HomeMy WebLinkAbout06-19-2012 c5 12-13 promotional coordination committee grants in aid funding recommendationscounci lj acenaa uepout MeetingDate 6 / 1 .9 / 1 2
Item Number
C 5
CITY O F S A N L U I S O B I S P O
FROM :
Michael Codron, Assistant City Manage r
Prepared by :
Brigitte Elke, Principal Administrative Analys t
SUBJECT :
2012-13 COMMUNITY PROMOTION GRANTS IN AID FUNDIN G
RECOMMENDATIO N
As recommended by the Promotional Coordinating Committee (PCC):
1.Approve $86,385 from the 2012-13 Community Promotions budget for Grants-in-Aid funding t o
21 non-profit organizations ; and
2.Authorize the City Manager to execute the grant agreements with the applicants .
DISCUSSIO N
Backgroun d
The PCC has advised on cultural and recreational grants-in-aid (GIA) funding since the advisor y
body's 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 alik e
and provide the opportunity for City promotion . In February of each year, the PCC begins its annua l
GIA process and notices are placed in the Tribune and on the City website to advertise th e
availability of the grant funding .
Programmatic Change s
The program used to be part of the Cultural Activities program and budget was allocated throug h
the regular budget process . Budget availability was determined based on the City's fisca l
situation and past amounts dedicated to the program . In the 2009-11 Financial Plan,the program
was allocated $90,000 for each fiscal year . With the development of the 2011-13 Financial Plan
and further City budget reductions, the program was integrated into Community Promotions an d
the PCC was given authority to determine the amount allocated, if any, to GIA from the overal l
program budget . In 2011-12, the PCC allocated $100,000 to the program of which $98,155 wer e
distributed . For 2012-13, the PCC earmarked the same amount for this effort and i s
recommending funding of $86,385 based on the application review process .
Additionally, the PCC has streamlined the program criteria over the past four years to allow for
enhanced support of new and innovative proposals . A sustainability component was included i n
the grant criteria that will end event funding support after seven years if no new elements t o
reach new audiences are added over that period of time . (Attachment 1 – Grant Criteria).
2012-13 Grant Process and PCC Deliberatio n
At deadline for grant application submittal on March 15, 2012, the City had received 2 4
applications of which one was incomplete . The funding requests amounted to $144,182 and five
Council Agenda Report – 2012-13 Grants-in-Aid Cycle PCC
Page 2
organizations applied for grant funding for the first time . This compares to 30 applications and a
funding request of $168,611 in 2011-12 of which only one was a new request .
The PCC's GIA subcommittee met twice to review the applications, compare the requests to th e
grant criteria, and allocate funding accordingly . During the May 9, 2012 regular monthl y
meeting, the PCC reviewed the subcommittee's preliminary funding recommendation o f
$76,560 . The committee discussed each application and the subcommittee's reasoning for th e
allocated amount and approved the recommendation as submitted (Attachment 2 – PC C
Minutes).
On May 30, 2012, the PCC held a public hearing with all applicants to allow for presentation an d
discussion before the recommendation be forwarded to the City Council for consideration an d
approval. Fifteen organizations were present at the meeting . One organization, Central Coas t
Bioneers, had submitted a letter clarifying the fiscal standing of the event prior to the meeting
and approached the committee to further clarify the need for funding . In its third year, the even t
has yet to reach profitability despite the financial report submitted in the application . Th e
committee considered the additional information and after discussion, approved the requeste d
funding for the third annual conference . (Attachment 3 – PCC Minutes).
Next Step s
Once the City Council approves the GIA allocations, individual agreements will be execute d
with each grant recipient . The agreement entails the funding amount and the funding criteri a
stipulated by the committee . If the organization received funding in the 2011-12 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 $386,500 for fiscal year 2012-13 .
The PCC earmarked $100,000 for the use of GIA funding and recommends allocating $86,38 5
based on the application process and funding evaluation . (Attachment 4 – Funding
Recommendation).
ALTERNATIVE S
1.Council could choose to reduce the funding . This is not recommended since man y
organizations that contribute to the enhancement of the cultural, recreational, and social lif e
of residents and visitors benefit from the assistance .
2.Council could choose to stop funding for this program . This is not recommended since th e
program generates revenue to the City .
3.Council could consider changing the individual allocations to applicants . This is not
recommended as the PCC carefully evaluated each individual request and upholds the se t
criteria throughout the process .
C5-2
Council Agenda Report — 2012-13 Grants-in-Aid Cycle PCC
Page 3
ATTACHMENT S
1.Grant Criteri a
2.PCC Draft Minutes — May 9, 201 2
3.PCC Draft Minutes — May 30, 201 2
4.Funding Recommendations
ATTACHMENT 1
PROMOTIONAL COORDINATING COMMITTE E
GRANT CRITERIA BY PRIORIT Y
Priority No:
The event takes place in the City of San Luis Obispo or is of specia l
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 or ;
Of cultural, social, and/or recreational benefit to the residents of th e
City of San Luis Obispo .
Events must take place during the City's fiscal year July 1 through Jun e
30 . Priority will be given to events that take place in "non-peak" touris m
months (October through March) and bring people to San Luis Obispo .
Additional consideration for organizations celebrating an anniversar y
or grand opening may be awarded additional funds if organizers ca n
demonstrate how a program or event will be enhanced by a n
anniversary celebration . A description of the event enhancement i s
required . Anniversaries most commonly recognized are those in 5
year increments (year 5, 10, 15, 20, etc .)
5 . Additional consideration for organizations requesting "seed money" fo r
new events or to enter new promotional markets outside of San Lui s
Obispo .
Amount of other City support requested and co-op opportunities tha t
are actively pursued will be considered .
Demonstrated financial need is considered, although potentia l
promotional benefit will be given higher consideration .
8 . Past performance of the organization is considered . Please note that
integration of City's logo and the City's support of the event are
imperative in order to receive grant funding for a consecutive year .
If funds allow, consideration is given to assistance with :
> Honorariu m
Stipend s
Grants are not given to the following expenses :
a.Office overhead or staff.
b.Equipment .
c.Rental of space .
d Scholarship s
The following tiered structure will be applied to establish the grant amount :
First Tier :Up to $3,00 0
Organization of local reach with a cultural, social, and recreational benefit t o
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 $7,50 0
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 traffi c
from around the county to the City for the event . The organization agrees t o
incorporate the City's logo on marketing material and its website . In addition ,
the organization will include City of San Luis Obispo visitors and touris m
information in its mailings and marketing outreach .
Third Tier:$7,501 to $12,00 0
The organization effectively brings patrons from outside the county to Sa n
Luis Obispo and has the means to drive tourism to the City. In addition to th e
integration of the City's logo on marketing material and website, th e
organization will include City of San Luis Obispo visitors and touris m
information in its mailings and marketing outreach and allow physica l
presence of City Tourism at the event . The organization is encouraged t o
submit a proposal to that effect .
Please note : as the City's Grants-in-Aid program is considered by th e
Promotional Coordinating Committee each year funding is provided,al l
applicants will have to compete for funding anew every year .
Sustainable Funding Progra m
If an organization receives continuous funding from PCC Grants -In-Aid (GIA), it will be placed on the Sustainable Funding Progra mtract. The Sustainable Funding Program will allow an organizatio nto receive up to 7 years of GIA funding . The intention of th eSustainable Funding Program is to provide initial support to loca lorganizationsastheir event becomes more established in the Cit yofSan Luis Obispo and the organizers have the opportunity t ocultivate new community partners and secure ongoing divers efundingoptionsinorder to become self-sustaining .
Recipients on the Sustainable Funding Program can anticipate areductioninGIA funds . After four years of funding GIA awardamountsmaybe reduced by one third each year for a maximum o fthree years or as budgets allow .
As organizations/events advance from the Sustainable Fundin gProgram the PCC will have greater opportunity to fund differen torganizations and foster new program events for the City of Sa nLuisObispo.
Attachment 2
Promotional Coordinating Committe e
Meeting Minute s
Wednesday, May 9, 201 2
5 :30 p m
City Hall - Council Hearing Roo m
CALL TO ORDER:Chair Marco Rizzo
DRAF T
PRESENT :Fidler, Palazzo, Cox, Pearce, Yukelson, LeMieu x
STAFF PRESENT :Brigitte Elke, Principal Administrative Analys t
PUBLIC COMMEN T
Patty Thayer with the San Luis Obispo Symphony thanked the committee for its continue d
support and handed the commissioners a copy of the 50 th anniversary CD .
CONSENT AGEND A
ACTION :
Moved by Cox/Palazzo to approve the consent agenda as presented .
Motion carried 7 :0
BUSINESS ITEMS
1 . GRANTS-IN-AID - PRELIMINARY RECOMMENDATIO N
The subcommittee members reported on the process and presented the preliminar y
recommendations . Commissioner Fidler mentioned that the work done by the previou s
subcommittee in establishing the new guidelines and criteria made a difference an d
facilitate the process greatly . Following the guidelines, the total amount recommended wa s
kept below the initially earmarked amount of $100,000 .
ACTION :
Moved by LeMieux/Yukelsonto recommend 2012-13 GIA allocations a s
presented by the subcommittee .
Motion carried 7 :0
The public hearing to present the recommendations to applicant organizations is schedule d
for May 23, 2012 at 5 :00 pm in the Council Hearing Room .
Promotional Coordinating Committee Minute s
April 11, 201 2
Page 2
2 . EVENTS PROMOTIO N
Subcommittee member M . Fidler reported on the two presentations received during th e
April 30, 2012 joint subcommittee meeting . No recommendations are before the committe e
as the Film Festival was asked to return with additional information and the SLO Jaz z
Festival was not considered to be ready for September 2012 . The subcommitte e
recommended that the SLO Jazz Festival concentrate on the Court Street series and star t
building into a full scale, multiple-day festival .
3 .2012-13 MARKETING &BUDGET DISCUSSIO N
Marketing joint committee member LeMieux reported on the first meeting between th e
PCC and TBID marketing subcommittee members to discuss possible collaboration to avoi d
duplication and maximize current funding . This collaboration is seen as a natural next ste p
to share program priorities, plan a long term approach, and maximize limited dollars . It wil l
also facilitate in making the message more consistent and provide clear direction t o
contractors as to brand continuity . The joint subcommittee will meet again prior to the nex t
regular monthly meeting to continue the discussion .
-
COMMITTEE COMMUNICATIO N
TBID Liaison C . Pearce reported that the TBID Board had decided on the design for th e
Savor bags, commissioned the sale of the "Happy" t-shirts through the Visitors Center, an d
is continuing its 2012-13 program discussion .
Commissioner LeMieux mentioned the History Center's upcoming membership drive an d
invited the commissioners to join .
Ashlee Akers with Verdin reminded the committee that the events brochure will be sen t
out electronically and that changes and comments need to be received by May 25, 2012 .
Meeting adjourned at 6 :51 pm
Promotional Coordinating Committe e
Meeting Minute s
Wednesday, May 30, 201 2
5 :30 p m
City Hall - Council Hearing Roo m
CALL TO ORDER :Chair Marco Rizzo
DRAF T
PRESENT:Fidler, Palazzo, Cox, Pearce, Yukelson, LeMieux
STAFF PRESENT :Claire Clark, Economic Development Manage r
PUBLIC HEARIN G
1 . GRANTS-IN-AID 2012-1 3
The public hearing was scheduled to allow the Grants-in-Aids applicants to address th e
committee regarding the preliminary recommendation as approved during the May 9, 201 2
regular committee meeting.
Many recipients provided words of thanks for the grant awards including SLO Symphony ,
Downtown Association, Ballet Theatre, History Center, GALA, Cuesta Community Programs ,
and Canzona Women's Ensemble . Ecologistics, Inc . offered thanks for being allowed to submi t
additional information regarding the submitted budget for reconsideration by the committee .
The committee acknowledged receipt of the letter regarding the Bioneers Conferenc e
budget and discussed how to move forward . It decided to pull the Bioneers Conference fo r
consideration following the rest of the grant awards . A short discussion between th e
committee members acknowledged the discussion of awards at the last PCC meeting .
ACTION :
Moved by Fidler/LeMieux to recommend to the City Council 2012-13 GI A
allocations as approved during the May 9, 2012 regular meeting an d
presented to the applying organizations except Ecologistics, Inc .
Motion carried 7 :0
The Vocal Arts Ensemble popped in to express thanks after the vote was taken to award th e
grants .
The Committee reviewed the letter from the Ecologistics, Inc . and invited the organizers t o
explain details of the loans received from its board members, sought assurance that th e
grant would not be used to pay back those loans, and generally heard about the ways th e
conference has been building over its two-year existence . The committee also sough t
information about the metrics for the past two years and considered the video marketin g
piece most extensively .
Promotional Coordinating Committee Minute s
April 11, 201 2
Page 2
Commissioner Yukelson moved to fund a portion of the plan exclusive of the video .
Commissioner Fidler seconded . Discussion ensued over the value of the video as a
marketing piece and the difference between a marketing tool and a revenue producer .
ACTION :
Moved by Yukelson/Palazzo to recommend $9,825 in funding for the 201 2
Bioneers Conference with the stipulation that the video be used strictly fo r
marketing and not for sales revenue .
Motion carried 7 :0
The Committee requested metrics about tickets sold and where participants come from a s
part of the final report to the Committee following the event . The applicants wer e
encouraged to avail themselves of the help of the committee liaison and the Chamber o f
Commerce.
The Committee continued the meeting by making assignments for grants-in-aid liaisons a s
follows :
Cox :
Botanical Garden, Vocal Arts Ensemble, Ballet Theatr e
Yukelson :
City to Sea/Cuesta College, Jewish Community Center Film Fest, Soccer Clu b
Summer Classi c
Fidler :
Children's Choir, Museum of Art Plein Air Fest, Symphony Mission Tou r
Rizzo :
Children's Creative I Madonnari, Festival Mosai c
Palazzo :
GALA, Blues Society, Downtown Assn Holiday
Pearce :
Canzona, Civic Ballet, Foundation PAC Bravo SL O
Lemieux:
Cuesta Writers Conference, Ecologistics' Bioneers Conference, History Cente r
Exhibit, County Band .
Meeting adjourned at 6:25 pm
C5-10
PCC Grants in Aid
2012-13 Table of Content s
or~tiai .atiun EvenL(s)FienI D.oti-s 2011-12 Grant.
2012-13 (,ran t
Request
PC C
Re(umn,endatinn Comments rnnding le~l uineme'nt,ATTACHMENT 4
1 Ballet Theatre 2012-13 Season ongoing $4,850 $4,950 $4,950.00
Recommended as presented . 3rd year full funding - startin g
sustanability track in 2013-14
2 Canzona Women's Ensemble Various Concerts
11/4/12 &
3/17/13 new $3,000 $3,000.00
Media Plan approved as presented ($1,975). Suggestion to
move towards more audio/video tools for advertising an d
use additional funding for such .
3 Central Coast Children's Choir Annual Concerts
Dec . 8-9, 2012 &
May 18-19, 2013 na $1,500 $1,500 .00
Full funding recommended . Suggestion to use visual media ,
social media / less prin t
4 Children's Creative Project
I Madonnar i
Italian Street
Painting Festival Sept . 8-9, 2012 $1,500 $7,500 $750 .00
Last year funding . Suggestion to re-evaluate marketing pla n
as such elaborate outreach not needed . Look towar d
collaboration with Downtown Association & hotel
promotion .
5 Civic Ballet Nutcracker Ballet Dec. 7-9, 2012 new $7,500 $5,000 .00
Recommend funding for media plan with exception of Sant a
Maria . Suggestion to increase visual media .
6 Cuesta College
City to the Se a
Half Marathon ,
5K & Kids Fun Oct . 14, 2012 $3,000 $3,000 $2,000 .00
Funding toward media plan. 2013-14 will mark the last yea r
of funding eligibility . Income budget must show income fro m
entry fees.
7 Cuesta College Community Programs
Central Coas t
Writers '
Conference Sept. 17-30, 2012 $2,500 $2,500 $2,000.00
Funding recommended toward media plan . 2013-14 wil l
mark the last year of funding eligibility .
8 Ecologistics, Inc .
Central Coas t
Bioneer s
Conference
October 18-21 ,
2012 $9,050 $9,825 $9,825 .00
with stipulation that video is used for educational purpose s
and not sold for profit.
9 Festival Mozaic
WinterMezzo
Series
Nov. 2-4, 2012 &
Mar. 1-3, 2013 $6,950 $10,000 $4,000.00
Funding toward in-county media recommended . Th e
committee found the write-up confusing as to Summe r
festival vs . WinterMezzo and does not see the draw for out -
of-county visitors in significant numbers . Suggests use
YouTube and other social media channels .
10
Foundation for the Performing Art s
Center Bravo SLO 2012 10/28/2012 $5,150 $5,600 $5,600.00
Funding recommended as presented / 3rd year full funding .
Starting sustainability track in 2013-14 .
11
Friends of San Luis Obispo Botanica l
Garden 2013 Art Eco 3/15-5/24 new $7,500 $7,500.00 1st year funding . Recommended as requested .
12
GALA-Gay & Lesbian Alliance of th e
Central Coast
Central Coas t
Pride Week July 5-8, 2012 $3,000 $4,500 $2,000.00
Funding recommended toward media plan. 2013-14 will
mark the last year of funding eligibility .
13 History Center of San Luis Obispo County
Exhibit Openin g
Event Spring 2013 new $5,800 $4,800 .00
Recommend full funding of media plan . Compensation o f
Demonstrations is not a permissible expense .
14
Jewish Community Center of San Lui s
Obispo
Jewish Fil m
Festival Jan . 19-20, 2013 $3,600 $3,602 $3,600 .00
Funding recommended as presented / 3rd year full funding .
Sustainability track beginning 2013-14 .
15 Monday Club, The
Architectura l
Tour April28,2013 $-630 $1,350 $-termed ou t
16 San Luis Obispo Blues Society Concerts ongoing na $1,425 $800.00
Last year funding recommended toward cost of newsletter .
Committee recommends that organization look towar d
electronic newsletters and social media efforts (Wogs).
PCC Grants in Aid
2012-13 Table of Contents
17
l
(lrn~~n¢atio n
San Luis Obispo County Band
IEvent (s )
Historical Concert
Series
IEvent Date s
ongoing
..011-12 (.rants
$2,350
2012-13 (;ran t
Reques t
$2,060
I'(t .
Ri ouncuda(iu n
$2,060 .00
Comments S Funding Requirements
Funding recommended as submitted / 2nd year full funding .
SATTACHMENT 4
19 San Luis Obispo Downtown Association
Special Events a t
Santa's House
11/23/12-
12/24/12 na $5,000 $5,000 .00 Funding recommended as submitted .
19
San Luis Obispo International Fil m
Festival (incomplete application)2013 Festival March 6-10, 2013 TBID funding $12,000 $-disqualified due to incomplete applicatio n
20 San Luis Obispo Little Theatre
'Website &
ticketing syste m
revamp ongoing na $4,500 $-Expenditure is not permissible under grant criteria.
21 San Luis Obispo Museum of Art Plein Air Festival 9/30/12-10/7/12 $5,150 $8,000 $2,000 .00
Funding recommended for media plan elements . Committee
suggests the use of visual media, social media and less print .
2013-14 will mark the last year of funding eligibility .
22 San Luis Obispo Poetry Festival
29th Annua l
Poetry Festival 11/1/2012 $545 $3,000 $-termed out
23 San Luis Obispo Soccer Club
Summer Classi c
Tournament
Aug 4-5 & 11-12 ,
2012 new $9,570 $4,000.00
Funding recommended for online & social media efforts .
Though a first year request, the committee could not make a
finding for full financial support due to reported net income.
24 San Luis Obispo Symphony
California Mission
Tour 2013 Jan . 12-13, 2013 $4,450 $10,000 $10,000 .00
Funding recommended as submitted . 1st year funding for
new Mission tour .
25 Vocal Arts Ensemble Concert Series ongoing na $10,500 $6,000 .00
Funding recommended for media plan only . Committe e
suggests the use of more audio and online media .
$144 182 $86,385.00