HomeMy WebLinkAbout06/15/2004, BUS2 - 2004-05 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS counaL
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CITY OF SAN LUIS OBISPO
FROM: Wendy George, ACAO
Prepared By: Betsy Kiser, Principal Administrative Analyst
SUBJECT: 2004-05 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID
RECOMMENDATIONS
CAO RECOMMENDATION
As recommended by the Promotional Coordinating Committee (PCC):
1. Adopt a resolution approving 2004-05 Grants-in-Aid (GIA) and authorizing the City
Administrative Officer to execute agreements with each grant recipient as described in
Exhibit"A" attached to the resolution, inclusive of any modifications made by the Council;
2. Allocate any remaining funds from the 2004-05 GIA program to the PCC's Enhanced
Promotional Fund for uses consistent with that program's established granting criteria.
DISCUSSION
Background
In February of this year, the PCC began its annual Grants-in-Aid process. Notices were placed in
the Tribune, advertising the availability of grants for local non-profit organizations that promote
cultural or recreational services of tourism promotion advantage to the City. Additionally, prior
year grant recipients were mailed notices advising them of the time frame for the 2004-05 grant
process. A workshop was held for prospective applicants on February 11, 2004 to review the grant
application process, emphasize the Council's grant criteria, discuss the PCC's expectations for
applications and answer any questions from the applicants. This meeting was mandatory for new
applicants.
Completed applications were due to the City in March. The PCC received 46 applications
requesting a total of$169,637. This compares with 44 applications received in 2003-04 requesting
$159,189. As in the past, the majority of applications were geared toward cultural activities. All
applications were received prior to the deadline, and all were deemed complete. Copies of the 2004-
05 grant applications are available in the Council Reading File.
Review Process
Upon receipt of the grant applications, the PCC convened a subcommittee to review the
applications and formulate preliminary grant recommendations. The GIA subcommittee,
comprised of Diane Hunt Roberts (who served as chair), Wilda Rosene, and Louise Justice met
three times (March 29, April 16, May 10) to review the applications and evaluate each using the
assessment criteria approved by the Council in January 2004. (Attachment 1). The subcommittee's
preliminary recommendations were then presented to the full committee at the PCC's May 12t'
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2003-04 Grants-in-Aid Recommendations Page 2
regularly scheduled meeting. (See Attachment 2 for minutes.) During the meeting, the PCC
approved the subcommittee's preliminary recommendations and set a public hearing date for May
26, 2004 to present the recommendations to the applicant agencies. The preliminary
recommendations were then mailed to all grant applicants.
Funding Recommendations
A public hearing was held on May 26, 2004, to formally present the Committee's 2004-05 GIA
recommendations to the applicant agencies. (See Attachment 3 for minutes.) During the meeting,
all applicants were given an opportunity to address the PCC regarding the recommendations.
Representatives from twenty-four of the applicant agencies were present, with the majority
providing information about their programs and future plans, and in most cases expressing
appreciation to the committee for its preliminary recommendations. Four organizations requested
that their grant funding be increased from what was recommended by the sub-committee.
a. ECOSLO. Pam Heatherington, Executive Director of ECOSLO asked the PCC to
reconsider its recommendation for no funding. ECOSLO requested $4,000 for advertising
and promotional activities to support its New Year's Eve Fundraising Gala. The PCC
upheld its recommendation that no funding be provided on the grounds that the event was
designed primarily as a fund raiser for the organization and did not meet the granting
criteria of being of local cultural benefit to the residents or of tourism promotion
advantage to the City of San Luis Obispo.
b. San Luis Obispo County Bicycle Coalition. Joe Gilpin, Executive Director of the Bicycle
Coalition thanked the PCC for its recommended support of $2,000 and requested an
additional $1,000 to help defray the printing costs of the City bicycle map. The PCC
denied the additional funding based on questionable tourism benefit. They requested Mr.
Gilpin to track tourist use of the map throughout the year, via the distributing hotels, and
if the outcome proved positive, the PCC would consider increasing funding in future
grant cycles.
c. San Luis Obispo Soccer Club. Linda Alamo, Event Co-coordinator thanked the PCC for
its recommended support of $750 and requested additional funding for promotions. Her
request was based on the fact that the event generates hundreds of thousands of dollars
within the hospitality industry due to the number of families that participate in the
tournament, staying in local hotels and eating in local restaurants during the two-day
event. The PCC recommended increasing the funding to $1000.
d. Women's Shelter Prod am of San Luis Obispo County. Susan Talbott from the Women's
Shelter requested additional information from the PCC regarding why their grant was not
recommended for funding. The PCC indicated that the event was scheduled to take place
during the two-hours of an already existing event (Farmer's .Market) and neither served
tourists nor could be considered an art or cultural event.
Action on the Grants-in-Aid recommendations was taken after the public hearing. The PCC
unanimously adopted the recommendations. The PCC directed staff to forward the
recommendations to City Council for final action.
ON
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2003-04 Grants-in-Aid Recommendations Page 3
The following summarizes the PCC's 2.003-04 final grant recommendations:
1. Total funding available is $113,745. This total represents the 2004705 Financial Plan
allocation of $104,700, carryover of $3,445 from 2003-04 and an additional $5600
returned by previous grant recipients because they were not able to complete their
projects as submitted.
2. Total funding allocated is$108,025 in grants, with a reserve of$5,720.
3. Funding is provided to 41 organizations, with grants ranging from $800 to$5,000.
4. No funding recommended to following agencies:
a.) ECOSLO—Request did not meet the funding criteria.
b.) Mardi Gras of San Luis Obispo—Based on a decision by the organizers to cancel the
parade and possibly bring back a new event for Saturday in the Plaza, the proposal
no longer reflected its original intent, thus invalidating it. Additionally, the PCC felt
that the City already contributes significantly to the event in other ways.
c.) Mission San Luis Obispo — City is not able to fund per State Constitution, Article
16, Section 5, which prohibits use of public funds in aid of religious purposes or
institutions.
d.) San Luis Historical Society — Grant request did not align with funding cycle (funds
needed for current fiscal year).
e.) Women's Shelter Program of San Luis Obispo County -Request did not meet the
funding criteria; better suited for the Human Relations Grants-in-Aid program.
A more detailed discussion of the individual grant recommendations can be found in Attachment 4.
A member of the PCC will be available to Council at the public hearing to respond to any inquiries.
GIA Fund Balance Transfer to Enhanced Promotional Fund
The PCC is recommending that any funds remaining in the GIA program be reallocated to the
PCC's Enhanced Promotional Fund for use during 2004-05. This fund is specifically designed to
support innovative promotional ideas and provide seed money for new special events. The PCC
request is based on the following rationale:
1. Each year, the PCC reserves a small portion of grant funds to allow for Council
discretion when awarding the contracts (usually around $3,000). Council may choose
to disperse the reserve funds upon hearing testimony from the public,but the PCC has
carefully considered each grant request, and feels they have recommended, in good
faith, either full funding, funding consistent between agencies with similar events
and/or funding within the limits recommended by the grant criteria. Last year the
Council did not award any of the reserved funds and they carried over to this year.
Additionally, due to the refunded grants mentioned earlier in the report, and the
recommendation not to fund five of the applicants, there is more reserve funding
remaining than usual.
2. This is the second year of the two-year Financial Plan and remaining grant funds
cannot be carried over into next year.
3. To assist with the development of a balanced budget, the PCC eliminated Enhanced
Promotional Funds for FY 2003-05 (usually $50,000 over the two years).
Reallocating the remaining grant funds to the Enhanced Promotional Fund would
a r3
G:\Projects&Progiaras\P.C.C\Grants in Aid\GIA 2004-05\Administration\2004-05 Gia agenda report 61504.doc
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2003-04 Grants-in-Aid Recommendations Page 4
enable the PCC to provide some level of support to new tourism promoting events or
promotional opportunities, should they come forward this fiscal year. Support for this
recommendation comes directly from the Major City Goal to generate additional
Transient Occupancy Tax revenues.
4. The PCC believes that there is a high likelihood that there are several new special
events being developed that may be seeking seed money from the PCC over the
coming year.
Contracts
Upon Council adoption of grant recommendations, staff will enter into contracts with each of the
qualified organizations. Contracts will be monitored by the PCC and staff throughout the year.
FISCAL IMPACT
The 2004-05 budget for the PCC Grants-in-Aid Program, approved as part of the 2003-05 Financial
Plan, is $104,700. Adding carryover of$3445 and an additional $5600 returned by previous grant
recipients provides a funding capacity of $113,745. The PCC is recommending that $108,025 be
allocated to approved grants, with the remaining $5,720 being placed in the Enhanced Promotional
Fund.
ATTACHMENTS
1. Grants Assessment Criteria
2. Draft minutes from the May 12,2004 PCC meeting.
3. Draft minutes from the May 26, 2004 GIA Public Hearing
4. 2004-05 PCC Grant Summaries
5. Resolution
Original grant applications are available in the Council Reading File.
r
G:\Projects&ProgramsT.C.C\Grants in Aid\GIA 2004-05\Administration\2004-05 Gia agenda report 61504.doc
ATTACHMENT 1
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/event. 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, as
evidenced by a completed and accepted Final Report.
3. The organization must have Federal non-profit status as defined in Section 501(c)(3)or(c)(6)of the
Internal Revenue Code(no exceptions made).
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 race,religion, sex,national origin, sexual orientation, age, physical, mental or economic
status.
6. The applicant organization must be willing to participate in a final report evaluation process as
requested by the Promotional Coordinating Committee.
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. Consideration will be given to events that take place in the City of San Luis Obispo and
contribute to the local economy.
3. Additional consideration will be given to:
a. events that occur during the"non-peak"tourism months of September through May;
b. organizations requesting funds for a special celebration such as an anniversary that will provide
a ��
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ATTACHMENT1
increased promotional opportunities;
c. organizations that demonstrate collaboration with related agencies and other community
resources.
4. Other types of City support, such as facility use or in-kind service, will be considered in the award
process.
5. Demonstrated financial need of the organization will be considered in evaluating and awarding
funds, although the potential cultural and/or promotional benefit of the request will be given higher
consideration.
6. Past grant performance of the organization, regardless of financial need or potential proposal
benefit,will be considered in awarding funds.
7. Grants will not be made for the following expenses:
a. Office overhead or staff salaries(artist stipends acceptable).
b. Capital Equipment.
c. Rental of space for performances or rehearsals.
d. Scholarships or camperships.
e. Tours or travel expenses.
8. In the past,grants have been awarded for the following expenses:
a. Publicity and promotional materials
b. Tickets to events for youth and or underprivileged
c. Artist's stipends and honorariums.
Applicants should be aware that competition does exist for these awards and that there is no
assurance that funding will be available to them in any fiscal year. Grant funds are limited
� rY
� ATTACH MffT 2
Promotional Coordinating Committee
DRAFT
Wednesday, May 12, 2004
5:30 p.m.
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Chair Bob Griffin, 5`31 p.m.
PRESENT. Griffin, Hunt Roberts, Justice, Newland, Nicklas, Rosene
STAFF PRESENT: Shelly Stanwyck, Economic Development Manager
PUBLIC COMMENT
None
CONSENT AGENDA
ACTION: Moved by Nicklas/Justice to accept the Consent Agenda; Motion carried 5:0
COMMITTEE & BUDGET ITEMS
Item 1 . MEDIAN IMPROVEMENTS
Council direction to staff to respond to request to beautify medians; administration has the
lead. $40K fountain improvements at Marsh. Develop a plan, budget; PCC will receive
periodic updates.
Meeting with Mayor next Wednesday at 3:00pm.
ACTION:
Item 2. MARKET RESEARCH STATUS REPORT
Shelly Stanwyck reported that the research is underway; issuing this week. Marketing
Subcommittee review responses. SLO Passport at Mixer Showcase.
ACTION: Rosene/Hunt Roberts; unanimous CA
PCC Meeting Minutes
May 12,2004
Page 1
MARKETING OBJECTIVES
Item 1 . BRAND IMAGE IMPLEMENTATION:.TROLLEY
Discussed Mass Transportation Committee's support to put a colorful logo on Trolley at the
entry door.
SUBCOMMITTEE REPORTS
Item 1. GRANTS IN AID SUBCOMMITTEE
Gumbo Fest, LeGrande Ball Masquerade , Mardi Gras— Recommend event go away in its
entirety, funding is not recommended.
Mardi. Gras Fest— Craig Williams
Probably be Gumbo Fest in 2005. Children's events and Gumbo Fest. Considering changed
date per Council request to not use name during Mardi Gras time period.
Funding left per recommendation. Option to have Gumbo Fest come back at a later date.
Mission San Luis Obispo couldn't receive funding because State constitution saying we can't
fund event. Church component butting right up to public component.
Historical Society's dates didn't sync up and spoke with them about this.
Women's Shelter didn't.fill grant criteria, recommended HRC grant.
Downtown Association had numerous things that didn't fit grant criteria so less funding then in
previous years.
Abstain from recommendation on following:
Hunt Roberts —Civic Ballet
Nicklas — Friends of Prado, Film Festival
Rosene— Little Theatre
George — Swim Club
Discussion: Mardi Gras and extensive consideration, group took $374,000 budget for next year
Mardi Gras. Application doesn't fit criteria. Agonized over decision felt strongly, everything
has to go away for awhile.
Consensus — Preliminary recommendation as presented
Grants in Aid Update Council review this June 15, instead of July 6..
Deborah Cash updated that the first kiosk will be completed in 4 weeks. Mid-July for the
installation, and PCC is invited to the celebration.
There will be a Special PCC GIA public hearing on May 26, at 5:30pm. a^g
PCC Meeting Minutes
May 12,2004
Page 2
- ' RTTACHMER3
Promotional Coordinating Committee
Public Hearing for Grants-in-Aid
DRAFT
Wednesday, May 26, 2004
5:30 p.m.
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Chair Bob Griffin, 5:30 p.m.
PRESENT: Griffin, Justice, Norton, Nicklas, Rosene
STAFF PRESENT: Betsy Kiser, Principal Administrative Analyst
PUBLIC COMMENT
None
Item 1. GRANTS IN AID
Representatives from twenty-four organizations attended the Public Hearing for Grants-in-Aid
(GIA). Wilda Rosene, member of the GIA sub-committee presented the grant funding
recommendations. The majority of recipients thanked the PCC for their generosity and
provided a brief synopsis of their agency's mission. In addition, four organizations requested
either additional funding or clarification as to why funding was not recommended. Those
organizations included:
a. ECOSLO. Pam Heatherington, Executive Director of ECOSLO asked the PCC to
reconsider its recommendation for no funding. ECOSLO requested $4,000 for
advertising and promotional activities to support its New Year's Eve Fundraising Gala.
The PCC upheld its recommendation that no funding be provided on the grounds that
the event was designed primarily as a fund raiser for the organization and did not meet
the granting criteria of being of local cultural benefit to the residents or of tourism
promotion advantage to the City of San Luis Obispo.
b. San Luis Obispo County Bicycle Coalition. Joe Gilpin, Executive Director of the Bicycle
Coalition thanked the PCC for its recommended support of $2,000 and requested an
additional $1,000 to help defray the printing costs of the City bicycle map. The PCC
denied the additional funding based on questionable tourism benefit. They requested
Mr. Gilpin to tract tourist use of the map throughout the year, via the distributing hotels,
and if the outcome proved positive, the PCC would consider increasing funding in future
grant cycles.
PCC Meeting Minutes
May 12,2004
Page 1
c. San Luis Obispo Soccer Club. Linda Alamo, Event Co-coordinator thanked the PCC for
its recommended support of$750 and requested additional funding for promotions. Her
request was based on the fact that the event generates hundreds of thousands of
dollars within the hospitality industry due to the number of families that participate in the
tournament, staying in local hotels and eating in local restaurants during the two-day
event. The PCC recommended increasing the funding to $1000.
d. Women's Shelter Program of San Luis Obispo County. Susan Talbott from the
Women's Shelter requested additional information from the PCC regarding why their
grant was not recommended for funding. The PCC indicated that the event was
scheduled to take place during the two-hours of an already existing event (Farmers
Market) and neither served tourists nor could be considered an art or cultural event.
Motion #1: That the Council approve the recommended funding levels as adjusted during the
public hearing. (Justice/Nicklas/all)
Motion #2: That the Council reallocate any remaining funds from the Grants-in-Aid program to
the Enhanced Promotional Fund for uses consistent with that program's established granting
criteria. (Nicklas/Norton/all)
Griffin requested that recipients share their mailing lists with the PCC for marketing purposes.
Lists may be sent to Shelly Stanwyk, the Economic Development Manager.
Meeting Adjourned at 6:30 p.m.
PCC Meeting AnuJ O
May 12,2004
Page 2
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MARK
RESOLUTION NO. (2004 Series)
A RESOLUTION OF THE COUNCIL OF THE
CITY OF SAN LUIS OBISPO AUTHORIZING FUNDING TO FORTY-ONE AGENCIES IN
THE AMOUNT OF $108,025 FOR FISCAL YEAR 2004-05 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 2003-05
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 adopted this _ _ day of , 2004.
Mayor David F.Romero
ATTEST:
City Clerk
APPROVED AS TO FORM:
Jo th . Lowell, City Attorney
EkAibifA
Promotional Coordinating Committee
2004-2005 Grants in Aid Summary
Organization 2003-04 Grant 2004-05 Request 2004-05 Recommend
1 Cal Poly State University Foundation (Arts for Youth) $1,500.00 $4,500.00 $2,500.00
2 Cal Poly State University Foundation (Open House) $2,000.00 $1,900.00 $1,900.00
3 Central Coast Basketball Club $0.00 $3,000.00 $2,000.00
4 Central Coast Children's Choir $1,500.00 $2,500.00 $2,500.00
5 Central Coast Shakespeare Festival $3,000.00 $6,500.00 $3,000.00
6 Children's Creative Project $4,200.00 $10,000.00 $5,000.00
7 Civic Ballet of San Luis Obispo $3,000.00 $3,000.00 $2,400.00
8 Cuesta College Art Gallery $2,000.00 $2,050.00 $1,850.00
9 Cuesta College Writers Conference $2,500.00 $3,000.00 $3,000.00
10 ECOSLO $0.00 $4,000.00 $0.00
11 Foundation for San Luis Obispo County Public Libraries $0.00 $5,000.00 $3,250.00
12 Friends of Prado Day Center $0.00 $3,000.00 $3,000.00
13 Friends of San Luis Obispo Botanical Garden $4,000.00 $6,000.00 $4,000.00
14 Gay and Lesbian Alliance of the Central Coast $0.00 $5,000.00 $3,000.00
15 Gold Coast Barbershop Chorus $1,500.00 $3,000.00 $500.00
161 Mardi Gras of San Luis Obispo $4,500.00 $5,000.00 $0.00
17 Mission Prep Christmas Classic $0.00 $5,000.00 $2,500.00
18 Mission San Luis Obispo $0.00 $3,850.00 $0.00
19 Music and the Arts for Youth (MAY) $2,000.00 $3,500.00 $2,900.00
20 Pacific Horizon Chorus $1,100.00 $2,020.00 $1,500.00
21 Pacific Repertory Opera $3,500.00 $5,000.00 $5,000.00
22 Peninsula Players, Inc. $2,000.00 $3,000.00 $2,000.00
23 San Luis Chamber Orchestra $0.00 $2,000.00 $2,000.00
24 San Luis Obispo Art Center $3,000.00 $3,000.00 $3,000.00
25 San Luis Obispo Blues Society $1,950.00 $2,925.00 $2,925.00
26 San Luis Obispo City to the Sea Half-Marathon $2,000.00 $4,000.00 $2,500.00
27 San Luis Obispo Community Concert Association $1,950.00 $3,000.00 $1,300.00
28 San Luis Obispo County Arts Council $2,000.00 $2,500.00 $2,500.00
29 San Luis Obispo County Band $1,800.00 $3,000.00 $2,200.00
30 San Luis Obispo County Bicycle Coalition $1,000.00 $5,000.00 $2,000.00
31 San Luis Obispo County Child Abuse Prevention Council $1,000.00 $2,000.00 $1,000.00
32 San Luis Obispo County Historical Society $2,055.00 $1,934.00 $0.00
33 1 San Luis Obispo County Youth Symphony $2,000.00 $3,000.00 $3,000.00
34 San Luis Obispo Downtown Association $6,000.00 $5,000.00 $1,100.0.0
35 San Luis Obispo Little Theater $3,000.00 $3,000.00 $2,250.00
36 San Luis Obispo Mozart Festival $4,500.00 $5,000.00 $5,000.00
37 San Luis Obispo Poetry Festival $2,000.00 $2,600.00 $2,600.00
38 San Luis Obispo Soccer Club $1,000.00 $1,250.00 $1,000.00
39 San Luis Obispo Swim Club $1,100.00 $2,500.00 $800.00
40 San Luis Obispo Symphony $4,000.00 $6,500.00 $5,000.00
41 San Luis Obispo Vintners&Growers Association $5,000.00 $7,700.00 $5,000.00
42 SLO International Film Festival $0.00 $6,258.00 $5,000.00
43 The Monday Club of San Luis Obispo $500.00 $1,050.00 $1,050.00
44 Transitions- Mental Health Association $1,450.00 $4,000.00 $4,000.00
45 Women's Community Center of San Luis Obispo Co. $500.00 $1,000.00 $1,000.00
46 Women's Shelter Program of San Luis Obispo County $0.00 $1,600.00 $0.00
Total $169,637.00 $108,025.00
Total Available $113,745.00
Reserve $5,720.00
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