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Grant - Special Event InsuranceMEMORANDUM July 29, 2002 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Special Event Insurance Grant On May 6, 2002, the City Council amended the Special Events Application and Agreement to require insurance only for events involving alcohol or fireworks, user fees or where there is a commercial use. They further directed that for events sponsored by a not-for-profit organization and where insurance is required, the City develop an "insurance grant" through Dubuque Main Street Ltd. (DMSL) to help subsidize insurance costs for these events. Events that will be recommended for funding will be sponsored by not-for-profit entities that meet one or more of the following criteria: · Events to which the general public is invited · Events held on City owned property · Events sponsored by organizations with leadership including a minimum of 50 percent residents of the City of Dubuque · Parades, Rallies or Assemblies · Festivals or Fund Raisers · Walks/Marches · Neighborhood Events Assistant City Manager Cindy Steinhauser recommends the City Council adopt the proposed criteria for the Special Events Grant Program. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen .MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager MEMORANDUM July 29, 2002 TO: Michael C. Van Milligen, City Manager FROM: Cynthia M. Steinhauser, Assistant City Manager SUBJECT: Special Event Insurance Grant Introduction The purpose of this memorandum is to recommend criteria for a Special Events Grant Program for events held on public right of way that require insurance. Discussion On May 6, 2002, the City Council amended the Special Events Application and Agreement to require insurance only for events involving alcohol or fireworks, user fees or where there is a commercial use. They further recommended that for events sponsored by a not-for-profit organization and where insurance is required, the City could develop an "insurance grant" through Dubuque Main Street Ltd. (DMSL) to help subsidize insurance costs for these events. Attached is the proposed grant program, which outlines the criteria for the receipt of such a grant. Events that will be recommended for funding will be sponsored by not-for- profit entities that meet one or more of the following criteria: · Events to which the general public is invited · Events held on City owned property · Events sponsored by organizations with leadership including a minimum of 50 percent residents of the City of Dubuque · Parades, Rallies or Assemblies · Festivals or Fund Raisers · Walks/Marches · Neighborhood Events Grants shall be from 50 to 100 percent of an insurance premium for the purchase of comprehensive liability insurance for special events. Dram Shop insurance is not covered under this Program. As grant requests are reviewed and approved by DMSL, reimbursement would be coordinated with the Special Events Application that the organization is required to submit to the City. The proposed amount to fund this program in FY '03 is $3,500 and the proposed funding source would come from the General Fund balance. Future funding for this program would be incorporated into the budget process under the purchase of service agreement with Dubuque Main Street Ltd. Recommendation I recommend that the City Council adopt the proposed criteria for the Special Events Grant Program. Cc: Jeanne Schneider, City Clerk Barry Lindahl, Corporation Counsel Pauline Joyce, Administrative Services Manager Dan LoBianco, DMSL DUBUQUE MAIN STREET/CITY OF DUBUQUE SPECIAL EVENTS GRANT PROGRAM Purpose The Special Events Insurance Grant Program is designed to support significant Educational, Social and ttistorical projects undertaken by groups and associations in thc City of Dubuque. Funding priorities The Program includes events which: Encourage community-wide social growth · Have broad appeal Advance educational opportunities for a broad range of Dubuque area residents · Celebrate and further the rich history of the Dubuque citizenry · May not be financially feasible without assistance for the purchase of appropriate insurance · No admission fee charge for the public to attend. Overview Grants are for the purchase of comprehensive liability insurance for special events. Dram Shop insurance is NOT covered under this Program. Grants are for 50 to 100 percent of an insurance premium Insurance must be obtained by the event-sponsoring group, in the group's name, with the City of Dubuque named as an additional insured. Eligibility includes not-for-profit groups and associations. The event must he located within the City of Dubuque and requires a City of Dubuque special event permit. Projects must complete any approval process required by other city departments in conjunction with the application. Contact the City Clerk's office, 13~h & Iowa Streets, for the special event application. Applications must be submitted to the Dubuque Main Street office not less than 60 days prior to the event. Eligible activities (must meet at least one of the following criteria) · Events to which the general public is invited · Events held on City owned property · Events sponsored by organizations with leadership including a minimum of 50 percent residents of the City of Dubuque · Parades, Rallies or Ass~rnblies · Festivals or Ftmd Raisers · Walks/Ivlarches · Neighborhood Events Equal Opportunity The City o£Dubuque and Dubuque Main S~reet, L~d. do not discrh~ate by reason of age, race, religion, color, sex, national origin or handicap unrelated to the duties of a position of applicants for employment, promotion, demotion or transfer, recruitment, layoff or termination, compensation, selection for training or participation in recreational and educational activities. For more information, please contact: Dubuque Main Street, 563-588-4400 dbqmainsr(~.~mwci.net Mail the completed Grant application to: Dubuque Main Street 909 Main Street; Suite 22LL Dubuque, Iowa 52001 or City Clerks Office, 589-4121 Contact Information: 1. Name of organization: 3a. Contact Person: Phone: E-mail' 2a. Leader's name: 3b. Mailing address: Phone: E-mail: 2b. Mailing address For office use: Date received 4. Budget Information: Insurance cost estimate Grant funds requested Matching funds available $ $ $ 5. Please describe your event and what will be covered by the insurance policy 6. If the applicant is incorporated, please complete pphcant s Corporate Name and Federal Tax ID # Type of Organization (enter - public or private non-profit, private for profit or specify if other) 7. Check list: Cover page and grant application attached Grant signed by organization representative Copy of organization minutes approving application Approval by City departments, if applicable ASSURANCES I hereby certify that, to the best of my knowledge, all of the information contained in the Application is true and correct. I understand that Dubuque Main Street, Ltd. and the City of Dubuque reserve the right to request modifications to this application during the process of Contract negotiation and, as finally approved by Dubuque Main Street and City of Dubuque, the Application shall be part of the Contract with the City of Dubuque. The Applicant agrees: 1. T° submit further d°cumants as required by the City of Dubuque to determine project and organization eligibility; and That grant award funds are allocated on behalf of the grantee through a purchase order to a vendor and will not be paid to the grantee directly without prior approval and adequate documentation as determined by the City of Dubuque; and 3. To submit requests for purchase order and reports of activities as directed by the City of DUbuque; and 4. T° maintain any °ther specific records, as may be determined necessary by the City of Dubuque, to the overall evaluation of the project; and 5. The application has been reviewed and approved by the a ' ' ' - prior to submission; and pphcant s Board olD,rectors (or eqmvalent) 6. N° c°sts incurred for the program prior to authorization by the City of Dubuque, Managers Office, shall be reimbursable and that any funds not spent during the contract period will be forfeited. Signature - Certifying Representative Date Printed Name Title Authorized person must sign assurances. Unsigned applications cannot be accepted.