
• Applications must be delivered by 5.00 p.m. August 1,2012 to:
ArtSplash Grant
7551 EsferaSt.
Carlsbad, CA 92009
• Priority is given to projects or programs that have matching funds and/or in-kind services.
• Grants will cover project costs, not salaries or transportation.
• Priority is given to projects that have the ability to sustain themselves after initial funding.
• Grant recipients will be announced September 1,2012.
• Additional information about ArtSplash can be found at www.carlsbadartsDlash.org
• If you have any questions please contact Joni at 760-930-9123 xl 18 or
info@carlsbadartSDlash.org
Tax ID #20-0489191
7551 Esfera St., Carlsbad, CA 92009
Phone (760) 436-2828 • Fax (760) 431-9020
info@CarlsbadArtSplash.org • www.CarlsbadArtSplashorg
Page 1
10*** Annual ArtSplash
September 22-23, 2012
"A Community Celebration for Arts Education' Project Name:
Project Description:
(maximum 300 words)
Include the names ofthe specific schools and the amount and description ofthe population
served.
Project Budget: Please list any in-kind resources including source.
Please list any matching funds including source availability, amount and purpose.
Please list any already committed funds for this project including the funder s name and
amount.
Project Budget Detail
Project Expense Categories Amount Requested from ArtSplash Total Category Budget
Total
Tax ID #20-0489191
7551 Esfera St., Carlsbad, CA 92009
Phone (760) 436-2828 • Fax (760) 431-9020
info(gCarlsbad ArtSplash .org • www.CarlsbadArtSplash.orq
Page 3
2/21/2012
ARTSPLASH
Debbie Fountain
February 21,2012
Artsplash
• Registered 501(c)(3)
• Mission:
- Raise funds for art & music in North County
Scliools
- Bring the community together to enjoy art
- Showcase North County's cultural image
- Create an enduring "fall classic" cultural event
2/21/2012
Artsplash Background
First event held September, 2002
2 day, family-friendly community event
Promote and benefit arts within North County
Except for 2003, held every year in September,
and partially funded by City of Carlsbad
City Financial Assistance
• $275,900 over past 10 years
• $80,700 of the total provided to pay for city
services (29%)
• FY 11-12: $28,600 in cash & $5,040 for city
services
• FY 12-13: $36,000 in cash & city assistance;
anticipated request
2/21/2012
ArtSplash Profit & Loss
2007 2008 700M 20 !0 20 1 1
Expenses $71,761 $80,262 $77,738 $80,132 $87,729
Net Income $9,954 $16,40;Z $16,500 $14,835
City Assistance $31,682 $32,273 $33,650; ^', ;m/m
% of Revenue 39% 33% 33% 35% 40%
Beg. Yr. Cash $43,664 $52,989 $70,545 $98,910 $101,409
Decision Option
Provide no additional funding to ArtSplash.
Considerations:
- May result in cancellation of event due to
inadequate funding; or
- May encourage a new organization with paid staff
to assume responsibility for event (i.e., Village
Faire, Carlsbad 5000, Carlsbad Marathon) with
opportunity for more profitable venture
- Fundraiser opportunity for Carlsbad Educational
Foundation or perhaps the Schools in general
2/21/2012
Decision Option
Budget General Fund monies as a "title
sponsor" vvith conditions for City sponsorship.
Considerations:
- Sets precedence; additional requests from other
new or existing non-city event organizers will
follow
- Are we able to clearly define the public benefit for
assisting ArtSplash with public funds? Others?
- Should the City be a sponsor for fundraiser events
for non-city organizations?
Decision Options
Continue to have ArtSplash submit a request for
funding each year; program option during the
budget hearings.
Considerations:
- Sets precedence; additional requests from other new
or existing non-city event organizers will follow
- Are we able to clearly define the public benefit for
assisting ArtSplash with public funds? Or others?
- Should the City be providing cash assistance for
fundraiser events for non-city organizations?
2/21/2012
Decision Option
Provide direction for funding for ArtSplash
2012; and then
Form a City Council subcommittee to
reconsider the Policy on funding for special
events within the City;
Develop policy revision recommendations for
Council for future considerations of events.
General Subject: Community Activity Funding
Subject: Process for Funding Community Activities
CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
Policy No.
Date of Issue:
Effective Date
Cancellation Date
Supersedes No.
Page 1 of 3
51
May 10, 2011
May 10, 2011
January 8, 2008
Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads,
Employee Bulletin Boards, Press, File
BACKGROUND:
PURPOSE:
POLICY
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 January 18, 2011, the City Council reviewed its policy and approved
some recommended revisions for Its consideration at a regular Council meeting.
To establish the process for distributing funds for community activities. Including special
events and support for winning teams.
ICY: /
'T~\t 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. The
program is not intended to fund ongoing services/programs. There are three (3) funding programs
available under this Council policy: Community Activity Grants, Special Event Grants, and Winning
Team 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.
b.
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.
Special Event Grants: An organization may receive no more than one (1) special event grant per
year, and may receive no more than three (3) years of grants which provide cash assistance. An
organization may receive up to five (5) years of in-kind city assistance to pay for city
services/facilities for special events.
Winning Teams Grants: A team may receive up to three (3) years of grants to participate in a
national championship competition as defined below.
7
3. The organization cannot receive money, or donated city services from other city sources (including
CDBG) for the current fiscal year.
4. Communitv Activity Grants - Criteria and Process
a. Such 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. 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 ofthe Council.
c. Once the budget is adopted by the Council interested groups will be notified ofthe application
process to request said grants
d. The application process will consist of the following:
i. Completion of city application for funds.
il. 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 ofthe following: one representative from each quadrant ofthe City, one member of
the Senior Commission, the Library Board, and the Parks & Recreation Commission.
f. The review panel will consider the provision of matching funds from other sources in evaluation
of the applications.
5. Special Event Grants - Criteria and Process
a. Such grants provide city funding for start up costs related to Special Events 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 all-volunteer group on a reimbursement basis 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 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 ofthe City Attorney constitutes an unlawful use of public funds.
c. Special fundraising events shall be eligible for funding provided the organization Is all-volunteer,
based in Carlsbad and provided further that funds are used only for direct costs ofthe event
and no staff of the organization is paid for working the event, otherthan short-term consultants
or contractors that are directly necessary for holding the event.
d. Such grants can be requested any time of the year, and may not exceed $10,000 for a single
grant.
f. Such grants shall not provide for 100% of the total event funding; there must be funding from
other non-city sources to finance the expenses ofthe event to be eligible for such grants.
g. All approved grants will be funded from the City Council's contingency account. An annual
appropriation maximum shall be set bythe City Council at Its discretion.
h. The City Manager, or designee, is authorized to approve grants up to $5,000 following
consultation with the Special Events Committee, and 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.
I. 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.
Ili. Administrative review and tentative approval of special event by special events
committee (if applicable).
Iv. Allocation of funding by the City Council for said grants.
V. Approval of grant by City Manager, or designee, if the grant is less than $5,000.
vi. Approval of grant by City Council, if it exceeds $5,000.
6. Winning Teams Grants
a. Such 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.
Additional eligibility requirements are provided below.
b. Such grants can be requested any time of the year.
c. These requests will be funded from City Council's contingency account.
d. Eligibility requirements are:
i. The participants are all 18 years of age or under.
il. The group or team is an organized non-profit corporation or unincorporated association,
ill. The request for funding must be made prior to the date of the national or international
event.
iv. At least 90% of the participants in the team or group are residents of Carlsbad.
e. The application process will consist of the following:
i. Written request to the Housing and Neighborhood Services Director.
il. Administrative review by the Housing and Neighborhood Services Director, or designee.
iil. Consideration of the funding by the City Council.
7. This policy may be amended as necessary and appropriate by the City Council.
9
2/21/2012
Complete or 'livable''Streets
And what that could mean
for Carlsbad
Bryan Jones
City Council Workshop
February 21, 2012
Topics Covered
• Explain concept of "livable streets"
• Examples of livable streets
• Background purpose/need-why now?
• Benefits of livable streets
• What does it ALL MEAN to Carlsbad?
- Opportunities
2/21/i012
Definition of Complete or
''Livable Streets''
• Creates welcoming and inviting streets
• Balances moving people, not just cars
• Walking, biking and public transportation
• Enhances safety
• Enhances economic vitality
Who are our roadv\/ay users
2/21/2012
Who are our roadway users
Who are our roadway users
2/21/2012
Who are our roadway users
Who are our roadway users
2/21/2012
Who are our roadway users
Who are our roadway users
2/21/2012
Who are our roadway users
Who are our roadway users
2/21/2012
Who are our roadway users
Transportation Food Chain
2/21/2012
Emergence of Livable Streets
• Minimizing auto delay has negative side-
effects
• Integrating transportation and land use
• Old street standards often clash with smart
growth and walkable neighborhoods
The Past,,
• Philosophy: A well-designed street is one that
lets motorists go FAST
• Road design based on auto level-of-service
(LOS)
• Little or no consideration
of other users
• When in doubt, WIDEN
2/21/2012
Level of Service (LOS) Perspective
To a driver: LOS A To a driver: LOS F
To an economist: LOS F Jo an economist: LOS A
2
Livable Streets Exist in Carlsbad
2/21/2012
Connections to Transit
Connections to Transit
10
2/21/2012
Traffic Circles in Residential Areas
Traffic Circles in Residential Areas
11
2/21/2012
Narrower Streets and Bulbouts
Narrower Streets and Bulbouts
12
2/21/2012
Curb extensions
Most focus is on
reduced crossing
distance
J: &
i<—18 n—•+*-14 fl-»^12 ft»l6 ft! 8 fll
Other advantages:
• Better visibility between peds and motorists
• Traffic calming
• Room for "street furniture"
Better Visibilit
13
2/21/2012
Median Entry Features
Median Midblock & Tree Well Features
14
2/21/2012
Separated Sidewalks and Benches
Separated Sidewalks
15
2/21/2012
Bike Lanes and Trails
16
2/21/2012
As speed increases, driver focuses less on
surroundings
As speed increases, driver focuses less on
surroundings
17
2/21/2012
Urban Sidewalk
Livable Streets Takeaways
• By designing streets for people, not just cars,
we can enhance the city's character, livability,
economic vitality
• Livable streets can enhance safety
• Livable streets can improve traffic flow
• We have already seen livable streets concepts
work in Carlsbad
18
2/21/2012
Incomplete Streets Also Exist
•••••
19
2/21/2012
iVot a Pedestrian Friendly Sidewalk
20
2/21/2012
No Sidewalk and Wide Vehicle Lanes
Wide Residential Streets with no Parking
21
2/21/2012
22
2/21/2012
Background
Why Now?
23
2/21/2012
AB 1358 Complete Streets Act
• Calls forthe inclusion of all modes
- Pedestrians
- Bicycles
- Transit
- Automobiles
• Stipulates that roadways should be accessible by al
users
• Effective 1/1/2011 and fully implemented by 2014
Movement toward Livable Streets
* Over 300 jurisdictions have also adopted
complete streets policies
• Caltrans appointed two representatives for
non-motorized transportation
• Caltrans created Deputy Directive making
complete streets a priority
24
2/21/2012
AB 32/SB 375
Requires Reduction in Greenhouse Gases
(GHG)
The reduction ofthe use ofthe automobiles
for trip making is one method for reducing
GHG emissions
Can be achieved through use of modes like
walking, biking, or using transit
Community Vision and Values
Small town feel, beach community character
and connectedness
Open space and the natural environment
Access to recreation and active, healthy
lifestyles
The local economy, business diversity and
tourism
25
2/21/2012
Community Vision and Values
Walking, biking, public transportation and
connectivity
Sustainability
Neighborhood revitalization, community
design and livability
What can be done?
26
2/21/2012
Roundabouts
Benefits ofa Roundabout
• Safer than a traditional signalized intersection
• Reduces fuel consumption
• Reduces automobile emissions
• Reduces Delays
27
2/21/2012
Conflict Reductions
Benefits of Roundabouts for
Pedestrians
• Pedestrians only have to cross 15-25 feet vs.
60-100 feet for a signal
• Pedestrians only cross one direction of vehicle
traffic at a time
• Motorists have higher tendency to stop for
pedestrians when travelling slower speeds
28
t t
2/21/2012
Demonstration ''Livable Streets''
Project
Carlsbad Boulevard/State Street
Carlsbad Blvd over Buena Vista Lagoon
Before
29
2/21/2012
Carlsbad Blvd over Buena Vista Lagoon
After
Carlsbad Boulevard/State Street
30
2/21/2012
Welcome to Carlsbad
Carlsbad Boulevard/State Street Before
31
2/21/2012
Welcome to Carlsbad
Carlsbad Boulevard/State Street After
Welcome to Carlsbad
Carlsbad Boulevard/State Street
32
2/21/2012
Welcome to Carlsbad
Carlsbad Boulevard/State Street After
33
2/21/2012
Next Steps
Complete Final Design State Street/Carlsbad
Blvd and trail across Buena Vista Lagoon
Reallocate coastal rail grant funding to
implement with SANDAG
Bring back to City Council for approval
Bring additional complete streets projects
Take a ways on Livable Streets
• By designing streets for people, not just cars,
we can enhance the city's character, livability,
economic vitality
• Livable streets can enhance safety
• Livable streets can improve traffic flow
• We have already seen livable streets concepts
work in Carlsbad
34
Questions on Livable Street or the
Demonstration Project?
2/21/2012
35
<A,*X CITYOF
CARLSBAD Council Priority Projects
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Compiete
Estimated
Project
Completion
ECONOM IC DEVELOPMENT
* Partner with property owners In the Village to create
a "Main Street" type program to spur local
Investment and foot traffic.
CURRENT MILESTONE: Sub-committee assembled, evaluated proposals and developed
recommendation for preferred contractor.
NEXT MILESTONE: Recommend preferred contractor, scope of work and fees to H&R
Commission and obtain approval to execute Professional Services Agreement.
CM J.Coates Feb. 2012 Mar. 2012
*
Launch a business attraction and retention program.
CURRENT MILESTONE: Outreach visits ongoing; 5 of 12 leadership meetings complete; 17 of
50 staff visits complete; update data on business visits and add to attraction plan; complete
white paper on "Creating Jobs in a New Economy".
NEXT MILESTONE: Work with North County cities and SDNEDC to address regional economic
development; develop messaging for talent attraction plan.
CED K. Dodson Mar. 2012 June 2012
Streamline city processes to support faster
turnaround times & more efficient handling of
business requests:
- Development Review Process Recommendations
CURRENT MILESTONE: Landscape IVianual Update tentatively scheduled for CC hearing in
March/April 2012. "Decision Making Level" proposed amendments to Title 21, Zoning
tentatively scheduled for CC hearing in March/April 2012. Preparing "Decision Making Level"
proposed amendments to Title 20, Subdivisions, for CC consideration by end of fiscal year.
NEXT MILESTONE: Distribute, train staff, and implement new Landscape Manual. Submit
"Decision Making Level" Title 21 LCP amendments to the CCC for review and approval in
May/June Apr 2012.
CED G. Barberio Apr. 2012 Jun. 2013
- Prop D Implementation - CCC Process
CURRENT MILESTONE: LCPA application submitted to California Coastal Commission in
07/11. Achieved "complete status" on LCPA submittal to CCC in September 2011. CCC
continued application for up to one year at their September hearing. Meet with CCC staff to
work out application issues.
NEXT MILESTONE: LCPA scheduled for CCC Hearing.
CED G.Barberio Mar. 2012 Dec. 2012
- Business License Process Streamline
CURRENT MILESTONE: Reviewed streamlining results with city manager and finance.
Document and streamline process and set performance standards.
NEXT MILESTONE: Implement process improvements and performance standards.
CED K. Dodson Apr. 2012 June 2012
* _ = FY 11/12 Priority 2/21/2012
1 of 7
<^Ci CITYOF
Council Priority Projects ^ CARLSBAD
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
- Car Country Carlsbad Working Group
CURRENT MILESTONE: Staff recommendations, prioritization, and cost estimates considered
by CC at 01/11/12 CC Workshop. Preparing work plan and schedule to implement CC's
recommendations.
NEXT MILESTONE: Implement CC direction from Jan 11, 2012 workshop.
CED G. Barberio Mar. 2012 TBD
*
Expand the amount and quantity of useful city
Information available to businesses:
*
- Economic Development Communications Plan
CURRENT MILESTONE: Add "Starting a business in Carlsbad" guide to website; publish 5th
newsletter.
NEXT MILESTONE: Work with communications to expand city brand to meet attraction plan
needs.
CED K. Dodson Mar. 2012 June 2012
Proposed Power Plant
- Power Plant State permitting
CURRENT MILESTONE: CEC issues preliminary decision
NEXT MILESTONE: CEC Final decision
PEM J.Garuba Feb./Mar.
2012 May/June 2012
Westfield Lease and Project Review
CURRENT MILESTONE: Finalize negotiation with Westfield and present to Council (closed
session)
NEXT MILESTONE: Prepare draft agreement and determine level of environmental review.
PEM J. Garuba Mar. 2012 TBD
* Envision Carlsbad Phase II - General Plan Update
CURRENT MILESTONE: Report to EC3, PC & CC results of concept plan workshops and
community feedback in March and April 2012.
NEXT MILESTONE: Develop Preferred Land Use Plan and report to PC & CC in June of 2012.
CED G. Barberio Apr. 2012 Dec. 2013
FINANCIAL HEALTH
*
Streamline city operations to ensure balanced
budget & most efficient use of resources:
CURRENT MILESTONE: Complete operational assessment for Parks and Recreation
Department.
NEXT MILESTONE: Review Parks and Recreation recommendations. Complete operational
assessment for Transportation department.
CM CMT May 2012 Ongoing
* Complete a plan to maximize the value & use of city-
owned real estate
CURRENT MILESTONE: Prepare guiding principles.
NEXT MILESTONE: Prepare draft report and return to Council for reivew.
PEM J. Garuba Feb. 2012 June 2012
= FY 11/12 Priority
2/21/2012
2 of 7
Council Priority Projects
CITY OF
^ CARLSBAD
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
*
Golf course operational improvements to reduce
operating subsidies
*
- Dedicated players lounge
CURRENT MILESTONE: Construction
NEXT MILESTONE: Completion
PARKS & REC C. Hazeltine Feb. 2012 Mar. 2012 *
- 18th hole green redesign
CURRENT MILESTONE: Construction
NEXT MILESTONE: Completion
PARKS & REC C. Hazeltine Mar. 2012 May 2012
Constituent Relationship Management Program
CURRENT MILESTONE: Evaluate CRM proposals and negotiate with vendor; secure services
of external project manager.
NEXT MILESTONE: Implement Phase 1 of Call Center.
CM J. Coates Mar. 2012 Nov. 2012
Maintenance and Operations Center Construction
CURRENT MILESTONE: Re-evaluation of program space needs pending Best Value Services
review of maintenance departments.
NEXT MILESTONE: Retain Bridging Consultant to prepare program, performance specification
and approved planning documents.
PEM P.McGarry TBD TBD
Desalination Plant Review
CURRENT MILESTONE: Enter Reimbursement Agreement with Poseidon.
NEXT MILESTONE: Determine amount of desal water to be purchased as a local supply
UTILITIES G. Pruim Feb. 2012 Mar. 2012
Human Capital Management System
CURRENT MILESTONE: Roll out Cybershift timekeeping to all remaining City departments.
NEXT MILESTONE: Identify and prioritize all activities included in Phase II ofthe HCMS
project.
HR J. Clark July 2012 Aug. 2012
Hydro Electric Project
CURRENT MILESTONE: Awaiting proposal from power purchase provider on alternatives for
ail four CWA aqueduct connections. Content of proposal will guide staff's future
recommendation.
NEXT MILESTONE: Finalize design, obtain FERC approval and advertise project for bids.
UTILITIES B. Plummer Feb. 2012 Dec. 2012
TRANSPORTATION AND CIRCULATION
*
improve traffic flow by upgrading & synchronizing
all traffic signals on major thoroughfares throughout
the city, beginning with Palomar Airport Road and El
Camino Real.
CURRENT MILESTONE: Install equipment and connect to TMC on ECR & PAR.
NEXT MILESTONE: Implement Phase 2 to install equipment on remaining primary corridors.
TRANSPORTATION D.Bilse Feb.2012 July 2013
*
Install lighted, pedestrian friendly crosswalks along
Carlsbad Boulevard In the Village & other areas with
heavy foot traffic.
CURRENT MILESTONE: Present staff recommendations from the TSC and other
opportunities to enhance pedestrian mobility in Village area to CC.
NEXT MILESTONE: Prepare preliminary design based on CC direction.
TRANSPORTATION B. Jones Feb. 2012 Oct. 2012
= FY 11/12 Priority 2/21/2012
3 of 7
<C C > CITY OF
CARLSBAD Council Priority Projects
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
PARKS, OPEN SPACES AND TRAILS
*
Alga Norte Community Park:
* - Finalize Alga Norte Park operating plan
CURRENT MILESTONE: RFP draft currently being reviewed and will be distributed in March
2012.
NEXT MILESTONE: Pre-submittal meeting April 2012.
PARKS & REC C. Hazeltine March 2012 May 2012
*
- Construct Alga Norte Park
CURRENT MILESTONE: Obtain Council Approval ofthe selected Best Value Design/Builder.
NEXT MILESTONE: Execute contracts and initiate construction.
PEM P. McGarry Apr. 2012 Dec. 2013
*
Create new coastal land for recreation & economic
development by completing land exchange w/ the
state for the Manzano property & realigning
CaHsbad Blvd.:
CURRENT MILESTONE: Work with consultant team to complete compleate initial evaluation
and appraisal of city/state lands .
NEXT MILESTONE: Identification of lands to be exchanged.
CM C.Haas Mar. 2012 Ongoing
*
Carlsbad Blvd. Preliminary roadway design and
environmental review to facilitate land exchange
CURRENT MILESTONE: Prepare preliminary base maps.
NEXT MILESTONE: Submit 6f application to Dept. of Interior for consideration
TRANSPORTATION S. Hammann Apr. 2012 Dec. 2013
Expand the amount of open space & trails in the city
through active monitoring of potential acquisition
sites and partnering with others, where possible, to
leverage taxpayer funds.
CURRENT MILESTONE: Considering two new trails projects in FY 2012-13 CIP.
NEXT MILESTONE: Scheduled fourth of on-going quarterly meetings with appropriate staff.
PARKS & REC C. Hazeltine Apr. 2012 Ongoing
- Lake Calavera Master Plan Implementation
CURRENT MILESTONE: Construction documents completed; continue to await for agency
permits.
NEXT MILESTONE: Start construction of boardwalk (contingent on agency permit success).
PARKS & REC L. Ketabian Mar. 2012 Aug. 2012
New restrooms at Pine Park
CURRENT MILESTONE: Prefabricated building under construction.
NEXT MILESTONE: Installation of building.
PARKS & REC M. Steyaert Apr. 2012 June 2012
BALANCED COMMUNITY DEVELOPMENT
*
Housing Element Program implementation
CURRENT MILESTONE: Writ of Mandate in Friends of Aviara lawsuit discharged by court on
01/23/11; F of A has appealed court decision on original ruling. Ord amendments re:
transitional/supportive housing, farmworker housing, managed living units, and emergency
shelters to PC hearing in April of 2012.
NEXT MILESTONE: CC hearing for various programs above. Implement various programs in
adopted Housing Element.
CED D. de Cordova Apr. 2012 Apr. 2013
= FY 11/12 Priority 2/21/2012
4 of 7
4^
<€ C CITYOF
CARLSBAD Council Priority Projects
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
ENVIRON MENTAL MANAGEMENT
Agua Hedionda dredge project
CURRENT MILESTONE: Secure agency permits and approval of mitigation plan.
NEXT MILESTONE: Council approve plans and authorize project advertisement.
UTILITIES G. Pruim Mar. 2012 Nov. 2012
Solid waste strategy and contracts
CURRENT MILESTONE: Approval of agreements and rate by Council scheduled for 2/14
NEXT MILESTONE: New services go into effect.
UTILITIES C. Ruess Feb. 2012 July 2012
Vista-Carlsbad Interceptor
CURRENT MILESTONE: Obtain resource agency permits and acquire easements. Finalize
plans, specs and estimates, and receive Council approval to advertise.
NEXT MILESTONE: Construct Vista-Carlsbad Interceptor.
UTILITIES T.Smith Sept. 2012 Dec. 2014
Sewer Master Plan
CURRENT MILESTONE: Incorporate MP information into CIP and replacement funding
program.
NEXT MILESTONE: Prepare required PEIR.
UTILITIES T.Smith Feb. 2012 June 2012
SAFE COIV IMUNITY
Safety Training Center:
- Construct Safety Training Center
CURRENT MILESTONE: Under construction - completion scheduled for 1st Qtr. 2012.
NEXT MILESTONE: Deliver project to owner for operation.
TRANSPORTATION P. Vaughan Mar. 2012 Mar. 2012
- Prepare Operations Plan
CURRENT MILESTONE: Prepare draft business operations plan.
NEXT MILESTONE: Council approval of funding and business operations plan.
PEM J. Garuba Feb. 2012 Mar. 2012
Flre Station 3 relocation
CURRENT MILESTONE: Obtain Planning Approval.
NEXT MILESTONE: Building Permit Approval.
PEM P.McGarry Apr. 2012 Late Fall 2013
WATER
Water Master Plan
CURRENT MILESTONE: Incorporate MP information into CIP and replacement funding
program.
NEXT MILESTONE: Prepare required PEIR
UTILITIES B. Plummer Feb. 2012 Apr. 2012
Recycled Water Master Plan
CURRENT MILESTONE: Incorporate MP information into CIP and replacement funding
program.
NEXT MILESTONE: Prepare required PEIR
UTILITIES D.Ahles Feb. 2012 Apr. 2012
* _ = FY 11/12 Priority 2/21/2012
5 of 7
<A'S^ CITYOF
^ CARLSBAD Council Priority Projects
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
Recycled Water Phase III Feasibility Study and North
County Cooperative Use Project
CURRENT MILESTONE: Preparing consultant agreement to prepare Feasibility Study and
Environmental Assessment required for Bureau of Reclamation grant eligibility. This effort
will be cost shared by 10 North County water agencies.
NEXT MILESTONE: Consider recycled water sales arrangement with Vista Irrigation District
to serve the Shadowridge Golf Course
UTILITIES D.Ahles Mar. 2012 Jan. 2012
COUNCIL REQUESTS
*
Public/Private Compensation Survey
CURRENT MILESTONE: Conduct in-depth review of total compensation for 25 - 30 city
positions with private sector counterparts.
NEXT MILESTONE: Outline best practices and alternatives to assist the City in reviewing
market and internal equity; report on parity and disparity in the market(s) to the City
Council.
HR J.Clark Feb. 2012 Apr. 2012
*
Design Pay for Performance Plan for CCEA-
represented employees
CURRENT MILESTONE: Meet with labor/management committee to begin education and
committee work.
NEXT MILESTONE: Design a pay for performance plan that aligns what employees contribute
to the organization with what they achieve for their efforts.
HR J. Clark Feb. 2012 Dec. 2012
*
Vacation Rentals
CURRENT MILESTONE: Report revisions requested by CM completed and re-delivered to City
Manager in Feb. Distributed to CC members - waiting for direction.from City Manager.
NEXT MILESTONE: Implement direction received from CC as appropriate.
CED D. Neu Mar. 2012 Apr. 2012
COMPLETED
- Power Plant Land Use Amendments
CURRENT MILESTONE: Draft text changes considered by PC on 09/07/11 and CC on
09/27/11. Final report on moritorium went to CC on 09/27/11. Second read of Ord occurred
on Oct 11, 2011.
NEXT MILESTONE: Complete.
CED D. Neu N/A Complete
*
- Development Services Manager Communications
Plan
CURRENT MILESTONE: Development of video explaining the role of the Development
Services Manager underway. Video completed and available on city web.
NEXT MILESTONE: Complete.
CED M. Peterson N/A Complete
La Costa Avenue Traffic Calming
CURRENT MILESTONE: The interim measures and conceptual plans forthe long-term vision
for La Costa Avenue have been accepted by City Council.
NEXT MILESTONE: Incorporate La Costa Avenue Improvement Plan into General Plan
Update process.
TRANSPORTATION D.Bilse N/A Complete
2/21/2012—
= FY 11/12 Priority 6 of 7
CITY OF
Council Priority Projects ^ CARLSBAD
FY 11/12
Priority Goal/Project Title Status Responsible Dept. Team Leader
Current
Milestone
Complete
Estimated
Project
Completion
Landscape improvements to Pine Park (Madison
Property)
CURRENT MILESTONE: N/A
NEXT MILESTONE: Project Completed.
PARKS & REC M. Steyaert N/A Complete
= FY 11/12 Priority 2/21/2012
7 of 7