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File #: 18-996    Version: 1 Name:
Type: Consent Calendar Status: Agenda Ready
File created: 7/9/2018 In control: Council and Authorities Concurrent Meeting
On agenda: 7/17/2018 Final action: 7/17/2018
Title: Action on the Request from the CalDI Team for Reimbursement of Eligible Expenses from the Championship Team Fund
Attachments: 1. Championship Team Fund Guidelines, 2. CalDI Team Championship Team Fund Expense Report, 3. Form of Contribution Agreement
REPORT TO COUNCIL
SUBJECT
Title
Action on the Request from the CalDI Team for Reimbursement of Eligible Expenses from the Championship Team Fund
Report
BACKGROUND
The City provides funding assistance to individuals and groups representing Santa Clara in state, national, and international competitions and performances through its Championship Team Fund. The Championship Team Fund program was established in 1993 and the guidelines were last updated in 2014.

DISCUSSION
On May 10, 2018, the City received a request from Jayapriya Cherukuruon on behalf of four Santa Clara youth who together participated in the Destination Imagination Global Finals in Knoxville, TN on May 23-26, 2018 as a team called "CalDI."

Although the application was submitted prior to the event, staff could not process the requisite agreement in advance of the event. The CalDI Team was comprised of four Santa Clara youth, but it was not affiliated with an organized entity such as a school group or a non-profit. While the Championship Team Fund guidelines allow for individuals to participate in the program, the City was unable to process the original request because the Championship Team Fund guidelines are not aligned with the City's general requirements for agreements such as insurance.

Following participation in the event and trip completion, the CalDI families have now submitted all receipts for eligible expenses on behalf of the four participating youth. After review of the submitted receipts, City staff determined that a total of $912 is eligible for reimbursement to the team.
Program procedures require Council approval of the request and the execution of a contribution agreement with the funding recipient(s). The form of the Contribution Agreement is attached.

Council Approved Championship Team/Group Criteria

* The funds requested for the event are in association with a specific state, national or international competition/performance.

The CalDI Team competed in the Destination ...

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