HomeMy WebLinkAbout06/21/2005, BUS. 5 - 2005-06 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS council
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CITY OF SAN LU IS OBISPO
FROM: Wendy George, ACAOU
Prepared By: Betsy Kiser, Principal Administrative Analyst
SUBJECT: 2005-06 PROMOTIONAL COORDINATING CONEVEF= GRANTS-IN-AID
RECOMMENDATIONS
CAO RECOMMENDATION
As recommended by the Promotional Coordinating Committee (PCC), approve the 2005-06
Grants-in-Aid(GIA) and authorize the City Administrative Officer to execute agreements with each
grant recipient as described in Attachment 1,inclusive of any modifications made by the Council.
DISCUSSION
Background
In February of this year, the PCC began its annual Grants-in-Aid process. Notices were placed in
the Tribune and on the City's website, 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 2005-06 grant process. A workshop was held for prospective applicants on February 9,
2005 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 and fourteen members of the community attended, representing
thirteen organizations.
Completed applications were due to the City on March 11, 2005. The PCC received 42
applications requesting a total of$158,933. This compares with 46 applications received in 2004-
05 requesting $169,637. As in the past, the majority of applications were geared toward cultural
activities. Unfortunately, this grant cycle, three applications were deemed incomplete or were
received after the deadline, two failed to meet the criteria for funding, and one requested funding
for a project that was out of sync with the funding cycle. (Due to problems in the past with late and
incomplete documents, language was added to the grant application cover letter in bold, upper case
and underlined that "LATE OR INCOMPLETE APPLICATIONS WILL NOT BE
ACCEPTED.") Ultimately, the PCC made recommendations on 36 complete and timely
applications. Copies of the 2005-06 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 Wilda Rosene (who served as chair),Diane Hunt Roberts, and Louise Justice met two
s-/
2005-06 Grants-in-Aid Recommendations Page 2
times (April 11 and April 25) to review the applications and evaluate each using the assessment
criteria established by the Council. (Attachment 2). The subcommittee's preliminary
recommendations were then presented to the full committee at the PCC's May 11th regularly
scheduled meeting. (See Attachment for minutes.) During the meeting, the PCC approved the
subcommittee's preliminary recommendations and set a public hearing date for May 25, 2005 to
present the recommendations to the applicant agencies. The preliminary recommendations and
notice of the meeting were then mailed to all grant applicants.
Funding Recommendations
The public hearing was held on May 25, 2005, to formally present the Committee's 2005-06 GIA
recommendations to the applicant agencies. (See Attachment for minutes.) During the meeting,
all applicants were given an opportunity to address the PCC regarding the recommendations.
Representatives from twenty-three of the applicant agencies were present, with the majority
providing information about their programs and future plans, and in all instances expressing
appreciation to the committee for its funding recommendations.
Action on the grant recommendations was taken after the public hearing. The PCC unanimously
adopted the recommendations and directed staff to forward the recommendations to City Council
for final action.
The following summarizes the PCC's 2005-06 final grant recommendations:
1. Total funding available is $100,000.
2. Total funding allocated is $95,330 in grants,with funds remaining of$4,670.
3. Funding is provided to 36 organizations, with grants ranging from$965 to$5,000.
4. Six grants proposals were not recommended for funding due to issues identified earlier
in the report. Specifically, these include:.
a. The Central Coast Children's Choir requested $2500 for printing of concert flyers,
media advertising and honorarium for guest artists. The application failed to include
Attachment 4 — Statement of Limitations and Payment Disbursement. In all other
respects, the application met the funding criteria. (See following section for
additional information regarding this grant request.)
b. The Friends of the SLO Botanical Garden requested $5000 to advertise their spring
and fall plant sale. The PCC felt the project did not meet the granting criteria of
large festival or parade; concert series, art exhibits, or youth outreach.
c. The Gold Coast Barbershop Chorus requested $2000 for music kits, award
certificates, refreshments, t-shirts and music clinic instructions for accapella singing
clinics in 10 SLO institutions,including Grizzly Academy,Juvenile Hall, CA Youth
Authority, and others. The PCC felt the project did not meet the granting criteria
stated above and did not serve the City of San Luis Obispo.
d. The Mission Prep Christmas Classic requested $5000 for advertising materials for
their 7`s Annual Christmas Classic basketball tournament. The PCC rejected the
application because it arrived late(3 days) and was incomplete.
e. The SLO City to Sea Half Marathon requested$4000 for advertising and promotion,
postage, traffic control and bus transportation. Although portions of the request did
not meet grant criteria, the PCC rejected the application because it arrived one week
GAProjects&Prograrns\P.C.C\Grants in Aid\G1A 2005-06\Administration\CAR 2005-06 GIA Requests 6105.doc 7
2005-06 Grants-in-Aid Recommendations Page 3
past the deadline and was incomplete.
f. The SLO County Youth Symphony requested $3500 for advertising .and
promotions, guest artist expenses and composer/commission fees for their 40`h
Anniversary Gala Benefit Concert. The PCC rejected the application because the
event was scheduled for June 18, 2005, the month preceding the start of the 2005-06
grant cycle.
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.
Request For Special Consideration
Subsequent to the May 25 public hearing, the PCC received a letter from the Central Coast
Children's Choir (CCCC), a successful past grant recipient, requesting special consideration with
regard to their grant application. As indicated above, the CCCC had inadvertently left off
Attachment 4 from their application, rendering their grant inadmissible. The PCC carefully
considered the request at their June 8`s meeting and for fear of setting a "dangerous precedent" for
dealing with incomplete applications in future grant cycles, upheld their original recommendation
not to fund the CCCC. However, the CCCC was informed that they could request support from the
City Council, since the Council ultimately approves the allocation of grant funds.
Attached is a letter to the Council from the CCCC, again requesting special consideration.
(Attachment 5) A representative from the CCCC will be available at the Council meeting to
present their plea and answer any questions.
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 2005-06 budget for the PCC Grants-in-Aid Program, approved as part of the 2005-07 Financial
Plan, is $100,000. The PCC is recommending that $95,330 be allocated at this time to grants that
have met all GIA requirements. $4,670 is available for use at Council's discretion.
ALTERNATIVES
Members of the PCC want Council to know that even though the full grant funding was not used
($4,670 remains), they gave careful consideration to all grant proposals and believe that the
recommendations currently show parity among requests with regard to type, size, and duration of
event, and the activities to be supported by the grant. However, should Council wish to change
allocations, or provide some level of funding to the CCCC, the additional funding is available to do
so. Otherwise,it will be carred over and used as part of the 06-07 grant cycle.
GAProjects&Programs\P.C.Mrants in Aid\GIA 2005-06\Administration\CAR 2005-06 GIA Requests 6105.doc
2005-06 Grants-in-Aid Recommendations Page 4
ATTACHMENTS
1. 2005-06 PCC Grant Summaries
2. Grant Assessment Criteria
3. Draft minutes from the May 11, 2005 PCC meeting.
4. Draft minutes from the May 25,2005 GIA Public Hearing
5. Letter from the CCCC dated June 9, 2005
Original grant applications are available in the Council Reading File.
GAProjecrs&Programs\RC.C\Grants in Aid\GIA 2005-06\Administmtion\CAR 2005-06 GIA Requests 6105.doc ��
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-� ATTACHMENT
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 programlevent. Acceptable recreational
programs must qualify under Section I(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;
3 ATTACHMENT
a
b. organizations requesting funds for a special celebration such as an anniversary that will provide
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.
f. Web site development.
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.
Sg
Item 2. SUPPORT FOR AMTRAK FUNDING Sta ck
The committee was in consensus to send a le r in support of funding Amtrak to be signed by
Chair Nicklas.
SUBCOMMITTEE REPORTS
Item 1. GRANTS-IN-AID SUBCOMMITTEE
The Subcommittee has met twice to review grant applications. This is the first year that there
have been so many problems with the applications. Some applications were submitted late,
some were incomplete, and in some instances the event was in the wrong cycle. The final
recommendations by the PCC will occur on May 25 at 5:30pm, all grant applicants have been
invited to attend.
Item 2. MARKETING SUBCOMMITTEE
Newland stated that good discussions have continued and the subcommittee is at the stage
now of allocating money for 2005-07. Bob Griffin expressed that we need to quantify results
from activities. Contractors will provide time and costs and when possible, quantifiable results.
BUSINESS ITEMS
Item 1. ADVERTISING
Maggie Cox reported that there will be June and July presence ' Sunset magazine, promoting
Fall arts events. There is a Fall Central Coast special secti , with opportunities for pre-buy
editorial. The Sunset Tradeshow is in two weeks, contin ' g with a farmers market theme.
Skywest will run a story during the months of July d August on Trout About Downtown.
Item 2. PUBLIC RELATIONS
Lindsey Miller distributed the 2005 Visit s Guide, all headings throughout the guide are in the
same font as the brand. Guides we o Cal Poly Open House parents.
Matthew Poole, Frommers, ex red the City with Lindsey. She is currently pitching Golf
California and including all courses in the County. Coast Magazine (45,000 circulation), is
expecteXY icle on the Apple Farm.
Item 3. R
Numberly (Lindsey thinks due in part to Open House). Website numbers
are also
PCC Meeting Minutes
May 11,2005
Page 2 S-/�
MACHMK
Promotional Coordinating Committee
Grants-in-Aid
Public Hearing
DRAFT
Wednesday, May 25, 2005
5:30 p.m.
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Subcommitte Chair, Rosene 5:30 p.m.
PRESENT: Rosene, Justice, Norton, Griffin, Newland
STAFF PRESENT: Betsy Kiser, Principal Administrative Analyst
COMMITTEE-ITEMS
Item 1. PUBLIC HEARING TO DISCUSS PCC'S RECOMMENDATION
TO COUNCIL FOR GRANTS IN AID
Twenty three organizations were represented at the meeting. They all expressed
thanks to the PCC for their support.
The PCC expressed their disappointment that there were no representatives
from Cal Poly (3 grant requests) or the San Luis Obispo Vintners & Growers
Association, based on the amount of support recommended to the organizations.
ACTION: Moved by Justice/Norton to forward the PCC grants in aid funding
recommendations to the City Council for final approval. Motion carried 5:0.
Meeting adjourned 6:10 p.m.
GAProjects&.ProgramsT.C.Mrants in Aid\GIA 2005-06Wdministration\GIA public hearing 05-25-05.doc
Betsy Kiser- Fwd: Special Consideratior the Grants In Aid Program Page 1 j
From: SLO Citycouncil MOMENT':` 5
To: Kiser, Betsy
Date: 6/9/05 8:23AM
Subject: Fwd: Special Consideration for the Grants In Aid Program
>>> "Central Coast Childrens Choir"<cccc-slo @charter.net>06/08/05 09:43PM >>>
June 8, 2005
City Council Members
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Dear Council Members:
On behalf of the Central Coast Children's Choir, I would like to request
special consideration in regard to our PCC Grants in Aid Application for
2005-2006.
We have been a recipient of this grant for many years and have always
submitted our paperwork in a timely and accurate manner. Unfortunately,
this year we did not include Attachment 4 with our proposal. Attachment 4
is the Statement of Limitations and Payment Disbursement.
We understand your need to be consistent in awarding funds, and believe we
may have unique situation that may not set a precedent of awarding grants to
organizations that turn in late or incomplete applications. First, all the
funds available have not been allotted. Second, our proposal was turned in
by the due date. Third, our proposal contained all the required financial
information. And lastly, we have requested special consideration in writing
as well as in person.
Our original request was for$2,500.00, and we would be thrilled to be
awarded any portion of our request. A representative from our organization
can be at your meeting on June 21 st to answer any questions or plead our
case in person.
We thank you for supporting us in the past and look forward to your support
in the future. Please do not hesitate to call if you have any questions.
Yours truly,
Terri Burkhart
Central Coast Children's Choir
P.O. Box 15757
San Luis Obispo, CA 93406
541-5323
S lL
Betsy Kiser-_fwd. Special Consideratior`^r the Grants In Aid Program _.A _ _ Page 2j
ATTACHMENT" s
Mission Statement
The Central Coast Children's Choir is devoted to creating choral excellence,
instilling values of self-discipline and commitment, building lasting
friendships, while inspiring the artist with each child through the power of
music.
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