HomeMy WebLinkAboutGIA - Childrens Day in the Plaza 2022EVENTS PROMOTION AGREEMENT
THIS AGREEMENT, dated _________, 2022, is between the CITY OF SAN LUIS OBISPO, a chartered
municipal corporation (referred to herein as CITY), and CAPSLO – CHILD CARE PLANNING COUNCIL.
WITNESSETH
WHEREAS, CAPSLO – CHILD CARE PLANNING COUNCIL has requested CITY to contribute to a program to
provide the service described in "Attachment 1" attached hereto; and
WHEREAS, said services will be available to residents of the City, thereby serving both a public and municipal
purpose; and
WHEREAS, the CITY’s Promotional Coordinating Committee (PCC) reviewed the request and recommended the
CITY contribute to the program.
NOW, THEREFORE, CITY AND CAPSLO – CHILD CARE PLANNING COUNCIL for and in consideration of
the mutual benefits, promises, and agreements set forth herein, do agree as follows:
1. CAPSLO – CHILD CARE PLANNING COUNCIL, Contractor, shall perform the services as described in
its application, attached hereto as Attachment 1 and hereby incorporated by reference.
2. CAPSLO – CHILD CARE PLANNING COUNCIL will provide CITY with a final report, summarizing
administrative, financial, and statistical information. Said report shall be in the form of "Attachment 3",
attached hereto. CAPSLO – CHILD CARE PLANNING COUNCIL further agrees, upon CITY’s request,
to permit and cooperate with financial auditing related to the services described in “Attachment 1” and
CITY provided grant funding.
3. CAPSLO – CHILD CARE PLANNING COUNCIL agrees to acknowledge CITY support in promotional
materials by using the standardized City emblem that is available upon request from CITY.
4. CAPSLO – CHILD CARE PLANNING COUNCIL agrees to utilize the services of the City’s contractor,
SLO Chamber of Commerce, for events promotion to its fullest to further increase outreach and promotion
of the supported event.
5. CAPSLO – CHILD CARE PLANNING COUNCIL agrees to allocate a minimum of 25% of the utilized
City funds to be spent on advertising expenses.
6. CAPSLO – CHILD CARE PLANNING COUNCIL, and all of its agents, representatives, or participants in
any manner in the performance of its obligations and duties hereunder shall be employees, independent
contractors, or volunteers for CAPSLO – CHILD CARE PLANNING COUNCIL. They shall not for any
purpose be considered employees or agents of the CITY.
7. CAPSLO – CHILD CARE PLANNING COUNCIL and all of its agents, representatives or participants,
agree that they will not engage in discrimination in its operations because of race, religion, sex, national
origin, sexual orientation, age, physical, mental or economic status. The CAPSLO – CHILD CARE
PLANNING COUNCIL must extend its program to the general public, and may not exclude any participant
by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status.
8. CAPSLO – CHILD CARE PLANNING COUNCIL agrees to defend, indemnify, protect and hold CITY
and its agents, officers and employees harmless from and against any claims asserted or liability established
for damages or injuries to any person or property which arise from or are connected with or are caused or
claimed to be caused by the acts or omissions of CAPSLO – CHILD CARE PLANNING COUNCIL and
its agents, officers or employees, negligent or otherwise, during the term of the Agreement and from all
expenses of investigating and defending against same.
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9. CITY agrees to pay CAPSLO – CHILD CARE PLANNING COUNCIL a one-time only grant, in the sum
of $4000 to be used as described in "Attachment 1". The grant will be paid in full within 60 days of
receiving the signed grant agreement and invoice.
10. CAPSLO – CHILD CARE PLANNING COUNCIL warrants that the grant funds shall only be disbursed if
the event meets all regulatory requirements, including but not limited to compliance with state and local
public health orders and guidance related to COVID-19, and acquires permissions from proper agencies
and departments. This Agreement shall not constitute a waiver from other planning and permit obligations.
11. CAPSLO – CHILD CARE PLANNING COUNCIL warrants that the grant funds shall be used exclusively
for the purpose stated in “Attachment 1” to this Agreement. Any funds not used pursuant to “Attachment
1” shall be returned to the City within thirty (30) days after written notification from CITY.
12. The City Manager may terminate this agreement at their sole discretion, after providing written notice to
CAPSLO – CHILD CARE PLANNING COUNCIL. Said termination shall be effective thirty (30) days
after CITY mails notice of termination of agreement to CAPSLO – CHILD CARE PLANNING
COUNCIL. Any funds not used pursuant to Paragraph No. 9 above and for the purpose stated in
Attachment 1 shall revert to City upon said termination.
13. Any funds remaining unused by CAPSLO – CHILD CARE PLANNING COUNCIL upon the expiration of
this Agreement pursuant to Paragraph No. 1 and Paragraph No. 5 above, or upon the termination of this
Agreement pursuant to Paragraph No. 12 above, shall be returned to CITY no later than five (5) business
days from the expiration or termination date of this Agreement.
14. For purposes of notice under this Agreement, all notices shall be considered effective upon being sent by
certified mail to the following addresses:
CITY:
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401-3249
Attention: Community Promotions Program
ORGANIZATION:
CAPSLO – CHILD CARE PLANNING COUNCIL
Community Action Partnership of San Luis Obispo County
Attn: Raechelle Bowlay
1030 Southwood Drive
San Luis Obispo, CA 93401
IN WITNESS WHEREOF, the parties hereto have executed this agreement by proper officers duly authorized:
CITY OF SAN LUIS OBISPO, A MUNICIPAL CORPORATION CAPSLO – CHILD CARE PLANNING
COUNCIL
By: _______________________________ By: ______________________________
Derek Johnson, City Manager
APPROVED AS TO FORM
By: _______________________________
J. Christine Dietrick, City Attorney
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2021-22 Modified Cultural GIA Application
Form
The City of San Luis Obispo's Promotional Coordinating Committee (PCC), under direction of the City Counc il, rec ognizes that
cultural, soc ial and recreational organizations make significant contributions to the overall quality of life in the City of San Luis
Obispo. Ac cordingly, the City sponsors a Grants-In-Aid program to promote suc h ac tivities w ithin the community. The City
awards annual promotional grants totaling approximately $100,000 to various organizations eac h year. Due to COVID-19, the
restric tions on group gatherings and long-term impac ts to local organizations the PCC has temporarily modified the annual
program to reflect the current environment for local community events.
During fiscal year 2021-22, applic ations for the modified GIA program w ill be ac cepted throughout the year and c onsidered by
the PCC monthly. Applications will be review ed, and grants are awarded in ac cordanc e w ith the criteria desc ribed herein and at
the disc retion of the PCC.
The funding amount per grant aw ard w ill be fixed per applic ation and the program w ill be discontinued onc e the funding has
been exhausted. Based on the program budget of $100,000, with individual grants available at the funding level of $4000,
applications will be c losed onc e funding has been exhausted.
Questions can be addressed to Tourism Manager, Molly Cano at mc ano@sloc ity.org
1. Use of Funds: GIA funds are to be used for the production, marketing and adverting expenses related to execution of an event or activity of cultural,
social, and/or recreational benefit to the residents and visitors of the City of San Luis Obispo.
2. Ongoing or Rolling Application Period: Applications for funding through the modified GIA program will be accepted at any point throughout the
year until funds are exhausted.
Example: Applications submitted between September 1 – October 1 are part of the September application month and will be reviewed as an agenda
item during the regular meeting of the PCC held on the second Wednesday of the month (ex. October 13).
3. Application Submittal Deadline & Requirements: The cutoff date for application submittals is the 1 day of each month. Applications received prior
to or by 12:00 pm (noon) on the first day of each month will be considered by the PCC during the next regular committee meeting.
4. Use of Grant Funding: Grant funding must exclusively be used on the event to fund production expenses, marketing expenses and advertising
expenses directly related to the event or activity. No less than 25% (or $1000) must be spent on advertising expenses.
a. Acceptable Production Expenses Include: service fees for virtual platforms, safety modifications, event permits, fees for performers,
speakers or presenters, event marketing production related expenses like graphic design or printing, event contractor fees, and décor and
venue rental.
b. Acceptable advertising expenses are limited to the actual cost of the paid media placement or ad.
c. Grants are not given for the following expenses: office overhead, staff, equipment, scholarships / honoraria, or general organization
operating expenses.
5. Awarding of a Grant: Only one grant per organization may be awarded in a fiscal year period between July 2021 - June 2022.
6. Applicant Timeframe: Applications for events which have already occurred, or events scheduled for the application month are ineligible for grant
funding.
Section 1. Modified Cultural GIA Program Specification
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7. Applicant Eligibility. 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. 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. Applicant must demonstrate that it
has the managerial and fiscal competence to complete the proposed project. The organization must be in good standing with the City. Final
reporting and organization history will be considered in funding recommendations and during each application review. Organizations that received a
prior promotional grant during a previous funding cycle must have complied with all reporting requirements to be considered for a 2021-22 grant.
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, gender identity, gender expression, age, physical, mental or economic status. The applicant organization must comply with the final
report evaluation process as requested by the Promotional Coordinating Committee.
8. Event Eligibility: Events must take place in the city of San Luis Obispo. Virtual events must show special benefit to the City of San Luis Obispo
and its residents. To be considered for grant funding the event or activity must meet the current State and County health and safety guidelines.
Events that are political in nature, or represent a sole party, candidate or affiliation are not eligible. Events must be in alignment with the City’s
core values. Grant requests must be for programs and events that occur during the funding cycle of September 1, 2021– June 30, 2022.
9. Application Evaluation: Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the applicant and the
grant proposal using the following criteria:
Organization must be a non-profit.
Grant requests must be of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo.
In-person events must take place in the city of San Luis Obispo. Virtual events must show special benefit to the City of San Luis Obispo and its
residents.
Events must be line with public health and safety guidelines.
Grant requests must be for programs and events that occur during the funding cycle of September 1, 2021 – June 30, 2022. Funding cannot be
retroactive; the event cannot have already occurred.
Additional consideration will be given to events that address sustainability, diversity and inclusivity practices. For
additional information, visit our event sustainability resources.
Events must be in alignment with the City’s core values.
Application must adhere to the budget requirements outlined in the use of grant funding including 25% of grant to be spent on advertising
expenditures.
Demonstrated financial need is considered, although events with potential promotional benefit to the City of San Luis Obispo will be given higher
consideration.
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 to receive grant funding for a consecutive year.
10. Application Disposition: Applications may be 1) Accepted or 2) Rejected by the PCC.
11. Disbursement of Funds: If the application is accepted by the PCC, the approved grant will be disbursed via check within 60 days of receiving the
signed grant agreement.
12. Final Reporting Requirements. If approved for funding, a final report including an administrator’s report, statistical survey, financial report,
recognition, and proof of funding must be turned in within 90 days of funded event.
13. Minimum Requirements: If approved for funding, event organizer will be held responsible to fulfill the signed contract, final event reporting,
repayment of unused or incorrectly used grant funds, and obtaining all necessary permits for event use.
14. Committee Discretion: This application does not commit the PCC to award any grant or to pay any costs incurred in the preparation of this
application or to procure or contract for services or supplies. The City through the PCC reserves the right to accept or reject any or all
applications received, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. GIA funding are made
available at the City of San Luis Obispo PCC’s discretion.
*
The application must be submitted in the following manner:
· Completed digital application submitted electronically through the digital GIA Application (Section 3 below).
· Signed Statement of Limitation and Payment Disbursement (Section 4 below).
· Upload the tax exempt certification (Section 5 below).
It is important that your application provide all the requested information. Clear, concise and original applications are best.
Applications are due on or before 12:00 noon first day of each month for consideration that month.
I have read and agree to program specifications listed above.
Section 2. How to Apply
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PCC meetings are held on the second Wednesday of each month at 5:30 p.m. unless otherwise posted. Requests for meeting attendance or questions can
be sent to the City’s Tourism Manager Molly Cano at mcano@slocity.org
Date(s) of Event:*Name of Event:*
Name of Organization:*Address of Organization:*
Website URL:*Name of Org. Contact Person:*
Telephone Number:*E-mail Address:*
1. Provide a brief description of your organization and its cause including how this project or activity supports the overall goals of the organization.
(Word Limit: 250 max)*
2.1. Provide a brief description of the event or activity the grant is being used to support. (Word Limit: 250 max)*
2.2 Will your event be held in-person, virtual or hybrid? If the event is to be held in-person, please provide the location/venue name
3. What is the expected event attendance?*
4. Who is your target audience and how will you promote the event to reach your desired audience? (Word Limit: 100 max and bulleted list is
acceptable)*
5. Do you plan to sell tickets or is it a free event? (Respond: “Free”, or with the ticket price range)*
6. Is your organization a local non-profit in the City of San Luis Obispo?*
7. Describe any environmental sustainability practices related to the event. (Word Limit: 100 max and bulleted list is acceptable.)*
Section 3. GIA Application Form
April 2, 2022 Children's Day in the
Plaza
CAPSLO - Child Care
Planning Council
805A Fiero Lane San
Luis Obispo, CA 93401
http://www.sanluischildca
re.org/
Raechelle Bowlay
(805) 458-2416 rbowlay@capslo.org
The San Luis Obispo County Child Care Planning Council, in partnership with families and the community,
plans for and promotes the highest quality and accessible services for the care of all children and youth.
One of our organizational goals is to ensure that children and families are aware of community resources
in order to help them thrive. The Child Care Planning Council has, for over 40 years, been dedicated to
hosting Children's Day in the Plaza, a means to connect families with the many resources SLO County has
to offer. The Council, under the fiscal agency of Community Action Partnership of SLO County (CAPSLO)
dedicates, staff time and resources to manage this event for our community.
On Saturday, April 2, 2022 the San Luis Obispo County Child Care Planning Council will host the Annual
Children’s Day in the Plaza. This event celebrates April as Month of the Child and Child Abuse Prevention
Month. Children’s Day in the Plaza will bring children and families to San Luis Obispo’s Mission Plaza for a
day of hands-on visual, literary, science and performing arts activities. Participating booths provided by
community organizations and companies will provide learning opportunities and spectacular performances
for children and their families. Their support will allow children and families the opportunity to discover
creativity, individuality, diversity and the arts while exploring community resources.
The event will be held in-person at Mission Plaza in San Luis Obispo.
The expected event attendance is 2,500.
Our target audience includes children and families within San Luis Obispo County. We intend to promote
the event via targeted social media promotions (i.e. Facebook and Instagram), radio promotions,
distribution of flyers through County school districts, commercials on COE-TV. This additional funding
would also allow consideration of ad space through KSBY.
Free
Yes No
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9. Grant Funding Allocation: Please provide the projected grant allocation in the chart below. Outline the event component line item description for each
projected expense and the corresponding projected grant allocation. Grant allocation total should not exceed $4000. Note a minimum of 25% or $1000
of the grant funding must be allocated toward the marketing expenses.
Line Item Expense Allocated Grant Amount
Total Allocated Grant Amount from above:*
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 P romotional 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 curre nt grant pe riod July 1, 2021 through June 30, 2022.
· 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 P CC
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.
I 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.
Print Name *Title *
We will provide reusable bags to participants to gather materials from vendors. We will also encourage
vendors to promote sustainable practices such as using recycled materials for crafts. Traditionally we have
had participation of vendors such as the Clean Air Ambassadors from the SLO County Air Pollution Control
District, Rancho El Chorro Outdoor School, Earth Day Alliance, and Outside Now, who all provide activities
and educational resources about sustainability and environmental responsibility.
8. Describe how the organization will encourage inclusive participation from diverse populations. (Word Limit: 100 max and bulleted list is acceptable.)
*
For language inclusivity, we will ensure all printed promotional materials are in English and Spanish. To be
inclusive of varying socio-economic backgrounds of families, all activities provided by vendors are free of
charge. We will have representation of children's services programs that are fee based as well as free
community participation.
Marketing and Promotional Materials Flyers, Posters,
Social Media, TV, etc.
$2,000
Program Supplies to support health and safety (i.e.
additional handwashing stations, hand sanitizer
stations, availability of masks)
$1,000
Program Materials to distribute to children and families $1,000
$4,000
Section 4. Statement of Limitations and Payment Disbursement
Raechelle Bowlay Quality Early Learning
Manager
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Applicant Organization *Signature *Date *
Tax Exempt Certification File Upload *
Application due on the 1 of e ach month by 12:00 pm (noon) for cons ide ration that month.
CAPSLO - Child
Care Planning
Council
1/31/2022
Section 5. Upload and Review
(Proof of Non-Profit Status)
Secretary of State_copy.pdf 1.52MB
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ATTACHMENT 2
PROMOTIONAL SUPPORT SERVICES
As a grant recipient, your organization will benefit from the exclusive promotional support services
outlined below to maximize the execution of your grant award. These services are made available gratis
to grant recipients based on contractual obligations of the City through the PCC.
Event Promotion Support
The City requires your organization to utilize the contracted promotional services of the San Luis Obispo
Chamber of Commerce to further promote the event and increase attendance through a professional
resource. Use of the services will be reported to the PCC and reviewed for future funding considerations.
It will be the responsibility of the organization to provide the Chamber with the information needed to
carry out these services for your event.
There are several ways that the complimentary marketing support helps promote your event(s),
including:
Informing media and regional partners of your event on your behalf:
• Add your event to local and regional community calendars, including: the City’s Visit SLO event
calendar, SLO Chamber Community Calendar and SLO CAL Community Events Calendar
• Include your event in event round-up press releases that are sent to the following local and
regional media outlets: American General Media, Atascadero News, KCBX, KSBY, KVEC,
Mustang News, New Times, Pacific Coast Business Times, Santa Maria Times, SLO Life
Magazine, and SLO Tribune
Being a helpful resource:
• Work one-on-one via phone or virtual meeting to create a promotional strategy for your event —
including virtual event training — and maximize the complimentary promotional services made
available by the PCC
• Distribute promotional materials to every hotel in the city of San Luis Obispo on your behalf (up
to 500 copies of promotional material must be provided prior to the event)
Sharing your event on digital platforms:
• Post event press releases on slochamber.org and distribute them through the SLO Chamber
Facebook and Twitter social media channels
Displaying and distributing promotional material in the SLO Chamber Visitor Center:
• Event flyers and information will be displayed in the prominent downtown windows
• Printed promotional materials (rack cards, postcards, pamphlets, etc.) will be on display through
the Visitor Center
This suite of promotional services is made available free of charge by the PCC with the expectation that
the appropriate services are utilized by grant recipients. The complimentary marketing services are
flexible to fit specific needs, and the SLO Chamber will work with recipients to create individual plans
for success.
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Contacts:
Jacqui Clark-Charlesworth Director of Communications
(805) 786-2770
jacqui@slochamber.org
SLO Chamber of Commerce 895 Monterey Street San Luis Obispo, CA 93401
Promotional Coordinating Committee Liaison
The PCC has designated a committee member as a liaison to your event and will be available assist in
questions and outreach. For information on your PCC Liaison, please contact Molly Cano the City’s
Tourism Manager at mcano@slocity.org.
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ATTACHMENT 3
PROMOTIONAL COORDINATING COMMITTEE
GRANTS-IN-AID
REPORTING GUIDELINES
Organizations receiving funds through the Promotional Coordinating Committee Grants-In-Aid
program are required to submit a final grant report to the City of San Luis Obispo.
If approved for funding, a final report including an administrator’s report, statistical survey,
financial report, recognition, and proof of funding must be turned in within 90 days of funded
event. Final report must be received and approved prior to submitting any additional applications.
The reports must consist of the following:
1. Administrator’s Report: A brief synopsis of the activities of the reporting period. This
should include a statement describing activities, service or programs provided, and any
changes that have occurred during the reporting period. These activities should demonstrate
alignment with the City’s core values and goals of recovery, stability, and resiliency.
2. Health and Safety Report: Describe how the activates were in compliance with relevant
State and County Public Health guidelines, how any passive events ensured the safety of
participants through adherence to size limitations, sanitization and distancing.
3. Statistical Survey: Should include the number of participants in the organization’s ongoing
activities and/or events. Survey should also include, to the best of your ability, the
demographic make-up of participants, i.e., residents, non-residents, and age groups (youth,
teens, adults or senior citizens), and the source of the data.
4. Financial Report: A financial statement that details how the City’s grant monies has been
expended. For advertising expenditures please include a media plan.
5. City Recognition: Provide proof of your organization acknowledgment of the City’s support
in your promotional materials by means of the City emblem.
Please submit your report to City’s online form at www.slocity.org/culturalGIA
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