MEETING DATE: June 7, 2017

PREPARED BY: Jim Gilliam, Arts Program Administrator

DEPT. DIRECTOR: Jennifer Campbell

DEPARTMENT: Parks, Recreation and Cultural Arts

CITY MANAGER: Karen P. Brust

SUBJECT: City of Encinitas and Mizel Family Foundation Community Grant Program Application Requests for FY 2017-18 RECOMMENDED ACTION: Approve the evaluation panel’s recommended funding allocations and make any desired

additional allocations.

STRATEGIC PLAN: The grant program leverages community resources, assists nonprofit organizations, and benefits the following strategic initiatives: Arts and Culture, Environment, Economic Development, and Parks and Recreation. FISCAL CONSIDERATIONS: The fiscal impact associated with the staff recommendation is included in the proposed FY

2017-18 budget. Total proposed FY 2017-18 funding is $150,000; $75,000 will be allocated from

the General Fund and $75,000 will be donated by the Mizel Family Foundation. The Evaluation

Panel has made allocation recommendations totaling $141,215 (Attachment 1). Remaining

funds of $8,785 have been set aside for allocation by the City Council.

BACKGROUND: Since June, 1998, the City Council has recognized the value of an ongoing program whereby

not-for-profit organizations have a means of requesting funding from the city to accomplish arts

and civic projects or programs. The Community Grant Program (CGP), with an annual General

Fund allocation, has provided a total of $1,115,064 in City funds to support numerous projects

and programs that have enriched the five communities of Encinitas.

Starting in FY 2007-08, the Mizel Family Foundation has matched, dollar-for-dollar, the CGP

General Fund allocation, thus doubling the grant funding for the benefit of the Encinitas

community. On March 27, 2009, the Mizel Family Foundation requested to continue the

partnership by making a five (5) year commitment, which started in FY 2009-10, to match,

dollar-for-dollar, the annual city allocation, not to exceed $75,000 per year. On April 9, 2009,

2017-06-07 Item 10A 1 of 10

Council unanimously approved the request and changed the program name to the “City of

Encinitas and Mizel Family Foundation Community Grant Program” for FY 2009-10 and for any

subsequent year in which the matching grant is provided. Starting in FY 2014-15 the partnership

with the Mizel Family Foundation changed to a year-to-year basis. From FY 2007-08 to FY

2016-17, the foundation has donated a total of $716,008.

ANALYSIS: The purpose of this agenda item is to allow Council to review the funding requests, consider the

Evaluation Panel allocation recommendations, hear public testimony and approve final funding

allocations.

The Community Grant Program Policy (#C020), (Attachment 2), establishes applicant eligibility

criteria and guidelines for allocating grant funds in two categories: Arts and Civic. Applicant

organizations are required to be incorporated and to submit documentation of not-for-profit or

tax-exempt status. The proposed project or program must take place in Encinitas and provide

community-wide benefit to Encinitas residents and/or meet an identified need. Funding shall not

be provided to individuals unassociated with a nonprofit organization, City departments, or to

assist religious, fraternal or political purposes. The maximum amount granted is $5,000.

Grant application packets were made available on March 1, 2017, for download from the City

website and hard copies were made available at City Hall. Notices were emailed to past grant

recipients and to interested parties of record. A workshop for first-time applicants was held on

March 20, 2017, at City Hall, with representatives from fifteen (15) organizations in attendance.

The deadline to apply for the grant program was Thursday, April 13, 2017.

A total of forty nine (49) organizations submitted applications for Council consideration, a

decrease of nine (9) from the previous year. The City received twenty-six (26) arts category

requests totaling $126,350, four (4) of which are first-time/new applicants, and twenty-three (23)

civic category requests totaling $113,075, four (4) of which are first-time/new applicants, for a

combined total of $239,425.

Five (5) City Commissions appointed one (1) member each to serve on the CGP Evaluation

Panel, whose task was to evaluate the applications and formulate funding recommendations for

Council consideration (Attachment 3). The evaluation panel was comprised of the following

commissioners:

• Commission for the Arts — Collette Stefanko

• Environmental Commission — Joy Lyndes

• Parks and Recreation Commission — Marge Kohl

• Senior Citizen Commission — Kris Stewart

• Youth Commission — Nicholas Barth

Two weeks prior to their meeting, panelists were given copies of the CGP applications, the most

recently completed grant evaluation forms from current applicants, the Evaluation and Allocation

Procedure (Attachment 3) and a copy of the Rating Sheet (Attachment 4). The evaluation panel

met on Monday, May 8, 2017. All panelists were present. The evaluation panel elected Collette

Stefanko to serve as Chair, whose duties were to oversee the evaluation meeting and to

address the City Council. The panel discussed each application and completed a rating sheet

2017-06-07 Item 10A 2 of 10

(25 points per question, 100 points total). The scores were averaged to determine a final point

score. Applications were ranked from highest to lowest, based on this score, and funding levels

were recommended, based on the allocation rubric developed by the panel, (Attachment 3).

ENVIRONMENTAL CONSIDERATIONS: The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” under Section 15378(b)(5) of CEQA Guidelines. The action involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment. This item does not relate to the Climate Action Plan. ATTACHMENTS: Attachment 1: FY 2017-18 CGP Evaluation Panel Recommendations Attachment 2: CGP Policy (#C020) Attachment 3: CGP Evaluation and Allocation Procedure Attachment 4: CGP Rating Sheet

2017-06-07 Item 10A 3 of 10

FY2017 - 2018 COMMUNITY GRANT PROGRAM

EVALUATION PANEL RATINGS AND RECOMMENDATIONS

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1 Yes

Assistance League of Rancho

San Dieguito Civic

Operation School Bell:

Clothing for Encinitas

Students $5,000.00 $65,000.00 82 3,000

2 No Autism Society San Diego Civic

Camp I CAN for Children

with Autism $5,000.00 $43,623.00 49 0

3 Yes Bayside Community Center Arts

Ballet Folklorico de San

Dieguito Scholarship

Program $5,000.00 $19,550.00 89 3,500

4 Yes

California Congress of Parents,

Teachers & Students Inc.,

Diegueno Middle School PTSA Arts

Diegueno Middle School

Band Equipment $4,250.00 $9,140.00 89 2,975

5 No Camarada Arts

Encinitas Can You Play?

Side-by-Side Orchestra

Mentoring Program and

Performance $5,000.00 $5,000.00 86 3,500

6 Yes

Cardiff by the Sea Chamber of

Commerce (dba: Cardiff 101

Main Street) Civic

Cardiff Surf Arts Coalition

and Makers' Market $5,000.00 $20,000.00 83 3,000

7 Yes

Cardiff Education Foundation,

Inc. (dba: Cardiff SEA Music

Boosters) Arts

Ada Harris Wildcat Band

Instrumental Music

Program $5,000.00 $40,500.00 85 3,500

8 Yes

Coastal Communities Concert

Band Foundation Arts

Encinitas Pops Concert

and Scholarships to H.S .

Young Musicians $5,000.00 $23,000.00 87 3,500

9 No Coastal Roots Farm Civic

Farm & Hangout Summer

Series $5,000.00 $28,900.00 69 0

10 Yes Community Resource Center Civic

2017 Holiday Basket

Program $5,000.00 $132,200.00 93 4,000

11 Yes

Downtown Encinitas Mainstreet

Association (E101) Civic

Pedestrian Activation

Program - Hwy 101 from E

to K Streets $5,000.00 $10,000.00 93 4,000

12 No

Encinitas Arts, Culture and

Ecology Alliance Arts

Pacific View Stakeholders

Group Program $5,000.00 $9,125.00 84 3,000

13 Yes Encinitas CERT, Inc. Civic

Disaster Preparedness

Training and CERT Van $5,000.00 $8,020.00 79 2,750

14 Yes Encinitas Friends of the Arts Arts

4th Annual Encinitas Dia

de Los Muertos

Celebration $5,000.00 $25,000.00 92 4,000

15 No Encinitas Historical Society Civic Heritage Tree Project $5,000.00 $29,500.00 92 4,000

16 No Encinitas Soccer League Civic

ESL Scholarship Fund for

Economically

Disadvantaged Youth $5,000.00 $56,500.00 91 4,000

17 Yes Exposure Skate Civic

Exposure: A Women's

Benefit Event $5,000.00 $157,000.00 72 0

18 No Guitars in the Classroom Arts

Training for Encinitas

Teachers $3,600.00 $8,520.00 87 2,520

19 Yes Hutchins Consort Arts

Free Family Series at the

Encinitas Library $5,000.00 $28,450.00 89 3,500

20 Yes iPalpiti Artists International, Inc. Arts

2017 iPalpiti Festival in

Encinitas $5,000.00 $29,590.00 91 4,000

2017-06-07 Item 10A 4 of 10

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21 Yes

Italian American Art and Cultural

Association of San Diego Arts

San Diego Italian Film

Festival North County

Series $5,000.00 $40,200.00 81 3,000

22 Yes

Leucadia-Encinitas Hwy 101

Mainstreet Association (L101) Civic

Leucadia Art Walk

Interactive Art Project and

Mural $5,000.00 $8,800.00 95 4,500

23 Yes

Los Angelitos de Encinitas (The

Little Angels of Encinitas) Civic

Soccer Scholarships for

Encinitas Children $5,000.00 $51,000.00 91 4,000

24 No Lux Art Institute Arts

Ceramics Lab Student

Scholarship Program $5,000.00 $105,500.00 71 0

25 Yes Mano a Mano Foundation Civic

Drug and Alcohol

Prevention Education

Conference for Latino

Families $5,000.00 $5,000.00 89 3,500

26 Yes

Meals-on-Wheels Greater San

Diego, Inc. Civic

Meals and Care in

Encinitas Seniors $5,000.00 $66,029.66 87 3,500

27 No Mission Edge San Diego Civic

13th Annual Switchfoot Bro-

Am $5,000.00 $100,000.00 80 3,000

28 Yes Museum of Photographic Arts Arts

Seniors Exploring

Photography Program $5,000.00 $5,952.00 73 0

29 No Musical Theater Foundation Arts

Sets and Costumes,

Beauty and the Beast,

Ovation Theater $5,000.00 $49,250.00 79 2,750

30 Yes North County Health Project, Inc. Civic

Disaster Preparedness

Intercom System $3,575.00 $3,575.00 80 2,145

31 Yes

North Shores Symphony

(dba: North Coast Symphony) Arts

Keeping Our Concerts

Fresh and Exciting $5,000.00 $21,671.00 81 3,000

32 No Not Nothing Projects, Inc. Arts

Summer Art Camp

Scholarship Program $5,000.00 $23,352.00 85 3,500

33 No Pacific Arts Movement Arts

San Diego Asian Film

Festival at La Paloma $5,000.00 $10,000.00 70 0

34 Yes Playwrights Project Arts Write On! $5,000.00 $5,000.00 84 3,000

35 Yes

Positive Action Community

Theatre (PACT) Civic

Performing Arts/Life Skills

Workshops for People with

Autism $5,000.00 $18,100.00 85 3,500

36 Yes San Diego Baroque Soloists Arts

Baroque Music Concerts in

Encinitas $5,000.00 $10,000.00 75 2,750

37 No San Diego North Coast Singers Arts

25th Anniversary

Celebration Concerts $5,000.00 $12,000.00 82 3,000

38 No San Diego Opera Association Arts

Student Night at the Opera

Program for Enc. Youth $5,000.00 $72,000.00 78 2,750

39 Yes

San Diego Symphony Orchestra

Association Arts

Berton Family Young

People's Concert Program

for Enc. Youth $5,000.00 $9,500.00 84 3,000

40 Yes San Diego Synergy Arts Network Arts

Healing Arts Program for

Scripps Encinitas

Rehabilitation Patients $3,500.00 $5,000.00 79 1,925

41 Yes

San Dieguito Academy

Foundation Arts

LED Lighting for Clayton E.

Liggett Theater $5,000.00 $11,289.00 78 2,750

42 Yes

San Dieguito for a Drug Free

Youth Civic Study Buddy Program $5,000.00 $10,000.00 91 4,000

2017-06-07 Item 10A 5 of 10

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43 Yes San Dieguito Heritage Museum Civic

Families Make History

Program $5,000.00 $25,000.00 84 3,000

44 Yes San Elijo Lagoon Conservancy Civic

Family Discovery Days &

Sunday Family Fun Days $5,000.00 $31,232.00 91 4,000

45 Yes

Silver Age Yoga Community

Outreach Civic

Silver Age Yoga for

Encinitas Seniors $5,000.00 $14,200.00 79 2,750

46 Yes

Solana Center for Environmental

Innovation Civic

Garden Tool Library

Improvements for the

Encinitas Community $4,500.00 $4,500.00 86 3,150

47 Yes Storytellers of San Diego Arts

Storytelling Festival and

School Assemblies for

Encinitas Youth $5,000.00 $12,500.00 86 3,500

48

No*

applicant

withdrew

request Surfing Madonna Oceans Project Civic

2017 Surf Camp for

Special Needs Youth and

Wounded Warriors $5,000.00 $39,700.00 81 3,000

49 Yes

Theater and Arts Foundation of

San Diego County Arts

2018 Performance

Outreach Program (POP)

Tour to Encinitas Schools $5,000.00 $19,820.00 86 3,500

Total $141,215.00 $0.00

2017-06-07 Item 10A 6 of 10

CITY OF ENCINITAS ATTACHMENT 2 ADMINISTRATIVE MANUAL Policy Title: Community Grant Program Section: City Council Responsible Department: City Manager Number: C020 Approved By: City Council Date Approved: 6/17/98 Date Revised: 7/06, 2/10 I. Philosophy The City Council recognizes the value of an ongoing program whereby non profit organizations have

a means of requesting funding from the City to accomplish civic and arts projects or programs. The City Council encourages that all such projects or programs become self-supporting.

At their meeting on April 8, 2009, the City Council approved naming the Community Grant Program “the City of Encinitas and Mizel Family Foundation Community Grant Program in FY 09/10 and any subsequent year in which the matching grant is provided.”

An annual funding amount for the Community Grant Program (CGP) will be determined by Council

as part of the City’s budget development and adoption process. Up to 50% of the total (CGP) allocation may be directed to arts projects or programs, at the discretion of the City Council.

II. Method

A. Funding requests shall be classified into two basic categories:

1. Category I - Civic (i.e. social, recreation, education, health, environmental)

2. Category II - Arts (i.e. visual arts, performing arts, arts education, literary arts)

B. The criteria for all applicants to be considered for selection are:

1) Project or program provides wide community benefit and meets identified needs. 2) Organization must hold not-for-profit or tax exempt status. Submission of

documentation indicating non-profit, tax exempt status is required.

3) Organization must be legally organized and based in Encinitas or provide activity/services that directly benefit the citizens of Encinitas. Preference will be given to projects or programs that take place in Encinitas.

4) To be eligible for CGP funding, projects or programs with a fundraising component,

must use the funds: a) in Encinitas or b) for a purpose listed in Category I or II. This information must be included in the application.

5) Project or program has ability or likelihood to sustain itself after initial funding. 6) Priority is given to projects or programs that have matching funds and/or in-kind

services.

7) Preference is given to projects or programs not eligible for Community Development Block Grant funding.

2017-06-07 Item 10A 7 of 10

8) Maximum grant amount is $5,000 per project or program based on City’s financial ability and quality of projects under consideration.

III. Limitations

Funding shall not be provided to individuals unassociated with a non profit organization, City departments, or to assist religious, fraternal or political purposes.

IV. Administration A) The following general administrative guidelines shall be followed in administering the CGP: 1) Applications must be submitted on the approved City Application Form (Exhibit A). 2) An Evaluation Panel, comprised of one (1) member from the following Council

appointed commissions: Arts, Environmental, Senior, Parks and Recreation, and Youth, will evaluate the applications and submit funding recommendations for consideration to the City Council.

3) The method of payment for approved projects or programs will be based upon

timing of project or program expenditures.

4) Real property purchased as part of a project or program cannot be disposed of or the use changed from the original proposal without prior City approval, or appropriate repayment to the City (with interest if deemed applicable).

5) A Reimbursement Form and Evaluation Form shall be submitted for each project or

program to the City Manager’s Office (Exhibit B and C). 6) Failure to provide a Reimbursement Form and Evaluation Form, or competent

administration of the public funds, will reflect on future application and may result in legal action.

7) Organizations receiving City funding are required to show proof of general liability

insurance coverage and obtain a Certificate of Insurance naming the City and Mizel Family Foundation as additional insured’s and certificate holders by endorsement on said policy in an amount established by the City’s Risk Management Division.

2017-06-07 Item 10A 8 of 10

ATTACHMENT 3

2017/18 CITY OF ENCINITAS AND MIZEL FAMILY FOUNDATION COMMUNITY GRANT PROGRAM

APPLICATION EVALUATION AND ALLOCATION PROCEDURE

EVALUATION PANEL One (1) member from the City of Encinitas Arts, Environmental, Parks and Recreation, Senior and Youth Commission will comprise the Evaluation Panel for a total of five (5) members. PANEL PROCESS Panelists must first read the Community Grant Program (CGP) Administrative Policy and then the CGP applications, including the program description, budget and attachments. Panelists must be prepared to discuss the strong and weak aspects of each application. PANEL MEETING At the Evaluation Panel meeting panel members will elect a chair. The chair will 1) conduct the Evaluation Panel meeting and 2) attend the City Council meeting, address the Council, provide Evaluation Panel recommendations and give input. The Evaluation Panel will review each application. After discussion, each panelist will complete a rating sheet. ALLOCATION RECOMMENDATIONS Rating sheet scores will be tallied. The average score of the 5 sheets will determine the final score and tier placement. The priority for funding will be to allocate funds to applicants in the first tier, from highest to lowest. If funds remain, allocations will be made to the following tiers in succession. The allocation rubric is developed by the Evaluation Panel. ALLOCATION RUBRIC 1) 5% of available grant funds are to be set aside for allocation by the City Council at their meeting on June 7, 2017. 2) With the remaining 95% of funds, the Evaluation Panel determined to make allocation recommendations in the following way:

EVALUATION PANEL POINT SCORE FUNDING RECOMMENDATION

95 Points 90% of Applicant’s Requested Funding

90 - 94 Points 80% of Applicant’s Requested Funding

85 - 89 Points 70% of Applicant’s Requested Funding

80 - 84 Points 60% of Applicant’s Requested Funding

75-79 Points 55% of Applicant’s Requested Funding

78 Points and below Zero Funding

CITY COUNCIL ALLOCATION OF FUNDS The Evaluation Panel rating results and allocation recommendations will be forwarded to the City Council for their consideration and final determination of allocations.

2017-06-07 Item 10A 9 of 10

ATTACHMENT 4 FISCAL YEAR 2017/18

CITY OF ENCINITAS AND MIZEL FAMILY FOUNDATION COMMUNITY GRANT PROGRAM

RATING SHEET

APPLICANT: ________________________________________ GRANT CATEGORY: ARTS CIVIC (circle one)

AMOUNT REQUESTED: $ __________ Panelist Initials __________

TOTAL POINTS PER QUESTION: 25 TOTAL POINTS AVAILABLE: 100

RATING SCALE

WEAK: 1—5 FAIR: 6—10 GOOD: 11—15 STRONG: 16—20 EXCELLENT: 21—25 Please fill in the comment line in each of the 4 rating areas regarding your score.

______ Organizational Readiness The applicant organization demonstrates evidence of 1) ability to conduct project successfully, 2) capable volunteer and/or paid staff, and 3) clearly defined resources. Comment

______ Project or Program Merit The project or program 1) has clearly defined objectives 2) provides a high level of service to the target population, and 3) demonstrates quality in the type and level of activities. Comment

______ Fiscal Readiness The project or program budget 1) is comprehensive and understandable, and 2) identifies in-kind, matching, or funding from other sources. The organization demonstrates a clear financial need for funding assistance from the city. Comment

______ Community Impact The project or program 1) establishes or strengthens programming in Encinitas by the applicant organization, 2) provides community-wide benefit, and/or 3) addresses a community need or impacts an underserved population. Comment

__________ TOTAL

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