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Special Event Grant ProgramMEMORANDUM August 27, 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. On August 5, 2002, City Council requested that city staff provide additional criteria for the special event grant. Attached is a revised grant program, which provides an overview of the conditions of the grant. The additional criteria recommended include: · No religious or political activities can be supported with these funds. · Grants shall be awarded based upon financial need in order to comply with the City of Dubuque insurance requirements for special events. · Applications recommended for funding shall be subject to City Council approval. 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 August27,2002 TO:Michael C. Van Miliigen, City Manager FROM:Cynthia M. Steinhauser, Assistant City Manager SUBJECT:Special Event insurance Grant Introduction. The purpose of this memorandum is to provide City Council with revised criteria for a Special Events Grant Program for events held on public right of way that requires 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. On August 5, 2002, City Council requested that city staff review and provides additional cdteria for the special event grant. Attached is a revised grant program, which provides an overview of the conditions of the grant. The additional criteria recommended includes: · No religious or political activities can be supported with these funds. · Grants shall be awarded based upon financial need in order to comply with the City of Dubuque insurance requirements for special events. · Applications recommended for funding shall be subject to City Council approval. Grants shall be from 50 to 100 percent of an insurance premium for the purchase of comprehensive liability insurance for special events. Upon approval by City Council, the grant distribution would be coordinated with the Special Events Application that the organization is required to submit to the City. Eligible activities would include events 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 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 Historical projects undertaken by groups and associations in the City of Dubuque. Funding priorities The Program includes events which: Encourage community-wide social growth · Have broad appeal · Advance educational oppommities 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 No religious or political activities can be supported with these funds. Grants shall be awarded based upon financial need in order to comply with the City of Dubuque insurance requirements for special events. Grants are for the purchase of comprehensive liability insurance for special events. Dram Shop insurance is NOT covered under this Program. 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 be 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, 13th & 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. Applications recommended for funding shall be subject to City Council approval. 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 Assemblies · Festivals or Fund Raisers · Walks/Marches · Neighborhood Events Equal Opportunity The City of Dubuque and Dubuque Main Street, Ltd. do not discriminate by reason o£age, race, religion, color, sex, national origin or handicap unrelated to the duties of a position of applicants for employment, promotion, demotion or Wansfer, recruitment, layoff or terl~inatJon, 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 Applicant'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 tree 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. To submit further documents as required by the City of Dubuque to determine project and organization eligibility; and 2.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. To maintain any other 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 applicant's Board of Directors (or equivalent) prior to submission; and 6. No costs 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.