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HomeMy WebLinkAbout2022-06-07; City Council; ; Requests from the Carlsbad High School Speech & Debate Team and Carlsbad Pop Warner for Winning Teams GrantCA Review __RK__ Meeting Date: June 7, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Nancy Melander, Senior Program Manager nancy.melander@carlsbadca.gov, 442-339-2812 Subject: Requests from the Carlsbad High School Speech & Debate Team and Carlsbad Pop Warner for Winning Teams Grant District: All Recommended Action Adopt a resolution approving Winning Teams grants through the Community Activity Funding Program for the Carlsbad High School Speech & Debate Team in the amount of $9,420 and Carlsbad Pop Warner in the amount of $10,848. The resolution also authorizes the Deputy City Manager for Administrative Services to appropriate $20,268 from the City Council General Fund Contingency Account to the Housing & Homeless Services Department operating budget. Executive Summary The Carlsbad High School Speech & Debate Team and Carlsbad Pop Warner have submitted requests for Winning Team grants through the City Council approved Community Activity Funding Program. According to City Council Policy No. 51, consideration and approval of grant requests from organizations that exceed $5,000 requires the approval of the City Council. Based on compliance with the grant criteria specified in the policy, staff recommends approval of the grant requests. Discussion Background In fiscal year 2001-02 the City Council adopted City Council No. Policy 51, which describes the Community Activity Funding Program that established the policies and process for distributing funds for community activities, special events and support for winning teams, as well as community spirit activities. The funding source for the Winning Teams Grant is the City Council General Fund contingency account. As shown in Exhibit 2, the Winning Teams Grant is available to local teams to help offset the cost of travel expenses to national championship competitions. The policy requires that all the following criteria be met: • Teams must advance through a series of competitive levels earning a right to compete in a national or international event • Participants are all 18 years of age or under • Group or team is an organized nonprofit corporation or unincorporated association June 7, 2022 Item #6 Page 1 of 23 • Request for funding must be made prior to the date of the competition • At least 90% of the participants are residents of Carlsbad; or if the team is participating on behalf of a local school, the school shall be physically located within the boundaries of the City of Carlsbad The Carlsbad High School Speech & Debate Team and Carlsbad Pop Warner requests are consistent with the policy to provide assistance to local teams in their travels to national competitions. In addition, all the following eligibility requirements of the grant have been met by all applicants. Applications were submitted prior to travel to the noted competition enabling the applicants to be considered eligible for the grant opportunity. Carlsbad High School Speech & Debate The Carlsbad High School Speech & Debate Team is requesting a Winning Teams Grant in the amount of $9,420. Attached is a letter from the team (Exhibit 3) requesting City Council consideration of the team’s request. The team – comprising 20 participants and two coaches – qualified and earned their invitation to the national competition scheduled for June 12-17, 2022, in Louisville, Kentucky. The team estimates that the total cost to participate in the national competition is $47,100, including airfare, competition fees, food and lodging for the entire team, which results in a breakdown of roughly $2,243 per individual. Carlsbad Pop Warner Carlsbad Pop Warner – Battling Lancers provides football and dance team programs to youth in Carlsbad and is requesting a Winning Teams Grant in the amount of $10,848. Attached is a letter from the team (Exhibit 4) requesting City Council consideration of the team’s request. The initial request for funding occurred prior to the date of competition, however based on multiple revisions and corrections to their application, processing of their application for approval was delayed. The Battling Lancers, Division 14U team –comprising 21 participants and five coaches – won the 2021 Division II Wescon Championship to qualify and attend the Pop Warner Nationals that were held in Orlando, Florida, Dec. 2-11, 2021. The Battling Lancers lost to the Florida Nighthawks during the tournament. However, their advancement to national’s was an achievement in itself. The Battling Lancers total cost to the national competition was $54,240, including airfare, competition fees, food and lodging for the entire team, which resulted in a breakdown of $2,086 per individual. Options Staff provides the following options for the City Council’s consideration: 1. Approve the grant requests as presented. Pros • Participation in a national competition provides exposure from a marketing perspective for Carlsbad • Winning youth teams proudly represent Carlsbad and the youth of the community, which positively reflects upon the character of the community and enhances its image June 7, 2022 Item #6 Page 2 of 23 •Winning teams are morale boosters from an individual, as well as a community perspective •Support for a winning team from the city helps to demonstrate an important community building principle which is: All of us together can do more than each of us can do alone Cons •Expends approximately $20,000 in City Council’s General Fund contingency account 2.Do not approve the grant requests as presented. Pros •Preserves approximately $20,000 in City Council’s General Fund contingency account Cons •Diminishes community support of the city •Reduces the purpose and intent of City Council Policy 51 •Decrease morale of youth teams competing at the national and international level Fiscal Analysis The Deputy City Manager for Administrative Services will transfer $20,268 from the City Council’s General Fund contingency budget to the Housing & Homeless Services Department operating budget to distribute said funds on a reimbursement basis as approved by the City Manager or designee for the Carlsbad High School Speech & Debate and Carlsbad Pop Warner teams for the purposes set forth above. The City Council’s General Fund contingency account carries a current account balance of approximately $354,910. Next Steps The teams will submit receipts for reimbursement of costs for the travel to the noted competitions. Environmental Evaluation (CEQA) This action does not constitute a project within the meaning of the California Environmental Quality Act under Public Resources Code section 21065 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 and Outreach This item was noticed in keeping with the state’s Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1.City Council resolution 2.City Council Policy No. 51 3.Carlsbad High School Speech & Debate Team request/application 4.Carlsbad Pop Warner request/application June 7, 2022 Item #6 Page 3 of 23 RESOLUTION NO. 2022-127 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING WINNING TEAMS GRANTS FOR THE CARLSBAD HIGH SCHOOL SPEECH & DEBATE TEAM AND CARLSBAD POP WARNER, AND AUTHORIZING THE DEPUTY CITY MANAGER, ADMINSTRATIVE SERVICES TO TRANSFER AND DISTRIBUTE SAID FUNDS Exhibit 1 WHEREAS, the City Council adopted City Council Policy No. 51 which establishes the criteria and process for funding community activities; and WHEREAS, Section 7 of the City Council Policy No. 51 states that the City Council may approve a Winning Teams Grant for a youth team to offset the cost of travel expenses to a national championship competition; WHEREAS, the Carlsbad High School Speech & Debate team, consisting of 20 participants and two coaches, has submitted a letter requesting reimbursement funding under the Winning Teams Grant for their upcoming participation at the 2022 National Speech and Debate Tournament in Louisville, Kentucky; and WHEREAS, Carlsbad Pop Warner, consisting of 21 participants and five coaches, has submitted a letter requesting reimbursement funding under the Winning Teams Grant for their participation at the Pop Warner Championship Tournament in Orlando, Florida; and WHEREAS, awarding said grants will benefit Carlsbad by providing community exposure from a marketing perspective; positively reflects upon the character of the community and enhances its image, is a morale booster both from an individual as well as a community perspective, and demonstrates the principal of working to achieve more than each person working alone; and WHEREAS, staff recommends approval for the grant request of $9,420 to the Carlsbad High School Speech & Debate team and $10,848 to Carlsbad Pop Warner in direct reimbursement assistance. 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.That the City Manager or designee is authorized to approve reimbursements up to, but not to exceed $20,268 for the cost of travel and related expenses for the Carlsbad High June 7, 2022 Item #6 Page 4 of 23 School Speech & Debate team and Carlsbad Pop Warner to compete in the national tournaments. 3.That the Deputy City Manager, Administrative Services is hereby authorized to transfer $20,268 from the City Council's General Fund contingency budget to the Housing & Homeless Services Department operating budget to distribute said funds on a reimbursement basis as approved by the City Manager or designee for the Carlsbad High School Speech & Debate and Carlsbad Pop Warner teams for the purposes set forth above. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 7th day of June, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor � FAVIOLA MEDINA, City Clerk Services �ger (SEAL) June 7, 2022 Item #6 Page 5 of 23 Page 1 of 5 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. Policy No. 51 Date Issued: December 4,2012 Effective Date: December 4, 2012 Resolution No. Cancellation Date: Supersedes No. May 10, 2011 EXHIBIT 2 June 7, 2022 Item #6 Page 6 of 23 .df~_A C I Ty O F W cARLSBAD Policy No. 51 Page 2 of 5 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(C)(3) non-profit organizations, or to an organized all-volunteer, Carlsbad- June 7, 2022 Item #6 Page 7 of 23 Policy No. 51 Page 3 of 5 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 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 “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 June 7, 2022 Item #6 Page 8 of 23 Policy No. 51 Page 4 of 5 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). June 7, 2022 Item #6 Page 9 of 23 Policy No. 51 Page 5 of 5 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. June 7, 2022 Item #6 Page 10 of 23 May 4, 2022 Attached you'll find our "Winning Teams Grants" application for the 2022 National Speech and Debate Tournament in Louisville, Kentucky. CHS Speech & Debate Boosters is a 501(c)3 public charity created to provide financial and educational support for the Carlsbad High School Speech & Debate Team. Benefits associated with participating in Speech & Debate include increased confidence and expertise with writing and public speaking, greater self-esteem, improved likelihood of admittance to highly competitive colleges, and an enhanced ability to research and appreciate both sides of world issues. We are proud of our recent achievements, including ranking #1 in Southern California and in the top 2% of the nation’s high schools! Yet, aside from a coach stipend, the Carlsbad Unified School District does not fund the team, so we are left to fundraise 100% of program costs. This year 20 team members qualified for the 2022 National Speech and Debate Tournament. This event brings thousands of students together 24 different competitive events in the pinnacle of public speaking for speech and debate competitors from around the globe. Your support makes it possible to provide the highest quality program possible for our students – thank you! With kind regards, Jim Woulfe Treasurer, CHS Speech & Debate Boosters woulfejb@yahoo.com 760.889.4756 CHS Speech & Debate Boosters is a non- profit organization operating under the Federal Exemption ID # 46-3589281. EXHIBIT 3 June 7, 2022 Item #6 Page 11 of 23 .S Speech & Debate ~.oosters City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov WINNING TEAMS GRANTS APPLICATION Please complete the following application using the instructions provided on the last page of this application. Attach additional pages if necessary. Name of Applicant: Carlsbad High School Speech & Debate Boosters Address: 3557 Lancer Way, Carlsbad CA 92008 Phone: (760) 889-4756 E-mail: woulfejb@yahoo.com Contact 1 Jim Woulfe, Treasurer 760-889-4756 Name Phone Contact 2 Minnia Curits, Coach 760-803-7913 Name Phone Federal Tax ID # or Social Security #: 46-3589281 TOTAL GRANT FUNDING REQUEST: $ 9,420 *Request cannot exceed 20 percent of the total travel cost. See attached travel budget breakdown. Please answer the following questions to determine if your team is eligible for City grant funds: Y N Are all participants on the team 18 years of age or younger? X Is the group or team organized as a non-profit corporation or agency? X Is this request for grant funding being made prior to the date of the competition? X Are at least 90% of the participants in the group or team residents of Carlsbad? X Will the grant be used to offset the cost of travel to a national championship/ competition? X If you answered yes to all of the above questions, your request is eligible for this grant program. If you answered no to any of the questions, please contact Courtney Enriquez at the City of Carlsbad (760- 434-2812) to further discuss your eligibility for the winning teams grant. ELIGIBLITY REQUIREMENTS June 7, 2022 Item #6 Page 12 of 23 & CITY OF /4t:Z CARLSBAD'~ □ □ □ □ □ □ □ □ □ □ City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov Applicant Background Name of Team (if different than applicant name): Carlsbad High School Speech & Debate Team What type of group/team (e.g. baseball, debate, rugby): Speech & Debate Number of group/team members: 110 Number of Coaches: 2 Affiliated organization: Carlsbad High School Name of the competition attending: 2022 National Speech and Debate Tournament Location of competition: Louisville, Kentucky Competition date: 12-17 June 2022 Estimated cost per individual: $ 9,420 Estimated cost for entire group/team: $ 47,100 Please list the years in which your team has received prior funding from the City:2016,2017,2018,2019 Names of Officers and Board of Directors (if applicable): Name Title Aarti Totlani President Jim Woulfe Treasurer Rose Simon Fundraising Coordinator Venky Venkatesh Secretary Describe your group/team: The team provides high school students with opportunities to learn and practice public speaking, research, critical thinking, and leadership skills. We are proud of our recent achievements, including ranking #1 in Southern California and in the top 2% of the nation’s high schools! Yet, aside from a coach stipend, the Carlsbad Unified School District does not fund the team, so we are left to fundraise 100% of program costs. The team also hosts middle school workshops and community showcases when allowed by COVID prevention measures. REQUEST DESCRIPTION (if necessary, please attach supplemental pages to document) June 7, 2022 Item #6 Page 13 of 23 City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov How will a grant to your group/team benefit the Carlsbad community or provide citywide interest? Past national speech and debate competitors who earned the Carlsbad Winning Teams City Grant hosted City Council candidate public forums, coached fellow teammates, hosted middle school workshops, and presented during community showcases. Benefits associated with participating in Speech & Debate include increased confidence and expertise with writing and public speaking, greater self-esteem, and improved likelihood of admittance to highly competitive colleges. Do you have any additional funding opportunities (i.e. corporate or private sponsors, matching grants, family or individual contributions, or other fundraising efforts such as car washes) currently committed or pending? Please include any financial support (including in-kind services) that you will be receiving from any other City source. Please complete the information below: Name Percentage of financial contribution towards goal NONE – COVID restrictions and current economic conditions hampered worthwhile fundraising efforts like restaurant nights. _% % % % % % FINANCIAL CAPABILITIES/BUDGET June 7, 2022 Item #6 Page 14 of 23 City of Carlsbad Housing and Neighborhood Services Winning Teams Grant Application www.carlsbadca.gov WINNING TEAMS GRANT Team Travel Budget Team: Carlsbad High School Speech & Debate Team Travel dates: 11-17 June Number of team members traveling (includes participants, one head coach and assistants*): 21 *Assistants do not include the Team Coordinator, Team Parent, Communications Manager, chaperones, etc. ELIGIBLE REIMBURSEMENT EXPENSES ESTIMATED COSTS Airfare $32,200 Competition entry fees $3,900 Food $4,392 Lodging $6,608 ESTIMATED TOTAL TEAM TRAVEL $47,100 Estimated travel cost per individual (based off of costs noted above): $2,242.86 Total grant request (maximum of 20% of the total team travel cost): $9,420 June 7, 2022 Item #6 Page 15 of 23 i ~ ~CIT 'f O F CARLSBAD June 7, 2022 Item #6 Page 16 of 23 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) Aarti Totlani, President 8 April 2022 Signature Title Date ~~ Jim Woulfe, Treasurer 8 April 2022 Signature Title Date I SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this application together with a written request (cover letter) to the City Council stating the amount of funding requested and state the intended use for this funding . City of Carlsbad will provide written materials in alternative formats and reasonable modifications in pol icies and procedures to persons with disabilities upon request. I RETURN COMPLETED APPLICATION Please hand deliver, U.S. mai l, e-mail or fax completed application packet together with your cover letter to: City of Carlsbad Housing & Neighborhood Services, Attn: Courtney Enriquez OU Carlsbad Village Drive Ca'rlsbad , CA 92008 . Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney.Enriquez@carlsbadca.gov City of Carlsbad use only: Received:_ Administrative approval (iteligibleJ." _______________ _ City Manager City Council presentation (it necessary)." _____________ _ Date City of Carlsbad Housing and Neighborhood Services Staff Date Date Winning Teams Grant Application www.carlsbadca.gov EXHIBIT 4 June 7, 2022 Item #6 Page 17 of 23 January 18, 2021 Dear Carlsbad City Council, Carlsbad Pop Warner greatly appreciates the opportunity to apply for the Winning Teams Grant. Carlsbad Pop Warner 14U Battling Lancers requests a grant in the amount of $10,848. Our organization will use these funds to reimburse families for travel for the Carlsbad Pop Warner 14U Battling Lancers to attend the Pop Warner Nationals that was held in Orlando, Florida from December 2nd-11th. The Battling Lancers won the 2021 Division II Wescon Championship to qualify for Pop Warner Nationals. This was truly a unique opportunity as Carlsbad Pop Warner has only advanced three times to the Pop Warner Nationals. Sincerely, Carlsbad Pop Warner President Carlsbad Pop Warner • P.O. Box 297 • Carlsbad, CA 92018 www.CarlsbadPopWarner.com WINNING TEAMS GRANTS APPLICATION Please complete the following applicaon using the instrucons pro vided on the last page of this applicaon . A ach addional pages if nec essary. Name of Applicant: Carlsbad 14u Baling Lancer s Address: P.O. Box 297, Carlsbad , CA 92018 Phone: (760) 613-3395 E-mail: President@carlsbadpopwarner.com Contact 1: Amy Livingston, CPW President (760) 613-3395 Contact 2 : Stephanie Gonzalez, CPW Vice President (858) 442-7952 Federal Tax ID # or Social Security #: 57-1141277 TOTAL GRANT FUNDING REQUEST : $10,847.93 *Requests cannot exceed 20 percent of the total travel cost. See a ached travel budget breakdown. ELIGIBILITY REQUIREMENTS Please answer the following quesons t o determine if your team is eligible for City grant funds: Y N Are all participants on the team 18 years of age or younger? Y Is the group or team organized as a non-profit corporation or agency? Y Is this request for grant funding being made prior to the date of the competition? Y June 7, 2022 Item #6 Page 18 of 23 Are at least 90% of the participants in the group or team residents of Carlsbad or the school is located within Carlsbad city boundaries? Y Will the grant be used to offset the cost of travel to a national championship/ competition? Y City of Carlsbad Winning Teams Grant Applicaon Housing and Neighborhood Ser vices www.carlsbadca.gov 9/2015 Applicant background (if necessary, please attach supplemental pages to document) Name of Team: Carlsbad 14u Battling Lancers What type of group/team (e.g. baseball, debate, rugby): Football Number of group/team participants: 21 Players Number of Coaches: 5 Affiliated organization: Carlsbad Pop Warner Name of the competition attending: Pop Warner National Championship Location of competition: Orlando, FL. Competition date: December 2rd-11th Estimated cost per individual: $2,086.14 Estimated cost for entire group/team: $54,239.64 Please list the years in which your team has received prior City funding: __N/A Names of Officers and Board of Directors (if applicable): Name Title Amy Livingston President Lindsey Rutter 1st Vice President June 7, 2022 Item #6 Page 19 of 23 Stephanie Gonzalez 2nd Vice President Describe your group/team: Carlsbad 14U Baling Lancer s is a tackle football team compeng with t eams throughout San Diego County. Carlsbad 14U Baling Lancer s proudly represented the City of Carlsbad for only the second me in almos t 50 years in the 2021 Pop Warner Naonals in Orlando , FL as a result of the team's hard work, dedicaon and success during pla yoffs. How will a grant to your group/team benefit the Carlsbad community or provide citywide interest? The Carlsbad 14U Baling Lancer s are the 2021 Wescon Champions! This team is only the second CPW team ever to advance to Pop Warner Naonals! This Championship g ame highlighted the excellent program Carlsbad Pop Warner provides Carlsbad residents and their children. The majority of these players will advance and connue t o play at Carlsbad High School next year, allowing Carlsbad High School to connue as CIF Champions in future years! City of Carlsbad Winning Teams Grant Applicaon Housing and Neighborhood Ser vices www.carlsbadca.gov 9/2015 FINANCIAL CAPABILITIES/BUDGET Do you have any addional funding opportunies (i.e. corporate or private sponsors, matching grants, family or individual contribuons, or other fundraising efforts such as car washes) currently commi ed or pending? Please include any financial support (including in-kind services) that you will be receiving from any other City source. Please complete the informaon belo w: Name Percentage of financial contribuon t owards goal GoFundMe________________31% ____________$19,581.36_____________________ _____________________________________% _________________________________ _____________________________________% _________________________________ _____________________________________% _________________________________ June 7, 2022 Item #6 Page 20 of 23 _____________________________________% _________________________________ City of Carlsbad Winning Teams Grant Applicaon Housing and Neighborhood Ser vices www.carlsbadca.gov 9/2015 WINNING TEAMS GRANT Team Travel Budget Team: Carlsbad 14u Baling Lancer s Travel dates: December 2-11, 2021 Number of team members traveling (includes parcipan ts, one head coach and assistants*) : 26 (21 Players, 5 Coaches) *Assistants do not include the Team Coordinator, Team Parent, Communicaons Manager , chaperones, etc. ELIGIBLE REIMBURSEMENT EXPENSES ESTIMATED COSTS Airfare ($450 per person x26) $11,700 Compeon en try fees (includes lodging) ($73,033 /64 total travelling=$1,141.14 x26) $29,670 Food (standard $55 per diem 26 people, 9 days) $12,870 Lodging $ see above ESTIMATED TOTAL TEAM TRAVEL COST $54,240 Esma ted travel cost per individual (based off of costs noted above) : $2,086.14 per person June 7, 2022 Item #6 Page 21 of 23 .. C cityof Carlsbad • I ,· •• •• • • :_ • • • •• I Total grant request (maximum of 20% of the total team travel cost) : $10,847.93 City of Carlsbad Winning Teams Grant Applicaon Housing and Neighborhood Ser vices www.carlsbadca.gov 9/2015 CERTIFICATION We, the undersigned, do hereby a est that the above informaon is true and c orrect to the best of our knowledge. (Two signatures required) Amy Livingston, CPW President, 11/18/21 Signature Title Date Stephanie Gonzalez, CPW Vice President, 11/18/21 Signature Title Date SUPPLEMENTAL INFORMATION & ALTERNATIVE FORMAT Please submit this applicaon t ogether with a wri en request (cover le er) to the City Council stang the amount of funding requested and state the intended use for this funding. City of Carlsbad will provide wri en materials in alternav e formats and reasonable modificaons in policies and procedures to persons with disabilies upon r equest. RETURN COMPLETED APPLICATION Please hand deliver, U.S. mail, e-mail or fax completed applicaon pack et together with your cover le er to: City of Carlsbad Housing & Neighborhood Services, An: Courtne y Pene 1200 Carlsbad Village Drive Carlsbad, CA 92008 Telephone Number: 760-434-2812 Fax Number: 760-720-2037 E-mail: Courtney.Pene@carlsbadca.gov June 7, 2022 Item #6 Page 22 of 23 City of Carlsbad use only: Received: _____________________________________________________ ________________ Staff Date Administrave appro val (if eligible) : _________________________________ ________________ City Manager Date City Council presentaon (if necessary) : _____________________________ Date City of Carlsbad Winning Teams Grant Applicaon Housing and Neighborhood Ser vices www.carlsbadca.gov 9/2015 June 7, 2022 Item #6 Page 23 of 23 -