Special Events Grant ProgramTHE CITY OF ~ Dubuque
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~T T~ ~ All-An~dcat~ty
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Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Special Event Grant
DATE: March 4, 2009
Assistant City Manager Cindy Steinhauser recommends City Council approval of the
expansion of the Special Events Grant Program in order to assist non-profits in
addressing the increasing requirements and costs associated with holding an event.
Examples of expenses that could be covered by the Special Events Grant Program
could include:
• Insurance premiums
• Special event permit fees
• Parking lot rental fees
• Parade fee
• Charges for additional public safety staff
• etc.
A grant maximum of $500 would be established, however, smaller amounts could be
recommended depending on number of applications received. The City budgets $3,500
per year for this program.
I concur with the recommendation and respectfully request Mayor and City Council
approval
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Cindy Steinhauser, Assistant City Manag r
Cori Burbach, Management Intern
SUBJECT: Special Event Grant
DATE: March 5, 2009
Dubuque
AIWlmedcaCity
.~~.~
2007
Background
In 2002, the City Council amended the Special Events Application and Agreement to
require insurance for events involving alcohol or fireworks, user fees or where there is a
commercial use. This was based upon a review by our insurance consultant who
recommended changes to coverage we require for special events. As a result of this
new requirement, they also approved criteria for a Special Events Grant Program for
those events held on public right of way that require insurance. As a result, event
organizers experienced an increase in operational costs to hold special events on public
right of way.
In response, a special event grant program was created to cover 50-100% of the
insurance premium for the purchase of comprehensive liability insurance for special
events and is intended for use by non-profit organizations. The City finances the grant,
and Dubuque Main Street Ltd. (DMSL) administers the grant application and approval.
Events that qualify for this grant 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%
residents of the City of Dubuque
• Parades, rallies or assemblies
• Festivals or fundraisers
• Walks/marches
• Neighborhood events
The brief grant application is the only requirement of applicants.
Discussion
In recent years, the grant has not been used, perhaps due to a lack of advertising of its
availability. In addition, event organizers continue to ask for discounted rates for other
expenses charged by the City or required for special events. Examples include rental
costs for parking meters or lots, barricade or porta potty requirements or additional
enforcement presences.
In order to assist non-profits in addressing the increasing requirements and costs
associated with holding an event, it is proposed that the expenses covered by the
Special Events Grant Program be expanded. After conversation with DMSL and
Convention and Visitors Bureau staff, it is recommended that expenses covered by the
grant be expanded to include any fees or charges by the City to hold the event. The
following are examples, but not an inclusive list:
• Insurance premiums
• Special event permit fees
• Parking lot rental fees
• Parade fee
• Charges for additional public safety staff
The grant application would be due on or about April 25 of each year, and organizers
would be able to apply for the grant for any event occurring in the upcoming year (May 1
to April 30). A committee made up of the following would review the applications: City
of Dubuque Assistant City Manager and Permit Clerk, Dubuque Main Street Executive
Director (or designee), and Convention and Visitors Bureau Director (or designee). A
grant maximum of $500 would be established, with the committee authorized to
recommend smaller amounts depending on number of applications received. The
committee would recommend a list of grantees to the City Manager for final approval.
It is proposed that organizations be required to attend a training session covering the
basics of a successful public event in order to receive funding. The training would be
held in March of each year to accommodate all events. City staff involved in the review
of Special Event applications, DMSL staff, and CVB staff would be responsible for the
content of the training. Contents of the training would include:
1. Components of a successful event
2. Brief review of grant application process
3. Food vendor session
4. Identification of resources available (barricade, stage and tent rentals, etc.)
At least one representative from anon-profit would be required to attend the training to
be eligible for grant funding. In subsequent years, the requirement to attend the training
would be waived if a training attendee remains involved in the planning of the project.
The amount to fund the program annually has been $3,500; the funding source is the
General Fund balance. A current balance of $10,500 had been carried over to the
FY09 budget, and $3,500 is proposed for the FY10 budget but was reallocated through
the FY10 budget process.
Recommendation
I respectfully recommend that the City Council adopt the proposed revisions and
requirements for the Special Events Grant Program.
cc: Jeanne Schneider, City Clerk
Sue Winter, Permit Clerk
Dan LoBianco, DMSL
Keith Rahe, CVB
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CITY OF DUBUQUE/DUBUQUE MAIN STREET
SPECIAL EVENTS GRANT PROGRAM
Purpose
The Special Events 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 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 from this grant program.
• Do not charge an admission fee for the public to attend.
Overview
• Grant funds are only to be used for the purchase of services or fees required by the City in order
to hold the event. This includes, but is not limited to, comprehensive liability insurance, special
event permit fees, parking lot rental fees, parade fees, and charges for additional public safety
staff. Dram Shop insurance is NOT COVERED under this Program.
• Grants will be awarded for up to a maximum of $500. The City reserves the right to award grants
for less that that amount. Identification of required City services or fees must be provided in this
application.
• 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, 13'h & Iowa Streets, for the special event
permit application.
• The deadline for grant application submittal is Friday, April 24, 2009. Events covered by this
grant must occur between May 1, 2009 and April 30, 2010.
• In order to be eligible for this grant, at least one member of the event-sponsoring group
must attend a Public Event training meeting to be held Tuesday, March 24 at 7:30 am at the
NFCC Town Clock Center. Please contact Dubuque Main Street to register for this 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, including Right of Way.
• Events sponsored by organizations with leadership including a minimum of 50% residents of the
City of Dubuque.
• Parades, rallies or assemblies.
• Festivals or fundraisers.
• Walks or marches.
• Neighborhood events.
Equal Opportunity
The City of Dubuque and Dubuque Main Street Ltd. do not discriminate by reason of age, creed,
disability, gender identity, national origin, race, religions, sex, or sexual orientation 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 or City Clerk's Office, 563-589-4121
www.dubuquemainstreet.com www.cityofdubuque.org
CITY OF DUBUQUE/DUBUQUE MAIN STREET
SPECIAL EVENTS GRANT PROGRAM
1. Event Name
2. Organization Information
Organization Name
Mailing Address
Leader Information: Contact Information (if different than leader):
Name Name
Phone Phone
Email Email
3. Event Description. Please provide brief description of your event and what will be covered by the
insurance policy.
4. Total Amount Requested: (Maximum grant amount is $500)
5. Budget Information. Please provide as accurate a budget for your event as possible. Use a
separate piece of paper if necessary. Specifically, please identify any City-required costs, including
insurance for the event. Reminder.' Only City-required costs are eligible expenses for this grant.
6. If the applicant is incorporated, please complete.
Applicant's Corporate Name and Federal Tax ID #:
Type of Organization (Enter public, private non-profit, private for profit or specify other):
Checklist of materials required for application:
_ Grant application
Signed assurances form
-Proof of approval by City departments, if applicable
Return completed Grant Application to:
Dubuque Main Street
1069 Main Street
Dubuque IA 52001
FOR OFFICE USE ONLY
Date received:
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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. 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 through a purchase order to the grantee and will not be paid
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 the
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.