HomeMy WebLinkAbout06/20/2006, BUS 2 - 2006-07 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS council Medi.,Da.
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CITY OF SAN LUIS OBISPO
FROM: Shelly Stanwyck, ACRO
Betsy Kiser,Parks and Recreation Directors
SUBJECT: 2006-07 PROMOTIONAL COORDINATING COM II`= GRANTS-IN-AID
RECOMMENDATIONS
CAO RECOMMENDATION
As recommended by the Promotional Coordinating Committee (PCC), approve the 2006-07
Grants-in-Aid (GIA) and authorize the City Administrative Officer to execute the individual
agreements with each grant recipient.
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 for the promotion cultural of recreational services and events that will be of interest to
visitors and residents. Prior year grant recipients were mailed notices advising them of the 2006-07
grant process. A workshop was held for prospective applicants on February 8, 2006 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 eight members of the community attended,representing eight organizations.
Completed applications were due to the City on March 10, 2006. The PCC received 37
applications requesting a total of $140,502:50. This compares to the 42 applications received in
2005-06 requesting $158,933: As in the past, the majority of applications were geared toward
cultural activities. All but one application was deemed complete and evaluated for funding. A grant
application from the San Luis Obispo Little Theatre requested funding for an event taking place
outside the grant funding cycle. Copies of the 2006-07 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 Louise Justice (who served as chair),Debby Nicklas, and June McIvor, met two times
(April 10 and April 24) 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 10, 2006 regularly scheduled meeting.
(See Attachment 3 for minutes.) During the meeting, the PCC approved the subcommittee's.
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2006-07 Grants-in-Aid Recommendations Page 2
preliminary recommendations and set a special meeting date for May 24, 2006 to present the
recommendations to the applicants. The preliminary recommendations and notice of the meeting
were then mailed to all grant applicants.
Funding Recommendations
The special meeting of the PCC was held on May 24, 2006, to formally present the Committee's
2006-07 GIA recommendations to the applicants. (See Attachment 4 for minutes.) During the
meeting, all applicants were given an opportunity to address the PCC regarding the
recommendations. Representatives from fifteen of the organizations 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 public comment. The PCC unanimously
adopted the recommendations and directed staff to forward their recommendations to City Council
for final action.
The following summarizes the PCC's 2006-07 final grant recommendations:
1. Total funding available is $103,502.50 (includes $3,502.50 in grant funding remaining
from FY 2005-06).
2. Total funding allocated is $101,935 in grants, with funds remaining of$1,567.50.
3. Funding is provided to 36 organizations, with grants ranging from $1,200 to$5,000.
4. One grant proposal (from the SLO Little Theatre) was not recommended for funding
due to the event taking place outside the grant funding cycle.
A more detailed discussion of the individual grant recommendations can be found in Attachment 1.
A member of the PCC will be available to Council at the public hearing to respond to any inquiries.
Contracts
Upon Council adoption of grant recommendations, the City will enter into contracts with each of
the recipient organizations. Contracts will be monitored by the PCC and staff throughout the year.
FISCAL IldPACT
The 2006-07 budget for the PCC GIA Program, approved as part of the 2005-07 Financial Plan, is
$100,000 plus an additional $3,502.50 remaining from the FY 2005-06 grant cycle. The PCC is
recommending that$101,935 be allocated at this time to grants that have met all GIA requirements.
$1,567.50 is available for use at Council's direction or may be held in reserve.
ALTERNATIVES
Members of the PCC wanted Council to know that even though the all of the grant funding is not
being allocated ($1,567.50 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. However, should Council wish to modify an individual allocation, there is
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GAProjects&ProgramsT.C.C\Grants in Aid\GIA 2006-07\CAR 2006-07 GIA Requesu 6.20.06.doe
2006-07 Grants-in-Aid Recommendations Page 3
modest funding ($1,567.50)available to do so.
ATTACHN ENTS
1. 2006-07 PCC Grant Summaries
2. Grant Assessment Criteria
3. Draft minutes from the May 10, 2006 PCC meeting.
4. Draft minutes from the May 24, 2006 GIA Public Hearing
Original grant applications are available in the Council Reading File.
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GAProjects&ProgramsT.C.C\Grants in Aid\GIA 2006-07\CAR 2006-07 GIA Requests 6.20.06.doc
PROMOTIONAL COORDINATING COMMITTEE Ri Ifivi�i'��e�iVT 1
SUMMARY OF PRELIMINARY RECOMMENDATIONS
2006—2007 GRANTS-IN-AID
1. CAL POLY CORPORATION (CAL POLY ARTS)
Request Summary:
To fund Poly Arts for Youth including 3 in-school lectures/demonstrations and 1 in-school
assembly.
2005 - 06 Grant Amount: $3,000
2006 - 07 Grant Request: $2,000
2006 - 07 Recommendation: $2,000
2. CAL POLY CORPORATION (OPEN HOUSE)
Request Summary:
To fund printing of trifold brochure, poster design and printing, and open house programs for
Farmer's Market.
2005 -06 Grant Amount: $2,350
2006 - 07 Grant Request: $2,400
2006-07 Recommendation: $2,200
3. CAL POLY CORPORATION (YOUTH OUTREACH/PERFORMING ARTS CENTER - YOPAC)
Request Summary:
To fund artist fees and marketing expenses associated with the special student matinee
"Rosita's Jalapeno Kitchen".
2005 - 06 Grant Amount: $2,100
2006 - 07 Grant Request: $2,500
2006-07 Recommendation: $2,500
4. CENTRAL COAST CHILDREN'S CHOIR
Request Summary:
To fund design and printing of program, media advertising and honorariums for guest artists for
the Children's Choir's two annual concerts.
2005 - 06 Grant Amount: $1,250
2006 - 07 Grant Request: $2,500
2006-07 Recommendation: $2,500
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5. CENTRAL COAST SHAKESPEARE FESTIVAL
Request Summary:
To fund the design and printing of the season poster, production programs, flyers, postcard,
hotel flyers; postcard mailing; press photos and promotional materials; and print ads in local
print media for the 15`" anniversary of the Shakespeare Festival.
2005 06 Grant Amount: $3,500
2006-07 Grant Request: $9,000
2006-07 Recommendation: $4,000
6. CHILDREN'S CREATIVE PROJECT
Request Summary:
To fund brochures_ and posters, advertising and postage for the I Madonnari Italian Street
Painting.Festival.
2005 -06 Grant Amount: $5,000
2006 -07 Grant Request: $10,000
2006 - 07 Recommendation: $5,000
7. CUESTA COLLEGE ART GALLERY
Request Summary:
To fund the 200672007 Gallery exhibits including advertising in Artweek magazine, printing, and
2 honorariums for visiting lecturers.
2005 06 Grant Amount`. $1,500
2006 -07 Grant Request: $3,250
2006-07 Recommendation: $2,250
8. CUESTA COLLEGE COMMUNITY PROGRAMS WRITERS' CONFERENCE
Request Summary:
To fund printing and mailing, and advertising outside of the.county for the 22"d Cuesta College
Writers' Conference.
2005 - 06 Grant Amount: $1,500
2006 - 07 Grant Request: $2,000
2006 - 07 Recommendation: $2,000
9. FOUNDATION FOR SAN LUIS OBISPO COUNTY PUBLIC LIBRARIES
Request Summary:
To fund print and radio advertising within SLO county for the Central Coast.Book and Author
Festival.
2005 - 06 Grant Amount: $2,500
2006 - 07 Grant Request, $5,000
2006 - 07 Recommendation: $2,500 2_S-
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10. GAY AND LESBIAN ALLIANCE OF THE CENTRAL COAST
Request Summary:
To fund print ads, posters and flyers for the Central Coast Pride Week/Pride in the Plaza
celebration.
2005 - 06 Grant Amount: $3,250
2006 - 07 Grant Request: $5,000
2006-07 Recommendation: $3,200
11. GOLD COAST BARBERSHOP CHORUS
Request Summary:
To fund advertising and promotional materials to publicize their programs and services.
2005 -06 Grant Amount: $0.00
2006 - 07 Grant Request: $2,000
2006-07 Recommendation: $1,200
12, MISSION PREP CHRISTMAS CLASSIC
Request Summary:
To fund promotional materials, print and radio advertising for this non-profit group's Christmas
Classic Basketball Tournament. Thirty teams and their families from all over the nation attend
this boys basketball tournament and are expected to fill SLO Hotel rooms during the"off-peak"
season.
2005 - 06 Grant Amount: $0.00
2006- 07 Grant Request: $5,000
2006-07 Recommendation: $5,000
13. THE MONDAY CLUB OF SAN LUIS OBISPO
Request Summary:
To fund the printing of brochures, promotions and publicity for the 2007 Architectural Tour.
2005-06 Grant Amount: $1,300
2006 - 07 Grant Request: $1,400
2006- 07 Recommendation: $1,325
14. MUSIC AND ARTS FOR YOUTH (MAY)
Request Summary:
To fund various printing, advertising/mailings, and honorariums for the music series for youth.
2005 06 Grant Amount: $3,000
2006- 07 Grant Request: $3,000
2006 - 07 Recommendation: $3,000
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15. PACIFIC HORIZON CHORUS
Request Summary:
To fund advertising and programs/flyers for their Annual Show.
2005 - 06 Grant Amount: $1,120
2006 07 Grant Request: $3,025
2006 -07 Recommendation: $1,750
16. PACIFIC REPERTORY OPERA
Request.Summary:
To fund advertising, postcards and posters for the production of Hansel & Gretel.
2005 - 06 Grant Amount: $3,100
2006- 07 Grant Request: $5,000
2006 -07 Recommendation: $39600
17. SAN LUIS CHAMBER ORCHESTRA
Request Summary:
To fund advertising for the orchestra's 2006-2007 Concert Series..
2005 -06 Grant.Amount: $2,400
2006 - 07 Grant Request: $2,200
2006-07 Recommendation: $22200
18. SAN LUIS OBISPO ART CENTER INC.
Request Summary:
To fund invitations, posters, and advertising for the Plein Air Painting Festival and invitations for
the holiday CraftArt Market.
2005 - 06 Grant Amount: $5,000
2006 - 07 Grant Request: $5,000
2006 - 07 Recommendation: $5,000
19. SAN LUIS OBISPO BLUES SOCIETY
Request Summary:
To fund printing and mailing of the newsletter for the 2006-2007 Concert Series.
2005-06 Grant Amount: $2,500
2006 - 07 Grant Request: $2,500
2006-07 Recommendation: $2,500
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ATTACHM61
20. SAN LUIS OBISPO CITY TO THE SEA HALF MARATHON
Request Summary:
To fund advertising and promotion of the City to Sea Half Marathon.
2005 - 06 Grant Amount: $0.00
2006 - 07 Grant Request: $5,587.50
2006-07 Recommendation: $29000
21. SAN LUIS OBISPO COMMUNITY CONCERT ASSCOCIATION INC.
Request Summary:
To fund artist fees for the student education and cultural enrichment program, grades 3 through
college.
2005 - 06 Grant Amount: $1,350
2006 - 07 Grant Request: $2,200
2006-07 Recommendation: $1,950
22. SAN LUIS OBISPO COUNTY ARTS COUNCIL
Request Summary:
To fund print and radio advertising, postcards and posters for the 2006 Open Studios Tour.
2005-06 Grant Amount: $2,500
2006 - 07 Grant Request: $5,000
2006-07 Recommendation: $2,500
23. SAN LUIS OBISPO COUNTY BAND
Request Summary:
To fund promotional materials and advertising for the 2006 Performance Series, and music for
Farmers Markets, festivals and concerts.
2005 - 06 Grant Amount: $1,450
2006 - 07 Grant Request: $2,840
2006 - 07 Recommendation: $1,710
24. SAN LUIS OBISPO COUNTY BICYCLE COALITION
Request Summary:
To fund design and printing of the Edna Valley Wineries Bicycle Tour brochure.
2005 - 06 Grant Amount: $2,000
2006 - 07 Grant Request: $2,000
2006 - 07 Recommendation: $2,000
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25. SAN LUIS OBISPO COUNTY CHILD ABUSE PREVENTION COUNSEL
Request Summary:
To fund promotional expenses of the 2007 Children's Day in the Plaza.
2005 - 06 Grant Amount: $1,000
2006 - 07 Grant Request: $1,500
2006-07 Recommendation: $1,500
26. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY
Request.Summary:
To fund print advertising, promotion and guest artist stipend for the 2006-2007 Season Finale
Concert.
2005 - 06 Grant Amount: $0.00
2006- 07 Grant Request: $3,500
2006-07 Recommendation: $3,000
27. SAN LUIS OBISPO DOWNTOWN ASSOCIATION
Request Summary:
To fund promotional and marketing materials for Fiesta de SLO, an annual event recognizing
the City's Spanish heritage.
2005- 06 Grant Amount: $2,500
2006- 07 Grant Request: $5,000
2006 -07 Recommendation: $2,500
28. SAN LUIS OBISPO GALLERY ASSOCIATION
Request Summary:
To fund newspaper ads in San Joaquin Valley, Monterey and Santa Barbara areas and radio
advertising for the Gallery s Art After Dark program.
2005 06 Grant Amount: $2,350
2006 - 07 Grant Request: $2,000
2006-07 Recommendation: $2,000
29. SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL
Request Summary:
To fund printing and distribution of the festival brochure for the 13`h Annual Film Festival.
2005 - 06 Grant Amount: $5,000
2006 - 07 Grant Request: $10,000
2006-07 Recommendation: $5,000
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30. SAN LUIS OBISPO LITTLE THEATRE
Request Summary:
This event is outside the grant cycle, therefore no funding is recommended.
2005- 06 Grant Amount: $2,000
2006- 07 Grant Request: $3,000
2006-07 Recommendation: $0.00
31. SAN LUIS OBISPO MOZART FESTIVAL
Request Summary:
To fund printing and distribution of ticket brochures for the 2007 WinterMezzo Series.
2005 - 06 Grant Amount: $5,000
2006 - 07 Grant Request: $5,000
2006 -07 Recommendation: $5,000
32. SAN LUIS OBISPO POETRY FESTIVAL
Request Summary:
To fund print advertising, posters, programs and poet honorariums for the 23rd Annual Poetry
Festival.
2005 - 06 Grant Amount: $2,600
2006 - 07 Grant Request: $2,600
2006 -07 Recommendation: $2,600
33. SAN LUIS OBISPO SOCCER CLUB
Request Summary:
To fund printing of marketing materials, postage, mailing and advertising for the 18`h Annual
Soccer Tournament.
2005 -06 Grant Amount: $1,050
2006 -07 Grant Request: $1,500
2006-07 Recommendation: $1,500
34. SAN LUIS OBISPO SYMPHONY
Request Summary:
To fund design, production, mailing and postage of the 2006-2007 Season Brochure.
2005 - 06 Grant Amount: $5,000
2006 - 07 Grant Request: $5,000
2006- 07 Recommendation: $59000
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ATTACHMEN d
35. SAN LUIS OBISPO VOCAL ARTS ENSEMBLE
Request Summary.
To fund print, radio and television advertising, and promotion for the California International
Choral Festival.
2005 - 06 Grant Amount: $0.00
2006 - 07 Grant Request: $5,000
2006-07 Recommendation: $5,000
36. TRANSITIONS—MENTAL HEALTH ASSOCIATION
Request Summary:
To fund radio, print and television advertising and postage for the Mental Health Association's
Antiques Treasures Show, a fundraiser that is marketed to visitors and residents with many out
of town attendees.
2005 -06 Grant Amount: $4,000
2006 -07 Grant Request: $5,000
2006-07 Recommendation: $3,950
37. WOMEN'S COMMUNITY CENTER OF SAN LUIS OBISPO COUNTY
Request Summary:
To fund media advertising, programs and posters for A Day with Creative Women, an annual
event held in Mission Plaza.
2005 - 06 Grant Amount: $1,000.00
2006 - 07 Grant Request: $1,000.00
2006-07 Recommendation: $1,000.00
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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 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. Grant requests must be for programs and activities that occur during the funding cycle, in this
case,between July 1,2006—June 30,2007.
2 iz
ATTACHM ENT
4. Additional consideration will be given to:
a. events that occur during the "non-peak"tourism months of September through May;
b. organizations requesting funds fora special celebration such as an anniversary that will provide
increased promotional opportunities;
c. organizations that demonstrate collaboration with related agencies and other community
resources.
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 cultural and/or promotional benefit of the request will be given higher
consideration.
7. Past grant 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 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.
9. 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 eidst for these awards and that there is no
assurance that funding will be available to them in any fiscal year. Grant funds are limited.
z -ted
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MARKETING OBJECTIVES arrack+Mlm
1. Contract Renewals
ACTION: Moved by Nicklas/Justice to approve the Marketing Subcommittee's
recommended action to renew and restate all four of the Community Promotions contracts as
currently written for a term of one year. Motion carried 7:0.
Staff reported that this recommendation will go to Council for consideration in June.
SUBCOMMITTEE REPORTS
1. GRANTS IN AID
The Subcommittee presented their recommendations for the 2006-2007 grant cycle. The
Downtown Association was recommended to receive $0 in the draft proposal, however upon
further research by Subcommittee members it was recommended that they be awarded a
grant of $2,500 for Fiesta de SLO marketing materials.
ACTION: Moved bv.Justice/Kinney to accept the preliminary GIA recommendations for
the 2006-2007 grant year and hold.a special meeting on May 24th to present
these recommendation to grant recipients for comment. Motion carried 7:0.
BUSINESS ITEMS
1. ADVERTISING
Maggie Cox reported she is working on the OWAC Confer ce and creating the "SLO Life"
experience for the participants. She is also creating an for the Jeep mountain bike event in
to run in early July and is getting ready for the Sunse rade Show.
2. PUBLIC RELATIONS
Lindsey attended a discussion on how to in ease awareness and participation for the Jeep of
the Mountain event. This included workin with the local media to tie into PR efforts, a
possible tie in with San Luis Motor Spo , working with the bike Coalition and local bike clubs
and contacting bike magazines.
Shay Stewart gave a presentatio o the Tourism Council on the First International
Chardonnay Festival, February -11, 2007. The festival will be marketed to younger adults
and emphasize sustainability d education. They hope to attract 100 different wineries and
celebrities to judge wines.
2 /%l
PCC Meeting Minutes
May 10,2006
Page 2
ATTACHMENT
Promotional Coordinating Committee
Minutes
Wednesday, May 24, 2006
5:30 p.m.
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Chair, Diane Hunt Roberts 5:30 p.m.
PRESENT: Justice, Hunt Roberts, Griffin, Mclvor
STAFF PRESENT: Betsy Kiser, Parks and Recreation Director
PUBLIC COMMENT
No public comment.
GRANTS-IN-AID
Hunt-Roberts opened the special hearing. Justice provided a brief description of the GIA
process and invited the public to comment. Representatives from fifteen organizations spoke
to the Commission regarding the grant recommendations.
Marta Paluso, Executive Director from the San Luis Obispo County Arts Council thanked the
PCC for its generous recommendation of $2500, but asked the Commission to also consider
funding the promotions for the Arts Council's new public gallery, meeting room and artists'
workshop at The Creamery in downtown SLO.
All other representatives thanked the Commission for its generous funding recommendations.
Justice reiterated that the sub-committee discussed all grant recommendations and felt that
the amounts recommended to each organization were fair and represented the best use of the
grants-in-aid funding.
ACTION: Moved by Griffin/Mclvor to approve the funding recommendations of the GIA
Sub-committee and forward the recommendations to the City Council for final
approval. Motion carried 4:0.
The meeting Adjourned at 6:15 pm to the June14, 2006 regular meeting.
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PCC Meeting Minutes
May 24,2006
Page 1
Page 1 of 1
SLO Citycouncil - PCC Grant P4rcgram
=RECEIVEDFrom: David Prochaska <dprochas@cuesta.edu>To: <slocitycouncil@slocity.org>Date: 6/19/2006 9:10 AM
Subject: PCC Grant Program
Dear San Luis Obispo City Council Members,
I am writing on behalf of the Cuesta College Fine Art Department and
the Cuesta College art gallery. We would like to thank the council for
its continued support of the Arts in our community through its support
of the PCC Grant program. Your support of this program has allowed our
department to bring more art and artists to our students and our
community in these times of limited funding for the Arts.
We would like to take this time to encourage all the members of the
council to once again support the PCC grant program and its
recommendation for the upcoming year.
Thank you once again for your continued support.
David Prochaska
Cuesta College
Fine Arts Department
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