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.