CITY COUNCIL: Resolution Authorizing Grant Application to Monterey Peninsula Foundation Youth Fund

Meeting Date: March 3, 2009
Prepared by: Cindi Lopez-Frincke

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing a grant application to the Monterey Peninsula Foundation Youth Fund seeking supplemental funding for City-sponsored community events.

Description: The Monterey Peninsula Foundation Youth Fund has grants available for youth and family-oriented community functions. Staff has identified four community events fitting this profile: the 4th of July Celebration; Great Sand Castle Contest; City’s Annual Birthday Party and Parade; and the Holiday Tree Lighting.

Overall Cost:

City Funds: The grant will supplement the annual Community Services budget for events.
Grant Funds: $10,000 requested

Staff Recommendation: Authorize the grant application to the Monterey Peninsula Foundation Youth Fund for community events.

Important Considerations: Special events are a vital part of Carmel-by-the-Sea. Additional funding will give staff the opportunity to improve the quality of the events, which, in turn, will improve the experience for attendees.

Decision Record: The City has applied for and received Monterey Peninsula Foundation Youth Fund grants for several years. Most recent: Resolution 2007-9 (Feb. 6, 2007); the City received a $5,000 grant from the Monterey Peninsula Youth Fund to support community events.

Reviewed by:

______________________________ _________________
Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2009-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE SUBMITTAL OF A GRANT REQUEST TO THE MONTEREY PENINSULA FOUNDATION YOUTH FUND TO SUPPORT COMMUNITY EVENTS
__________________________________________________________________
WHEREAS, the Monterey Peninsula Foundation Youth Fund is making available grants for youth and family-oriented, community functions; an

WHEREAS, local public agencies, such as the City of Carmel-by-the-Sea, may apply for the grants; and

WHEREAS, staff has identified four community events that fit this profile; and

WHEREAS, City Policy C99-04, as amended, requires City Council approval for filing grant applications.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Authorize a grant application to the Monterey Peninsula Foundation Youth Fund for supplemental funding for community events.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 3rd day of March 2009, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

___________________________
SUE McCLOUD, MAYOR

ATTEST:

________________________________
Heidi Burch, City Clerk

Attachment “A”
Carmel-by-the-Sea’s Annual Community Events

Project Description
The City of Carmel-by-the-Sea sponsors several community events throughout the year for Monterey Peninsula families and visitors. They are free of charge and provide people of all ages with a sense of community and history, quality entertainment and fellowship. City staff organizes each of these events with direct costs paid by the City’s General Fund and other fees.

The City requests partial support from the Monterey Peninsula Foundation for the following events:
1. The 8th Annual 4th of July Celebration in Devendorf Park, which features a concert, food and games. This is a special day for children and families.

2. The 47th Annual Great Sandcastle Contest held each September or October on Carmel Beach. This annual contest, co-sponsored with the Monterey Chapter of the American Institute of Architects, places a special emphasis on America’s young architects. This family event brings hundreds of people to Carmel Beach to build and view the special-themed sandcastles.

3. The 93rd City Birthday Party and Halloween Parade, which honors the spirit and history of Carmel-by-the-Sea. A hot dog lunch and entertainment are offered.

4. The Holiday Tree Lighting Ceremony, which celebrates the season with a tree lighting and entertainment on Ocean Avenue and in Devendorf Park.

It is anticipated that thousands of Monterey Peninsula residents and visitors will attend these events. Grant funds provided by the Monterey Peninsula Foundation Youth Fund would help defray the costs of supplies and materials necessary to promote and present the abovementioned events. A brief budget is attached.

Attachment “B”
Carmel-by-the-Sea’s Annual Community Events

Project Budget
Staff from several City departments spends many hours to ensure that from preparation through event conclusion, the public has an enjoyable and, most of all, safe time at events run by the City of Carmel-by-the-Sea. The Community Activities staff works in tandem with the Police, Fire and Public Works departments to make sure our events are well managed and professional on all fronts.

The staff and indirect costs for the Community Events far outweigh the direct costs for printing, advertising, decorations, awards, etc. We are asking the Youth Fund to help us defray direct costs.

Community Event Activities Total Direct Costs Youth Fund Request
Independence Day Celebration $2,500 $2,000
Great Sandcastle Contest $1,275 $1,000
City Birthday Party & Parade $5,000 $4,250
Holiday Tree Lighting $3,000 $2,750
TOTAL $11,775 $10,000