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HomeMy WebLinkAbout06/15/2010, C10 - 2010-11 CULTURAL ACTIVITIES GRANTS IN AID FUNDING council &-,s j acEnaa nEpoat '� a C ITY OF SAN LU I S O B I S P O FROM: Shelly Stanwyck,Assistant City Manager Brigitte Elke,Principal Administrative Analyst SUBJECT: 2010-11 CULTURAL ACTIVITIES GRANTS IN AID FUNDING RECOMMENDATION As recommended by the Promotional Coordinating Committee(PCC): 1. Approve the 2010-11 Grants-in-Aid(GIA)allocations in the amount of$89,572; and 2. Authorize the City Manager to execute the individual agreements with each grant recipient. DISCUSSION Background In February of each year, the PCC begins its annual GIA process. Notices are placed in the Tribune and on the City website to advertise the availability of the grant funding for local non-profit organizations in addition to emails sent to previous applicants. Based on Council's request to try and reach additional organizations that might not be aware of the grant opportunity, this year staff and PCC members reached out organizations such as the Community Foundation and the San Luis Obispo County Arts Administrators Talk Session (SLOCAATS). On February 4, 2010 staff presented the grant program to the administrators present at the monthly SLOCAATS meeting. Grant Application and Evaluation process The grant cycle was opened on February 1, 2010 and applications were due on March 12, 2010. On February 10, 2010, the PCC's GIA subcommittee held a mandatory meeting with all interested organizations to introduce the grant funding criteria and new stipulations that the PCC would consider in its funding recommendation to Council. In addition to the established criteria (Attachment 1) the subcommittee also communicated Council's direction given during the 2009- 10 funding approval to encourage new applicants, new approaches to the promotion of events in order to attract new audiences, and organizations that partner with others in order to maximize funding. 40 organizations attended the mandatory meeting. By the deadline, 38 applications were received with a total funding request of$263,252. This compares to 36 applications received in 2009-10 with a funding request of $240,000 and 24 applications in 2008-09 requesting grants for a total of $113,881. In 2007-08, 37 applications were received requesting$141,813. Review Process and Recommendation It was under this purview that the PCC convened its GIA subcommittee to review the applications to formulate preliminary grant recommendations. The GIA subcommittee met two times (April 20t' and April 30`h) to review the applications and evaluate each by using the assessment criteria and Council's direction. The subcommittee read every application carefully to evaluate the requests and C/o -/ Council Agenda Report—2009-11 Grants-in-Aid Cycle Promotional Coordinating Committee reach its conclusion. The members discussed and debated each one to make certain that they applied the criteria consistently and evaluated the benefit to the City and its residents, as well as the applying organization. The subcommittee's preliminary recommendations were then presented to the entire PCC at its regular monthly meeting on May 12 , 2010. After an introduction by the subcommittee members regarding the applied criteria, the PCC discussed each applicant and approved the subcommittee's preliminary recommendations without any changes to the preliminary allocations. New Approach to the Funding Recommendations With this year's recommendations, the PCC changed its approach to the allocations recommended in previous years which rebalanced allocations between cultural and tourism related events. In addition to assuring that the proposed events had sufficient direct benefits to San Luis Obispo residents and tourists, the PCC wanted to signal that new approaches were encouraged to grow events and to attract new audiences within the City and County. The PCC focused on encouraging longstanding recipients of GIA funds to start looking at new approaches, marketing opportunities, and outreach models to attract new audiences and pursue a strategy to self-sufficiency. The committee felt that these organizations needed to be given some time to redirect and therefore started a"weaning process"that will eliminate funding over three years if the status quo is maintained. They communicated to the grant recipients that full funding within the grant criteria and available grant money would be considered for two years and then three years of reduced funding. This would allow an organization five years of funding to grow the event and attract audiences to self-sustain. However, the committee would always consider new approaches and growing opportunities based on the submitted business plan. Final Funding Recommendations The public meeting for applicants with the PCC was held on May 26, 2010 to formally present the Committee's 2010-11 GIA preliminary recommendations. During the meeting, all applicants were given an opportunity to address the PCC regarding the recommendations. Representatives from 19 organizations were present to express their appreciation for the grant funding and thank the PCC and Council for the ongoing support. In the case of the Monday Club, Patty Taylor not only thanked the City for its support of many years, but showcased what the support has done for the Architectural Tour. It grew from 69 to 300 yearly participants and the brochure that the grant funded has now grown into a booklet that is available at the Historical Society. It combines all the homes visited over the years as features in the annual brochure. The following summarizes the PCC's 2009-10 final grant recommendations. Given the amount of grant funding available and the grant requests received, the PCC had to make certain decisions regarding funding allocations upfront in order to most equally distribute the money available: 1. Total funding available is $90,000. 2. Total funding recommended is$89,572 (Attachment 4—Funding Recommendation) 3. Funding is provided to 30 organizations,with grants ranging from$820 to $7,500. 4. Organizations not present at the mandatory meeting were not considered for fimding. 5. The committee did not consider organizations whose events or funding request did not �/0� � � n Council Agenda Report—2009-11 Grants-in-Aid Cycle Promotional Coordinating Committee follow the grant criteria or did not pursue the most efficient marketing strategy (i.e. possible partnerships that were not considered). 6. The committee concentrated on the advertising budgets within the request to help organizations promote their events. 7. Whenever possible, the,committee encouraged collaboration between the organizations and joint-promotion. (i.e. Writers' Conference and Foundation for Public Libraries, Opera San Luis Obispo and the International Film Festival). 8. In order to keep funding decisions consistent throughout, a minor amount of $428 remained in the budget. 9. Two organizations (San Luis Obispo ALPHA and the San Luis Obispo International Film Festival) did not receive grant allocations due to the substantial TBID funding they received. 10. Organizations that have not changed their applications and approaches in several years were reduced by 1/3 of last year's funding. The subcommittee chair, as well as the PCC chair will be available to Council at the public hearing to respond to questions. Next Steps Upon Council adoption of grant recommendations,the City will enter into contracts with each of the recipient organizations. Contracts will be monitored throughout the year by the PCC by assigning individual members as liaisons to the various applicants. In order to apply for future year funding, the organizations have to hand in a final report on the event and provide proof of City recognition on marketing material. FISCAL IMPACT The 2010-11 budget for the PCC GIA Program, approved as part of the 2009-11 Financial Plan was $90,000. The PCC is recommending allocation of$89,572 in grant funding. ATTACHMENTS 1. Grant Criteria 2. PCC GIA Subcommittee Minutes—February 10, 2010 3. PCC Draft Minutes—May 12, 2010 4. PCC Special Meeting Draft Minutes—May 26, 2010 5. Final Recommendations A binder with all applications is available in the Council Reading File. ATTACHMENT 1 PROMOTIONAL COORDINATINGCOMMITTEE GRANT APPLICATION ASSESSMENT CR TERIA" 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. 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 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. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit to the City of San Luis Obispo. 2. Grant requests must meet one or both of the purposes below: • Of tourism promotion advantage to the City of San.Luis Obispo and/or; • Of cultural, social,and/or recreational benefit to the residents of the City of San Luis Obispo. 3. Events and programs must take place during the City's fiscal year July 1 through June 30. Priority will be given to events that take place in "non-peak" tourism months (October through March) and bring people to San Luis Obispo. 4. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 5. Additional consideration will be given to organizations celebrating an anniversary or grand opening. 6. Additional consideration for organizations requesting "seed money" for new events or to enter new promotional markets outside of San Luis Obispo. 7. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. ATTACHMENT 1 8. Demonstrated financial need is considered, although events with potential promotional benefit to the City of San Luis Obispo will be given higher consideration. 9. Past grant performance of the organization is considered. Please note that integration of the City's logo and the City's support of the event are imperative in order to receive grant funding for a consecutive year. 10. Grants are not given for the following expenses: a. Office overhead or staff. b. Equipment. c. Rental of space d. Scholarships e. Website and/or graphic design The following tiered structure will be applied to establish the grant amount: First Tier: Up to$39000 Organization of local reach with a cultural, social,and recreational benefit to the residents of San Luis Obispo. The organization agrees to place the City's logo on all its marketing material and its website (if one is available). Second Tier: $3,001 to$7,500 Organizations that reach countywide and bring patrons to San Luis Obispo. The events have a distinct benefit to the City's residents, but also drive traffic from around the county to the City for the event. The organization agrees to incorporate the City's logo on marketing material and its website. In addition, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach. Third Tier: $7,501 to$12,000 The organization effectively brings patrons from outside the county to San Luis Obispo and has the means to drive tourism to the City. In addition to the integration of the City's logo on marketing material and website,the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach and allow physical presence of City Tourism at the event. The organization is encouraged to submit a proposal to that effect. Please note: as the City's Grants-in-Aid program is considered by the Promotional Coordinating Committee each year funding is provided, all applicants will have to compete for funding anew every year. ATTACHMENT 2 Promotional Coordinating Committee Grants-in-Aid Subcommittee Special Meeting Minutes Wednesday, February 10, 2010 5:00 pm City Hall CALL TO ORDER: Chair Cathie Babb, 5:00 pm PRESENT: T. Conner, Fidler STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst 1. CULTURAL ACTIVITIES —GRANT FUNDING 2010-11 The PCC chair welcomed the organizations and handed the meeting over to the subcommittee chair Cathie Babb. Cathie went over last's years grant cycle and the budget allocation for 2010-11. She reiterated the City Council directions to be considered for this year and highlighted what the committee will be looking for. She encouraged organizations that have applied for grant funding for many years to be creative and to provide information as to how they plan to grow the event and make it different. Several questions were answered mainly pertaining to the tourism segment and the actual funding cycle. All applicants were asked to sign in. 40 organizations attended the meeting. y COMM Promotional Coordinating Committee Special Meeting Minutes Wednesday, May 26, 2010 5:30 pm City Hall DRAFT CALL TO ORDER: Chair Terry Conner 5:00 pm PRESENT: Babb, LeMieux, Davis, Palazzo STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst 1. CULTURAL ACTIVITIES — GRANT FUNDING 2010-11 The PCC Chair introduced the special meeting and welcomed the representatives of the 19 organizations present. He introduced Lindsey Miller from the Chamber of Commerce who will help the GIA funded organizations with the promotional outreach through the City's events promotion contract with the Chamber. He then turned the meeting over to PCC and GIA subcommittee member Palazzo who went over the preliminary funding allocations and committee decisions. She reiterated Council's direction from the 2009-10 funding cycle and the new guidelines the committee therefore established. The following guidelines were highlighted: - organizations not attending the mandatory meeting were not considered - production cost and staff time was not eligible for funding - An organization is eligible for two years of full funding within grant criteria. From the third year on, the grant amount will be reduced if no new elements or growth opportunities are presented. Each organization had the opportunity to address the committee and discuss the allocation. All representatives thanked the committee and the City for the continued support and annual grant opportunity. The representative from Central Cost Clean Cities Coalition mentioned that the grant application will not come to fruition as planned due to the Savor event not happening and Central Coast Magazine being out of business. However, the members are working on a collaboration between several cities in California that promote similar programs to encourage car-free travel between those cities. The PCC encouraged the representative to come back to present the new program to the PCC under events promotion once a concrete business plan is established. G/o -� ATTACHMENT Opera San Luis Obispo had provided a letter prior to the meeting that informed the committee of a programming change the Opera board decided on one week ago. The opera was moved from October to March and will collaborate with the International Film Festival. The committee considered the new data and found that the event remained the same and that the collaboration factor, already strong in the previous proposal, was even more developed in the new proposal. In addition, the event is now happening in a traditionally slow season for San Luis Obispo that will greatly benefit from such events. ACTION: Davis/Palazzo to maintain the current funding for Opera San Luis Obispo based on the new information presented. 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N 5' m 0 a 3 � g.m �• � oso � y � g : 0 N " og 8 � 8 � $ oS $ o a ° H H H H � H H H H H H H VI N ppAp J T O 00 pI N N N S A N N 'A C tris O S b g O O m O O O S O B P H H H H H H H H H H H H H H A pN tpJii pS O O pO pO J O � A pO oO O _� N W N C) O H � a - 1�I1 fD $ a = � � ati � S � o N � J s C Aa B Z ZKZKZ ' '� $iqQ $ o a < n fA a CA0. w CD Ln w o G a- 0 From: Opera San Luis Obispo[SMTP:PROPERA@SBCGLOBAL.NETI RED FILE Sent: Tuesday, June 15, 2010 11:52:39 AM To: Council, SloCity — MEETING AGENDA Cc: Elke, Brigitte DATE440— ITEM # Uy Subject: C10-2010-11 Cultural Activities Grants-in-Aid Funding Auto forwarded by a Rule Dear San Luis Obispo City Council,thank you on behalf of Opera San Luis Obispo for the generous support which will be provided by the Cultural Activities Grants-in-Aid Funding for 2010-2011. We are looking forward to proudly displaying the City's logo on all of our promotional materials and to maximizing the return on your invested funds by creating weekend experiences which draw many visitors to our wonderful city to spend money in our stores,restaurants, and hotels. I'm very sorry that I can't be at tonight's meeting to thank you in person. Opera San Luis Obispo's regularly scheduled Board meetings are on the third Tuesday of every month-which is today. I am, however, with you in thought and spirit!!!! ;) Thanks for all that each and every one of you do to make SLO such a special place!!! Many people, for years to come, will benefit from your fine stewardship. Warn Regards, Sharon Dobson Sharon Dobson, Executive Director F<01LINCIL 2'CDD DIR Opera San Luis Obispo I Eff�"MGC- a FIN DIR P.O.Box 14760 ff-ACAOAS Za1AbGLL'1'FIRE CHIEF San Luis Obispo,Ca, 93406 �.,JGLERK/ORI©��;�r ORNEY C�PW DIR (805)541-5369 3' POLICE CHF (805)541-5384-fax O www.00erasio.oro i 0 DEPT HEADS nac DIA = Mr-UTIL DIA ;!72_l i N� COIR DA RECEIVED JUN 15 2010 die SLO CITY CLERK