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HomeMy WebLinkAbout06/04/1996, 3 - 1996-97 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS councit M��°y° Agenba Repoat It=Number 3 CITY OF SAN LUIS OBISPO -- FROM: Ken Hampian, Assistant City Administrative Officer/l' !! Prepared By: Wendy George, Assistant to the City Administrative Officer SUBJECT: 1996-97 Promotional Coordinating Committee Grants-In-Aid Recommendations CAO RECOMMENDATION 1. Consider recommendations from the Promotional Coordinating Committee for grants to community organizations and determine the appropriate level of City support for 1996-97. 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 Backeround 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 1996-97 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 34 applications requesting almost $160,000. This compares with 31 applications in 1995-96 requesting over $187,000. As in the past, the majority of the applications were geared toward cultural activities. Copies of the 1996-97 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 Carol Ann Lockary. In conducting the review, the subcommittee evaluated the applications against their PCC Grants-In-Aid assessment criteria (see Attachment 2). Council Agenda Report- 1995-96 PCC Grants in Aid 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 22, 1995 to formally present the Committee's 1996-97 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: Business Improvement Association SLO Little Theatre Children's Creative Project SLONET Music and the Arts for Youth SLO Soccer Club Pacific Repertory Opera SLO Symphony Poetry Festival Vocal Arts Ensemble SLO City to Sea Mini Marathon Woods Humane Society SLO International Film Festival 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. Final action on the Grants-In-Aid recommendations was taken after the public hearing and the PCC unanimously adopted the preliminary recommendations and directed staff to forward the recommendations to the City Council for final action. In summary, the PCC's 1996-97 final grant recommendations: • Total $85,000. This total includes $80,700 in grants and $4,300 which has been set aside in a reserve, a portion of which ($1,300) is carried over from 1995-96 reserves and the remainder of which ($3000) is from a 1995-96 grant never paid to La Fiesta when the festival did not take place. • Provide funding to 32 organizations; grants range from $1,100 to $5,000. • Promote self-sufficiency for more mature organizations by gradually reducing City funding dependence. • Recognize those agencies which are celebrating a significant anniversary year by a somewhat increased grant. 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. Council Agenda Report - 1995-96 PCC Grants in Aid Recommendations Page 3 Contracts Upon Council adoption of grant amounts, staff will enter into contracts with each of the qualified organizations. Contracts will then be monitored by the PCC and staff throughout the year. FISCAL IMPACT The 1995-97 Financial Plan contains $85,000 for the PCC Grants-In-Aid program, including $2,000 which was carry-over from the 1995-96 reserve and the $3,000 grant retained from La Fiesta when the festival did not occur, as noted earlier. Attachments 1. Resolution with Exhibit "A" 2. Grants Assessment Criteria 3. Summary of Grants-In-Aid Recommendations g•*ia96.nd 3-.3 RESOLUTION NO. (1996 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING FUNDING TO THIRTY-ONE AGENCIES IN THE AMOUNT OF $80,700 FOR FISCAL YEAR 1996-97 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: the foregoing resolution was passed and adopted this day of ' 1993 Allen K Settle, Mayor ATTEST: City Clerk . Resolution No. Page. 2 APPROVED AS TO FORM: Jeffrey Jorgensen, City Attorney PROMOTIONAL COORDINATING COMMITTEE GRANT-IN-AID APPLICATIONS 1996-97 1996-97 Recomm'd Artemis - A Theatre Company 2,000 ARTernatives 3,000 Arthritis Foundation (Cen. Coast Wine Festival) 2,000 Business Improvement Association 3,300 Cal Poly Foundation on behalf of Cal Poly Arts 2,000 Camp Fire Council of the Central Coast, Inc. -0- Children's Creative Project 3,000 City to Sea Mini Marathon 2,200 Cuesta College Art Gallery 2,100 Eyecycle, Inc. Friends -0- of San Luis Obispo Botanical Garden 2,000 Gilbert Reed Ballet 2,000 Mission Plaza Cultural Coalition 2,400 Music and the Arts for Youth 2,000 Mystic Krewe of Karnival 4,300 Pacific Repertory Opera 2,500 Performing Arts Center (YOPAC) 2,000 Performing Arts Center (Grand Opening Festival) 4,000 San Luis Obispo Art Center, Inc. 4,000 San Luis Obispo Community Concert Ass., Inc. 2,000 San Luis Obispo County Band 1,500 San Luis Obispo County Historical Museum 2,500 San Luis Obispo County Symphony 3,500 San Luis Obispo County Youth Symphony 1,800 San Luis Obispo Girls' Softball Association 1,500 San Luis Obispo International Film Festival 4,300 San Luis Obispo Literacy Council (Intercultural) Enhanced Promo Fund San Luis Obispo Literacy Council (Poetry Fest) 1,500 San Luis Obispo Little Theatre 5,000 San Luis Obispo Mozart Festival 4,500 San Luis Obispo Soccer Club 1,100 San Luis Obispo Vocal Arts Ensemble 2,000 SLONET 3,500 Woods Humane Society 1,200 TOTAL $80,700 Did not request funding in 1995-96 AVAILABLE FUNDS Current Grants-in-Aid Budget $80,000 Reserve from 1995-96 2,000 Unpaid La Fiesta Grant from 1995-96 3,000 TOTAL PROMOTIONAL COORDINATING COMMITTEE GRANT APPLICATION ASSESSMENT CRITERIA 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. 3-7 ATTACHMENT 2 PROMOTIONAL COORDINATING COMMITTEE SUMMARY OF PRELIMINARY RECOMMENDATIONS FOR THE 1996-97 GRANTS-IN-AID PROCESS 1. ARTEMIS, A THEATRE COMPANY Request Summary: Artemis is requesting funding for advertising and printing costs to promote the 1996 Central Coast Shakespeare. Festival. 1995-96 GRANT AMOUNT $2,500 1996-97 REQUEST $3,200 RECOMMENDATION $2,000 2. ARTERNATIVES Request Summary: Artematives is requesting funding to offset the costs of producing exhibitions and lectures; providing a venue for local artists to display their work; an outreach program to develop collaboration with unexplored agencies; and a national Juried exhibition. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $4,500 RECOMMENDATION $32000 3. ARTHRITIS FOUNDATION (CENTRAL COAST WINE FESTIVAL) Request Summary: The Arthritis Foundation is requesting funds to defray the cost of the Central Coast Wine Festival, one of three major fundraising events for the Foundation. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $5,000 RECOMMENDATION $23000 4. BUSINESS IMPROVEMENT ASSOCIATION Request Summary: The BIA is requesting funding for four separate projects: (1) hanging holiday decorations in the Downtown - $23000; (2) set up fees for Christmas Parade barricades-$2,500; (3) a parade float-$2,000; and (4)the 1996 holiday Downtown Lighted Open House Event - $2,000 1995-96 GRANT AMOUNT $4,500 1996-97 GRANT REQUEST $8,500 RECOMMENDATION $3,300 ATTACHMENT 3 Page 2 Due the limited funding available for the 1996/97 Grants-in-Aid Program, the Subcommittee opted only to recommend partial funding for two projects submitted by the BIA. As such, funding has been recommended for the holiday Downtown Lighted Open House Event ($2,000) and for hanging holiday decorations ($1,300). 5. CAL POLY FOUNDATION FOR CAL POLY ARTS Request Summary: Cal Poly Arts is requesting funding to support the Stone Soup Festival. Stone Soup is a multi-cultural performing arts festival which takes place over two weekends in September. It features upwards of 15 different acts representing world-wide cultures and is largely a free event. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $3,000 RECOMMENDATION $2,000 6. CAMP FIRE COUNCIL OF THE CENTRAL COAST, INC. Request Summary: The Camp Fire Council is requesting camperships for their resident camp located near Adelaide. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $3,000 RECOMMENDATION $_0_ While the Subcommittee recognizes that providing camperships is a most worthwhile cause, it felt that the limited funding available would be better directed to organizations whose events better benefit and promote the community as a whole. In addition, it expressed concern about whether camperships which benefit specific individuals are an appropriate use of these grant funds. 7. CHILDREN'S CREATIVE PROJECT (ITALIAN STREET PAINTING) Request Summary: The Children's Creative Project is requesting funding to promote the 6th Annual Italian Street Painting Festival. Festival proceeds will benefit arts education programs for San Luis Obispo area elementary schools. 1995-96 GRANT AMOUNT $3,000 1996-97 REQUEST $10,000 RECOMMENDATION $3,000 3-9 Page 3 8. CUESTA COLLEGE ART GALLERY Request Summary: The Art Gallery is requesting funding to offset costs associated with 1) an event whereby it brings a well-known artist to the Central Coast for an exhibition and lecture; and 2) upgrading promotional materials in order to better reinforce the image of SLO as a culturally sophisticated community. 1995-96 GRANT AMOUNT $2,100 1996-97 REQUEST $3,000 RECOMMENDATION $22100 9. EYECYCLE, INC. Request Summary: Eyecycle is requesting assistance in purchasing its own tandem bicycles so they can be used to help integrate the visually impaired and totally blind into the mainstream of society by providing a program of accessible recreation. .1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $3,000 RECOMMENDATION $_0_ While the Subcommittee recognizes that Eyecycle performs a valuable service to the community, it felt that the purchasing of bicycles is not an appropriate expenditure for these grant funds. 10. FRIENDS OF SLO BOTANICAL GARDEN Request Summary: The Botanical Garden is requesting funding to develop promotional materials for the 1997 Garden Festival. 1995-96 GRANT AMOUNT $2,200 1996-97 REQUEST $3,100 RECOMMENDATION $23000 11. GILBERT REED BALLET Request Summary: The Gilbert Reed Ballet is requesting funding for artists fees for their "A Christmas Carol' production. 1995-96 GRANT AMOUNT $1,000 1996-97 REQUEST $3,000 RECOMMENDATION $23000 3-i0 Page 4 12. 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, promote the 'Take Five" cultural and historical festival and to expand the tour program for youths and seniors. 1995-96 GRANT AMOUNT $1,200 1996-97 REQUEST $3,712 RECOMMENDATION $2,400 13. MUSIC AND ARTS FOR YOUTH Request Summary: MAY is requesting funding for artists fees, promotion, and general expenses connected with providing concert events. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $4,250 RECOMMENDATION $22000 14. MYSTIC KREWE OF KARNIVAL Request Summary: Mystic Krewe is requesting funding to offset the cost of manufacturing parade barricades. 1995-96 GRANT AMOUNT $5,000 1996-97 REQUEST $10,000 RECOMMENDATION $4,300 The Subcommittee suggests that the funding for manufacturing parade barricades would be better by Enhanced Promotional Funds so that the City, rather than Mystic Krewe of Kamival, actually owns the barricades and can make them available for use at all appropriate special events, not just Mardi Gras. Having made this suggestion, the Subcommittee recommended $4,300 to be use to support other parade expenses. 15. PACIFIC REPERTORY OPERA Request Summary: The Opera is requesting funding for rental of the Performing Arts Center for their March opera performance. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $3,000 RECOMMENDATION $2,500 3/� Page 5 16. PERFORMING ARTS CENTER (YOPAC) Request Summary: The Foundation is requesting funding to continue the Youth Outreach for Performing Arts Center Program. 1995-96 GRANT AMOUNT $2,150 1996-97 REQUEST $3,000 RECOMMENDATION $23000 17. PERFORMING ARTS CENTER (GRAND OPENING FESTIVAL) Request Summary: The Performing Arts Center is requesting funding for partial payment of the costs associated with the Grand Opening Festival promotional brochure and advertising. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $6,000 RECOMMENDATION $4,000 18. SAN LUIS OBISPO ART CENTER, INC. Request Summary: The SLO Art Center is seeking support for the Community Exhibit Series, Live Arts Series and for publicity and promotion materials to increase awareness of the exhibition program. 1995-96 GRANT AMOUNT $4,000 1996-97 REQUEST $7,210 RECOMMENDATION $4,000 19. SAN LUIS OBISPO COMMUNITY CONCERT ASSOCIATION, INC. Request Summary: Community Concert Association 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 100 season memberships for selected students to attend regular season concerts. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $3,000 RECOMMENDATION $25000 Page 6 20. SAN LUIS OBISPO COUNTY BAND Request Summary: The County Band is requesting funding for music, uniforms and equipment to support increased musician participation and more sophisticated musical performances. 1995-96 GRANT AMOUNT $1,800 1996-97 REQUEST $3,000 RECOMMENDATION $1,500 21. SAN LUIS OBISPO COUNTY HISTORICAL MUSEUM Request Summary: The County Museum is requesting funding to support promotional elements in the new Museum Book & Gift Shop as well as funding for artisans who will create and select materials and designs to be used in the shops memorabilia logo line. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $6,700 RECOMMENDATION $2,500 22. SAN LUIS OBISPO COUNTY SYMPHONY Request Summary: The Symphony is requesting funding to offset programming expenses for their four-concert subscription series (Saturday Series) to be held at the new Performing Arts Center. 1995-96 GRANT AMOUNT $4,000 1996-97 REQUEST $7,000 RECOMMENDATION $3,500 23. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY Request Summary: The Youth Symphony is requesting funding to underwrite the cost of their San Luis Obispo concert. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $2,000 RECOMMENDATION $1,800 3-,C3 Page 7 24. SAN LUIS OBISPO GIRL'S SOFTBALL ASSOCIATION Request Summary: The Softball Association is requesting general operational support for a girls softball tournament scheduled for July, 1996. 1995-96 GRANT AMOUNT $-0- 1996-97 REQUEST $2,500 RECOMMENDATION $19500 25. SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL Request Summary: The Film Festival is requesting funding to offset advertising and promotion expenses, venue and equipment rental expenses and special program/film rental expenses related to the expanded 1996 Festival. 1995-96 GRANT AMOUNT $4,850 1996-97 REQUEST $6,000 RECOMMENDATION $42300 26. SAN LUIS OBISPO LITERACY COUNCIL (INTER-CULTURAL CELEBRATION) Request Summary: The Literacy Council is requesting start-up funding to support a new intercultural two-day festival scheduled for 1997. The festival hopes to incorporate some of the former La Fiesta activities. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $6,000 RECOMMENDATION $_0_ The Subcommittee feels that this is an exciting new proposal and one which it fully supports. However, it recommends that, consistent with past practice, the initial start-up funding come from Enhanced Promotional Funds rather than the Grants- in-Aid program. 27. SAN LUIS OBISPO LITERACY COUNCIL (POETRY FESTIVAL) Request Summary: The Literacy Council is requesting funding to offset a portion of the expenses associated with presenting the 13th Annual Poetry Festival. 1995-96 GRANT AMOUNT $1,000 1996-97 REQUEST $3,200 RECOMMENDATION $1,500 Page 8 28. SAN LUIS OBISPO LITTLE THEATRE Request Summary: Little Theatre is requesting funding expenses for the Children's Educational Theatre, including production materials; production expenses for a six show season including sets, costumes, props, royalties, etc.; advertising expenses for a six show season and Fiftieth Anniversary celebration. 1995-96 GRANT AMOUNT $4,000 1996-97 REQUEST $8,000 RECOMMENDATION $5,000 The PCC increased funding for this year in accordance with its practice of acknowledging the additional expenditures that occur during an anniversary year. 29. SAN LUIS OBISPO MOZART FESTIVAL Request Summary: The Festival is requesting funding to help with a wide-scale audience development campaign to increase attendance and fill the Performing Arts Center. 1995-96 GRANT AMOUNT $6,000 1996-97 REQUEST $8,000 RECOMMENDATION $4,500 30. SAN LUIS OBISPO SOCCER CLUB Request Summary: The Soccer Club is requesting is funding to offset expenses associated with holding the summer Soccer Tournament. 1996-97 GRANT AMOUNT $1,000 1995-96 REQUEST $3,000 RECOMMENDATION $1,100 31. SAN LUIS OBISPO VOCAL ARTS ENSEMBLE Request Summary: The Ensemble is requesting funding to offset expenses for advertising and promotion, printing of ticket fliers and concert programs and concert site rental fees. 1995-96 GRANT AMOUNT $2,000 1996-97 REQUEST $4,000 RECOMMENDATION $2,000 3-/S Page 9 32. SLONET Request Summary: SLONET is requesting funding for a notebook style computer which will allow it to make presentations throughout the county on how to locate information about subjects as diverse as the Mozart Festival or the City itself in the Virtual Village. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $5,000 RECOMMENDATION $3,500 The PCC does not normally not fund capital expenditures such as computers when they are simply office tools. However, in approving this request, it recognized that SLONET provides valuable service to the community in terms of information on community and cultural resources and that this computer is its media for outreach just as printed material is for other organizations. 33. WOODS HUMANE SOCIETY Request Summary: Woods Humane Society is requesting funding to partially support the expenses of a new youth outreach and recreational program, a day camp called "Kennel Kamp" which will focus on responsible animal ownership. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $2,110 RECOMMENDATION $1,200 34. CITY TO SEA MINI MARATHON Request Summary: The applicants are requesting funding to support a road race from San Luis Obispo to Avila Beach, following the City to Sea Greenway established by the Land Conservancy. Proceeds from the race will be used to support an initial building goal of a permanent cross country course near EI Chorro Park. 1995-96 GRANT AMOUNT N/A 1996-97 REQUEST $4,000 RECOMMENDATION $2,200 h:pcc\gia96 3-/�O