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HomeMy WebLinkAbout06/06/1990, 3 - 1990-91 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID FUNDING RECOMMENDATIONS �y,ll it II j, - MEETING DATE: i���;I city of San LUIS OBISPO June 6 1440 = COUNCIL AGENDA REPORT ITE"'NUMBER: FROM: John Dunn, City Administrative 0 icer Prepared by: Debbi Hossli, Administrative Analyst SUBJECT: 1990-91 Promotional Coordinating Committee Grants- In-Aid Funding Recommendations CAO RECOMMENDATION: 1. Consider recommendations from the Promotional Coordinating Committee for Grants-In-Aid Funding and determine the appropriate level of City support for 1990- 91. 2. Adopt a resolution authorizing staff to develop and execute agreements with each Grants-In-Aid recipient, as outlined in Exhibit "A" to the Resolution and inclusive of any modifications made by Council during the public hearing. DISCUSSION: Background In January of this year, the Promotional Coordinating Committee (PCC) began its annual Grants-In-Aid process. Notices advertising the availability of grant monies for local service organizations that promote cultural, economic, and recreational services in the City were placed in the Telegram-Tribune. In addition, prior year grant recipients were sent notices advising them of the timeframe for the 1990-91 Grants-In-Aid process. A mandatory workshop was held for all prospective applicants in the j latter part of February to review the changes to the grant application, reiterate the PCC's expectations for application content and format, and answer any questions of applicants. Councilmember Pinard, a liaison to the PCC, attended this workshop and provided the applicants with the City Council's perspective on the Grants-In-Aid process. Completed Grants-In-Aid applications were due to the City in March. The PCC received eighteen applications, with total requests for funding exceeding $118,000. This figure represents a 35% increase over prior year grant requests. (Grant applications are available for Council review in the City Clerk's office. ) Review Process The PCC established a subcommittee composed of Evelyn Delmartini (who served as chair) , Dan Pittaway, and Jack Gatz to review the eighteen applications for grant funding. The subcommittee used the Council approved PCC Grants-In-Aid assessment criteria to review the applications and develop preliminary recommendations. (See Attachment "311) �� i ►�illlll�pn ►IdIII City of San LUIS OBIspo ONGs COUNCIL AGENDA REPORT Agenda Report Page Two In addition, the subcommittee felt it was necessary to review applications from agencies that have traditionally received monies from the PCC in a slightly different manner. (This included such organizations as Mozart, Little Theatre, Pacific Repertory Opera etc. ) After thoroughly evaluating these applications to determine that the organizations still provided desired services in a cost effective manner, the subcommittee then attempted to identify any new programming or overhead expenses that would significantly increase an organization's funding needs. If an agency was not experiencing any significant changes, the subcommittee recommended funding levels consistent with their 1989-90 levels. This decision was primarily made in light of the subcommittee's desire to reserve funding for new organizations in need of start up monies. Funding Recommendations The subcommittee presented their preliminary recommendations to the full PCC at a public hearing held on May 9, 1990. Of the $75, 000 available for activity grants, the subcommittee recommended the allocation of $57,4.50 to fifteen organizations in amounts ranging from $850 to $7,000. The subcommittee opted to leave a significant balance ($17, 550) of the activity grant funding unallocated. This was done to provide the full PCC with additional flexibility should a need exist to modify the subcommitee's recommendations. During thepublic hearing, all applicants were given an opportunity to address the PCC regarding the subcommittee's recommended grant allocations. The hearing lasted over 2 1/2 hours, with all but two applicants providing input to the PCC. Once the public testimony was concluded, the PCC acted to accept a majority of the subcommittee's recommendations. The only exceptions included: San Luis Obispo Vocal Arts Ensemble, Music and Arts for Youth, Cal Poly Foundation for the Arts, San Luis Obispo County Youth Symphony, and the Cuesta College Art Gallery. The PCC recommended a total of $3,950 more for these organizations, which increased the grant award recommendations from $57,450 to $61,4.10. (A discussion of the rationale behind increasing these organizations recommended grant allocations can be found in Attachment 0211. ) As a result of the actions taken during the May 9, 1990 Grants- In-Aid public hearing, the PCC has developed the following list of 1990-91 activity grant funding recommendations for the City Council's consideration. The recommendations total . $61,,410, leaving $13,590 of available activity grant funding unallocated. The PCC has left this balance in an effort to provide the City Council with additional flexibility to modify the PCC's �� ► iIIIII�pN�ljl city of San tins OBISpo COUNCIL AGENDA REPORT Council Agenda Report Page Three recommendations and accommodate the Council's desire to establish a reserve in the PCC's budget to address any unanticipated funding needs thatcould arise during 1990-91. 1990-91 1989-90 1490-91' Recommended Agenc Award Reauest Award San Luis Obispo Vocal Arts Ensemble $3,000 $5,000 $3,500 Cuesta College Community Ed. and Services * 4,685 850 Civic Ballet of San Luis Obispo 3,881 0 0 Music and Arts for Youth 3,000 3,500 3,500 Cuesta College Art Gallery 1,200 3,900 2,400 Pacific Reperatory Opera 2,400 3,000 2,400 EOC - Central Coast Wine Festival 4,000 4,822 0 Cal Poly Foundation for the Arts 2,000 3,260 3,260 Mozart Festival 6,500 7,000 6,500 La Fiesta ** 22,000 51000 San Luis Obispo Art Association 7,000 7,000 7,000 San Luis Obispo Arts Council 7,000 0 0 San Luis Obispo County Youth Symphony 2,500 5,000 3,000 San Luis Obispo County Symphony 6,500 71000 6,500 ARTematives 6,000 17,600 SAM San Luis Obispo Little Theatre 6,000 8,000 6,000 San Luis Obispo Land Conservancy * 7,000 0 San Luis Obispo Gold Coast Chorus * 3,000 3,000 San Luis Obispo County Band 2,500 2,500 2,500 Poly Royal Executive Team 3,000 4,000 *** TOTAL $66,481 $118,267 $61,410 *Did not request funding. **The City Council awarded $25,000 to La Fiesta (outside of the PCC Grants-in-Aid process) to hire an Executive Director. ***Application was withdrawn by the Poly Royal Executive Team. i '�Ill� p lli city of San Luis OBlspo A. COUNCIL AGENDA REPORT Council Agenda Report Page Four Again, Attachment 112" provides additional background and discussion of the PCC's 1990-91 Grants-In-Aid funding recommendations. Contracts Upon Council adoption of grant awards, it would be staff's intention to enter into contracts with each of the agencies that have been awarded funding. The contracts would become effective July 1, 1990. It's important to note that contracts .for each agency awarded Grants-In-Aid funding are monitored by staff and the PCC to ensure compliance with guidelines set forth in the agency's proposal. Monitoring is accomplished through semi-annual reporting, in which program activities and expenditures are detailed. In addition, each agency is assigned a liaison from the PCC. The liaison attends the agency's board meetings, receives reports and delivers periodic updates at regularly scheduled PCC meetings. FISCAL IMPACT: As part of the approval of the 1990-91 Budget and Financial Plan, the City Council allocated $75, 000 for PCC activity grants. Should the City Council adopt the PCC's recommendations for 1990-91 Grants-In-Aid funding, a balance of $13, 590 would be available. In accordance with the City Council's request, staff is recommending that the balance of $13, 590 be reserved in the PCC's budget to address any unanticipated funding needs that may arise during 1990-91. CONCURRENCES: The City Administrative Office concurs with the PCC's recommendations for 1990-91 Grants-In-Aid activity grants. ATTACHMENTS: "1" - Resolution with Exhibit "A" "2" - Discussion of PCC Grants-In-Aid Recommendations for 1990-91 "3" - 1990 PCC Grants-In-Aid Assessment Criteria 04" - Letter from Cal Poly Foundation for the Arts DH\pccrpt 3- RESOLUTION (1990 SERIES) G A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING FUNDING TO FIFTEEN AGENCIES IN THE AMOUNT OF $61, 410 FOR FISCAL YEAR 1990-91 THROUGH THE PROMOTIONAL COORDINATING COMMITTEE WHEREAS, the City of San Luis Obispo supports non-profit agencies which provide economic, cultural, , and recreational services to the residents of the City of San Luis Obispo; and WHEREAS, in the past, the City has authorized and distributed Grants-In-Aid funding to community organizations which provide economic, cultural, and recreational services; and WHEREAS, funding for the Grants-In-Aid program has been included in the 1989-91 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 agencies 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 CAO is authorized to execute such contracts. Upon motion of seconded by and on the following roll call vote: AYES: NOES: ABSENT: ATTACHMENT 1 3� RESOLUTION NO. (1990 SERIES) Page Two the foregoing resolution was passed and adopted this day of , 1990. Mayor Ron Dunin ATTEST: Pamela Voges, City Clerk APPROVED: John Du City Administrative Officer ye *rgse City Attorney DH\pccrpt I h"�o EXHIBIT "A" Actency San Luis Obispo Vocal Arts Ensemble $3 ,500 Cuesta College Community Ed. and Services 850 Music and Arts for Youth 3,500 Cuesta College Art Gallery 2,400 Pacific Reperatory Opera 2,400 Cal Poly Foundation for the Arts 3,260 Mozart Festival 61500 La Fiesta 51000 San Luis Obispo Art Association 71000 San Luis Obispo County Youth Symphony 31000 San Luis Obispo County Symphony 6,500 ARTernatives 61000 San Luis Obispo Little Theatre 6,000 San Luis Obispo Gold Coast Chorus 3,000 San Luis Obispo County Band 2,500 TOTAL $61,410 J-7 ATTACHMENT 2 Summary of Promotional Coordinating Committee Grants-In-Aid Funding Recommendations 1. San Luis Obispo Vocal Arts Ensemble 1989-90 Grant: $3, 000 1990-91 Agency Request: $5, 000 1990-91 Subcommittee Recommendation: $3, 000 3990 91. PCC Recommendation: $3a5i) Summary of Reauest The Vocal Arts Ensemble requested $5, 000 to offset a portion of the operating expenses associated with performing eight concerts and a "Sing-Along-Messiah" . The group proposes to offer the same program as in prior years; four concerts will be given in San Luis Obispo. Subcommittee Recommendation The Subcommittee recommended that the group receive the same level of funding as 1989-90. Based on the application ,- submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional - monies. PCC Recommendation The PCC is recommending that the Vocal Arts Ensemble receive a grant of $3 , 500; $500 more than the Subcommittee's recommendation. The PCC recommended the increase based on information regarding increased concert rental space costs that was presented during the public hearing held on May 9, 1990. • vynv 2. Luesta College .;- Community."Education and;6ervi0es 1989-90 Grant: Did not request funding 1990-91 Agency Request: $4, 685 1990-91 Subcommittee Recommendation: $ 850 1990 l PCC Recommendation': 8af Summary of Request The Community Education and Services division of Cuesta College is a self supporting program offering educational and cultural opportunities to residents of San Luis Obispo County. The group has requested $4, 685 to support two new programs; Cuesta Forum ($2,485) and Portraits in Music ($2,200) . The Attachment 2 Page Two monies requested for Cuesta Forum would be used to sponsor two debates; one that focused on a national issue of interest and one that focused on a local issue of interest. The results of the debates would be forwarded to the City's congressional representatives in Washington. The Portraits in Music monies would be used to sponsor a Junior Competition and Young Portraits concert. Subcommittee Recommendation The Subcommittee did not recommend funding for the Cuesta Forum project. While supportive of the concept behind Cuesta Forum, the Subcommittee felt it was inappropriate for the City to sponsor forums that could potentially lead to partisan political debates. The Subcommittee also expressed apprehension with the fact that the forum's topics had not been selected. In addition, the Subcommittee held concerns with the level of benefit City residents receive through events sponsored at Cuesta College. The Subcommittee is recommending that $850 be funded for the Portraits in Music Junior Competitor Program to be used for printing programs and junior competitor awards. It was the Subcommittee' s opinion that the services provided through this program were a benefit to the residents of this community. The Subcommittee felt that $850 represented an adequate City contribution toward the total cost of the program as events offered at Cuesta College serve the entire county. (This represents 26% of their cash outlay budget. ) PCC Recommendation The PCC concurred with the Subcommittee's funding recommenda- tions. As a result, the PCC recommends an $850 grant for Cuesta College's Portraits in Music program and no funding for the Cuesta Forum project. 3. Musk and Arts r for <Youth 1989-90 Grant: $3,000 1990-91 Agency Request: $3,500 1990-91 Subcommittee Recommendation: $30000 X990 91 PCC Recommendation:: x3SnE# ., Summary of Request Music and Arts for Youth (MAY) is requesting $3,500 to offset expenses associated with sponsoring the group's annual program (e.g. , advertising, printing, artists lodging and meals, Attachment 2 Page Three etc. ) . While MAY is not planning any significant programming changes, it does plan to place greater emphasis on increasing musical collaborative efforts with the local school districts. Subcommittee Recommendation The Subcommittee is recommending the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional monies. PCC Recommendation The PCC is recommending that MAY receive a grant of $3,500; $500 more than the Subcommittee 's recommendation. The PCC felt MAY was deserving of additional monies because of the valuable services the organization provides to the community's youth. 4 . Guesta: College Art Gallery 1989-90 Grant: $1,200 1990-91 Agency Request: $3,900 1990-91 Subcommittee Recommendation: $1,200 1990 91 PCC Recommendation. $2.,,404 Summary of Request The Art Gallery is requesting $3, 900 to offset expenses associated with presenting two exhibitions where local artists are paired with well known artists from outside the area. The Art Gallery is proposing to use the monies to fund artists honorariums, expenses associated with bringing the artists to San Luis Obispo, and printing announcements for the presentations, etc. Subcommittee Recommendation In reviewing the Art Gallery's funding request, the Subcommittee was supportive of the concepts presented in their proposal. The Subcommittee was concerned, however, with the level of benefit City residents receive when events are sponsored at Cuesta College. Therefore, the Subcommittee is recommending that $1, 200 be allocated to the Art Gallery. The Subcommittee felt that $1, 200 represented an adequate City contribution toward the total cost of the program as events , offered at Cuesta College serve the entire county. 3-!a O Attachment 2 Page Four PCC Recommendation The PCC is recommending that the Cuesta College Art Gallery receive a grant of $2 , 400; $1, 200 more than the Subcommittee's recommendation. The PCC felt that the Gallery was deserving of additional monies because of the quality of their exhibitions and resulting benefit to the community. 5. Pacific Repertory Opera 1989-90 Grant: $2,400 1990-91 Agency Request: $3,000 1990-91 Subcommittee Recommendation: $2,400 3990=91 :PCC Recommendation: $2;400 Summary of Request The Opera is requesting $3 , 000 to offset expenses associated with presenting two major productions (as opposed to three presented in 1989-90) . Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional monies. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $2,400 grant for the Pacific Repertory opera. 6. -- :rl,:"0 iitral 'Coast Wine :Fest V 1989-90 Grant: $4 ,000 1990-91 Agency Request: $4,822 1990-91 Subcommittee Recommendation: $ 0 990-91 PCCRecommendation• w ? "" k Summary of Request The EOC is requesting $4 ,822 to offset the costs of advertising for their annual Central Coast Wine Festival. The monies raised from the Wine Festival are used to fund local children's services programs. Attachment 2 Page Five Subcommittee Recommendation The Subcommittee did not recommend funding for the EOC's Central Coast Wine Festival. The Subcommittee expressed concerned with the EOC's desire to limit attendance, while raising admission costs. The Subcommittee was also concerned with the program's apparent lack of firm community grass roots support. The EOC's application also failed to show that the monies raised from the festival were used for children's services programs. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends no funding for the EOC's Central Coast Wine Festival . 7. Cal. Poly Foundation for the Arts 1989-90 Grant: $2,000 1990-91 Agency Request: $3,260 1990-91 Subcommittee Recommendation: $2 ,000 1990 91' PCC Recommendation: Summary of Request The Foundation is requesting $3, 260 to support the Poly Arts for Youth program. The group plans to use the monies for artists fees and to print a brochure. The Foundation does not plan any significant changes to its program for 1990-91. Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in responses to justify additional monies. PCC Recommendation The PCC is recommending the Cal Poly Foundation for the Arts receive a $3, 260 grant; $1, 260 more than the Subcommittee's recommendation. The PCC felt that the program was deserving of additional monies based on the benefit City's youth receives. The PCC is recommending, however, that the grant be authorized contingent on an agreement with the Foundation that no San Luis Obispo student resident be charged admission Attachment 2 Page Six to their events. This was done in hopes of mitigating the school district's recent decision to curtail all field trips to events that charged admission. Since the PCC's action to recommend a $3,260 grant for the Foundation, their Director has submitted a letter requesting reconsideration of the admission restriction (see Attachment 4) . Because of the administrative difficulties the admission restriction could create, the Foundation would like to request that consideration be given to only providing a grant of $2,000 with no restrictions on admissions. Because the PCC had already taken action on Grants-In-Aid recommendations, they are forwarding this request to the City Council for further consideration. 8. San :Luis:Db3spo :Mczart .'Fest1 al 1989-90 Grant: $6,500 1990-91 Agency Request: $7,000 1990-91 Subcommittee Recommendation: $6, 500 1990 91 'PCC Recommendation: 6 500 Summary of Request The Mozart Festival is requesting $7,000 to offset costs of printing a brochure for the 1990-91 Mozart Festival. No significant programming changes are planned for the 1990-91 season, although there will be special features presented in recognition of 1990 representing the 20th anniversary of the Festival as well as the 200th anniversary of Mozart's death. Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional monies. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $6,500 grant for the Mozart Festival. L� Attachment 2 Page Seven 9. i6s, t a ..............- 1989-90 Grant: $ 0 1990-91 Agency Request: $22,000 1990-91 Subcommittee Recommendation: 5,000 1 � CCReco mmendation: �`:� . :: � ....... ......... Summary of Request La Fiesta is requesting $22 , 000 to fund two-thirds of their executive director ' s salary. Subcommittee Recommendation The Subcommittee is recommending that $5, 000 be allocated to La Fiesta to offset costs associated with using a professional organizer for the parade. This represents a contribution consistent with prior years. The Subcommittee felt that the request to fund two-thirds the cost of their executive director position should be considered by the City Council when La Fiesta presents their financial and organizational plan to the City in August of this year. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $5, 000 grant for La Fiesta. ............... 10. 'S a.n :Lu'.:,. ..3...s Obispo Art Associa-t.i,o I n- ........................ 1989-90 Grant: $7, 000 1990-91 Agency Request: $7, 000 1990-91 Subcommittee Recommendation: $7, 000 1990 91::PCC Recommendation: Summary of Request The Art Association is requesting $7, 000 for two purposes; $4,000 to provide salaries to docents for the afternoon hours that are difficult to recruit volunteers and $3,000 to continue their Guest Artists series. While the Art Association does not plan any significant changes to their program for 1990-91, they are continuing to gear the Guest Artists lecture series to include demonstrations. Attachment 2 Page Eight Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $7, 000 grant for the San Luis Obispo Art Association. 11. pari"Z�us Obispo .County :Youth Symphony 1989-90 Grant: $2,500 1990-91 Agency Request: $5, 000 1990-91 Subcommittee Recommendation: $2,500 1550-91 PCC Recommendation: $ Opti Summary of Request The Youth Symphony is requesting $5, 000 to offset expenses associated with hiring conductors and coaches and providing a musicians's retreat. A portion of the funding will also be used to offset administrative expenses. The Youth Symphony is not planning any significant programming changes as yet. However, they are evaluating the potential to expand their concert series and present joint events with other community arts organizations. Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional monies. PCC Recommendation The PCC is recommending that the Youth Symphony receive a grant of $3 , 000; $500 more than the Subcommittee's recommendation. The PCC felt the Youth Symphony was deserving of additional monies because the organization provides valuable services to the City's youth. Attachment 2 Page Nine 12. San huffs Obispo County '.;Symphony 1989-90 Grant: $61500 1990-91 Agency Request: $71000 1990-91 Subcommittee Recommendation: $6,500 "on ..PCC Recommendation: .... 1490� 91 ati .d M" ...........I...... Summary of Reauest The Symphony is requesting $7, 000 to offset expenses associated with symphony productions. The Symphony is proposing to expand its services in 1990-91 by adding matinees and augmenting its music education program. Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. While the application contained proposals to expand services, the Subcommittee felt that it was a higher priority to reserve "start-up" funding for new organizations and therefore recommended no additional funding over the Symphony's prior year grant. PCC Recommendation The PCC concurred the Subcommittee's recommendation. As a result, the PCC recommends a $6, 500 grant for the Symphony. 13. XkTeihitiives .' A -Visual Arts .:Vordr.a 1989-90 Grant: $ 6,000 1990-91 Agency Request: $17,600 1990-91 Subcommittee Recommendation: 6,000 ­'0§'6'4f:,..:PCC .: d6nmileinda"it' Recommendation;. Summary of Request ARTernatives is requesting $17,,600 to offset the costs of providing year-round exhibitions of art to the community. Some of the larger expenses ARTernatives proposes to use the monies for includes: honorariums ($6, 000) , shipping ($3,000) , advertising ($2, 400) . The substantial increase in funding has been requested to attract nationally recognized artists. In addition to the five exhibitions planned, the group has expanded its programming to include several new services. This includes such programs as the "Very Temporary Contemporary Exhibitions" , "Public Alternatives",, and the Slide Registry. Attachment 2 Page Ten Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. While the application contained proposals to expand services, the Subcommittee felt that it was a higher priority to reserve "start-up" funding for new organizations and therefore recommended no additional funding over ARTernatives' prior year grant. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC is recommending a $6, 000 grant for ARTernatives. 14. ari: ;us;Obispo Little. Theatre 1989-90 Grant: $6, 000 1990-91 Agency Request: $8,000 1990-91 Subcommittee Recommendation: $60000 1990-91 PCCRecommendation': .02. Summary Summary of Reauest The Little Theatre is requesting $8, 000 to offset the costs of promotion, advertising, purchasing special lighting equipment, increased rent, and preparing for a new theatre fund drive. The group intends to present its established • program of three dramas, one comedy, one mystery, and one musical. Subcommittee Recommendation The Subcommittee recommended the same level of funding as 1989-90. Based on the application submitted, the Subcommittee was unable to identify any significant changes in expenses that justified additional monies. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $6, 000 grant for the Little Theatre. 3-17 Attachment 2 Page Eleven ID 15. Land Conservancy 1989-90 Grant: Did not request funding 1990-91 Agency Request: $7, 000 1990-91 Subcommittee Recommendation: $ 0 X990 '91 PCC Recommendation: Summary of Request The Land Conservancy, in association with the Friends of San Luis Obispo Parks and Recreation, is requesting $7,,000 to offset costs associated with presenting a low cost concert at Laguna Lake Park that promotes the diverse and expanding parks, recreation, open space, and recreational programs of the City. The group expects to raise approximately $7,000 in profits from the concert. These monies would be split equally between the Land Conservancy and the Friends and used to promote the preservation of open space countywide and parks and recreational programs in the City. Subcommittee Recommendation The Subcommittee did not recommend funding for the Land Conservancy. While the subcommittee is supportive of the concept behind the proposal, they have several reservations regarding the use of PCC funds for sponsorship. The subcommittee expressed concern with the projected budget for the event, the high costs of the tickets, the short timeframe for arranging the event, etc. In addition, the subcommittee felt that it would be more appropriate for the Parks and Recreation Commission to evaluate this request. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends no funding for the Land Conservancy. 16. fan ...1"'ib"11sp Coast` Chorus Gold Coast �Ch6kV- .0 1989-90 Grant: Did not apply for funding 1990-91 Agency Request: $3 , 000 1990-91 Subcommittee Recommendation: $3, 000 9904. 1":PCC" Recommendation: ...... ........ MR, Attachment 2 Page Twelve Summary of Request The Gold Coast Chorus is requesting $3,000 to offset a portion of the costs of purchasing new formal uniforms, risers, and music. Subcommittee Recommendation The Subcommittee recommended full funding for Gold Coast Chorus. It was the Subcommittee's opinion that the Chorus provides a benefit to the community through its continuous participation in civic, social, service, and charitable events. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $3 , 000 grant for the Gold Coast Chorus. 17. San :;Luis Obispo County Band 1989-90 Grant: $2 ,500 1990-91 Agency Request: $2,500 1990-91 Subcommittee Recommendation: $2,500 1990=91 PCC 'Recommendation: $2,.500 Summary of Request The County Band is requesting $2, 500 to offset a portion of the expenses associated with purchasing equipment, new instruments, uniforms, and music. The group is proposing to expand services by offering a series of three concerts at the City/County Library in recognition of their 110th anniversary. Subcommittee Recommendation The Subcommittee is recommending the same level of funding as 1989-90. PCC Recommendation The PCC concurred with the Subcommittee's recommendation. As a result, the PCC recommends a $2, 500 grant for the County Band. Attachment 2 Page Thirteen 18. Poly' Royal Executive ;Team 1989-90 Grant: $3, 000 1990-91 Agency Request: $ 699 Withdrawn Summary of Request The Executive Team requested $4 , 000 to offset a portion of the publicity expenses associated with promoting Poly Royal. This included such items as postcards, posters, and brochures. The application was withdrawn by the Poly Royal Executive Team, based on the University's decision to cancel the 1991 Poly Royal. DH\gia r_ PROMOTIONAL COORDINATING CMI=EE GRANTS-IN-AID ASSESSMENT CRITERIA The City of San Luis Obispo's Promotional Coordinating Committee, under direction of the City Council, recognizes that social, cultural, recreational, and performing arts organizations have made, and continue to make, significant contributions to the overall quality of life in San Luis Obispo. In order for these and other newly created organizations to effectively carry out their respective responsibilities, financial support is necessary. The City of San Luis Obispo's Grants-in-Aid program is one funding source helping these organizations to meet their operating costs. Given the limited amount of funds available for service organizations, it is imperative that these funds be made available to the organizations that need them most, and which demonstrate their effectiveness in meeting existing community needs. There is a "needs, " a "financial resources," and a "service level" element in setting priorities. The Promotional Coordinating Committee will make every effort to bring these items into balance in their decision making process. With this objective in mind, and in order to maintain a non-discriminatory approach in the recommended allocation of funds, the following assessment criteria will be used. Applicants should be aware that there .is no guarantee that funding will be available to them in future fiscal years. Dependence on future City funding is discouraged. 1. Applicant proposals must be compatible with the current goals and objectives of the PCC and of the Grants-in-Aid program as stated on Page 7, item "C". 2. Applicant organization must have a clearly stated purpose and function in the fields related to City policy and must be responsible for the planning and provision of these services. 3. Applicants must demonstrate that they have the managerial and fiscal competence to complete the proposed project. 4. Preference will be given to those organizations which intend to use GIA funding to provide direct services, and which provide a .clear description of how they intend to use City funding. 5. The organization shall give evidence that they have explored other sources of financial support, and that it has examined and weighed the financial ability of the target population to support its program, service, or event. 5 ATTACHMENT 3 n/ 6. The organization shall extend its g program to the general public , and shall .not exclude any by reason of race, religion, ethnic background, or any other population covered by state or federal law. 7. An organization must be willing to evaluate itself according to an established criteria, to ensure that standards of service, goals, and objectives are being met. The applicant organization must be willing to participate in an evaluation process as requested by the Promotional Coordinating Committee. S. Applicants should be able to demonstrate coordination with related agencies and existing community resources. 9. Other types of City support, such as facility use or in-kind service, may be considered in the award process. io. Demonstrated financial need of the organization may be considered in evaluating and awarding funds. 11. Past service of the organization, regardless of financial need, may be considered in awarding funds. 6 �-�22 May 16, _ 1990 Jack Gata Chairman Promotional Coordinating Committee 1558 Laurel Lane San Luis Obispo, CA 93401 Dear Mr. Gatz, First, I must apologize for not attending last week's Promotional Coordina=ing Committee Grants In Aid hearing. Unfortunately, I did not receive either of the notices sent out to inform applicants of the meeting date. As we get to this time next year, I will know to call City Hall and ask for the meeting date in case the notice doesn't reach me. Because of the unique circumstances surrounding Cal Poly Arts' proposal this year, I really regret not being able to discuss our grant with the committee. I have since spoken with both Debbie Hossli and Evelyn Delmartini. My understanding is that the Grants In Aid subcommittee recommended the same funding as last year, $2,000, to the full committee. The PCC then decided to approve the full grant request, $3 , 260, if the program were free to residents of San Luis Obispo. I greatly appreciate the thought and concern put into our grant by the committee. I fully understand the rationale used to reach your. conclusion and recommendation. It doesn't make any sense to put more money into the program when the end result may be that fewer residents get to attend the events. However appealing it may be to make this program free to city residents, there are several implications that I would like for you to consider: 1. Free arts programs have always been a matter of concern to the arts comnunity and, especially the government arts funding agencies to which we apply, because it appears then that there is no "value" associated with the arts. It may also create administrative problems for us because teachers may be tempted to reserve more seats than they will eventually fill because they know there is no cost in doing so. The result will be empty seats that could have been filled. 2. Making PolyArts for Youth no charge to city residents may undermine efforts directed toward changing the new district policy (which has implications for all 'extracurricular' field trips) . l:niv�•r.iry l:n .+tl• 1anAj„yA�_1 ?j��i`+, CA. 01'1117 (11405 ) 750-f.5.5l+ J. 91 Jack Gatz PCC May 16, 1990 P. 2 3. It may .also preclude efforts by teachers and parents directed toward finding alternative sources of funds.. 4 . It may create a question of the perception of fairness in so far as county students are concerned. 5. Future growth for the program may be tied to the PCV s ability to fund it. In my conversation with Mrs. Delmartini, she suggested that the PCC may be willing to recommend an unrestricted $2,000 and reserve the remaining $1, 260. I am very willing to accept this recommendation. If it appears, at the opening of school in the fall, that we have not been successful at either changing the policy or finding alternate sources of funding, then I would request the additional funds from the PCC and make the program free to city residents. We would then re-evaluate the entire program concept for the following year. In spite of all of my misgivings, stated above, I would rather risk these implications than sponsor a program in which few city residents can participate. I hope that this solution is acceptable to the PCC. I understand that you have a committee meeting on Monday the 21st. I will call Debbie the following day to learn of your decision. Again, I apologize for not being there for the hearing, which has resulted in your having to continue to deal with our proposal. Thank you for your consideration. r � Gratefully, Ron S.''Regier, pirector Ca.l Poly Art_ s Please see discussion in Attachment "2" regarding PCC action for the Cal Poly Foundation for the Arts grant application (Item #7) .