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HomeMy WebLinkAbout03/03/2009, C5 - 2009-11 CULTURAL ACTIVITIES GRANTS IN AID FUNDING I Council Agenda Report—2009-11 Grants-in-Aid Cycle Promotional Coordinating Committee First Tier: Up to$3,000 For organizations 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 For organizations with countywide reach that 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 For organizations that effectively bring patrons from outside the county to San Luis Obispo and that have the means to drive tourism to the City. In addition to the integration of the City's logo on all marketing material, newsletters 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. Budget Allocation The PCC is bringing forward this conceptual allocation so that it may begin the GIA grant cycle for 2009-10. This cycle usually takes six months and many organizations that receive these grants hold their events starting in July. The PCC understands that, as an operating budget, the GIA program is subject to operating reductions as any of the City's operating programs could be in 2009-11. However, the committee felt very strongly that the program offers a tremendous benefit to the non-profit organizations in addition to enhancing the quality of life of San Luis Obispo's residents. By supporting events in the City of San Luis Obispo, the program brings revenue in form of sales tax and transient occupancy tax to the City. The PCC felt that especially in trying times such as this, it is important to keep such funding sources available to the benefit of all. The final budget allocation for the GIA program will be part of the adopted 2009-11 financial plan. FISCAL IMPACT The grants-in-aid program under Cultural Activities is funded through the General Fund and allocates $100,000 annually. The PCC recommends keeping the budget intact and anticipates cutting the Community Promotion budget in order to keep the GIA funding whole. ALTERNATIVES 1. Council could choose to reduce the funding. This is not recommended since many organizations that contribute to the enhancement of the cultural, recreational, and social life of residents and visitors benefit from the assistance. Council Agenda Report—2009-11 Grants-in-Aid Cycle Promotional Coordinating Committee 2. Council could choose to stop funding for this program. This is not recommended since the program generates revenue to the City. ATTACHMENTS 1. PCC Minutes—January 22, 2009 2. GIA Subcommittee Minutes—February 2, 2009 3. Draft PCC Minutes—February 11, 2009 4. Agreement C6 -3 Promotional Coordinating Committee ATTACHMENT 1 Minutes — PCC& TBID Retreat Wednesday, January 22, 2009 4:00 pm Ludwick Center—San Luis Obispo CALL TO ORDER: Chair Cate Norton 4:00 pm PRESENT: T. Conner, Babb, J. Conner, Nicklas, Kinney, Billing, Wallace, Koper, Mueller STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment, but the PCC Chair read a letter from Becky Gray, Executive Director/ SLO Vintners Association addressing the PCC. PRESENTATIONS 1. STAFF PRESENTATION Assistant City Manager Shelly Stanwyck gave a brief presentation on thXCity,' urrent fiscal situation and the upcoming budget process. Staff then continued with an introduction on a possible distinction role definition forthe two advisory bodies and their respective effort. The two comp ents were defined into 1. External Marketing — reaching out with marketin fforts to bring people to SLO 2. Internal Marketing — making sure that their a erience in SLO keeps them coming back as return visitors. / Internal Marketing was defined as addres ng: 1. Infrastructure and Beautific 'on a. Signs b. Sidewalks c. Lights d. Side wa e. Trails f. Si walk dining 2. Act' ies a SHOP SLO / DINE SLO Campaigns b. Events i c. Open Space ATTACHMENT d. History & Culture e. Wine & Food f. GIA & Enhanced Promotions The members of the advisory bodies disc i ems introduced and agreed that the PCC's role could be well defined o 'centrating on Internal Marketing. The foll c ion items were defined and will be further discussed at the upcoming regular and meetings tor the PCC: GIA: The subcommittee was as asked to convene and bring forth a recommendation as to possible changes to the program. They should discuss the merit of establishing tiers and define a program that will create promotional partnerships between the City and the large grantees. Infrastructure: Directional Signage -The PCC feels well position to take this existing capit ' rovement project and bring it to conclusion. Funding could come from Com ' y Promotions and staff was directed to look into the possibility to commission the —study phase in 2008-09. Visitor Center Improvements - update an emize center with more interactive tools. Open Space— increased age, maps, welcome sign, donation boxes, maps for hikers and =visitor gree of difficulty (use international definition of green, blue, and black / e at sport fields such as Damon Garcia. Events: SLO TRI — can it grow? Collaborate with Parks & Rec - SLO Wine Country Marathon - 1 n Run on New Year's Eve - New Year's Mardi Gras Run - Public Art— "Bike about Town" Continue strategic alliances with: Cal Po otanical Garden, Vintners, Bike Coalition, Arts and Culinary organizations. Focus adding value to the visitor experience (lower priced entertainment and ease of vis' Various other ideas: Edu ion program for hotel front desk employees uch screen kiosks in lobbies that tie in with visitor website Create quality marketing materials for use at events, the Visitor Center, and hotel lobbies. The meeting adjourned at 6:30 pm to the February 11, 2009 meeting. Promotional Coordinating Committee ��° GIA Subcommittee ATIACHMEIY 12 Monday, February 2, 2009 4:00 p.m. 990 Palm Street HR Conference Room CALL TO ORDER: Jeanne Kinney 4:10 p.m. PRESENT: Subcommittee Members: Terry Conner, Debbie Nicklas STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst 1. PUBLIC COMMENT No public present. At its annual retreat, the PCC committee asked the GIA subcommittee to convene and discuss the merits of a tiered program. The subcommittee met and looked at the current grant criteria and discussed whether a tier approach could give better structure to the program, encourage people to submit correct and innovative applications, and overall improve the program. The committee asked staff to draft a program around a tiered approach for: Up to $3,000 $3,001 to $7,500 $7,501 to $12,000 Above $12,001 The lowest tier would apply for smaller events that mainly enhance the cultural life of SLO residents. The second tier should encourage local groups to seek countywide attendance; the third one could be for groups that mainly draw countywide, but always wanted to go outside, but never had the funding; the last tier would be for organizations attracting patrons from out- of-town and that have the possibility to become tourist attractions. The program will be discussed at the PCC meeting February 11, 2009 The committee also suggested to change the language in the current criteria to read: 1. .... In the City of SLO or of special benefit to the City of SLO. 2. of cultural, social, and recreational benefit to the residents of SLO Meeting adjourned 5:20 p.m. C j'67 Promotional Coordinating Committee ATTACHMENT 3 Minutes DRAFT Wednesday, February 11, 2009 5:30 pm City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Cate Norton 5:30 pm PRESENT: T. Conner, Babb, J. Conner, Nicklas, Kinney STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment. CONSENT AGENDA ACTION: Moved by J. Conner/Babb to approve the consent agenda as presented. Motion carried 6:0 PRESENTATIONS 1. DOWNTOWN ASSOCIATION— DEBORAH CASH Deborah Cash, Executive Director of the Downtown Association, intr ced the new association structure to the PCC and provided the committee w a copy of the association's recommendations to Council. She reiterated that they are in the process of formulating their work program and budget for the upcoming year a economic downturn has changed their focus and they are concentrating on helpin eir members to stay in business. However, some of the recommendations to uncil for 2009-11 were: 1. Security 2. Street lights— Deborah thinks1hat she could seek donations successfully 3. Sidewalk scrubbing — asst keep status quo and don't reduce current frequency 4. Tree Trimming They are worki on new banners and holiday events for 2009-10. They hope to develop a program to vitalize evening and night activities believing that this time of day offers the opportune for growth. The daytime business is pretty much maxed out and there is little tum overfrom a business perspective. ATTACHMENT 3 2. QUARTERLY REPORT—VISITORS AND CONFERENCE BUREAU Dave Kastner gave an overview on the past three months. The VCB placed ads in Sunset Magazine and the California Visitors Guide, as well as online ads o m November through January. They've just ended t estaurant month in the County with much success. 10 more resta a icipated and all are reporting great sales. Some restaurants consider co g the offer into February since it was so popular. VCB staff continues to s d� online newsletter "This week in SLO County" to over 11,000 users and they nstantly working on website upgrades. BUSINESS ITEMS 1. GIA— REVIEW SUBCOMMITTEE PROPOSAL FOR CHANGES TO THE PROGRAM The subcommittee members reported on their subcommittee meeting of February 2, 2009. In that meeting the subcommittee looked at possibly establish tiers for the GIA program to create more collaboration between the PCC and the applicants and to gain more benefits for City tourism. After review of the subcommittee's recommendation, the PCC opted to recommend only three tiers and eliminate the top tier discussed by the subcommittee. The selected tiers are: 1. up to $3,000 2. $3,001 to $7,500 3. $7,501 to $12,000 ACTION: Moved by T. Conner/Kinney to recommend a tiered structure for GIA to Council, adopting three different tiers as discussed. Motion carried 6:0 2. CONTINUE DISCUSSION FROM ANNUAL RETREAT The committee continued the discussion started at the annual retreat with the goal to budget recommendation to Council. The discussion was based on the decisi de during the retreat to concentrate the PCC's efforts on internal marketing. orough discussion, the committee had narrowed the possible scope to signs enSpace, Visitor Center, Website, PR & Event Promotion, ShopSLO/DineSLe, IA, and regional promotion. ACTION: Moved by T. er/Babb to call a special meeting on February 26, 2009 to finalize mmendations to Council. Motion carried 6:0 Staff wi nd out the discussed items to all members before the meeting. PCC LIAISON REPORTS No liaison reports were given. ATTACHMENT 3 The meeting adjourned at 8:05 pm to the February 26, 2009 Special meeting. s ATTACHMENT 4 March 4,2009 Dear Interested Organization: The City of San Luis Obispo's Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational organizations make significant contributions to the overall quality of life in the City of San Luis Obispo. Accordingly, the City sponsors a Grants-In-Aid program to promote such activities within our community. The City awards annual grants totaling$100,000 to some 40 organizations each year. At this time the City of San Luis Obispo invites you to apply for a promotional grant to be awarded as part of this program. To be considered for grant funding, organizations' must have non-profit status (Articles of Incorporation, 501(c)(3)or(c)(6)status,Federal ID number and Tax Exempt Notification)prior to grant submittal. They must also have clearly stated goals, be able to demonstrate that their financial management practices are sound and insure accountability. The City is unlikely to fund new projects which duplicate or conflict with existing programs,services or events. Project collaboration among organizations is encouraged. Grant requests must be for programs and events that occur during the funding cycle,July 1,2009—June 30,2010. Organizations that received promotional grants during the 2008-09 funding cycle must have complied with all reporting requirements to be considered for a 2009-10 grant. To be considered for a grant,organizations must apply using the attached application form NO LATER THAN 5:00 p.m., April 17, 2009. Late or incomplete aaotications will-not be accented. The application must provide the following information: Please submit 10 sets (typed and clipped) of the attached application (a Word version is available upon request).Additionally,please submit one copy(clipped)of the following: • your organization's financial statement • by-laws • tax exempt certification • a listing of all officers and staff • signed.statement of limitations and payment disbursement(Attachment 4) PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE REQUESTED APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS. It is important that your application provide all the requested information. Clear, concise and original applications are best.Nine copies of your original application should be hand delivered or mailed to: Promotional Coordinating Committee Attn: April Richardson City of San Luis Obispo Administration 990 Palm Street San Luis Obispo,CA 93401 �S'/o Please note the following dates: GREW 4 1. March 6, 2009 - Application information available for pickup or on the City's website at www.slocity.org/specialactivities. 2. March 18,2009 at 5:30 p.m., Special Meeting of the PCC-An informational workshop will be held in the Council Hearing Room (Room 9) at City Hall, 990 Palm Street, to answer questions regarding the Grants-In-Aid process. This meeting is mandatory for all applicants,as the PCC will elaborate on the grant criteria to be applied Please note that the grant criteria have changed and a tiered system will be applied for the grant recommendation. 3. April 17, 2009 - Completed applications will be due to the City Administrative Office by 5:00 P.m. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. 4. May 27, 2009, at 5:30 p.m. Special Meeting of the PCC - Committee will present its preliminary 2009-010 Grants-In-Aid recommendations to applicants at a public meeting (all applicants will be notified of this meeting by email). 5. June 2009-City Council reviews PCC recommendations and makes final funding decisions. 6. August 2009-Grants available to approved organizations. If you have any questions,please contact Brigitte Elke at 781-7151. Sincerely, Cate Norton Chairperson,PCC ATTACHMENT 4 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. 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 I 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. c -�a ATfACHMEM 4 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 The following tiered structure will be applied to establish the grant amount: First Tier: Up to$3,000 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. C.S- /3 ATTACHMENT 4 APPLICANT: Please use this as a checklist for your application. It does not need to be submitted with the application. Everything on this checklist is required,unless otherwise indicated. ❑ 1. Grant Application Form ❑ a. Description of project or activities to be supported by the grant ❑ b. Description of who will benefit from the project, including any tourist attraction potential it may have. ❑ c. Description of any collaborative efforts with other agencies relative to this project. ❑ d. The total amount requested, including a prioritized breakdown of individual line items within that total. ❑ e. Detailed budget for the project, indicating expenditures to be supported by the grant and expenditures supported by other grant sources. ❑ f. Crowd control safety plan, if appropriate(parades or large special events only) ❑ g. Description of how your agency will acknowledge the City in your promotional materials. ❑ 2. Your organization's financial statement ❑ 3. Your organization's by-laws ❑ 4. Your organization's tax-exempt certification ❑ 5. A listing of all officers and staff ❑ 6. A signed statement of limitations and payment disbursement(Attachment 4) NOTE: Please do not bind or staple your application materials. Submit 10 sets(typed and clipped)of item# 1 Submit 1 set(clipped)of items#2-6 LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. Completed applications are due to the City Administration Office on April 17,2009 by 5:00 pm �.. ;ACHMENT 4 Page I of 4 GRANT APPLICATION FORM DATE(S)OF EVENT: NAME OF ORGANIZATION: ADDRESS OF ORGANIZATION: NAME OF CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: TOTAL AMOUNT REQUESTED: PURPOSE OF GRANT REQUEST (State as briefly as possible): C°5%/S ,.`ACHMENT 4 page 2 of 4 Please complete the entire application,answering all requests for information. 1. Describe the project or activities to be supported by the grant, including how the project or activities support the overall goals of the organization. 2. Describe who will benefit from the project, including any tourist attraction potential it may have. 3. Describe any collaborative efforts with other agencies relative to this project. A17ACHMENT 4 Page 3 of 4 4. Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of individual line items making up the total. Include any in-kind contributions from the City (i.e. facility or park, etc.). Project Component Amount TOTAL $ 5. Provide a detailed budget for the whole project, listing all available support sources (attach if necessary). Source Amount TOTAL $ k:?' ANAENT 4 Page 4 of 4 6. Provide your crowd control and safety plan, if appropriate (parades or large special events only). 7. Describe how your organization will acknowledge the City's support in your promotional materials. (A standardized City logo is available upon request.) Be sure to include all supplemental materials as requested. Thank you. Return Grant Application and Supplemental Materials to: -Promotional Coordinating Committee Attn: April Richardson City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 CS '�� ^ fACHMENT4 PROMOTIONAL COORDINATING COMMITTEE STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The Promotional Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated programs for the current grant period July 1,2009 through June 30,2010. • The payment schedule will be stated in the contractual agreement. • The contracting agency will agree to provide reports in such form and detail as may be required by the City and the PCC to monitor contract performance prior to payment for programs. • Contracting agency will provide City with an annual audit by an independent auditor to be approved by the City, if the City should so request. (Sample copies of standard City contract forms are on file with the City Clerk.) I, , (printed or typed name of authorized applicant organization representative), have read the above statement and fully understand its contents and implications. I further attest that all the information contained in this application is accurate to the best of my knowledge. Signature Date Title Applicant Organization