HomeMy WebLinkAbout2012-12-04; City Council; Resolution 2012-26714
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1 RESOLUTION NO. 2012-267
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING THE
^ AMENDMENTS TO COUNCIL POLICY 51 ON
4 COMMUNITY ACTIVITY FUNDING.
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WHEREAS, Council Policy 51 outlines the criteria, terms and process for
Community Activity Funding; and
WHEREAS, the proposed amendments to Council Policy 51 will provide
clarification to the citizenry regarding the grants process and eligibility of projects,
JO programs and events; and
11 WHEREAS, Community Spirit Grants have been added as a new grant under the
12 Community Activity Funding available to contribute towards events which strengthen
13 Carlsbad quality of life and assist to build a vibrant community.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. City Council Policy No. 51 is revised and modified as set forth in the attached
j9 Exhibits 2 (final) and 3 (legislative draft/strike out draft).
20 3. The City Manager, or Designee, is hereby authorized to approve special
21 event, winning team and community spirit grant requests of $5,000 or less if
the request meets the eligibility criteria and other requirements set forth within
City Council Policy No. 51, as revised, and the City Manager and Finance
Director are authorized to appropriate said funds from the City Council's
General Fund contingency account as said grants are approved.
PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council
of the City of Carlsbad on the 4*^ day of December, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
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MATT HALL, Mayor
ATTEST:
OOpf City Clerk
CiTY OF
^ CARLSBAD
Council Policy Statement
Category: COMMUNITY ACTIVITY FUNDING
Specific Subject: Process for Funding Community Activities
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
Supersedes No.
51
December 4
December 4, 2012
2012-267
May 10, 2011
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:
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.
The Grant Funding shall have the following term limits per organization:
A. Community Activity Grants: Organizations funded by the Community Activity Grant may
receive annual grants for up to a maximum of three (3) years and then will be ineligible for
grant funding for a minimum of two (2) years. After at least two (2) years, organizations can
again apply for Community Activity Grant funding and receive a maximum of two (2)
additional years of grant funding. An organization may not receive more than five (5) years
of funding through this grant program, and no other city funding may be provided during
the two (2) year hiatus.
B. Special Event Grants: An organization may receive no more than one (1) special event grant
per year and may receive no more than five (5) years of grants total with cash assistance
being provided for no more than three (3) of those years and grants for in-kind city
assistance to pay for city services/facilities for special events permitted for each ofthe five
(5) years.
C. Winning Teams Grants: A team may receive no more than one (1) grant per year for a
national championship competition as defined below.
D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant
per year for an event which reflects community pride or community spirit to help others
Page 1 of 5
Policy No. 51
within the community as defined below.
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.
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.
Community Activitv 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 prog ram/proj ect 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:
Completion of city application for funds.
Review by city staff and a Citizens' Advisory Committee.
Recommendations submitted by Advisory Committee to City Council.
iv. Action by City Council to approve, modify, or disapprove the request.
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
ofthe Senior Commission, the Library Board, and the Parks & Recreation Commission.
The review panel will consider the provision of matching funds from other sources in
evaluation 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-
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
Page 2 of 5
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Policy No. 51
ofthe 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 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 ofthe date ofthe 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
A. These grants provide funding to youth teams to offset the cost of travel expenses to
national championship competitions. To be eligible for these grants, the team(s) must
Page 3 of 5
Policy No. 51
advance through a series of competitive levels, earning the right to compete at a national or
international level. Exhibition only or non-competitive events are not eligible for this grant.
Additional eligibility requirements are provided below.
B. Such grants can be requested any time of the year.
C. Grant requests should not exceed 20 percent of the team's total travel cost; team costs
may include participants and coaches. Eligibility does not extend to the family members or
other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry
fees, and food for the team.
D. These requests will be funded from City Council's contingency account.
E. Eligibility requirements are:
i. The participants are all 18 years of age or under.
ii. The group or team is an organized non-profit corporation or unincorporated
association.
iii. The request for funding must be made prior to the date of the national or
international event.
iv. At least 90 percent of the participants in the team or group are residents of
Carlsbad; or, ifthe 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).
iii. Consideration and approval of grant funding (for in-kind/city services only) by the
City Manager, or designee, if grant request is for $5,000 or less.
Page 4 of 5
Policy No. 51
iii. Consideration and approval of grant funding (for in-kind/city services only) by the
City Manager, or designee, if grant request is for $5,000 or less.
iv. Consideration and approval of grant funding (for in-kind/city services only) by the
City Council if grant request exceeds $5,000.
9. This policy may be amended as necessary and appropriate by the City Council.
Page 5 of 5
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gxHietr 3
A.
CITV OF
^ CARLSBAD
Council Policy Statement
Category: COMMUNITY ACTIVITY FUNDING
Specific Process for Funding Community Activities
Subject:
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
Supersedes No.
51
May 10, 2011
December
'INovombGr 27.
2022
Moy 10,
303r3rDecenriber4.
2012Novombor27,
2012
January 8;
2QQ%May 10. 2011
PURPOSE:
To establish the process for distributing funds for community activities, inctuding special eventSi-a«4
support for winning teams, and community spirit activities.
B>!|C/(G/?OU/VD;
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 censideration at a regulaf
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 three four (M) funding programs available under
this Council policy: Community Activity Grants, Special Event Grants, aRd-Winning Team Grants^
and Community Spirit Grants. A description of each program and its related eligibility criteria is
provided below.
4- 2_The Grant Funding shall have the following term limits per organization:
A. Community Activity Grants: Organizations funded by the Community Activity Grant may
receive annual grants for up to a maximum of three (3) years and then will be ineligible for
grant funding for a minimum of two (2) years. After at least two (2) years, organizations can
again apply for Community Activity Grant funding and receive a maximum of two (2)
additional years of grant funding. An organization may not receive more than five (5) years
of funding through this grant program, and no other city funding may be provided during
the two (2) year hiatus.
B; Special Event Grants: An organization may receive no more than one (1) special event grant
per year and may receive no more than five (5) throe (3) years of grants total with cash
assistance being provided for no more than three (3) of those years and grants for-wh4€h
provide cash assistance. An organization moy rccoivo up to five (5) yoors of in-kind city
assistance to pay for city services/facilities for special events permitted for each of the five
(5) years. Formatted: Indent: Left: 0.75", No bullets or
numbering
Page 1 of 5.
Policy No. 51
C Winning Teams Grants; A team may receive up to throo (3) yoors of gronts to porticipatG in
a national championship competition as defined below. Nno more than one (1) grant per
vear for a national championship competition as defined below.
D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant
per vear for an event which reflects community pride or community spirit to help others
within the community as defined below.r
3; The organization cannot receive money, or donated city services from other city sources
(including CDBG) for the current fiscal year to receive one ofthe above noted grants.
4. All Aawarded grants will beafe disbursed on a reimbursement basis onlv. and will be subject to
compliance with an agreement or letter of agreement approved bv the Citv Manager or
designee. The reimbursement shall be based on actual costs with receipt and proof of payment
required from the applicant.
Community Activity Grants - Criteria and Process
A. These Stteh 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.
A:B.Citv funding shall be awarded to fund approved program/project costs only. The Citv funds
shall not be used for operational reserves for the applicant or for No rosorvos or sur&kts
fuftcM&f future year programs/projects. The City funds received by the applicant mav also
not be used for -er donations ftwd^ to other organizations.-er personnel shall bo created if
efty funds are approve^r
& ( 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.
CTQ, Once the budget is adopted by the Council, interested groups will be notified ofthe
application process to request said grants.
C^E Jhe 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.
i 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 ofthe following: one representative from each quadrant ofthe city, one member
ofthe 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 ofthe applications. Every effort should be made bv the applicant to leverage the
city funds to develop a long term funding plan for the proposed project/program; this effort
shall be evaluated bv the advisorv committee in evaluating the funding priorities for these
funds.
Page 2 of 5
Policy No. 51
M>. Special Event Grants-Criteria and Process
A. These Stteh grants provide city funding for start upstartup 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-based -group on a reimbursement basis of actual costs onlv.
B. Forthe purposes of this grant, a "special event" shall be defined as set forth in Chapter 8.17
ofthe Carlsbad Municipal Code (Special Event Ordinance), with the exception that the
following "special events" shall not be eligible forthis 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 ILfor funding providod tho organization is:
i. The event is hosted and coordinated bv Aan all-volunteer, Carlsbad-based
organization, based in Carlsbad and provided further that Citv 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; andr
i ii The event is held to raise Ratswe funds for a Carlsbad-based (located) organization
with a community-wide benefit and no cash funds are provided t-^feviding funds
raised from tho oveftt directly to individuals or families: the benefit must be to an
organization providing services to the larger Carlsbad community.
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 citv services,; total costs shall include
exponsoG to bo paid directly bv tho organizer and mav not include payment or
reimbursement for applicant-provided resources, such as office space, staff and other
operational expenses. Total costs shall indude expenses to be paid directly bv the organizer
to third party vendors.
L... A "new- event" is defined as an event that has been newly established and has been
initially developed within no more than three years of the date of the first grant request to
the City. A change of location does not classify the event as "new" for the purposes of
eligibilitv forthis grant.
Organizations who hold fundraising ovonts whoro by the donations aro mado to individual
teeneficiarios are not oligiblo for a Special Evont grant (direct cash assistance or in kind citv
services).
G. Grant applications shall be submitted no less than 60 days prior to the event to allow for
adequate processing time bv the Citv.
Q^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.
feLJhe City Manager, or designee, is authorized to approve grants up to $5,000 following
consultation with tho Special Events Committee, 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.
f J ..The application process will consist ofthe following:
Page 3 of 5
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Policy No.^
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).
Allocation of funding by the City Council for said grants.
V: Approval of grant by City Manager, or designee, if the grant request is $5,000 or
less, than $5,000.
Vf LV;^ Approval of grant request and appropriation of funds by City Council, if It the grant
request exceeds $5,000.
.7. Winning Teams Grants
A. These Stte^ 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 forthis grant.
Additional eligibility requirements are provided below.
B. Such grants can be requested any time of the year.
SvC-Grant requests should not exceed 20 percent of the team's total travel cost:TTteam costs
mavte 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.
G D, These requests will be funded from City Council's contingency account.
STE,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 ofthe 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 Citv of
Carlsbad.
i-F, The application process will consist ofthe 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 eligibilitv for a grant,
iii. Consideration and approval of grant by the City Manager, or designee, if the grant is
less-thaft $5,000 or less. The teams approved for an administrative grant will be
recognized bv the Citv Council at a public meeting following the competitive event.
iY; Consideration and approval of #t€Hgrant request funding by the City Council ifthe
grant request exceeds $5.000.
Community Spirit Grant
A. These Stteh grants shall provide city funding for events that contribute towards a vibrant
community and strengthen- the residents'ew quality of life by demonstrating roflocting
community pride or eemfflWHtv spirit to help others or celebrate m the community.
B. Grants to be utilized for in-kind city services only, ineligible costs include: operations,
ongoing proiects and capital costs; no cash assistance available under this grant program.
Page 4 of 5
Policy No._51
A. These Soeh grants shall provide citv funding for events that contribute towards a vibrant
community and strengthen- the residents'ew qualitv of life by demonstrating reflecting
community pride or eemmunity spirit to help others or celebrate m the community.
B. Grants to be utilized for in-kind citv services onlv. ineligible costs include: operations,
ongoing proiects and capital costs; no cash assistance available underthis grant program.
C. Recognized non-profit or donor driven charitable organizations are grant eligible. Activities
include: parades andr charitable initiatives directiv benefitting Carlsbad residents.
D. Fundraising events are not eligible for this grant.
E. Such grants can be requested at any time of the vear, one grant per organization per vear.
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 eligibilitv and confirmation of a special event permit application
(if applicable).
iii. Consideration and approval of grant funding (for in-kind/city services only) bv the
Citv Manager, or designee, if grant request is for loss than $5.000 or less.
iv. Consideration and approval of grant funding (for in-kind/citv sen/ices onlv) bv the
Citv Council if grant request amount exceeds $5,000.
S 9 Jhis policy may be amended as necessary and appropriate by the City Council.
Page 5 of 5
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