00-241 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