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Home My WebLink About2009-02-17; City Council; Resolution 2009-039EXHIBIT 1 1 RESOLUTION NO. 2009-039 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO THE 3 AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE'S METHOD OF CARRYING 4 OUT ITS DIRECTIVE AND AUTHORIZING SAID COMMITTEE TO PROCEED WITH THE SOLICITATION OF APPLICATIONS 5 FOR GRANT REQUESTS TO IMPLEMENT THE AGRICULTURAL CONVERSION MITIGATION FEE PROGRAM. 6 CASE NAME: AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY 7 COMMITTEE 8 WHEREAS, on August 2, 2005 the Carlsbad City Council created the Agricultural 9 Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee (Committee); and 10 WHEREAS, the principal charge of the Committee is to make recommendations 11 to the City Council for proposed expenditures (Grants) from the Agricultural Conversion 12 Mitigation Fee fund (Fund) in keeping with the directives established by Municipal Code Section 13 21.202.060; and 14 WHEREAS, on May 16, 2006 the Carlsbad City Council adopted Resolution 15 2006-132 approving the Committee's "method of carrying out its directive" (Method) and 16 authorizing the Committee to proceed with solicitation of applications for grant requests, and 1' authorized a budget for the application solicitation process; and 1 80 WHEREAS, the Committee considered and recommended approval of grant 1 Q requests submitted in 2006; and 90zu WHEREAS, the City Council did on February 13, 2007 and February 19, 2008 21 approve a total of thirteen grant proposals with funding from the Fund; and 22 WHEREAS, approximately $780,000 remains available within the Fund for 23 expenditure on meritorious projects; and 24 WHEREAS, based on the Committee's use of their approved Method during the 25 application solicitation/evaluation process, the Committee recommends modifications to the approved Method. 27 NOW, THEREFORE, the City Council of the City of Carlsbad, California, does 28 hereby resolve as follows: 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 1. That the above recitations are true and correct. 2. Revisions to the Committee's approved Method are approved as shown on the attached exhibit titled, "Exhibit A: Agricultural Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee - Approved Method of Carrying out the Committee's Directive." 3. That the City Council authorizes the Committee to solicit, evaluate and provide recommendations on grant requests to award the remaining/available funding within the Fund. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad on the 17tb day of February _, 2009, by the following vote, to wit: AYES: Council Members Lewi?, Kulcbin, Hall, Packard, Blackburr NOES: None. ABSENT: None. (UDE A. LEWIS, Mayor ATTEST: . LORlNE M. WOOD, City Clerk (SEAL) -2- Exhibit A CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE Approved Method of Carrying out the Committee's Directive Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE ROAD MAP Principal Charge of Committee: To make recommendations to the City Council for proposed expenditures from the [Agricultural Conversion Mitigation Fee] Fund in keeping with the mandates established by Municipal Code Section 21.202.060. Committee Responsibilities to City Council during first year: To report to the City Council at least twice during its first year. FIRST REPORT TO CITY COUNCIL: A detailed proposal of how the Committee would operate to carry out its directive (established by Resolution 2005-242). Report should discuss how the Committee proposes to solicit expenditure/grant proposals; how it would operate to make recommendations to the Council, including proposed project/grant selection criteria and voting procedures; and how it proposes to draw down on the Fund balances in the first and subsequent years. Tasks to complete First Council Report: • Determine how Committee will operate. • Determine how decisions will be made. • Elect a Chairperson and Vice-Chair. • Establish a meeting schedule. • Agree upon role of Committee members. • Establish criteria by which project proposals will be evaluated. • Create project application, information, and evaluation forms. • Perform test run of forms. • Determine how funds will be drawn down. • Determine how project proposals will be solicited. • Identify how project proposals will be presented to Committee. • Identify how Committee will operate to make recommendations on individual projects. • Prepare draft Council report. • Review and comment on draft report. • Finalize report. • Schedule report for City Council meeting. SECOND REPORT TO CITY COUNCIL: Shall carry the Ad Hoc Committee's recommendations for initial expenditures from the Fund. Tasks to complete Second Council Report: Solicit project proposals.solicit project proposals. Schedule/Hold workshops (2) for applicants (if needed). Evaluate forms after first set of projects. Evaluate project proposals. Recommend projects for initial expenditures from the Fund. Prepare draft of report. Review and comment on draft report. Finalize report. Agricultural Conversion Mitigation Fee Citizens Ad Hoc Advisory Committee Road Map (cont.) • Schedule report for City Council meeting. SUBSEQUENT REPORTS TO CITY COUNCIL: Additional reports shall be provided to the City Council as necessary to complete and implement the Committee's directive. Such reports may include: • Recommendations on changes to awarded grants. • Recommendations to modify the approved method for carrying out the Committee's directive. • Recommendations for Council authorization to solicit additional grant proposals. • Request(s) for authorization to solicit additional applications for grant requests. • Request(s) to extend the Committee's life. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE KEY DECISIONS PROJECT ELIGIBILITY - COASTAL/NON-COASTAL LOCATIONS It is not required that proposed projects be located within the Coastal Zone; projects proposed to be located outside of the Coastal Zone will be considered; however, all projects (inside or outside of the Coastal Zone) must benefit the Coastal Zone. "EQUITABLE" DISTRIBUTION OF FUNDS The Committee will promote the equitable distribution of the grant funds available by ensuring that all potential applicants have a fair and equal opportunity to apply for the funds. This does not mean that the total funds available will be divided equally among the four categories of eligible projects. However, the Committee intends to award funds to projects in each of the four categories if at all possible. DRAW-DOWN OF FUNDS The Committee will not specifically "hold back" funds for future awards, nor will it target a specific amount of funds to be spent in the first year. The Committee will draw down funds based solely upon the merit of the projects proposed. All project proposals will be evaluated on their own merits and funds will be spent as merited by proposed projects. The Committee believes that sufficient eligible and meritorious project proposals will be received to justify expenditure of all available funds before the Committee sunsets (four years from August 2, 2005), if not sooner. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE COMMITTEE OPERATING PROCEDURES & AGREEMENTS Ground Rules • Remember that the Committee's work is a public process • Be present • Respect one another's opinions • Listen actively • Ask questions when you have them • Participate • Practice Skillful Conversation • Speak your mind • We will disclose our "special interests" to one another as appropriate to topics under discussion. • All member requests for information from staff not rendered during the meeting will be routed through the chairperson • Speak up in order to be heard • Speak up (or signal) if you did not hear clearly something that was said. Committee Procedures • Chair leads the meeting; facilitator leads discussions • Minutes and Charted Notes are kept as part of the Committee's records • Annual reevaluation of process • Committee members will not participate in project proposal presentations and will abstain from voting on projects for which they have a conflict of interest pursuant to Chapter 1.14 of the Carlsbad Municipal Code. Decision-making Process • Plan A: Consensus (Preferred) • Plan B: If consensus cannot be achieved after an earnest effort has been made, the question will be decided by simple majority vote with the minority opinion noted and reported. Guidelines for Public Comment • In general, members of the public wishing to present comments for the Committee's consideration will be given an opportunity to do so at the end of meetings. • Public comments will be limited to three minutes for each person, and 15 minutes for each topic • These guidelines will be adjusted as appropriate for different meeting purposes (e.g. grant proposal presentations) • The public comment time limitation of three minutes per speaker may be extended at the discretion of the chairperson. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL SOLICITATION STRATEGY Objective: To ensure that availability of grant funds is known throughout the community and among those organizations and individuals who might wish to apply. Methods may include: • Editorial Boards • Press Releases • Solicit feature coverage in newspapers • OpEd (i.e., a letter from the Mayor on behalf of the City Council) • Posters in public facilities (e.g., libraries; City Hall; Faraday building; other?) • Posting on City's web page with grant program info and staff contact info o Electronic links to informational flyer; press release and dedicated webpage. o Electronic distribution via electronic subscription service o Electronic distribution via City E-News • Mailings to those known to be interested o List of individuals with potential interest (list must be updated) o List of organizations with potential interest (list must be updated) o Other public agencies o Downtown Merchants Assn. o Chamber of Commerce o Carlsbad Convention and Visitors Bureau • Newspaper advertisements o North County Times o Union-Tribune - North County edition o Coast News o Chamber of Commerce Newsletter • Other? • Insert notification in water bills Factors to Consider • Time constraints • Budget/Costs Timetable of 2006 Grant Solicitation/Review/Award Allocation Council Approval of Committee Procedures, Criteria, etc. May 16, 2006 Public Notification Process July 2006 Deadline for Proposal Submittal September 29, 2006 Committee Review Process October 2006 - June 2007 Agricultural Conversion Mitigation Fee Citizens Ad Hoc Advisory Committee Proposal Solicitation Strategy (cont.) Preparation of Agenda Bill (Grant Awards Recommendations) January 2007 and January 2008 Presentation to Council February 2007 and February 2008 Estimated Timetable for 2009 Grant Solicitation/Review/Award Allocation Council Approval of Revised Procedures, Criteria, Etc. Early February 2009 Public Notification Late February 2009 Optional Proposal Preparation Workshop(s) March 2009 Closure of Application Submittal Period Late April 2009 Committee Review of Submitted Grant Applications May - June 2009 Committee Recommendations Formulated Early July 2009 Presentation of Committee's Recommendations to Council August 2009 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL CONSIDERATION & PROCESS SUMMARY PROPOSALS THE COMMITTEE WILL CONSIDER • Projects (i.e., not on-going programs) • Projects which have not been completed by the date that City Council approves the Committee's procedures and application consideration process (i.e., no reimbursement for previously completed projects) • Proposals from all types of organizations and individuals • Grants - outright and/or matching - but not loans • Requests for a minimum of $2,500.00 (nothing less than $2,500.00) EQUITABLE DISTRIBUTION OF FUNDS The Committee will promote the equitable distribution of the grant funds available by ensuring that all potential applicants have a fair and equal opportunity to apply for the funds. This does not mean that the total funds available will be divided equally among the four categories of eligible projects. However, the Committee intends to award funds to projects in each of the four categories if at all possible. DRAW DOWN OF FUNDS The Committee will not specifically "hold back" funds for future awards, nor will it target a specific amount of funds to be spent in the first year. The Committee will draw down funds based solely upon the merit of the projects proposed. All project proposals will be evaluated on their own merits and funds will be spent as merited by proposed projects. The Committee believes that sufficient eligible and meritorious project proposals will be received to justify expenditure of all available funds before the Committee sunsets (four years from August 2, 2005), if not sooner. PROCESS • Proposal review: paper process and possible presentation opportunities (at request of Committee) • Establish City staff contact(s) for applicant info/assistance and application form • Opportunity for applicants' feedback on process, forms, etc. ELIGIBILITY REQUIREMENT Applications must implement the Charge of the Committee (i.e. involve one of the four eligible types of uses) in order to be eligible for funding. Should there be disagreement regarding whether a proposal is eligible for funding (i.e., whether the project implements one of the four categories of projects), the Committee will first seek consensus and, if that fails, will vote on the matter. Rev: 1/20/09 CITY OF CARLSBAD AGRICULTURAL CONVERSION MITIGATION FEE AD HOC CITIZENS ADVISORY COMMITTEE PROPOSAL EVALUATION CRITERIA Project Criteria • Extent to which proposal fulfills eligibility category • Line-of-sight relationship with concrete outcome(s) • Benefit to Carlsbad residents • Honors the history of Carlsbad • Employs creativity (of project or process) • Multiple or long-lasting or wide-spread benefits Project Feasibility and Planning Criteria • Feasibility of project achievement (i.e., Can project be accomplished?) o Can permits/approvals be obtained? • Implementation plan o Measurable milestones/Identification of tracking measures o Reasonable time frame o Responsible parties identified Applicant Criteria • Ability of project applicant to do what is proposed o Applicant's experience implementing other projects o Applicant's previous experience obtaining and using funding (for other projects) Financial Resources/Budget Criteria • Fiscal resources to do what is proposed o Project budget o How requested funding will be used o Other/Additional funding already secured for project (if any) o Other potential funding sources for project (potential matching funds) o Applicant's experience obtaining and using funding (for this project) o Financial condition of organization (if applicable). After a grant has been awarded and prior to distribution of grant funds, the financial condition of an agency/organization shall be evaluated through submittal of either an audited financial statement (encouraged/preferred); a reviewed financial statement; or, an IRS-990 tax return. Note: applicants are encouraged to submit documentation of their financial condition at the time of grant application submittal if possible. Proposal Evaluation Form • The Committee's use of a quantitative Proposal Evaluation Form during the proposal evaluation process shall serve as a tool/method to evaluate individual merits of projects; however, the individual project scores (generated through use of the form) alone are not intended to guarantee or preclude the Committee's decision to recommend funding of specific grant requests. Rev: 1/20/09 AGRICULTURAL CONVERSION MITIGATION FEE GRANT PROPOSAL EVALUATION FORM PROJECT NO: PROJECT NAME: Rating Scale: Not Applicable = 0 Poor = 1 Acceptable = 2 Good = 3 Strong = 4 Exceptional = 5 Is proposed project eligible for funding? Yes Eligibility Category: No Project/Program Criteria: Implementation of eligibility category Concrete outcome(s) Benefit to Carlsbad residents Honor history of Carlsbad Creativity (of project or process) Multiple, or long-lasting, or wide-spread benefits Feasability/Planning Criteria: Feasibility of project achievement: Permits/ Approvals obtainable? Implementation Plan: Measurable Milestones? Tracking Measures? Implementation Plan: Time Frame? Responsible parties identified? Applicant Criteria: Ability to do project? Experience with other projects? Ability to do project? Experience with using funding for other projects? Fiscal/Budget Criteria: Project budget Use of requested funds Other funding? (if any) ' Other potential funding? Fiscal stability of org'n (if applicable) TOTAL SCORE Project Score