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HomeMy WebLinkAbout00-241 Resolution No. 00-241 RESOLUTION ADOPTING A GRANT PROGRAM FOR SPORTS TEAM COMPETITION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts a Grant Program for Sports Team Competition dated November 1, 2000 for the purpose of providing financial assistance to local athletic teams to participate in a national competition for their sports, a copy of which is attached. s/ Ed Schock Ed Schock, Mayor Presented: November 1, 2000 Adopted: November 1, 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN GRANT PROGRAM FOR SPORTS TEAM COMPETITION PURPOSE: To provide financial assistance to local athletic teams to participate in a national competition for their sports Eligibility 1. Team must be participating in a national competition. 2. Site of competition must be outside the State of Illinois. 3. Elgin-based youth (under 18 years old) athletic team 4. Eighty percent (80%) of the team roster competing in the event must be comprised of Elgin residents. Names and addresses of those athletes on the competing roster for the event for which funds are being requested must be provided. Names of coaches and chaperones attending shall also be provided. 5. Team shall not be affiliated with an organized school function. either public or private. 6. Team must be officially affiliated with a national, state and /or regional athletic organization. 7. Team must demonstrate a progression of advancement through a system of local, district, and/or regional athletic competitions to qualify for the national event. Eligible Costs Team may apply for funds to apply toward expenses associated with participating in a national competition. Team or its governing organization may apply for grants of up to $ 4,500 provided that team/organization contributes a minimum of 50% of the total cost. Exemptions may be made if a hardship can be demonstrated. Such requests will be reviewed on a case-by-case basis. Grant is not available for individual athletes. Grant shall be applied to the following costs associated with participating in the event: lodging, transportation costs and entry fees. Grant funds shall not be applied to the cost of meals, uniforms, equipment and any other purposes not directly related to travel and entry into the competitive event. Grant funds shall be applied to those travel costs incurred by team players, coaches and chaperones. Funds shall not be used to offset the costs for siblings. parents/guardians not serving as chaperones nor spouses of coaches and chaperones. Team may apply for a grant once during a calendar year. Submission and Review Process 1. Applications shall be completed and submitted to the attention of the Recreation Facilities Superintendent. 2. Staff will conduct a preliminary review. 3. Application will be forwarded to the Parks & Recreation Board for consideration at its regular monthly meeting. The Parks & Recreation Board meets the last Tuesday of each month. SPECIAL NOTE: The Parks & Recreation Board will consider grant requests at a regular monthly meeting, held the last Tuesday of each month. Applicants are requested to submit applications at least 30 calendar days prior to the event taking place in order to allow adequate time for staff review and consideration by the Parks & Recreation Board. A funding request can be given consideration prior to actually qualifying for national competition in anticipation of participating in the event. In such cases. approval of the funding requests will be given, pending qualifying for the event. If a team cannot submit a request 30 calendar days in advance, funding assistance will be provided on a reimbursable basis. PROGRAM EFFECTIVE DATE: January 1, 2000 APPLICATION CITY OF ELGIN SPORTS TEAM FUNDING ASSISTANCE PROGRAM Please complete the application by responding to every item. Incomplete applications will not be accepted. Name of Team Name of Team Representative (manager, coach, Board President, etc.) Mailing Address for Team Representative or Team Organization Telephone No. (Day) (Evening) I. Event Provide name of national competition to which team has been invited, including location and dates. II. History of Competition. Please list local, district, regional, state, etc. competitions (as appropriate) which qualified the team for national competition. III. Team Roster. On a separate sheet (s), provide names and home addresses of those youth (ages 18 and under) who are included on competing roster for the event for which funding assistance is being sought. IV. Coaches. Provide the names and home addresses of coaching staff who will attend the competition. V. Chaperones. Provide the names and home addresses of parents, guardians, etc., who will accompany the team as chaperones. VI. Budget. Please list expenditure items and projected costs. Travel S Please describe method of travel: Lodging S Show calculations (S per night x no. of nights x no. rooms - no. of persons per room) Entry fees S TOTAL S VII. Total Funding Request: S (Cannot be more than 50% of the TOTAL budget, Section V.) VIII. Assurances. The applicant agrees that: 1. The activities for which assistance is sought will be administered by or under the supervision of the applicant. 2. It will comply with all laws, acts and ordinances of the United States, the State of Illinois and the City of Elgin, and further agrees that no person will excluded from participation or be denied benefits of any activity on the basis of sex, color, religion, ancestry, age, national origin or disability. 3. The figures, facts and representation in this application, including all exhibits and attachments, are true and correct to the best of its knowledge and beliefs. 4. It will expend funds received as a result of this application solely on the activities described herein. Signature of Authorizing Official Name Date Print Name Signature of Person Completing Application Name Date Print Name FOR OFFICE USE ONLY Date Received Preliminary Review by P & R Board Approval • i OF El Agenda Item No. ° City of Elgin g 11116 ��rrotik� E L rAt- October 25, 2000 G TO: Mayor and Members of the City Council N RECREATIONAL LEISURE AND CULTURAL OPPORTUNITIES FROM: Joyce A. Parker, City Manager FOR ALL CITIZENS SUBJECT: Consideration of Grant Program for Sports Team Competition PURPOSE • The purpose of this memorandum is to present a proposal for establishing a grant program for funding expenses related to sports team competitions. BACKGROUND In the past, the City Council has received requests from many local athletic teams seeking funds to allow the team to participate in national competitions . Usually, these competitions take place at out-of-state locations, requiring significant funds for travel expenses, uniforms, equipment and entry fees. The City Council has often been approached to assist in funding the team' s participation in this type of competition if the team' s fund-raising efforts have fallen short of the need or if the invitation to participate has not provided enough lead-time to engage in any organized fund- raising. These requests have generally been presented for the first time at City Council meetings . The grant program would be established for the purpose of providing financial assistance to local athletic teams so that they might participate in national competitions for their sport . The program would further establish a structure and process for receiving and reviewing this type of request. Teams will benefit by knowing that this opportunity for funding exists, thereby allowing them to take advantage of opportunities to compete. In some cases, teams might be able to plan their fund-raising efforts in anticipation of competing in national events, knowing that a supplemental funding source is possible. , a rim. Grant Program for Sport Team Competition October 25, 2000 Page 2 Highlights of program include: Team must be participating in an out-of-state, national competition. Program is available to Elgin-based youth (under 18 years old) athletic team. Eighty percent of the team roster competing in the event must be comprised of Elgin residents. Team may apply for grants of up to $4, 500 provided that the team contributes a minimum of 50% of the total cost. Exemptions may be made if hardship can be demonstrated. This will be reviewed on a case-by-case basis. Grant funds shall be applied to the following costs associated with participating in the event: lodging, transportation costs and entry fees . E Applications will be submitted to the Parks and Recreation Department for a preliminary staff review followed by consideration and action by the Parks and Recreation Board. A program description and application form are attached. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT In Fiscal Year 2000, approximately $14, 000 in financial assistance has been paid to local athletic teams for participation in national competition. These funds were charged to account number 010-6902- 719. 84-01, Contingencies. It is recommended that, beginning in Fiscal Year 2001, funds be set-aside specifically for use by this program. wieLEGAL IMPACT None. 4 Grant Program for Sport Team Competition October 25, 2000 Page 3 ALTERNATIVES 1 . Adopt the recommended grant program for funding local athletic teams, including a specified program budget . 2 . Adopt a modified version of the recommended grant program. 3. City Council continues to receive and consider funding requests from local athletic teams . RECOMMENDATION It is recommended that the Mayor and City Council approve the implementation of a grant for sports team competition as presented and to set aside a budget specifically for use by this program, the amount to be determined as part of the 2001 budget consideration process. Respectfully submitted J e A. Parker City Manager DN/od