HomeMy WebLinkAbout06-17-2014 C3 2014-15 Event Promotion Grants-In-Aid FundingCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Michael Codron, Assistant City Manager
Prepared By: Molly Cano, Tourism Manager
SUBJECT: 2014-15 EVENTS PROMOTION GRANTS IN AID FUNDING
RECOMMENDATION
1. As recommended by the Promotional Coordinating Committee (PCC) tentatively approve
$90,000 from the 2014-15 Community Promotions budget for Grants-in-Aid funding to
the recommended non-profit organizations, contingent on Council adoption of the 2013-
15 Financial Plan Supplement and 2014-15 Budget.
2. Authorize the City Manager to execute the grant agreements with the applicants.
DISCUSSION
Background
The PCC has advised on cultural and recreational grants-in-aid (GIA) funding since the advisory
bodies’ inception. The grants are made available for the promotion of cultural, social, and
recreational events held in the City of San Luis Obispo that will benefit residents and visitors
alike, and provide the opportunity for City promotion. In February of each year, the PCC begins
its annual GIA process and notices are placed in the Tribune and on the City website to advertise
the availability of the grant funding (Attachment 1 – GIA Application).
2014-15 Grant Process and PCC Deliberation
At deadline for grant application submittal on March 7, 2014, the City had received 28
applications. The funding requests amounted to $165,923.
The PCC’s GIA subcommittee met twice to review the applications, compare the requests to the
grant criteria, and allocate funding accordingly. During the May 14, 2014 regular monthly
meeting, the PCC reviewed the subcommittee’s preliminary funding recommendation of
$90,000. The committee discussed each application and the subcommittee’s base for the
allocated amount. Based on the discussion, the committee adjusted some funding amounts but
maintained the $90,000 allocation. (Attachment 2 – PCC Minutes 5/14/14)
On May 22, 2014, the PCC held a public hearing with all applicants to allow for presentation and
discussion before the recommendation be forwarded to the City Council for consideration and
approval. (Attachment 3 – PCC Minutes 5/22/14)
Next Steps
Once the City Council tentatively approves the GIA allocations, individual agreements will be
executed with each grant recipient. The agreement entails the funding amount and the funding
6/17/14
C3
C3 - 1
2014-15 EVENTS PROMOTION GRANTS IN AID FUNDING Page 2
criteria stipulated by the committee. If the organization has received funding in the 2013-14
fiscal year, a final report has to be submitted before new grant funding is provided.
FISCAL IMPACT
The Community Promotions program has a budget allocation of $388,326 for fiscal year 2014-
15. The PCC earmarked $90,000 for the use of GIA funding and recommends allocating the full
$90,000 based on the application process and funding evaluation (Attachment 4 – Funding
Recommendation).
ALTERNATIVES
Council could consider changing the individual allocations to applicants. This is not
recommended as the PCC carefully evaluated each individual request and upholds the set criteria
throughout the process.
ATTACHMENTS
1. 2014-15 Application
2. PCC Minutes – 5/14/14
3. PCC Minutes – 5/22/14
4. Funding Recommendation
T:\Council Agenda Reports\2014\2014-06-17\2014-15 Community Promotions Grants in Aid
(Codron-Cano)
C3 - 2
February 1, 2014
Dear Interested Organization:
The City of San Luis Obispo's Promotional Coordinating Committee (PCC), under direction of the City
Council, recognizes that cultural, social and recreational organizations make significant contributions to the
overall quality of life in the City of San Luis Obispo. Accordingly, the City sponsors a Grants-In-Aid program
to promote such activities within our community.
At this time the City of San Luis Obispo invites you to apply for grant funding to be awarded as part of this
program.
Please be aware that given the budgetary constraints facing the City at this time, it is not certain the
level that grant funding will be available.
To be considered for grant funding, organizations must have non-profit status (Articles of Incorporation,
501(c)(3) or (c)(6) status, Federal ID number and Tax Exempt Notification) prior to grant submittal. They must
also have clearly stated goals, and be able to demonstrate that their financial management practices are sound
and insure accountability. The City is unlikely to fund new projects which duplicate or conflict with existing
programs, services, or events. Project collaboration among organizations is encouraged.
Grant requests must be for programs and events that occur during the funding cycle, July 1, 2014– June
30, 2015.
Organizations that received promotional grants during the 2013-14 funding cycle must have complied with all
reporting requirements to be considered for a 2014-15 grant.
To be considered for a grant, organizations must have attended the mandatory meeting on Wednesday
February 12, 2014, at 5:00 pm in the Council Chamber and apply, using the attached application form, by NO
LATER THAN 5:00 p.m., Friday March 7, 2014. Late or incomplete applications will not be accepted.
The application must provide the following information:
Please submit 10 sets (typed, clipped, and 3-hole punched) of the attached application. Additionally,
please submit one copy (clipped) of the following:
• your organization's financial statement
• by-laws
• tax exempt certification
• a listing of all officers and staff
• signed statement of limitations and payment disbursement (Attachment 4)
PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE REQUESTED
APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS.
It is important that your application provide all the requested information. Clear, concise and original
applications are best. Ten copies of your original application should be hand delivered or mailed to:
Promotional Coordinating Committee
Attn: Kate Kremke
City of San Luis Obispo Clerks Office
990 Palm Street
San Luis Obispo, CA 93401
Attachment 1
C3 - 3
Please note the following dates:
1. February 1, 2014 - Application information available on the City’s website at
www.slocity.org/specialactivities.
2. February 12, 2014 at 5:00 p.m., Special Meeting of the PCC - An informational workshop
will be held in the Council Chamber at City Hall, 990 Palm Street, to answer questions
regarding the Grants-In-Aid process. This meeting is mandatory for all applicants, as the
PCC will elaborate on the grant criteria to be applied.
3. March 7, 2014 - Completed applications will be due to the City Administration Office by 5:00
p.m. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED.
4. May 21, 2014 at 5:30 p.m., Special Meeting of the PCC - Committee will present its
preliminary 2014-15 Grants-In-Aid recommendations to applicants at a public meeting (all
applicants will be notified of this meeting by email).
5. June 2014 - City Council reviews PCC recommendations and makes final funding decisions.
6. July 2014 – Grant contracting with organizations.
7. August 2014 - Grants available to approved organizations when fully executed agreements are
returned.
If you have any questions, please contact Molly Cano at 781-7165 or mcano@slocity.org.
Sincerely,
Jill LeMieux
Chairperson, PCC
Attachment 1
C3 - 4
PROMOTIONAL COORDINATING COMMITTEE
GRANT APPLICATION ASSESSMENT CRITERIA
Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the
applicant and the grant proposal using the following criteria:
A. APPLICANT CRITERIA
1. Applicant organization must have a clearly stated purpose and function and be responsible for the planning
and provision of a cultural, social or recreational program/event.
2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed
project. Repeat applicants must have a successful history of using prior grant funds, as evidenced by a
completed and accepted Final Report.
3. The organization must have non-profit status as defined in Section 501(c)(3) or (c)(6) of the Internal
Revenue Code (no exceptions made).
4. The organization must give evidence that it has pursued other sources of financial support, and that it has
examined and weighed the financial ability of the target population to support its program or event.
5. The organization must extend its program to the general public and may not exclude anyone by reason of
race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status.
6. The applicant organization must comply with the final report evaluation process as requested by the
Promotional Coordinating Committee.
B. GRANT CRITERIA & GUIDELINES
1. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit
to the City of San Luis Obispo.
2. Grant requests must meet one or both of the purposes below:
• Of tourism promotion advantage to the City of San Luis Obispo and/or;
• Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo.
3. Events and programs must take place during the City’s fiscal year July 1 through June 30. Priority will
be given to events that take place in “non-peak” tourism months (October through March) and bring
people to San Luis Obispo.
4. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order
to drive visitors and tourists to the City of San Luis Obispo.
5. Additional consideration will be given to organizations celebrating an anniversary or grand opening.
6. Additional consideration will be given to organizations requesting “seed money” for new events or to
enter new promotional markets outside of San Luis Obispo.
7. Amount of other City support requested and co-op opportunities that are actively pursued will be
considered.
Attachment 1
C3 - 5
8. Demonstrated financial need is considered, although events with potential promotional benefit to the
City of San Luis Obispo will be given higher consideration.
9. Past grant performance of the organization is considered. Please note that integration of the City’s logo
and the City’s support of the event are imperative in order to receive grant funding for a
consecutive year.
10. Grants are not given for the following expenses:
a. Office overhead or staff
b. Equipment
c. Rental of space
d. Scholarships / Honoraria
The following tiered structure will be guidelines to establish the grant amount:
First Tier: Up to $3,000
Organization of local reach with a cultural, social, and recreational benefit to the residents of San Luis Obispo.
The organization agrees to place the City’s logo on all its marketing material and its website (if one is available).
Second Tier: $3,001 to $7,500
Organizations that reach countywide and bring patrons to San Luis Obispo. The events have a distinct benefit to
the City’s residents, but also drive traffic from around the county to the City for the event. The organization agrees
to incorporate the City’s logo on marketing material and its website. In addition, the organization will include City
of San Luis Obispo visitors and tourism information in its mailings and marketing outreach.
Third Tier: $7,501 to $12,000
The organization effectively brings patrons from outside the county to San Luis Obispo and has the means to drive
tourism to the City. In addition to the integration of the City’s logo on marketing material and its website, the
organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing
outreach and allow physical presence of City Tourism at the event. The organization is encouraged to submit a
proposal to that effect.
Please note: as the City’s Grants-in-Aid program is considered by the Promotional Coordinating
Committee each year funding is provided, all applicants will have to compete for funding anew every year.
Sustainable Funding Program
If an organization receives continuous funding from PCC, Grants In Aid, it will be placed on the Sustainable
Funding Program tract. The Sustainable Funding Program will allow an organization to receive up to 8 years of
GIA funding. The intention of the Sustainable Funding Program is to provide initial support to local
organizations as their event becomes more established in the City of San Luis Obispo and the organizers have
the opportunity to cultivate new community partners and secure ongoing diverse funding options in order to
become self-sustaining.
Recipients on the Sustainable Funding Program can anticipate a reduction in GIA funds. After four years of
funding Grants In Aid award amounts may be reduced by one third each year for a maximum of three years or
as budgets allow.
As organizations/events advance from the Sustainable Funding Program the PCC will have greater opportunity
to fund different organizations and foster new program events for the City of San Luis Obispo.
Attachment 1
C3 - 6
APPLICANT: Please use this as a checklist for your application. It does not need to be submitted
with the application. Everything on this checklist is required, unless otherwise indicated.
1. Grant Application Form
a. Description of project or activities to be supported by the grant.
b. Description of who will benefit from the project, including any tourist
attraction potential.
c. Description of any collaborative efforts with other agencies relative to
this project.
d. The total amount requested, including a prioritized breakdown of
individual line items within that total.
e. Detailed budget for the project, indicating expenditures to be
supported by the grant and expenditures supported by other grant
sources.
f. Crowd control safety plan (parades or large special events only).
g. Description of how your agency will acknowledge the City in your
promotional materials.
h. Organization’s website URL
2. Your organization’s most recent complete annual financial statement
3. Your organization’s by-laws
4. Your organization’s tax-exempt certification
5. A listing of all officers and staff
6. A signed statement of limitations and payment disbursement (Attachment 4)
NOTE: Please do not bind or staple your application materials.
Submit 10 sets (typed, clipped & 3-hole punched) of item # 1
Submit 1 set (clipped) of items # 2-6
LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED.
Completed applications are due to the City Administration Office on
March 7, 2014 by 5:00 pm
Attachment 1
C3 - 7
Page 1 of 4
GRANT APPLICATION FORM
DATE(S) OF EVENT: __________________________________________________
NAME OF EVENT: ____________________________________________________
EVENT LOCATION: ___________________________________________________
NAME OF ORGANIZATION:
ADDRESS OF ORGANIZATION:
_______________________________________________________________________________
_______________________________________________________________________________
WEBSITE URL: ________________________________________________________________
NAME OF CONTACT PERSON:
TELEPHONE NUMBER:
E-MAIL ADDRESS:
TOTAL AMOUNT REQUESTED:
PURPOSE OF GRANT REQUEST: (Word Limit: 100 max)
Attachment 1
C3 - 8
Page 2 of 4
Please complete the entire application, answering all requests for information.
1. Describe the project or activities to be supported by the grant, including how the project or
activities support the overall goals of the organization. (Word Limit: 500 max)
2. Describe who will benefit from the project, including any tourist attraction potential it may have.
(Word Limit: 250 max)
3. Describe any collaborative efforts with other agencies relative to this project. (Word Limit: 100
max and bulleted list is acceptable.)
Attachment 1
C3 - 9
Page 3 of 4
4. Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of
individual line items making up the total. Include any in-kind contributions from the City (i.e.
facility or park use, Public Works assistance etc.).
Project Component Amount
Total $
5. Provide a detailed budget for the whole project, listing all available support and income
sources.
Source Amount
TOTAL $
Attachment 1
C3 - 10
Page 4 of 4
6. Provide a detailed Media Plan including traditional and online media.
Media Outlet Type & Frequency Cost of advertising
Example:
LA Times Online Banners / 1,000 impressions $ XXXXX
The Tribune ½ page ads / 3 times $ XXXXX
7. Provide your crowd control and safety plan (parades or large special events only).
8. Describe how your organization will acknowledge the City’s support in your promotional
materials. (A standardized City logo is available upon request.) (Word Limit: 100 max and
bulleted list is acceptable.)
Be sure to include all supplemental materials as requested. Thank you.
Return Grant Application to:
Promotional Coordinating Committee
Attn: Kate Kremke
City of San Luis Obispo Clerks Office
990 Palm Street
San Luis Obispo, CA 93401
Attachment 1
C3 - 11
PROMOTIONAL COORDINATING COMMITTEE
STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT
Please read the following document and sign to indicate that you have read and understand it.
Limitations:
This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the
preparation of this application or to procure or contract for services or supplies. The Promotional
Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a
line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this
application, if it is in the best interest of the City to do so.
Payment of Funds:
All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement
between the City and the applicant receiving funds.
• An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo
for stated programs for the current grant period July 1, 2014 through June 30, 2015.
• The payment schedule will be stated in the contractual agreement.
• The contracting agency will agree to provide reports in such form and detail as may be required by the
City and the PCC to monitor contract performance prior to payment for programs.
• Contracting agency will provide City with an annual audit by an independent auditor to be approved by
the City, if the City should so request.
(Sample copies of standard City contract forms are on file with the City Clerk.)
I, , (printed or typed name of authorized applicant organization
representative), have read the above statement and fully understand its contents and implications. I further
attest that all the information contained in this application is accurate to the best of my knowledge.
Signature Date
Title
Applicant Organization
Attachment 1
C3 - 12
Promotional Coordinating Committee
Meeting Minutes
Wednesday, May 14, 2014
5:30 pm at City Hall
CALL TO ORDER: Vice Chair Sasha Palazzo
PRESENT: Cox, Franciskovich, Levi
STAFF PRESENT: Molly Cano, Tourism Manager
Meeting to order at 5:33 pm
CONSENT AGENDA
ACTION: Moved by Cox/ Franciskovich to approve the consent agenda.
Motion carried 4:0
BUSINESS ITEMS
1. WAYFINDING PROGRAM UPDATE
City Engineer, Bridget Fraser, presented a program update on the Wayfinding Sign status. She
provided a brief background on the history of the project then presented the current status. The
projects nine prototype signs, a mix of vehicular and pedestrian signs, have been installed around
downtown and the City is currently collecting feedback over the next 6 weeks to determine changes
necessary for the permanent sign fabrication and installation. First project permanent install is
expected in Spring 2015. Next project that is beginning is the downtown orientation maps- design
should being mid-summer. The third project of focus currently is the monument sign. This project
was originally anticipated to be funded through a grant with SLOCOG, however the estimated costs
exceed expectation so funds are being requested from the City for the project. SLOCOG has
requested $100,000 from the City of SLO to cover our portion of the monument sign project. Fraser
noted that staff recommended that $55,000 come from the Wayfinding Sign project budget. Fraser
presented the committee with an option of where these shortfall funds could come from including the
design and construction budgets for the directional signage. The reaming $45,000 would come from
the completed projects fund and the remaining city gateway design fund. The impact of this transfer
would be the reduction in 5-7 directional signs from the complete project.
The committee discussed the request at great length. They were supportive of the transfer in order to
complete the monument sign project however; the committee was particularly concerned with having
the funds replaced in the budget when new funding becomes available so the project could be
completed as originally planned. They also requested to prioritize that any returned funds from the
$100,000 estimated costs for the monument project, be returned to the directional signage budget and
if the project doesn’t move fowrad that the funds are returned to the originally intended budgets.
ACTION: Moved by Levi/Cox to support the recommendation to City Council to approve funding
transfers totaling $100,000 to the City Gateways project account as follows: $55,000 from the
Directional Sign Program project account; $28,000 from the Completed Projects account; $17,000
from the City Gateways design account; and, to approve a $100,000 match as requested by the San
Luis Obispo Council of Governments in support of construction of the Highland Entry Monument
DRAFT
Attachment 2
C3 - 13
Promotional Coordinating Committee Minutes
Page 2
project. With the condition that if the project doesn’t move forward the funds are to be returned to the
directional signage budget; the request for the funds to be restored in the next budget cycle; and when
new funds become available for the Wayfinding Sign program they are restored to the Directional
Sign program account.
Motion carried 4:0
2. 2014-15 BUDGET
The committee discussed the budget allocations for the 2014-15 fiscal year. With the initial
allocations to programs and contracts in order to maintaining the current workscopes, the budget
showed a $10,000 deficit. This deficit is attributed in part to increased percentage of staffing costs the
PCC contributes for the Tourism Manager. The committee discussed reducing program allocations in
order to reduce the overall deficit but was concerned with cutting back programs since their budget is
already lean.
The committee also discussed the status of the current year budget and the estimated $10,000 in
available funds remaining. The committee discussed the importance of beginning the contract for the
new media monitoring tool ($7000) as soon as possible in order to capture the media results during
the peak travel season. The committee then discussed the request to carryover the remaining 2013-14
budget for the use of Event and Activities funding to enhance the SLO Happenings app and/or
provide additional non-GIA event sponsorship grants.
If this carryover is not approved than the committee discussed making the remaining reductions of
$3000 from the 2014-15 beautification program.
ACTION: Moved by Franciskovich /Levi to:
1. Contract with Chamber of Commerce in the amount of $7000 from the 2013-14 remaining budget
for the media monitoring tool.
2. To approve contracting with the Chamber of Commerce in 2014-15 for Public Relations, GIA
Support, and downtown maps as presented.
3. To request the carryover of the remaining PCC 2013-14 budget for the purpose of enhancing the
Events and Activities program in 2014-15. Should the request to carryover of funds not be
granted, reduce the funds earmarked for the 2014-15 beautification program by $3000 to $1000.
Motion carried 4:0
Attachment 2
C3 - 14
Promotional Coordinating Committee Minutes
Page 3
Below are charts of the two budget scenarios as discussed and recommended by the PCC:
3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION
The Grants-in-Aid Subcommittee presented the preliminary recommendations. The committee
explained that each application was reviewed on its own for the funding consideration than the entire
list was reevaluated as a whole to achieve the allocated funding level of $90,000 for PCC GIA. The
subcommittee noted that 3 events were denied funding- one due to terming out, one due to the event
not taking place in San Luis Obispo, and one because it does not meet the criteria of the grant. The
Scenario 1- With Carry Over Notes
IncomeProjected Budget 388,326$
Carryover $3,000
Total Income 391,326$
ExpensesGrants-in-Aid Program 90,000$ Committed
GIA Contract w Chamber 25,000$
Events & Activities 80,000$
Earmark: $48k grants; $32k for 2015 SLO
Happenings contract
Visitors Center 95,000$ Committed: 2 yr contract
PR Contract 58,000$ $58000 for PR
Downtown Maps 8,000$
Beautification 4,000$
Support Cost 5,000$
Tourism Manager (15/20/25)26,326$ Committed
Total Expenses 391,326$
Total (Defict)-$
Scenario 2- Without Carry Over Notes
IncomeProjected Budget 388,326$
Carryover $0
Total Income 388,326$
ExpensesGrants-in-Aid Program 90,000$ Committed
GIA Contract w Chamber 25,000$
Events & Activities 80,000$
Earmark: $48k grants; $32k for 2015 SLO
Happenings contract
Visitors Center 95,000$ Committed: 2 yr contract
PR Contract 58,000$ $58000 for PR
Downtown Maps 8,000$
Beautification 1,000$
Support Cost 5,000$
Tourism Manager (15/20/25)26,326$ Committed
Total Expenses 388,326$
Total (Defict)-$
Attachment 2
C3 - 15
Promotional Coordinating Committee Minutes
Page 4
commissioners discussed a concern of reduced funding for one grant applicant. The committee then
reevaluated the funding level and adjusted grants accordingly to maintain the budgeted $90,000 for
GIA.
The committee will continue the review of the allocations at the Special Meeting and form the
recommendation to Council at that meeting. The Special Meeting for the GIA recommendation is
scheduled for May 22, 2014 at 5:30pm.
COMMITTEE COMMUNICATION
GIA Report:
None.
TBID Report:
Staff updated the committee on the recent TBID meeting and reviewed the minutes included with the
agenda.
Tourism Program Update:
Molly Cano presented the Tourism Program update on the following topics:
-Visit California Receptive FAM May 19-24– Wednesday, 5/21 will be in SLO. Companies participating
include:
Travalco
Cali¹Fun LLC
America 4 You LLC
Evergreen Escapes
Lion Tours
New World Travel
-Media Visit- Thursday journalist working on an article about the mission trail for the SD Union Tribune
-Marketing Contract for TBID – approved by Council at May 6 meeting
-SLO Happenings app feedback from TBID hotels is VERY positive
-Jazz Festival this weekend – all day Saturday in mission plaza
Meeting adjourned at 7:06 pm
Attachment 2
C3 - 16
Promotional Coordinating Committee
Special Meeting Minutes
Thursday, May 22, 2014
5:30 pm
City Hall - Council Hearing Room
CALL TO ORDER: Chair Jill LeMieux
PRESENT: Pearce, Franciskovich, Palazzo, Levi
STAFF PRESENT: Molly Cano, Tourism Manager
PUBLIC HEARING
1. GRANTS-IN-AID 2014-15 The public hearing was scheduled to allow the Grants-in-Aids applicants to address the committee regarding the preliminary recommendation as discussed during the May 14, 2014 regular committee meeting. Many recipients provided words of thanks for the grant awards. Many grant applicants also noted the importance of the support from the City to arts/culture organizations and advocated for additional funds to support these events. They also requested for the committee and council to consider establishing grant funding model that would reward long standing arts events that contribute to the quality of life in San Luis Obispo. One grant applicant from RSVP Services urged the committee to re-evaluate their application based on the committee’s non-funding recommendation. The committee maintained that the request as it was written on the application did not meet the requirements but they would be willing to continue the discussion. Since all funds had been allocated, the committee invited the organization to present to the PCC at a later meeting for the committee to consider non-GIA funding for the event. ACTION: Moved by Pearce/Franciskovich to recommend to the City Council the 2014-15 GIA allocations as approved during the May 22, 2014 PCC Special Meeting.
Motion carried 5:0
Chair LeMieux thanked the applicants for their participation. She noted that the Tourism Manager would be following up after the City Council’s decision with information on the next steps. The committee also encouraged the applicants to participate in the City’s Goal Setting process for next budget cycle and advocate to Council the importance of Arts/Culture funding in the community. The committee also addressed the sustainability model as a way to remain fair to events overall and provide the availability of grant funds to new events.
DRAFT
Attachment 3
C3 - 17
Promotional Coordinating Committee Minutes
May 30, 2012
Page 2
Committee Discussion: The committee directed staff to schedule RSVP services for the June or July agenda and Chair LeMiuex requested that RSVP Services further elaborate on the use of the requested funds as it pertains to marketing. The committee commented on the request of the Arts organizations for more available funding for their efforts. The committee agreed that it is important but also felt that they had maintained the objective and allocated the available funds in a fair manner. The committee requested staff to agendize a review of the GIA application for clarity at a later meeting. Staff also reminded the committee that funding for Arts organizations could be a considered topic for the PCC to submit council during the next goal setting process. Finally the committee commented on the recent Jazz Festival. Commissioners who attended the event highlighted to outstanding success.
Meeting adjourned at 6:32 pm
Attachment 3
C3 - 18
Organization Event(s)Event Dates
2014-15
Request Recommendation Comments & Funding RequirementsAlmond Country Quilt Guild Seven Sisters Quilt Show June 27-28, 2015 $ 7,000.00 $ 3,000.00 Madonna Expo (No Clint) - $900 to Tribune & cards, remainder to be used for out of area niche advertising Cal Poly Corporation: Cal Poly Arts BASETRACK October 3-4, 2014 $ 6,000.00 $ 3,000.00 Sustainability. Funds to be used towards paid mediaCanzona Women's Ensemble Concerts of choral music for women's voices November 9, 2012 & March 15, 2015 $ 4,100.00 $ 4,100.00 Consider reduction fro $168 for constant contactCentral Coast Arts International Traditional African Music and Dance Performance August 22-23, 2014 $ 7,000.00 $ 4,420.00 Funds to be used toward media plan onlyCentral Coast Children's Choir Annual Concerts Dec. 13 & 14, 2014, May 9 & 10, 2015 $ 1,400.00 $ 1,000.00 Reduction based on sustainability track. Funds to be used advertising plan as outlined on the application.
Civic Ballet 2014 Nutcracker Ballet December 12-14, 2014 $ 7,500.00 $ 4,500.00 Funds to be used advertising plan as outlined on the application. Funds not granted for the graphic design expense. Cuesta College Community Programs: Central Coast Writers' Conference 30th Anniversary Central Coast Writers' Conference September 19-20, 2014 $ 3,000.00 $ 1,880.00 Termed out but funding media plan due to the 30th yr anniverarsy. Covers the print items on media plan. Cuesta College Fine Arts Division Art Gallery Exhibitions ongoing $ 2,700.00 $ 1,650.00 Lack of completeness in application. Funds to be used toward media plan as outlined on the application. Ecologistics, Inc.Central Coast Bioneers Conference Oct. 24-25, 2014 $ 5,580.00 $ 4,000.00 Sustainability track. Funds to be used toward media plan. No funding for conference website. Foundation for San Luis Obispo County Public Libraries Literary Salon Sep. 19, 2014, Feb. 2015, May 2015 $ 8,935.00 $ 7,500.00 Funds to be used toward media plan. Foundation for the Performing Arts Center BravoSLO 2014 October 19, 2014 $ 4,000.00 $ 2,300.00 Sustainability track. Funds to be used toward prioritized media plan. Gay And Lesbian Alliance of the Central Coast (GALA)Central Coast Pride Week July 10-13, 2014 $ 5,200.00 $ 2,850.00 Final year of funding. Funds to be used toward prioritized media plan limted to print ads, posters, and flyers as outlined on the application. Jewish Community Center of San Luis Obispo (JCCSLO)Jewish Film Festival January 10-11, 2015 $ 4,099.00 $ 1,500.00 Fourth year funding - sustainablity track. Funds to be used toward prioritized Media Plan. Mozart Festival Association (dba Festival Mozaic)WinterMezzo Chamber Series November 2014 & March 2015 $ 10,000.00 $ - Termed Out: received funding for 8 years 05/06-12/13, no funding for 14/15
Opera of San Luis Obispo Aida: A City-Wide Arts Collaboration Oct. 11-12, 2014 $ 12,000.00 $ 6,440.00 Funding to be used toward prioritized media plan including countywide advertising as outlined on the application.
Saint Andrew Greek Orthodox Church Evening in Greece September 6, 2014 $ 3,738.00 $ 2,904.00
Funding to be used toward Evenining in Greece event only and contingent event location move to SLO. Funding for advertising expenses only, not facility fees. No funding for greek festival- long term event no new compenentsSan Luis Obispo County Arts Council (dba ARTS Obispo)Children's Day in the Plaza with Passport to the Arts April 11, 2015 $ 7,500.00 $ 4,350.00 Funding to be used toward advertising & media plan only, as outlined on the application. San Luis Obispo Downtown Association Checkpoint Challenge March 21, 2015 $ 7,500.00 $ 4,000.00 Funding to be used toward advertising & media plan only. No funding for eventbrite, street team, or booth fee. SLO Early Music Consortium's New World Baroque Orchestra 10th Annual Community Concert November 30, 2014 $ 3,000.00 $ - The event does not take place in SLO. San Luis Obispo International Film Festival 2015 Festival March 11-15, 2015 $ 10,000.00 $ 6,500.00 Funding to be used toward purchase of media and brochures rackcards, and posters as outlined on the appliaction. Planning services not covered by GIA San Luis Obispo Little Theatre 2014-15 Season ongoing $ 7,500.00 $ 4,400.00 Funding to be used toward prioritized media plan as outlined on the application.
Attachment 4
C3 - 19
San Luis Obispo Museum of Art Taking Art Into the Community - Awakening Minds ongoing $ 5,000.00 $ 2,425.00 Funding for socail media plan and promotional packets. No funding to be dedicated to the video production.
San Luis Obispo Soccer Club 26th Annual SLO Summer Classic Aug 2 & 3, 2014 $ 6,200.00 $ 3,200.00
Funding to be used toward marketing with the soccer assications and marketing posters/ rack cards as outlined on the the application. Software and website management not coverered by GIASan Luis Obispo Symphony Meet the Red Violin 1st week of Oct. 2014 $ 10,000.00 $ 3,000.00 Funding to be used toward radio promotions as outlined on the application. San Luis Obispo Vocal Arts Ensemble "Kick off to Tour" and Tour of Italy and Spain Concerts June 6 & 7, 2015, June 18-25, 2015 $ 4,400.00 $ 3,800.00 Funding to be used toward prioritized media plan as outlined on the application. Senior Volunteer Services/RSVP 6th Annual Giveaway Fundraising Raffle June 2 - August 29, 2014 $ 1,550.00 $ - Does not fit intent of GIATOR Productions ALTA week of November 10, 2014 $ 6,000.00 $ 3,500.00 Funding to be used toward prioritized media plan as outlined on the application. United Way of San Luis Obispo County Flavor of SLO May 3, 2015 $ 5,021.00 $ 3,781.00 Funding to be used toward prioritized media plan as outlined on the application.
$ 165,923 $ 90,000 $ -
Attachment 4
C3 - 20