HomeMy WebLinkAbout07/05/2000, 2 - 2000-01 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS council °°x;_5.00
j acEnaa nepout z`�
CITY OF SAN LUIS OB ISP O
FROM: Ken Hampian,Assistant City Administrative Officer
Prepared By: Wendy George,Assistant to the City Administrative Officer
SUBJECT: 2000-01 PROMOTIONAL COORDINATING CO1vIlVITITEE GRANTS-IN-AID
RECOMMENDATIONS
CAO RECOMMENDATION
1. Consider recommendations from the Promotional Coordinating Committee for 2000-01
Grants-in-Aid funding.
2. Adopt a resolution authorizing the City Administrative Officer to execute agreements with
each grant recipient as described in Exhibit "A" attached to the resolution, and inclusive of
any modifications made by the Council.
3. Authorize the PCC to change its late grant applications procedures in future years so that
late or incomplete applications are no longer accepted.
DISCUSSION
Background
In February of this year, the Promotional Coordinating Committee (PCC) began its annual grants
process. Notices were placed in the Tribune advertising the availability of grants for local non-
profit organizations that promote cultural services or recreational services of tourism promotion
advantage to the City. In addition, prior year grant recipients were mailed notices advising them of
the time frame for the 2000-01 grants process. A workshop was subsequently held for prospective
applicants to review the grant application process, emphasize the Council's grant criteria, discuss
the PCC's expectations for the applications and answer any questions from the applicants.
Completed applications were due to the City in March. The PCC received 42 applications
requesting more than $169,000. This compares with 43 applications in 1999-00 requesting almost
$186,000. As in the past, the majority of the applications were geared toward cultural activities.
Unfortunately, six of those applications were received after the grant deadline. Copies of the 2000-
01 grant applications are available in the Council Reading File.
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 Wilda Rosene (who served as chair), George Newland and Diane Hunt Roberts.
In conducting the review, the subcommittee evaluated the applications against the current
2-1
Council Agenda Report—2000-01 Grants-in-Aid Recommendations
Page 2
assessment criteria (Attachment 2). The subcommittee's preliminary recommendations were then
presented to the full committee for action during the PCC's May meeting. During the meeting, the
PCC reviewed the subcommittee's recommendations and set a public hearing date to present the
recommendations to the applicant agencies.
Funding Recommendations
A public hearing was subsequently held on May 24, 2000, to formally present the Committee's
2000-01 Grants-in-Aid recommendations to the applicant agencies. During the meeting, all
applicants were given an opportunity to address the PCC regarding the recommendations.
Representatives of the following groups were present and made comments:
Children's Creative Project Music and Arts for Youth SLO Downtown Association
Cuesta College Writers' Conference Mozart Festival SLO Little Theatre
Edna Valley Vintners Association Mystic Krewe of Karnival SLO Poetry Festival
First Night Pacific Repertory Opera SLO Soccer Club
Friends of SLO Botanical Garden SLO Art Center Vocal Arts Ensemble
KCBX Wine Classic SLO County Arts Council
Those providing comments to the PCC gave additional information about their programs and future
plans and in most cases expressed appreciation to the committee for its preliminary
recommendations. Friends of the Botanical Gardens and First Night requested additions to the
recommended funding, which were approved. Action on the Grants-in-Aid.recommendations was
taken after the public hearing. The PCC unanimously adopted the revised recommendations. The
PCC then directed staff to forward the recommendations to the City Council for final action.
The following summarizes the PCC's 2000-01 final grant recommendations:
Total funding available is$103,705 (including carryover of$705 from 1999-00).
• Total funding allocated is$100,305 in grants,with a reserve of$3,400.
• Funding is provided to 41 organizations,with grants ranging from$750 to$6,500.
A more detailed discussion of the individual grant recommendations can be found in Attachment 3.
A member of the PCC will be available to the Council at the public hearing to respond to any
inquiries.
Late and Incomplete Applications
Last year, the PCC received three late grant applications, two of them filed by the same grant
coordinator for different organizations. The applications were a day late and were filed with great
apologies on the part of the grant coordinator. As part of the grant approval process,the PCC asked
that the Council allow these late applications to be accepted,but that the grant amounts be reduced
by 10% for every day they were late. The Council agreed to this practice,but felt that the reduction
should be capped at 50%.
This year, six applications were received after the granting period. Lateness ranged from two days
2-2
Council Agenda Report-2000.01 Grants-in-Aid Recommendations
Page 3
to a week. In most cases, no explanation was given for the application being late. In addition, a
number of applications were incomplete,missing such critical information as budgets,statements of
non-profit status and names of board members. As a result, the six late applications had their
funding reduced in accordance with the practice developed last year, and City staff spent a
significant amount of time calling applicants to request missing information, making copies and
faxing information out to PCC members.
The PCC was very concerned about both the increase in the number of late claims and the amount
of time spent by staff chasing down missing information. The members felt that by providing a
process that allowed late or incomplete applications to be acceptable,the applicants were not taking
the deadlines and grant requirements seriously. Accordingly, the PCC,would like to recommend
that the late application procedure approved by the Council last year be rescinded. The committee's
reasons for this recommendation are as follows:
• There is a month between the notice of grant application availability and the due date, which is
sufficient time to return applications in a timely manner.
• All former grant recipients receive a new grant application in the mail each year. They are not
forced to rely on legal notices printed in the newspaper.
All the late grant applications and most of the incomplete applications were from former grant
recipients who should be very familiar with the process.
• The grant application period is in the same month every year and could be easily calendared in
advance by organizations.
If there were truly unusual extenuating circumstances for accepting a late application, that
information could be provided at either the PLC's public hearing or the Council's public
hearing and a particular exception could be made at that time.
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 IWACT
The 2000-01 budget for the PCC Grants-in-Aid Program, approved as part of the 1999-01 Financial
Plan, is $103,000. There is a carryover from the 1999-00 budget of$705.
ATTACHMENTS
1. Resolution with Exhibit `A"
2. Grants Assessment Criteria
3. Summary of Grants-in-Aid Recommendations
4 PCC Minutes from May 24,2000
Original grant applications are available in the Council Reading File
2-3
ATfACHMEENT 1
RESOLUTION NO. (2000 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN LUIS OBISPO AUTHORIZING FUNDING TO FORTY-ONE AGENCIES IN
THE AMOUNT OF$100,305 FOR FISCAL YEAR 2000-01
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 cultural and
tourism promoting recreational services to residents and visitors; and
WHEREAS, funding for the Grants-in-Aid program has been included in the
2000-01 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 July, 2000.
ATTEST:
Lee Price, City Clerk Allen K. Settle,Mayor
APPROVED AS TO FORM:
*eJor Cit} Attomey
2-4
EXHIBIT A
PROMOTIONAL COORDINATING COMMITTEE
2000-01 GRANT-IN-AID SUMMARY
ORGANIZATION 99-00 00-01 Request 00-01
Grant Recomm'd
Arthritis Foundation (Wine Festival) $2,000 $3,200 $2,250
Cal Poly Arts 2,400 3,000 2,000
Central Coast Basketball Club n/a 5,000 2,000
Central Coast Children's Choir 1,300 2,000 750
Central Coast Senior Babe Ruth 500 1,000 0
Central Coast Shakespeare Festival 2000 8,000 (A)4,000
Children's Creative Project 4,800 10,000 (A)5,850
City To Sea Mini Marathon 2,000 2,000 2,000
Civic Ballet Of San Luis Obispo ** 2,900 3,000 1,400
Cuesta College Art Gallery 2,400 2,875 2,500
Cuesta College Writers Conference 1,000 1,000 1,000
Edna Valley Arroyo Grande Vintners Assn 1,000 5,750 1,000
eXindi o! 1,000 2,000 1,300
First Night San Luis Obispo 6,300 6,000 5,300
Friends Of SLO Botanical Garden 3,300 4,435 (A)3,935
Gilbert Reed Ballet ** 2,900 3,000 1,400
Gold Coast Chorus Of SLO Ci n/a 2,300 1,800
KCBX Inc. (Wine Classic) 2,000 5,000 2,200
KCPR-Radio-Cal Poly Radio n/a 3,000 2,000
La Fiesta De San Luis Obispo (EJP) 6,000 6,000 3,600
MAY-Music&The Arts For Youth 3,000 4,250 2,000
Mozart Festival Association 4,800 6,000 (A)5,600
M stik Krewe Of Karnival(Mardi Gras):** 4,800 10,000 2,400
PAC Outreach-Summer Series 1,700 3,200 2,000
PAC Outreach-YOPAC 1,080 3,000 1,000
Pacific Repeamy Opera 3,000 5;500 3,200
Peninsula Players,Inc. 2,000 4,030 2,220
San Luis Chamber Orchestra 1,700 2,200 1,500
San Luis Obispo Art Center 3,000 4,000 3,000
San Luis Obispo Community Concert Assn. 2,000 3,000 2,000
San Luis Obispo County Arts Council 2,300 2,500 2,500
San Luis Obispo County Band 1,500 2,000 1,700
San Luis Obispo Downtown Association **. 5,600 7,000 4,000
San Luis Obispo International Film Festival 4,800 6,000 4,000
San Luis Obispo Little Theatre 2,600 3,750 2,950
San Luis Obispo Poetry Festival 2,000 3,000 2,000
San Luis Obispo Soccer Club 500 1,300 750
San Luis Obispo Swim Club Seahawks 1,750 6,000 2,000
San Luis Obispo Symphony 4,500 8,000 A)6,500
San Luis Obispo Vocal Arts Ensemble:** 3,000 3,000 1,500
.San:Luis Obispo Symphony** 1,500 3,000 1,200
TOTAL 1699290 100,305
AVAELABLE (INCL. CARRY-OVER) 1039705
RESERVE 3,400
(A)=Anniversary Year
** =Late application
2-5
GAGEOROSPCMA--ow-mirm fte nandaoon smnmwdoc
ATTACH. -k� ;�T 2
PROMOTIONAL COORDINATING COMMITTEE
GRANT APPLICATION ASSESSMENT CRITERIA
Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the
applicant and the grant proposal using the following criteria:
A. APPLICANT CRITERIA
1. Applicant organization must have a clearly stated purpose and function and be responsible for the
planning and provision of a cultural, social or recreational program. Acceptable recreational
programs must qualify under Section 1(b)of Grant Criteria below.
2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the
proposed project. Repeat applicants must have a successful history of using prior grant funds.
3. The organization must have non-profit status as defined in Section 501-C-3 of the Internal
Revenue Code.
4. The organization must give evidence that it has pursued other sources of financial support and that
it has examined and weighed the financial ability of the target population to support its program or
event.
5. The organization must extend its program to the general public and may not exclude anyone by
reason of sex,race,color,religion,ancestry,national origin,disability 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. The applicant should be able to demonstrate coordination with related agencies and existing
community resources.
B. GRANT CRITERIA
1. Grant requests must be for programs or activities which meet one or both of the purposes below:
a. Of local cultural benefit to the residents of the City of San Luis Obispo (e.g.,determined by the
event's popularity, its accessibility to residents, its affordability and its uniqueness in the
community)or;
b. Of tourism promotion advantage to the City of San Luis Obispo (e.g., determined by increases
to the City's revenues,especially transient occupancy tax revenues).
2. Additional consideration will be given to events which occur during the"non-peak"tourism months
of September through May.
3. Additional consideration will be given to organizations requesting funds for a special celebration
such as an anniversary or grand opening which will provide increased promotional opportunities.
2-6
2 -Z
4. Additional consideration will be given to organizations requesting "seed money" for new events
that will subsequently be self-supporting. A 3-5 year financial projection is required for this type
of request.
5. Other types of City support, such as facility use or in-kind service, will be considered in the award
process.
6. Demonstrated financial need of the organization will be considered in evaluating and awarding
funds, although the potential promotional benefit of the request will be given higher consideration.
7. Past performance of the organization,regardless of financial need or potential proposal benefit,will
be considered in awarding funds.
8. Grants will not be made for the following expenses:
a. Office overhead or staff.
b. Equipment.
c. Rental of space.
d. Scholarships or camperships.
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.
2-7
ATTACHMENT 3
PROMOTIONAL COORDINATING COMMITTEE
SUMMARY OF PRELIMINARY RECOMMENDATIONS
FOR THE 2000-01 GRANTS-IN-AID PROCESS
1. ARTHRITIS FOUNDATION (CENTRAL COAST WINE FESTIVAL)
Request Summary: The Arthritis Foundation is requesting funds to defray part of the
cost of the Central Coast Wine Festival, one of three major fundraising events for the
Foundation. Specifically, grant funding was requested to support out-of-town advertising
and to create a video of the event for television viewing. The PCC recommends funding
out of the area radio and newspaper advertising and postage for post card mailers.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $3,200
RECOMMENDATION $29250
2. CAL POLY ARTS
Request Summary: Cal Poly Arts is requesting funding to provide free and low-cost in-
school artists visits for students in K-12 classes within San Luis Obispo City limits. The
PCC recommends funding all related expenses except artist fees.
1999-00 GRANT AMOUNT $2,400
2000-01 GRANT REQUST $3,000
RECOMMENDATION $2,000
3. CENTRAL COAST BASKETBALL CLUB
Request Summary Central Coast Basketball Club is requesting assistance with
promotional expenditures for its annual 3 on 3 Basketball Tournament in May and its Rim
Rattler Invitational Youth Basketball Tournament in April. The PCC recommends funding
part of the promotional and advertising costs.
1999-00 GRANT AMOUNT WA
2000-01 GRANT REQUEST $5,000
RECOMMENDATION $29000
4. CENTRAL COAST CHILDREN'S CHOIR
Request Summary. Central Coast Children's Choir is requesting funding for promotion
and publicity to increase membership and awareness of the organization. The PCC did
not feel that it could support this part of the request, but is recommending supporting
advertising for two concerts.
1999-00 GRANT AMOUNT $1,300
2000-01 GRANT REQUEST $2,000
RECOMMENDATION $ 750
2-8
3-2
Page 2
5. CENTRAL COAST SENIOR BABE RUTH
Request Summary. Central Coast Senior Babe Ruth is requesting funding to help put on
the Pacific-Southwest Regional Babe Ruth Toumament in San Luis Obispo. The
tournament is held in August. The PCC recommends making no grant, since this event
occurs during the height of the summer tourist season when local hotels and motels are
already full and the requesting organization provided no budget information as to how the
money would be spent.
1999-00 GRANT AMOUNT $ 500
2000-01 GRANT REQUEST $1,000
RECOMMENDATION $ 0
6. CENTRAL COAST SHAKESPEARE FESTIVAL
Request Summary. The Central Coast Shakespeare Festival (CCSF) focuses on
classical theatre staged for modem audiences. CCSF is requesting promotional funds for
its le Anniversary Season and honorariums for artists. The PCC recommends funding
most of the promotional request.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $8,000
RECOMMENDATION $4,000(anniversary year)
7. CHILDREN'S CREATIVE PROJECT(1 MADONNARI)
Request Summary. The Children's Creative Project is requesting funding for production
and promotion expenses for its le anniversary Festival. Proceeds will benefit arts
education programs for San Luis Obispo area elementary schools. The PCC
recommends funding the festival promotion expenses.
1999-00 GRANT AMOUNT $ 4,800
2000-01 GRANT REQUEST $10,000
RECOMMENDATION $ 5,850(anniversary year)
8. CITY TO SEA MINI-MARATHON
Request Summary. The applicants are requesting funding to support publicity and bus
transportation for the annual 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 renovation to the Cuesta College track. Since this event has proven to
bring in 70% of its applicants from out of the area, the PCC recommends funding the
request.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $2,000
RECOMMENDATION $2,000
2-9
3-3
Page 3
9. CIVIC BALLET
Request Summary: The Civic Ballet is requesting funding for its newly established third
production of the season. The PCC recommends partially funding the advertising costs
for the new Spring Gala. Because this grant application was late, per approved policy, the
grant amount was reduced by 30%.
1999-00 GRANT AMOUNT $2,900
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $19400
10. CUESTA COLLEGE ART GALLELRY
Request Summary. The Cuesta College Art Gallery is requesting funding to support its
exhibition program by upgrading promotional materials, such as exhibit flyers, and to fund
a listing in °Artweek°, the California art gallery trade magazine. The PCC recommends
supplementing the printing budget for announcements for five events.
1999-00 GRANT AMOUNT $2,400
2000-01 GRANT REQUEST $2,875
RECOMMENDATION $2,500
11. CUESTA COLLEGE WRITERS CONFERENCE
Request Summary. The Cuesta College Writers Conference is requesting assistance in
expanding its marketing efforts on behalf of the only writers conference in San Luis
Obispo. The PCC recommends funding the cost of additional conference brochures, a
web page and expanded marketing in popular national writers' magazines.
1999-00 GRANT AMOUNT $1,000
2000-01 GRANT REQUEST $1,000
RECOMMENDATION $19000
12. EDNA VALLEY/ARROYO GRANDE VALLEY VINTNERS
Request Summary. The Vintners Association is requesting funding to expand its °Roll
Out the Barrels° event to double its 1999 attendance. The PCC feels that even though
Edna Valley is outside the City limits, it is within the City's sphere of influence and the
wineries provide one of the main tourist attractions adjacent to the City. 23% of the
visitors staying in the City also visit wineries according to a VCB survey. The PCC
recommends funding the cost of graphic design for the event.
1999-00 GRANT AMOUNT $1,000
2000-01 GRANT REQUEST $5,750
RECOMMENDATION $1,000
13. EXINDIGO
Request Summary. Exindigo presents rare and interesting music and strives to educate
general audiences in new ways of listening. The organization is seeking financi;21LNrt
Page 4
13. EXINDIGO (cont.)
for promotion and artist fees for their concert series. The PCC recommends funding
artists'fees, advertising and printing costs for two concerts.
1999-00 GRANT AMOUNT $1,000
2000-01 GRANT REQUEST $2,000
RECOMMENDATION $12300
14. FIRST NIGHT SAN LUIS OBISPO
Request Summary. First Night San Luis Obispo is requesting assistance in supporting
promotion and entertainment for its annual event. The PCC recommends partially funding
promotion and artists fees.
1999-00 GRANT AMOUNT $6,300
2000-01 GRANT REQUEST $6,000
RECOMMENDATION $55300
15. FRIENDS OF SLO BOTANICAL GARDEN
Request Summary.The Friends are requesting funding to develop promotional materials
to be used statewide for the 2001 Garden Festival. The Festival is a fundraising event to
help with the establishment of a regional botanical garden. The PCC recommends
funding print advertising costs.
1999-00 GRANT AMOUNT $3,300
2000-01 GRANT REQUEST $4,435
RECOMMENDATION $3,935
16. GILBERT REED BALLET
Request Summary: The Gilbert Reed Ballet is requesting funding for fees for professional
artists appearing as guest artists in its October production of Carmen. The PCC
recommends partially funding the artist fees request. Because the grant request was
received late, per adopted policy, the grant amount has been reduced by 30%.
1999-00 GRANT AMOUNT $2,900
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $1,400
17. GOLD COAST CHORUS OF SAN LUIS OBISPO CITY
Request Summary: The Gold Coast Chorus is requesting funding to allow the Chorus to
provide its barbershop-style singers free to support programs of civic and tourism interest
at six different sites. The PCC recommends funding the cost of purchasing and royalties
for copyrighted music.
2-11
3-5
Page 5
17. GOLD COAST CHORUS (cont.)
1999-00 GRANT AMOUNT N/A
2000-01 GRANT REQUEST $2,300
RECOMMENDATION $1,800
18. KCBX
Request Summary. KCBX is requesting funds to be used to print and mail the
promotional brochure for the Annual KCBX Central Coast Wine Classic. The PCC
recommends partially funding the promotional brochure request.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $5,000
RECOMMENDATION $2,200
19. KCPR—CAL POLY RADIO
Request Summary: KCPR is requesting assistance in funding a public workshop and
ten-day public demonstration of the papier-mache folk art of the Linares Family, a group of
internationally recognized Mexico City based artists. Funding is requested for
honorariums, travel costs, art materials, publicity, food, lodging and artists workspace.
The PCC recommends funding the honorariums.
1999-00 GRANT AMOUNT WA
2000-01 GRANT REQUEST 3,000
RECOMMENDATION $29000/
20. LA FIESTA DE SAN LUIS OBISPO
Request Summary. The La Fiesta Advisory Committee is requesting funding to assist in
covering costs of its Arts and Crafts Festival. The PCC recommends funding the cost of
advertising, printing and postage and overnight security for the event.
1999-00 GRANT AMOUNT $6,000 (Enhanced Promotional funds)
2000-01 GRANT REQUEST $6,000
RECOMMENDATION $3,600
21. MOZART FESTIVAL
Request Summary. The Mozart Festival is requesting funding for its Festival program,
and for the cost of printing the Fringe Concerts brochure for its 3e anniversary season.
The PCC recommends funding the cost of the program.
1999-00 GRANT AMOUNT $4,800
2000-01 GRANT REQUEST $6,000
RECOMMENDATION $5,600(anniversary year)
2-12
3—to
Page 6
22. MUSIC AND ARTS FOR YOUTH(MAY)
Request Summary: MAY is requesting funding for advertising, publicity and some
honorarium help connected with providing concert events for children. Through personal
friendships with the director, outstanding artists perform at these events for minimal
honorariums. The PCC recommends funding for advertising and printing.
1999-00 GRANT AMOUNT $3,000
2000-01 GRANT REQUEST $4,250
RECOMMENDATION $2,000
23. MYSTIC KREWE OF KARNIVAL(MARDI GRAS)
Request Summary. The Mystic Krewe of Kamival is requesting funding to be used for
increased publicity directed toward families/children, especially about the new location and
events of the Mardi Gras Fest in Mission Plaza and the family and disabled parade viewing
areas for the annual Mann Gras Parade. The PCC recommends partially funding the
promotional services request. Because the grant application was late, per adopted policy,
the grant amount has been reduced by 40%.
1999-00 GRANT AMOUNT $ 4,800
2000-01 GRANT REQUEST $10,000
RECOMMENDATION $ 21400
24. PACIFIC REPERTORY OPERA
Request Summary: The Opera is requesting help with the cost of promoting its
production of Rigoletto, as well as providing audience education and appreciation of the
performance. It also plans a student matinee performance for youth education and
outreach. The PCC recommends funding the promotional expenses and playbills.
1999-00 GRANT AMOUNT $3,000
2000-01 GRANT REQUEST $5,500
RECOMMENDATION $37200
25. PENINSULA PLAYERS, INC.
Request summary. Peninsula Players is an organization whose goal is to offer another
venue for local performers, especially novices, to participate as actors and technicians
under professionally trained direction. It sees itself as filling a niche by offering works in
between the SLO Little Theatre, which presents established shows and musicals, and
Centerpoint Theatre Group, which presents experimental/non-commercial choices.
Peninsula Players is requesting funding for advertising its three productions. The PCC
recommends partially funding the publicity request.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $4,030
RECOMMENDATION $29220
2-13
3-7
Page 7
26. PERFORMING ARTS CENTER OUTREACH—SUMMER SERIES
Request Summary. The Performing Arts Center has established an annual free Summer
Performance Series for local citizens, to broaden the scope of attendees at the PAC. The
series primarily features local performing artists, including dance and theater. The PAC is
requesting funding for marketing and artists fees. The PCC recommends funding the
marketing and promotion fees.
1999-00 GRANT AMOUNT $1,700
2000-01 GRANT REQUEST $3,200
RECOMMENDATION $2,000
27. PERFORMING ARTS CENTER(YOPAC)
Request Summary: The Foundation is requesting funding for promotion and admission
assistance for students as part of the Youth Outreach for Performing Arts Center
Program. The PCC recommends funding the promotion expenses.
1999-00 GRANT AMOUNT $1,080
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $1,000
28. SAN LUIS OBISPO CHAMBER ORCHESTRA
Request Summary. The SLO Chamber Orchestra is a recently established group of local
musicians. Its purpose is to present free concerts of classical chamber music to the
public, to provide an arena for musicians to play chamber music and to present an
opportunity for local youth to learn about this musical and performance tradition The
orchestra's request is for funding to underwrite concert costs and provide masters tutoring
in chamber music to promising young musicians. The PCC recommends funding
advertising for the concerts.
1999-00 GRANT AMOUNT $1,700
2000-01 GRANT REQUEST $2,200
RECOMMENDATION $1,500
29. SAN LUIS OBISPO ART CENTER, INC.
Request Summary: The SLO Art Center is requesting support for its nine 2000-01 art
exhibitions, and promotional materials for its craft-art market. The PCC recommends
funding promotional materials for the craft-art market and advertising for the gallery
exhibits.
1999-00 GRANT AMOUNT $3,000
2000-01 GRANT REQUEST $4,000
RECOMMENDATION $3,000
2-14
Page 8
30. SAN LUIS OBISPO COMMUNITY CONCERT ASSOCIATION, INC.
Request Summary. The Community Concert Association is requesting funding to assist
in providing two concerts for students. The PCC recommends partially funding the cost of
the student concerts.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $2,000
31. SAN LUIS OBISPO COUNTY ARTS COUNCIL
Request Summary. The Arts Council is requesting assistance in providing promotional
funding for its Open Studios 2000 event in October. The PCC recommends funding the
request.
1999-00 GRANT AMOUNT $2,300
2000-01 GRANT REQUEST $2,500
RECOMMENDATION $2,500
32. SAN LUIS OBISPO COUNTY BAND
Request Summary, The County Band is requesting funding for music, uniforms and
rental equipment The PCC recommends funding the purchase of music and uniforms.
1999-00 GRANT AMOUNT $1,500
2000-01 GRANT REQUEST $2,000
RECOMMENDATION $15700
33. SAN LUIS OBISPO COUNTY SYMPHONY
Request Summary. The SLO County Symphony is requesting support for a
commemorative calendar in celebration of its fortieth anniversary. The calendar will
feature photos and artwork of local artists and musicians, as well as depictions of San Luis
Obispo landmarks. The PCC recommends funding graphic design, marketing and
promotion for the calendar.
1999-00 GRANT AMOUNT $4,500
2000-01 GRANT REQUEST $8,000
RECOMMENDATION $6,500(anniversary year)
34. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY
Request Summary. The San Luis Obispo County Youth Symphony is requesting funding
to offset the cost of publicity, music and programs for three concerts in San Luis Obispo.
The PCC recommends funding the cost of the programs. Because the grant request was
late, per approved policy, the grant amount has been reduced by 20%.
2-15
3 -q
Page 9
34. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY(cont.)
1999-00 GRANT AMOUNT $1,500
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $1,200
35. SAN LUIS OBISPO DOWNTOWN ASSOCIATION
Request Summary: The Downtown Association is requesting funding for three separate
projects: (1) a brochure for the Public Art Sculpture Program; (2) the Local Artists Banner
Program; and (3) Information Kiosks. The PCC recommends funding the Sculpture
Program brochure and the information kiosks. Because this grant request was late, per
adopted policy, the recommended amount was reduced by 20%.
1999-00 GRANT AMOUNT $5,600
2000-01 GRANT REQUEST $7,000
RECOMMENDATION $4,000
36. SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL
Request Summary: The Film Festival is requesting funding to offset advertising and
promotion expenses and special program/film rental expenses related to the 2000
Festival. The PCC recommends funding advertising, promotion and part of the special
program film rental expenses.
1999-00 GRANT AMOUNT $4,800
2000-01 GRANT REQUEST $6,000
RECOMMENDATION $4,000
37. SAN LUIS OBISPO LITTLE THEATRE
Request Summary: SLOLT is requesting funding to launch a costume design
educational program and assist with costume construction costs for the production of Lithe
Women. The PCC recommends funding the cost of costume materials, the show program
and promotional flyers.
1999-00 GRANT AMOUNT $2,600
2000-01 GRANT REQUEST $3,750
RECOMMENDATION $2,950
38. SAN LUIS OBISPO POETRY FESTIVAL
Request Summary. The San Luis Obispo Poetry Festival is requesting funding to offset a
portion of the expenses associated with presenting the 17th Annual Festival. The specific
request is for poet honorariums and promotion. The PCC recommends funding promotion
and mailing expenses.
1999-00 GRANT AMOUNT $2,000
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $2,000 2-16
3—aa
Page 10
39. SLO SOCCER CLUB(SLO SUMMER TOURNAMENT)
Request Summary. The Soccer Club is requesting funding to offset expenses associated
with holding the 12th annual Summer Soccer Tournament. The specific request is for
assistance'with the tournament application, promotional artwork, advertising and web site
costs. The PCC recommends minimal funding toward the application, as the event occurs
during the summer when hotels are already full and members of the hospitality industry
have indicated that it frequently causes a negative experience for their other guests.
1999-00 GRANT AMOUNT $ 500
1995-96 GRANT REQUEST $1,300
RECOMMENDATION $ 750
40. SAN LUIS OBISPO SWIM CLUB
Request Summary. The Swim Club is requesting funding for its Strong Strokes Program-
-six large swim meets and nine youth outreach programs—which are anticipated to bring
approximately 3000 people to the City over the year. Funding is requested for promotion
and meet expenses. The PCC recommends partially funding the promotion request.
1999-00 GRANT AMOUNT $1,750
2000-01 GRANT REQUEST $6,000
RECOMMENDATION $2,000
41. SAN LUIS OBISPO VOCAL ARTS ENSEMBLE
Request Summary. The Ensemble is requesting funding to offset expenses for graphics,
postage, program production, office expenses, facilities and equipment and general
supplies. The PCC recommends funding the graphics and postage request. Because the
grant request was late, per adopted policy, the grant amount has been reduced by 50%.
1999-00 GRANT AMOUNT $3,000
2000-01 GRANT REQUEST $3,000
RECOMMENDATION $1,500
2-17
PROMOTIONAL COORDINATING COMMITTEE ATTACHIMIENT 4
DRAFT PUBLIC HEARING MINUTES
May 24, 2000
Council Hearing Room, City Hall
San Luis Obispo, CA 93401
1. CALL TO ORDER
Chairperson Wilda Rosene called the meeting to order at 5:32 p.m.with the following members present: Sandy
Baer, Bob Griffin, George Newland, Bill Pyper„ and Diane Hunt Roberts. Mitch Massey was absent. Wendy
George served as staff
2. PUBLIC COMMENT
There was no public comment.
3. PUBLIC HEARING ON GRANTS-IN-AID RECOMMENDATIONS
Chairperson Rosene opened the public hearing by introducing the members of the PCC. She then called upon the
proposed grant recipients in alphabetical order,asking if there were a representative who wished to speak. The
following comments were made:
Children's Creative Project—Kathy Friend thanked the PCC for its contribution. She pointed out that this was the I
Madonnari Festival's tenth anniversary and they are looking forward to a great festival.
Cuesta College Writers'Conference—Dave Congalton thanked the PCC for its support. The Writers'Conference
will be held September 15-16 and is in its le year.
Edna Vallely Arroyo Grande Vintners Association—Archie McLaren thanked the PCC for its grant. He
acknowledged that the Association is having difficulty creating the nexus between its events and the City. The
organization tried to book the Embassy Suites, but was unable to do so, resulting in the event being held outside
the City. In the future,the organization plans to ask for help with more general promotional materials.
First Night—Sandy Barnhart,the new executive director,was introduced by board member Steven Hanson. They
both thanked the PCC for its funding.
Friends of SLO Botanical Garden—Rosemary Harms thanked the PCC for its grant. She indicated that the
organization had just finished a feasibility study which says that the Friends need to increase their visibility. 5,000
people attended this year's garden festival,which included a 2% increase in out-of-town visitors. She asked if the
PCC would consider increasing its funding for publicity.
KCBX Wine Classic—Archie McLaren spoke about how many visitors the event draws from out of the areas.
1,750 people are pre-registered for the weekend. 1,000 of those are from out of town. The festival starts on
Tuesday and goes through the weekend, providing opportunities for multiple night stays.
Music and the Arts for Youth(MAY)—Libby Farmer thanked the PCC for its support.
Mozart Festival—On behalf of the Mozart, Festival Rosemary Harris thanked the PCC for its anniversary grant.
Mystic Krewe of Kamival -John Thomas thanked the PCC for its grant and apologized for Mystic Krewe's late
filing of the application.
Pacific Repertory Opera—Cynthia Anthony thanked the PCC for its support. She indicated that while the
organization had difficulties last year, it is looking forward to a very successful season this year. She stated that
charitable foundations look closely at the fact that an organization receives city support,and that the City of San
Luis Obispo's support helps PRO in soliciting foundation grants.
San Luis Obispo Art Center—Karen Kile thanked the PCC for its grant She reported that the Art Center had
41,000 visitors last year,about 30%of whom were from out of the area. The Art Center helps send a good image
of the City to visitors.
2-18
4- 7
PCC Meeting Minutes of MeetingDate, 1999
Page 2
San Luis Obispo County Arts Council—Ann Ream stated that without the City's help, lots of organizations would
be dead in the water. She said that the Arts Council was surprised at the success of last year's open studios tour.
It is already receiving calls about this year's event from out of the area visitors.
San Luis Obispo Downtown Association—Deborah Holley stated that the PCC's funding makes possible two
amenities for the City: the Revolving Art Sculpture Program which will be ready to go in June and the Kiosk
Program. The Downtown Association currently has a Sweep 'n Greet Program which helps provide information to
visitors. However there is still a need for directional information of kiosks to supplement the greeters. The
organization proposes a kiosk at each end of the downtown.
San Luis Obispo Little Theatre—Cynthia Anthony thanked the PCC on behalf of the Little Theatre. She indicated
that the theater group is made up of all volunteers. The play being supported by the PCC grant is Little Women. It
will be really good family entertainment, especially because young people can participate in learning about
costume design. She reminded the PCC.that sometimes even successful non-profits need support in order to
accomplish new programs.
San Luis Obispo Poetry Festival—Ann Ream said that the Poetry Festival is really a grass roots group. The
Festival is well attended. It is important to add a literary component to the arts scene,which the festival does.
San Luis Obispo Soccer Club—Mike Alamo thanked the PCC for its support. He said that the soccer tournament
is the biggest sporting event on the Central Coast. Over 40%of the participants come from the northern part of
the state. It is held in August, which makes room prices higher. The club works with the teams to try to control the
players when they are staying in hotels and motels. This is the first time in 12 years that the tournament will not be
played in the City, as there are no fields available. He is concerned about the lack of fields in the City. When the
new sports fields are built,the dub may be able to move the tournament date to a better time of the year for
tourism promotion.
Vocal Arts Ensemble—Dave Mills thanked the PCC for its support,even though the amount was reduced due to
filing a late grant application. He talked about upcoming events and the VAE's summer tour to Powell River, B.C.
Following comments of the grantees,the PCC discussed the Friends of the Botanical Garden's request for more
funding. The organization's representative said that they had a number of people stop by the Garden Festival who
indicated that they did not know about the event ahead of time. The Friends are still working on a plan to improve out
of county promotion. They have just recently put together a marketing plan which is part of their larger strategic plan
process. The Garden Festival is a major event with an attendance of over 5,000 this year.
Sandy Baer moved, and Bob Griffin seconded,that an additional$1,000 be given to Friends of the Botanical Garden
for marketing materials. Wilde Rosene stated that since it is the organization's 10"'anniversary, an increase would be
appropriate. Diane Hunt Roberts asked if such an increase would be in line with the size of this event compared to
others. Sandy Baer asked how many people attended First Night. The estimate was 15-16,000. George Newland
said he was concerned about consistency with the rest of the grants. The increase seems to unbalance things. The
motion was defeated by a vote of 2-3. Bill Pyper abstained. Diane Hunt Roberts then moved, and George Newland
seconded,that an additional$500 be given to Friends of the Botanical Garden for promotional materials. The motion
passed unanimously,with Bill Pyper abstaining.
On a motion by Bob Griffin, seconded by Sandy Baer,the PCC unanimously approved the subcommittee's grant
recommendations,with the additional funding for Friends of the Botanical Garden.
13. ADJOURNMENT
The meeting was adjourned to the regular meeting of June 14, 2000.
Submitted by.
Wendy George 2-19
L muL b it C dela-(-09 - 3
Ma.� z q ,
N��vl� C��y a�� Zc�hc►,7
��5�7irofitr✓ �L���S ii Lr�/5 �p7b�l^,iCG/ C�/L��i1
JC. -TWj
s
1-6
I►'� A C s,P�t��1�7 s1,1,eo ,L
�GJt- cony4�n Wf�tors �o��tr��1t�
FfAvm.en•&&NA&
k� "Fik&A- K); &4-6
2-20