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Special Events Grant ProgramTHE CITY OF ~ Dubuque - .~-- ~T T~ ~ All-An~dcat~ty U 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 r - -- 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: - - __ _ T , 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.