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HomeMy WebLinkAbout07/05/1995, 2 - 1995-96 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS MEETING DATE: �III�►��NIIVIII�����It����� city of San WIS OBISPO Jul 5 1995 COUNCIL AGENDA REPORT ITEM NUMBER: FROM: Ken Hampian, Assistant City Administrative Officer Prepared by: Sue Baasch, Administrative Analyst SUBJECT: 1995-96 Promotional Coordinating Committee Grants-In-Aid Recommendations CAO RECOMMENDATIONS: 1. Consider recommendations from the Promotional Coordinating Committee for grants to community organizations and determine the appropriate level of City support for 1995- 96. 2. Adopt a resolution authorizing staff to develop and execute agreements with each grant recipient as described .in Exhibit "A" attached to the Resolution and inclusive of any modifications made by the Council during the public hearing. DISCUSSION: Background In January of this year, the Promotional Coordinating Committee(PCC) began its annual grants process. Notices advertising the availability of grants for local non-profit organizations that promote cultural, economic and recreational services in the city were placed in the Telegram- Tribune. In addition, prior year grant recipients were mailed notices advising them of the time frame for the 1995-96 grants process. A workshop was subsequently held for prospective applicants to review the grant application, emphasize the Council's criteria and the PCC's expectations for the applications, and answer any questions of applicants. Completed applications were due to the City in March. The PCC received 30 applications requesting$185,025. This compares with 28 applications in 199495 requesting about$150,200. As in the past, the majority of the applications were geared toward cultural activities. Copies of the 1995-96 grant applications are available for Council and public review in the City Clerk's Office. Review Process Upon receiving the grant applications, the PCC convened a subcommittee to thoroughly review the applications and formulate preliminary grant recommendations. The Grants-In-Aid subcommittee was comprised of Dianne Long (who served as chair), Pati Brown and Deborah Holley. In conducting the review, the subcommittee evaluated the applications against their longstanding PCC Grants-In-Aid assessment criteria along with four criteria added last year to the application to help focus the grant. ''111111111111111121111l city of San L.Is OBISp0 - COUNCIL AGENDA REPORT 1995-96 GIA recommendations Page 2 The subcommittee's preliminary recommendations were then presented to the full Committee for action during the PCC's regular May meeting. During the meeting, the PCC reviewed the subcommittee's recommendations and set a public hearing to present the recommendations to the applicant agencies. Funding�Recommendations A public hearing was subsequently held on May 24, 1995 to formally present the Committee's 1995-96 Grants-In-Aid recommendations to the applicant agencies.. During the meeting, all applicants were given an opportunity to address the PCC regarding their recommendations. Representatives of the following groups were present and made comments: ARTernatives, Friends of SLO Botanical Gardens, Centerpointe Theatre Group, SLO County Symphony, SLO International Film Festival, La Fiesta, SLO Little Theatre, Mission Plaza Cultural Coalition, Mozart Festival, Pacific Repertory Opera, and the SLO Soccer Club. Those providing comments to the PCC primarily provided additional information about their programs and future plans, and expressed appreciation to the committee for their preliminary recommendations. The representative of La Fiesta, however, asked that the committee consider increasing the recommendation to the same level as the 1994-95 award (from$2,000 to$3,000). He indicated that the additional funds would be used entirely to support the neighborhood float program. In addition, Chairman Pyper noted that he had .met earlier in the day with a representative from Music and the Arts for the Youth who had requested an increase to the 1994-95 grant level (from $2,000 to $3,000). Final action on the Grants-In-Aid recommendations was held to the June 14, 1995 meeting. At this meeting the PCC unanimously adopted the preliminary recommendations including the requested adjustment from $2,000 to $3,000 for La Fiesta, and directed staff to forward the recommendations to the City Council for final action. Generally, the PCC's 1995-96 final grant recommendations: • Total $80,400 ($5,400 of which has been set aside in a reserve, a portion of which— $2,700—is the result of carrying over 1994 reserve funds once allocated to support the Future Farmers of America conference). • Provide funding to 29 organizations; grants range from $1,000 to $6,000. • Promote self-sufficiency for more mature organizations by gradually reducing City funding dependence. �►►��i�Nuulllllilll i pUBl city Of San IS OBI SPO COUNCIL AGENDA REPORT 1995-96 GIA recommendations Page 3 A more detailed discussion of the individual grant recommendations can be found in Attachment 2. A member of the PCC will be available to the Council at the public hearing to respond to any inquiries- Contracts c Upon Council adoption of grant amounts, staff will enter into contracts with each of the qualified organizations. Contracts-are then monitored by the PCC and staff throughout the year. FISCAL IMPACT: The 1995-97 Financial Plan contains $80,400 for the PCC Grants-In-Aid program, $2,700 of which was carry-over from the 1994-95 reserve, as noted earlier. ATTACHN ENTS: Resolution with Exhibit "A" "1" - Grants Assessment Criteria "2" - Summary of Grants-In-Aid Recommendations a: &95.car RESOLUTION NO. (1995 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING FUNDING TO TWENTY-NINE AGENCIES IN THE AMOUNT OF $759000 FOR FISCAL YEAR 1995-96 THROUGH THE.PROMOTIONAL COORDINATING COMMITTEE WHEREAS, in the past, the City of San Luis Obispo has authorized and distributed Grants-In-Aid funding to community organizations which provide economic, cultural, and recreational services to residents and visitors; and WHEREAS, funding for the Grants-In-Aid program has been included in the 1995-97 Financial Plan for the City of San Luis Obispo. NOW,THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. That certain organizations attached hereto and marked Exhibit "A" shall be provided funding as is designated in the same attachment. SECTION 2. The staff is directed to prepare a contract for each agency identified in Exhibit "A" and the City Administrative Officer is authorized to execute such contracts. Upon motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: Page 2 - Resolution (1995 Series) the foregoing resolution was passed and adopted this day of , 1993 ALLEN SETTLE, MAYOR ATTEST: Diane Gladwell, City Clerk APPROVED AS TO FORM AND CONTENT: Wrg ity ttorney �-s Exhibit A Promotional Coordinating Committee Grants-In-Aid Recommendations for 1995-96 1995-96 Recommendation San Luis Obispo Art Assn.(SLO Art Center) 4,000 Artemis,A Theatre Co. 2,500 ARTematives 2,000 Friends of San Luis Obispo Botanical Garden 2,200 Business Improvement Association 4,500 Cal Poly Foundation for Cal Poly Arts 2,000 Centerpointe Theatre Group 2,000 Children's Creative Project 3,000 Civic Ballet of San Luis Obispo 2,500 San Luis Obispo Community Concerts Assn. 2,000 San Luis Obispo County Arts Council 2,200 San Luis Obispo County Band 1,800 San Luis Obispo County Symphony 4,000 San Luis Obispo County Youth Symphony 2,000 Cuesta College Art Gallery 2,100 Foundation for the Performing Arts 2,150 Friendships Through Dance 1,000 Gilbert Reed Ballet 1,000 San Luis Obispo International Film Festival 4,850 La Fiesta de San Luis Obispo 3,000 San Luis Obispo Uttie Theatre 4,000 Mission Plaza Cultural Coalition 1,200 San Luis Obispo Mozart Festival 6,000 Music and the Arts for Youth 2,000 Mystic Krewe of Kamival 5,000 Pacific Repertory Opera 2,000 San Luis Obispo Poetry/Fest/Literacy Council 1,000 San Luis Obispo Soccer Club 1,000 San Luis Obispo Vocal Arts Ensemble 2,000 Reserve 5,400 (1) Total - $80,400 (1) Reserve of$5,400 in 1995-96 reflects the carry-over of the 1994-95 reserve ($2,700)to 1995-96. Attachment "t" PROMOTIONAL COORDINATING COMMITTEE GRANT APPLICATION ASSESSMENT CRITERIA The City of San Luis Obispo's Promotional Coordinating Committee, under direction of the City Council, recognizes that cultural, social and recreational organizations make significant contributions to the overall quality of life in San Luis Obispo. As such, the City sponsors an annual Grants-In-Aid program to promote cultural, social and recreational activities in our community. In addition to the criteria listed below, each application will be judged on the basis of local benefit to residents, economic advantages to City, level of innovation, and quality of program management. ASSESSMENT 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. 2. Applicants must demonstrate that they have the managerial and fiscal competence to complete the proposed project. 3. Applicants cannot use promotional grant monies to fund staffing costs. 4. The organization shall give evidence that they have pursued other sources of financial support, and that they have examined and weighed the financial ability of the target population to support their program or event. 5. The organization must extend its program to the general public and may not exclude anyone by reason of race, religion, ethnic background, or any other population covered by State or Federal law. 6. The applicant organization must be willing to participate in an evaluation process as requested by the Promotional Coordinating Committee. 7. Applicants should be able to demonstrate coordination with related agencies and existing community resources. 8. Other types of City support, such as facility use or in-kind service, will be considered in the award process. 9. Demonstrated financial need of the organization will be considered in evaluating and awarding funds. 10. Past performance of the organization, regardless of financial need, will be considered in awarding funds. Applicants should be aware that there is no assurance that funding will be available to them in any fiscal year. Long term dependence on City funding Is discouraged. 3 oz- 7' Attachment 02" PRuMOT1ONAL COORDINATING COMMi i TEE SUMMARY OF PRELIMINARY RECOMMENDATIONS FOR THE 1995-96 GRANTS-IN-AID PROCESS 1. SAN LUIS OBISPO ART ASSOCIATION Request Summary: The Art Association is requesting funding to help support their "Guest Artist Series" and "MoreArt/MozArt" Festival. 1994-95 GRANT AMOUNT $4,600 1995-96 REQUEST $7,525 RECOMMENDATION $4,000 2. ARTEMIS, A THEATRE COMPANY Request Summary: Artemis is requesting funding to promote the 1995 Central Coast Shakespeare.Festival and the fall repertory play season. 1994-95 GRANT AMOUNT $2,500 1995-96 REQUEST $3,500 RECOMMENDATION $2,500 3. ARTERNATIVES Request Summary: Arternatives is requesting funding to offset the costs of: producing exhibitions and lectures, providing a venue for local artists to display their work; and promoting an after school contemporary art appreciation program. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $8,000 RECOMMENDATION $2,000 4. FRIENDS OF SLO BOTANICAL GARDEN Request Summary: The Botanical Garden is requesting funding to develop promotional materials for the 1996 Garden Festival. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $3,500 RECOMMENDATION $2,200 5. BUSINESS IMPROVEMENT ASSOCIATION Request Summary: The BIA is requesting funding for four separate projects: (1) to support the Annual Holiday Parade - $2,500, (2) to print the Decemberfest Brochure - $2,000, (3) to re-print the Thursday Night Activities Brochure - $2,000, and (4) to print a new Downtown Map - $1,500. 1994-95 GRANT AMOUNT $2,000 1995-96 GRANT REQUEST $8,000 RECOMMENDATION $4,500 �-8 Page 2 Due the limited funding available for the 1995/96 Grants-in-Aid Program, the Subcommittee opted to only recommend funding for the two previously supported projects submitted by the BIA. As such, funding has been recommended for the holiday parade ($2,500) and the Decemberfest Brochure ($2,000). Funding has not been included for the Thursday Night Activities brochure or the Downtown Map. These two projects may be candidates for the Enhanced Promotional Program. 6. CAL POLY FOUNDATION FOR CAL POLY ARTS Request Summary: Cal Poly Arts is requesting funding to support local participation and marketing for "Pretty Fire" and Street Sounds" - two performances associated with the Project Link program. 1994-95 GRANT AMOUNT $2,800 1995-96 REQUEST $3,250 RECOMMENDATION $2,000 7. CENTERPOINTE THEATRE GROUP Request Summary: Centerpointe Theatre is requesting funding to continue and expand their production of "Nebula: New Stage Works" series. 1994-95 GRANT AMOUNT $1,000 1995-96 REQUEST $5,000 RECOMMENDATION $2,000 8. CHILDREN'S CREATIVE PROJECT (ITALIAN STREET PAINTING) Request Summary: The Children's Creative Project is requesting funding to promote the 5th Annual Italian Street Painting Festival. Festival proceeds will benefit arts education programs for San Luis Obispo area elementary schools. 1994-95 GRANT AMOUNT $5,000 1995-96 REQUEST $10,000 RECOMMENDATION $3,000 9. CIVIC BALLET OF SAN LUIS OBISPO Request Summary:The Civic Ballet is requesting funding to underwrite a gifted dancer scholarship fund, to replace their portable dance floor,to print their annual promotional materials. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $6,000 RECOMMENDATION $2,500 �- 9 Page 3 10. SAN LUIS OBISPO COMMUNITY CONCERTS ASSOCIATION Request Summary: Community Concerts is requesting funding for a portion of the costs associated with providing a student music and.education program to San Luis Obispo junior and senior high students and to underwrite 75 free tickets for selected students to attend one of their four regular season concerts. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $3,000 RECOMMENDATION $2,000 11. SAN LUIS OBISPO COUNTY ARTS COUNCIL Request Summary: The Arts Council is requesting funding to complete and publish the findings of an economic impact study of the arts community on the County of San Luis Obispo. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $2,200 RECOMMENDATION $2,200 12. SAN LUIS OBISPO COUNTY BAND Request Summary: The County Band is requesting funding to increase musician participation and the number of public performances. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $4,500 RECOMMENDATION $1,800 13. SAN LUIS OBISPO COUNTY SYMPHONY Request Summary: The Symphony is requesting funding to offset programming expenses for their Family Concert, Children Music Education Outreach Program, Autumn Apex Concert and subscription concerts. 1994-95 GRANT AMOUNT $4,000 1995-96 REQUEST $7,000 RECOMMENDATION $4,000 14. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY Request Summary: The Youth Symphony is requesting funding for conductors and youth coaches to support their 1995-96 season. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $5,000 RECOMMENDATION $2,000 C�-/o Page 4 15. CUESTA COLLEGE ART GALLERY Request Summary: The Art Gallery is requesting funding to offset costs associated with promoting the Art Gallery and presenting a ceramic sculpture workshop to the community. 1994-95 GRANT AMOUNT $1,500 1995-96 REQUEST $2,700 RECOMMENDATION $2,100 16. FOUNDATION FOR THE PERFORMING ARTS CENTER Request Summary: The Foundation is requesting funding to continue the Youth Outreach for Performing Arts Center Program. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $3,900 RECOMMENDATION $2,150 17. FRIENDSHIPS THROUGH DANCE Request Summary:Friendships Through Dance is requesting funding to offset the costs of renting the Cuesta College Auditorium for a dance performance featuring Russian dancers. 1994-95 GRANT AMOUNT N/A 1995-96 REQUEST $1,600 RECOMMENDATION $1,000 18. GILBERT REED BALLET Request Summary: The Gilbert Reed Ballet is requesting funding for artists fees for their "A Christmas Carol" production. 1994-95 GRANT AMOUNT N/A 1995-96 REQUEST $5,000 RECOMMENDATION $1,000 19. SAN LUIS OBISPO GIRL'S SOFTBALL ASSOCIATION Request Summary: The Softball Association is requesting $15,000 to construct a concrete stairway at the Laguna Junior High School softball fields. 1994-95 GRANT AMOUNT N/A 1995-96 REQUEST $15,000 RECOMMENDATION $-0- o2 W Page 5 Based on the limited funding available for the Grants-In-Aid Program, "newer" applicants are typically provided grants in the range of $1,000 to $2,000. Since constructing a stairway is basically an "all or nothing" proposition and costs $15,000, the Subcommittee did not feel a $1,000 to $2,000 grant would not be beneficial to the organization. Consequently, no funding was recommended. 20. SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL Request Summary: The Film Festival is requesting funding to offset special program, promotional, artist hospitality and venue rental expenses in connection with the 1995 Festival.. 1994-95 GRANT AMOUNT $4,000 1995-96 REQUEST $9,850 RECOMMENDATION $4,850 21. LA FIESTA DE SAN LUIS OBISPO Request Summary: La Festa is requesting funding to offset a portion the expenses associated with organizing and presenting the Grand Parade. 1994-95 GRANT AMOUNT $3,000 1995-96 REQUEST $8,000 RECOMMENDATION $3,000 22. SAN LUIS OBISPO LITTLE THEATRE Request Summary: Little Theatre is requesting funding for brochures for the 1995-96 season, a hearing assistance system for the hearing impaired, production costs, and a piano and music stands. 1994-95 GRANT AMOUNT $4,800 1995-96 REQUEST $15,000 RECOMMENDATION $4,000 23. MISSION PLAZA CULTURAL COALITION Request Summary: The Coalition (Children's Museum, Art Association, Historical Museum, Little Theatre, etc.) is requesting funding to reprint a joint brochure to promote Mission Plaza as a cultural center and promote the "Take Five" cultural and historical festival. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $4,000 RECOMMENDATION $1,200 -- Page 6 24. SAN LUIS OBISPO MOZART FESTIVAL Request Summary: The Festival is requesting funding to help offset the costs of promoting the 1995 Festival. 1994-95 GRANT AMOUNT $5,000 1995-96 REQUEST $8,000 RECOMMENDATION $6,000 25. MUSIC AND ARTS FOR YOUTH Request Summary: MAY is requesting funding for artists fees, promotion, and general expenses connected with providing concert events. 1994-95 GRANT AMOUNT $3,000 1995-96 REQUEST $4,250 RECOMMENDATION $2,000 26. MYSTIC KREWE OF KARNIVAL Request Summary: Mystic Krewe is requesting funding to offset a portion of the expenses associated with providing the annual Mardi-Gras parade. 1994-95 GRANT AMOUNT $5,000 1995-96 REQUEST $10,000 RECOMMENDATION $5,000 27. PACIFIC REPERTORY OPERA Request Summary: The Opera is requesting funding for artist fees in connection with their December performance of "Amahl and the Night Visitors". 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $3,750 RECOMMENDATION $2,000 28. SAN LUIS OBISPO POETRY FESTIVAL (LITERACY COUNCIL) Request Summary:The Literacy Council is requesting funding to offset a portion of the expenses associated with presenting the 12th Annual Poetry Festival. 1994-95 GRANT AMOUNT $1,000 1995-96 REQUEST $6,000 RECOMMENDATION $1,000 l� Page. 7 29. SAN LUIS OBISPO SOCCER CLUB Request Summary: The Soccer Club is requesting is funding to offset expenses associated with holding the summer Soccer Tournament. 1994-95 GRANT AMOUNT N/A 1995-96 REQUEST $7,500 RECOMMENDATION $1,000 30. SAN LUIS OBISPO VOCAL ARTS ENSEMBLE Request Summary: The Ensemble is requesting funding to offset ongoing expenses associated with providing three concerts in San Luis Obispo. 1994-95 GRANT AMOUNT $2,000 1995-96 REQUEST $4,000 RECOMMENDATION $2,000 G:gia95 La Fi..Aa de San Luis Obispo July 5, 1995 City Council Meeting City of San Luis Obispo In order to better represent the members of the community and to increase the level of civic pride and unity, we propose that the traditional celebration of La Fiesta be combined with the celebration of the City's birthday. The benefits to the community and City are numerous: 1. Provide a series of events that will allow all the different ethnic, professional and civic groups to participate and promote their group's contributions to the city past and present. 2. Continue to promote the City of San Luis Obispo as a destination for tourists from other areas of the State and the Western United States. This will allow us to effectively support the efforts of local businesses and the City. 3. Provide the primary "Family Oriented" celebration of our community to increase the spirit of cooperation and neighborhood relationships that are critical to the future success of our unique community. In order for La Fiesta to achieve these goals, it is necessary for us to have additional support from the City of San Luis Obispo and the community. We are actively seeking to establish mutually beneficial relationships with all the service organizations and civic groups in our community. If these relationships are properly developed, all our local organizations and businesses should be able to benefit financially. To help us"help the community", we ask that the City Council: 1. Increase our PCC.Funding to $5000 for the 1996 event schedule. These funds will be used to promote the multi-cultural "Small World Event" and the"Neighborhood Float Program" in the La Fiesta Parade. Provide matching contributions for up to $2000 additional funds that are donated by the local community. 2. Consider providing some assistance or"relief' with some of the permits and fees required to put on these events. It is important to note that La Fiesta de San Luis Obispo has been, and continues to be, the primary celebration of the people who live and work in our community. Please help us to continue to provide the diverse members who make up our community with a single celebration that allows everyone to celebrate their heritage and contributions to our great city. Sincerely, Jim Bertero Vice Chairman Board of Directors La Fiesta de San Luis Obispo