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Turkey TrotFY2019-2020 City of Atlantic Beach Con trib ution Awards: Cultural Arts and Recreation Programs Application Guidelines Package For ORGANIZATIONS 2.1 APPLICATION GUIDELINES FOR FY2019-2020 CONTRIBUTION AWARDS Funding Availability: The City Commission has allocated funding for FY2019-2020 to support artistic, recreational, or cultural programs, events or projects which benefit the residents of Atlantic Beach. Applications for contributions are invited from eligible non-profit, 501(c)(3) community organizations, providing extra-curricular/extramural programs, arts, cultural and recreation programs, activities or events that serve Atlantic Beach residents. Only one (1) Contribution application may be submitted per eligible non-profit, 501(c) (3) community service organization, with award request of $100 - $3,000 per applicant. Final Contribution Award amount may be allocated as determined by the Cultural Arts and Recreation Advisory Committee. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale if applicable. Please note relevant code pertaining to contributions: Sec. 2-2. Charitable contributions prohibited. The City shall not contribute City funds to any charitable, non-profit, or other worthy cause. However, the City may contribute City funds or other support to artistic, recreational, or cultural programs, events or projects which benefit the residents of Atlantic Beach, as follows: (1) Requests for contributions to such programs, events or projects shall be submitted to the Cultural Arts and Recreational Advisory Committee. (2) The Cultural Arts and Recreational Advisory Committee will make recommendations on any such requests to the City Commission, who will then make the final decision on funding the request. (3) Any request for contributions which are not artistic, recreational, or cultural in nature shall be submitted directly to the City Commission for consideration. (Ord. No. 95-91-50, § 1, 10-28-91; Ord. No. 05-02-37, § 1, 7-8-02) Editor's note— Ord. No. 95-91-50, , adopted Oct. 28, 1991, amended the Code by adding § 1-5(b). For purposes of classification, Q 1-5(b) has been codified as at the discretion of the editor. REQUIRED APPLICATION DOCUMENTS Documents Required for Submittal: All applicants must complete the attached application form and provide the following documents: vr Completed Application Form kSummary of organization's current budget J, Program budget vi Proof of current Non -Profit 501(c)(3) certification form issued by the State of Florida List of Current Organization's Board of Directors _ k Most current IRS W-9 Form Applications will not be processed for review if complete package is not received together ELIGIBLE NON-PROFIT ORGANIZATIONS ONLY Non-profit organizations which have officially filed as a non-profit with the State of Florida must attach a copy of its current year 501(c) (3) non-profit certification form. For organizations filed with the State, the Cultural Arts and Recreation Advisory Committee, at its discretion, may consider their application. APPLICATION DEADLINE: 4:30 p.m., August 23, 2019 Applications must be RECEIVED by deadline time and date 4:30 p.m. August 23, 2019. No Exceptions. Hand deliver applications to: Adele Grage Community Center 716 Ocean Blvd, Atlantic Beach, FL 32233 Mail applications to: Must be RECEIVED in The Recreation Office by August 23, 2019 NOT postmarked by this date City of Atlantic Beach Recreation & Special Events Contribution Application 716 Ocean Boulevard Atlantic Beach, FL 32233 For more information contact: City of Atlantic Beach Recreation Office: Email (preferred method of contact) tjohnson@coab.us or call (904) 247-5828. 2 1 I DISQUALIFICATION CRITERIA AT TIME OF SUBMITTAL Any applications received after the deadline time and date are immediately disqualified from funding consideration. No exceptions. > APPLICATIONS RECEIVED AFTER DEADLINE DATE ARE NOTACCEPTED. > E-MAILED APPLICATIONS ARE NOTACCEPTED. QUALIFYING CRITERIA Applications are limited to non-governmental, non-profit organizations serving the Atlantic Beach community. Excluded entities include the following: municipal organizations, state or local government organizations and private individuals. (NOTE: Duval county schools applying for funding for extra -curricular or extramural activities/programs/services, after-school programs, or authorized student activity organizations that serve Atlantic Beach residents should apply using the SCHOOL application package). Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2019-2020 may not apply for additional funding. PROPOSAL GUIDELINES Applications will be judaed and selected for funding consideration by the Cultural Arts and Recreation Advisory Committee on a number of criteria. 1. Serves Atlantic Beach residents. Proposal describes how many residents of Atlantic Beach are expected to participate and how many hours participants will be engaged in the program or event. The event or program is open to all residents of Atlantic Beach, and is non-discriminatory and free from inherently religious activities. 2. Cultural, Arts and Recreation: Program, event or activities are cultural arts and recreation in nature (or support access to participation in cultural, arts, recreation programs or events). 3. Community need: The proposal addresses an existing need in the community (for example there is currently a need to increase opportunities for cultural, arts and recreation programs or activities for teens and young adults, and there is currently a need for programs and events in Jordan Park and Donner Park areas of Atlantic Beach). 4. Evidence Based: The program or event is supported by evidence of successfully achieving expected outcomes 5. Affordability: The event or program is free or made affordable to residents of Atlantic Beach. Proposal describes planned steps to ensure that participants are not denied the opportunity to participate due to their inability to pay the registration or other related fees. 6. Accessibility: The program or event is made accessible so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate 7. Program Costs: Fair and justifiable program costs (detailed program/event budget required). 8. Adequately resourced: The proposal includes evidence of supplemental funding, such as leveraging matching funds, collaboration, volunteers or other resources. 9. Originality and creativity. Applications of projects or programs that are new and unique to the community or which provide a new or unique twist on an existing program are strongly encouraged. 3 10. Evaluation: There is in evaluation plan that measures participation/impact and will provide useful/actionable data. 11. Timely: Completion of Special Event/Program Activity between: October 2019 and September 30, 2020. CONTRIBUTION AWARD EXPENDITURES Contributions will be funded upon approval of the City Commission and announcement of recipients. Expenses must be directly related to proposed program or event services, materials or activities occurring within the award period. Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. Funds for the proposed special event or program activity must not be used to replace or offset funding sources normally available for any portion of the special event or program activity, nor be used by the applicant to fund/supplement its own monetary giving. Funds may not be used for capital expenses, lobbying or other excluded activities. Funding may not be used for inherently religious activities. FINAL REPORT AND RECEIPTS Wolf Retirement Navigation whose owner is a ong time resident of Atlantic Beach and has sponsored our event for 4 years now. The City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approval application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. Final Report is due 30 days following completion of the program or event. PRIOR FINANCIAL ASSISTANCE Information provided on application will be used to review prior performance history. Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. NOTE: Eligibility for FY2019-2020 Contribution Awards may be affected if an organization has previously received a Contribution Award by the Atlantic Beach City Commission, or has not fully disclosed that a Contribution Award was not fully expended, or did not complete required financial or other reporting requirements for a previous Contribution Award. All eligibility criteria is administered and determined by the Recreation Director, and Cultural Arts and Recreation Advisory Committee. All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director and the Cultural Arts and Recreation Advisory Committee are deemed final. CONTRIBUTION AWARD MAXIMUM AWARD AMOUNT Contribution Awards: Most of the award amounts are expected to be between $100 and $3,000 *NOTE: The City Commission and/or the Cultural Arts and Recreation Advisory Committee, at its discretion, may modify the Contribution award to qualified recipients based on merit of proposal, number of other qualified applications received and other criteria. The Contribution award may not exceed the maximum amount of available financial resources for the FY2019- 2020 Annual Atlantic Beach Community Contribution Program as approved under the City's Annual Operating Budget. KEY TIMELINES FOR FY2019-2020 PROGRAM PERIOD July 15, 2019 September 25, 2019 August 23, 2019 August 27, 2019 September 3, 2019 Distribute Request for Proposals (RFP) and issue press notification (Notice of RFP will also be included in newsletter distributed City Commission approval of total funding amount for FY2019- 2020 Contributions Program Deadline for FY2019-2020 Contribution Awards proposals. The Recreation Director will review each application as they are received and forward eligible applications to the Cultural Arts and Recreation Advisory Committee within 3 business days of receipt Notify semi-finalists who will be required to present a brief summary of their proposal/answer questions to the Cultural Arts and Recreation Advisory Committee MA IPATORY presentations to the Cultural Arts and Recreation Advisory Committee are required by all short-list semi- finalists. APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested: $ 2,500 Yes/No Conditions Dates of event/program start -end 11 / 28/2019 A. Fair and justifiable program costs (Program/Event Budget required) Yes B. Serves Atlantic Beach residents Yes C. Program/event pertains to cultural, arts, recreation Yes D. Program/event activities completed by September 30, 2020 Yes E. Program/event is non-discriminatory Yes F. Is the event free from inherently religious activities? Yes NOTE: If the Yes/No conditions are not met, the application is not eligible for funding, and will not be processed for review. NOTE: Questions reviewers will consider are listed in italics as a helpful guide for applicants 1. Participants (Maximum 35 points) Location(s) where program/event will take place Ocean Blvd to Selva Marina Drive and back. Total estimated number of participants 3000 Number and percent of participants who are Atlantic Beach residents # 600 % 20°Io Total number of hours each participant will be directly engaged in program/event 3 Frequency and duration of program/event (e.g. 1 time event for 2 hours, or 1 x/month for 1 hour) 4 hours, 1x per year. J Is the event open to all residents of Atlantic Beach who may want to participate? Yes J Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach? Yes NOTE: An important criteria for funding is to ensure that an adequate number of Atlantic Beach residents will benefit from the program/event relative to the amount of funding requested. To address this criteria, a per -person -per -hour cost will be calculated by the reviewers. 2. Need (Maximum 20 points) Briefly describe any community needs or gaps that the program/event is intended to address. Please state if the program/event targets a population or age group that is currently underserved in Atlantic Beach. NOTE: Reviewers will consider the following questions when assigning points: Is there a demonstrated need for the program/event? Is the program/event duplicative of other programs/events in the area? Is the program/event a response to a need articulated from the community? October 14, 2019 The Recreation Director will calculate final scores based on both proposal content and presentations. City Commission Aonrova(: City Commission awards Contributions and appropriates funds at Regular City Commission Meeting October 17, 2019 Applicants notified regarding application outcome October 24, 2019 Contribution Awards Disbursed: All FY2019-2020 Contribution awards released to award recipients FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY2019-2020 LETTER NOTIFICATION: Upon completion of the program or event, all FY2019-2020 award recipients will be notified to submit their final reports and copies of receipts. DEADLINE: All FY2019-2020 award recipients must submit copies of paid receipts/invoices and a written report, including number of Atlantic Beach citizens served and program or event outcomes within 30 dans of completion of the program or event. If the paid receipts/invoices and written report is not received, the award recipient will be required to immediately reimburse City of Atlantic Beach Contribution funds. General guidelines for reports 1. Report should clearly state how deliverables described in the proposal were met 2. Report should be clear regarding how funding was used to benefit residents of Atlantic Beach. 3. Describe what was accomplished in general and pertaining to ABspecifically, 4. Description of the steps taken to reach out to AB residents to participate or attend the program 5. Report how many from AB attended/participated (number and percent of total participants is preferred) 6. Include feedback received from participants, especially highlight any from AB. 7. Include evaluation results 8. Submit the paid receipts showing how the money from COAB was used Note: All Contribution Award recipients' final reports will be submitted before the Recreation Director for approval of expenditures. If determination is made that funds were expended inappropriately, the Recreation Director will direct award recipients to reimburse the City of Atlantic Beach. 1 � j APPL ATION FOR/OVVITInCORMIII=IrtritIDANCE Funding amount requested: $ 2,500 Yes/No Conditions Dates of event/program start -end 11 / 28/2019 A. Fair and justifiable program costs (Program/Event Budget required) Yes B. Serves Atlantic Beach residents Yes C. Program/event pertains to cultural, arts, recreation Yes D. Program/event activities completed by September 30, 2020 Yes E. Program/event is non-discriminatory Yes F. Is the event free from inherently religious activities? Yes NOTE: If the Yes/No conditions are not met, the application is not eligible for funding, and will not be processed for review. NOTE: Questions reviewers will consider are listed in italics as a helpful guide for applicants 1. Participants (Maximum 35 points) Location(s) where program/event will take place Ocean Blvd to Selva Marina Drive and back. Total estimated number of participants 3000 J Number and percent of participants who are Atlantic Beach residents # 600 % 20% J Total number of hours each participant will be directly engaged in program/event 3 J Frequency and duration of program/event (e.g. 1 time event for 2 hours, or 1 x/month for 1 hour) 4 hours, 1x per year. J Is the event open to all residents of Atlantic Beach who may want to participate?Yes Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach? Yes NOTE: An important criteria for funding is to ensure that an adequate number of Atlantic Beach residents will benefit from the program/event relative to the amount of funding requested. To address this criteria, a per -person -per -hour cost will be calculated by the reviewers. 2. Need (Maximum 20 points) Briefly describe any community needs or gaps that the program/event is intended to address. Please state if the program/event targets a population or age group that is currently underserved in Atlantic Beach. NOTE: Reviewers will consider the following questions when assigning points: Is there a demonstrated need for the program/event? J Is the program/event duplicative of other programs/events in the area? Is the program/event a response to a need articulated from the community? Does the program/event target a population group that is currently underserved? (e.g. teens, children with special needs, low-income residents, etc.) Since starting our 5k Turkey Trot for brain injury awareness in 2015, we continue to be the only 5k or Fun Run on Thanksgiving in the Beaches area and to my knowledge, the only 5k event that has received any sponsorship from the City of Atlantic Beach. Not only does our event offer an opportunity for healthy exercise on a day of large calorie intakebut we also provide education on brain injury protection and support for brain injury survivors. Our event is open to anyone regardless of age or disability, and discounts are made available for low income and military and TBI survivors are free. 3. Description of program/event 3.1 Describe the goals and objectives of the program/event, and benefits to the residents of Atlantic Beach, please make sure goals and objectives are specific, measurable, achievable, results -focused and time -bound (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Are the goals and objectives described in the application SMART (specific, measurable, achievable, results -focused, and time- bound) o How will the program/event benefit residents of Atlantic Beach (pertaining to cultural arts and recreation? o Are the goals and objectives artistic, recreational and/or cultural in nature Ihe goals and objectiv of our event i to generate awareness of brain injuries and s . ■ort for anc pnlanutc oviidera oruth this ootrda�ietea�n aW hfMIS on the helmet , am advance .e mets on tr e market. Additionally, as stated above, one of our .oars rs to offer an opportunity for healthy exercise aefore the rloflday meals. VVe measure our efttdirveness Dy conducting a post -event survey. 3.2 Describe program/event activities (Maximum 40 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o How appropriate are these activities are in terms of achieving the stated goals and objectives o Originality and creativity— is the program or event new and unique to the community or provide a new or unique twist on an existing program or event? o Is this a family oriented and wholesome event that City funding should support? Tony's Turkey Trot is a 5k run that starts on Ocean Boulevard and the course takes runners down Ocean Boulevard and over to Selva Marina Drive to the 1/2 turn in front of Atlantic Beach Country Club and then back. There is also a 1 Mile Fun Run that uses the first 1/2 mile of the 5k course. Our event also includes various local vendors that provide educational informationfood, drinks, face painting, photography, etc. We pride ourselves on how family oriented and wholesome our event is and how much families enjoy coming out to begin their Thanksgiving cdlebration with us in Atlantic Beach. 3.3 Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is there a plan for promoting/marketing the program/event? o Is this plan likely to be effective and feasible? Our event is heavily advertised through local media, including billboards. TV radio, and social media. We also engage in promotion/marketing through participation in other local AB events, such as the annual Healthy Trick or Treat. Lastly, we post permitted signs anddistribute flyers to local AB residents. 4 Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the pr9_7c ram/event location and/or who do not have _ transportation can still participate. (Maximum 10 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is there a plan to ensure that access is not a barrier? o Is this plan effective and feasible? Our event is open to anyone and anyone may get to us by biking, walking, golf cart, Uber. We have appropriate transportation arranged through Brooks Rehabiliation for TBI survivors or participants with special needs. 5 Describe if the program is evidence based (i.e. has a record of achieving expected outcomes) (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is the program or event based on published evidence? o Does the program or event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? Since our first Turkey Trot in AB in 2015, we have seen tremendous growth every year. Our first event ha, less than 300 participants. This year, we expect 3000. This does not include the number of volunteers and local vendors. Perhaps the best evidence of success is that we were voted as the "Best of the Beaches" 5k by Folio Weekly this year. 6 If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost please state N/A (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is the program/event free for residents of Atlantic Beach? o if there is a fee or cost, does the proposal describe steps to ensure that participants are not denied the opportunity to participate due to their inability to pay fees or costs? Registration fees for the 5k start at $20 and increase over time. depending on registration date. The registration fee for the 1 Mile Fun Run is only $15. TBI survivors and children under 4 are Free. Militat and local school attendees also receive a discount. Funds are available to sponsor a qualified candidate that is not able to afford the registration fee. No one has ever been denied to participate due to lack of funding or affordability. 1 7. Evaluating Success (Maximum 30 POINTS) Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants and (if applicable) changes in knowledge, attitudes, skills or behaviors. Describe data collection methods and who will be surveyed. Please also describe how data will be used to inform program improvement. NOTE: Reviewers will consider the following questions when assigning points: o Is there an adequate evaluation plan for measuring participation, participant satisfaction and (if applicable) changes in knowledge, attitudes, skills or behaviors o Will data provide actionable information for future planning? o Will results be useful for dissemination to the community? o Does evaluation include feedback from participants/audience as well as planners/ organizers and volunteers? Every year after our event, we send a follow-up survey to all participants, including volunteers, to assess participant satisfaction, solicit opinions on ideas and ways to improve our event. We then incorporate any lessons learned into the following years' events. We learn valuable lessons such as parking locations, porta-potty location and crowd control that could be useful for other community events. 8. Resourcing (Maximum 15 POINTS) Please describe any plan to leverage additional resources (e.g. other funding, volunteers, in-kind donations) or collaboration with others to offset expenses NOTE: Reviewers will consider the following questions when assigning points: o Is there a plan to leverage additional resources (other funding, volunteers, and/or in-kind donations) ? o Is there collaboration with other organizations that will help to offset resources and expenditures? o Is this a for-profit event? As described above, our event is a non-profit event to raise awareness of brain injury and support brain injury survivors. We rely on a small army of volunteers and sponsors to make our event a success; many of our volunteers and sponsors are local, including our largest donor, Wolf Retirement Navigation, whose owner is a long time AB resident. We also collaborate and coordinate with the AB Police Department to satisfy their crowd control and safety requirements, which this year includes a new, additional requirement to have 2 digital road closure signs. Indemnification Contribution Award applicants and recipients agree to indemnify and hold harmless the City from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged in by Recipient in its use of the public funds. Site Visits Applicants must be available for site visits during the application process and successful applicants must be available for site visits during program activities or events Save the Date It is recommended that all applicants consider holding time on their calendars for a 10 minute presentation on SEPTEMBER 3, 2019 in the event that they should make the short-list of semi- finalists (applicants may send any member of their staff or team to represent the application at the presentation). All decisions are final. 2019 The Tony Meduri TBI Fund Inc Program Budget Expenses Marketing Estimated Flyers/Banners/lawn signs TV segment FCN Channel 12 Facebook ads and video TIT gear /apparel website support fees Total City of AB Police 9 officer Event Insurance $7,500.00 Actual Estimated Cones, delivery and setup Digital Traffic Boards Total Race Timing Race timing fee setup/equipment/timing bibs for runners Total Miscellaneous Estimated Estimated $7,500.00 $5,000.00 $5,000.00 $7,500.00 $600.00 $8,100.00 Actual Actual Actual $1,300.00 $484.20 $2,150.00 $500.00 $4,434.20 $7,500.00 $600.00 $8,100.00 Total $0,.00 $0.00 TOTAL EXPENSES Office Supplies [Estimated $60,700.00 Estimated Actual $51,459.20 Actual Paper Ink Misc Total $500.00 Tshirts for 5k (3000) $7.45ea $0.00 tshirts for kids fun run 400 $4.95ea medals kids fun run (400) $2.00 medals for 5k (3000) $3.75 $2,000.00 Total $800.00 $11,250.00 $37,000.00 day of event Bee Amazed Designs-facepainti Mascot Estimated $2,600.00 Actual $36,400.00 DJ , Music Tent rental Photography Booth Photogpraher Total $150.00 $100.00 $200.00 $975.00 $800.00 $300.00 $2,600.00 $2,525.00 2019 The ToneMeduri TBI Fund Inc Operating Budget Expenses Marketing Estimated Flyers/Banners/Signs/Broc Actual $7,500.00 TV segment FCN Channel 12 City of AB Police (10-12)o Social Media -FB ads $1,300.00 TTT gear /apparel website support fees Cones, delivery and setup Total 57,500.00 Fees Estimated Estimated Actual City of AB Police (10-12)o $5,000.00 $1,300.00 Event Insurance $484.20 Cones, delivery and setup $2,150.00 Digital Traffic Boards (2) $500.00 Uhaul Rental 50.00 $250.00 Total $5,000.00 $4,684.20 Race Timing Race timing fee setup/equipment/timing Estimated $7,500.00 Actual $7,500.00 bibs for runners Total $600.00 $8,100.00 $600.00 $8,100.00 Miscellaneous Estimated Estimated Actual UNF Paid intern PT $13hr $500.00 $3,000.00 Play it Protect it Campaign $5,000.00 Camp TBI -May 2020 $10,000.00 Bookkeeper Fees $1,500.00 Total 50.00 $19,500.00 TOTAL EXPENSES ',Estimated $60,700.00 Actual $71,434.20 Office Supplies Estimated Actual Stamps $500.00 $2,000.00 Paper $800.00 Ink $11,250.00 Website Hosting/Web Fees $800.00 Total $500.00 50.00 Giveaways Estimated Tshirts for 5k (3000) $7.45ea $37,000.00 Actual $22,350.00 tshirts for kids fun run 400 $4.95ea $2,000.00 medals kids fun run (400) $2.00 $800.00 medals for 5k (3000) $3.75 $11,250.00 Photography Booth $800.00 Total 537,000.00 536,400.00 day of event Bee Amazed Designs-facepainti Estimated $2,600.00 Actual $150.00 Mascot $100.00 DJ , Music $200.00 Tent rental $1,000.00_ Photography Booth $800.00 Photogpraher $400.00 Singer for Pledge of Allegiance $100.00 Total $2,600.00 52, 750.00 5th Annual Tonv's Turkey Trot for Brain Injury Awareness Presented by The Tony Meduri TBI Fund, Inc. a 501(c)(3) organization Tax ID # 47-2945945 President and Founder: Anne -Marie Tucker Contact: 904-200-1130 Email Address: director@tbifundinc.com What/When: 5th annual Tony's Turkey Trot for Brain Injury Awareness 5k and 1 mile Fun Run in Atlantic Beach on November 28, 2019 (Thanksgiving), starting at 8 a.m. Why: This is an event for all ages, families, strollers and leashed pets welcome! Event is held to generate awareness, raise funds for traumatic brain injury (TBI) survivors and promote helmet safety in youth sports. Facts: 2500 participants in 2018 and more than 3000 in attendance. Since our first race in 2015, we have raised more than $60,000, which has been used to provide financial aid to almost 15 TBI survivors to attend a local TBI survivor therapy program and fund a Healing and Memorial Garden for the Brooks Clubhouse at Brooks Rehabilitation. Additionally, this past May, we funded and brought the first Camp TBI to Jacksonville where more than 60 TBI survivors and their caregivers were provided a day of fun activities, lunch, and education. Who: in 2018, more than 400 participants were City of Atlantic Beach residents and local Atlantic Beach vendors also participated. This year, we expect more than 3000 participants, with 600 from Atlantic Beach. Needs: Our event needs 50 volunteers & it couldn't happen without them! Become a Tony's Turkey! Students earn volunteer hours! Sign up at www.tbifundinc.com 2019 The Tony Meduri TBI Fund Inc Program Budget Expenses Marketing Estimated Flyers/Banners/lawn signs Actual $7,500.00 TV segment FCN Channel 12 City of AB Police 9 officer Facebook ads and video $1,300.00 TIT gear /apparel website support fees Cones, delivery and setup Total $7,500.00 Fees Estimated Estimated Actual City of AB Police 9 officer $5,000.00 $1,300.00 Event Insurance $484.20 Cones, delivery and setup $2,150.00 Digital Traffic Boards $500.00 Total $500.00 $0.00 Total $5,000.00 $4,434.20 Race Timing Estimated Actual Race timing fee setup/equipment/timing $7,500.00 $7,500.00 bibs for runners Total $600.00 $8,100.00 $600.00 $8,100.00 Miscellaneous Estimated Actual Total $0.00 $0.00 TOTAL EXPENSES Estimated lActual $60,700.00 $51,459.20 Office Supplies Estimated Actual Stamps $500.00 $2,000.00 Paper _ Ink $11,250.00 Misc $975.00 Total $500.00 $0.00 Giveaways Estimated Tshirts for 5k (3000) $7.45ea $37,000.00 Actual $22,350.00 tshirts for kids fun run 400 $4.95ea $2,600.00 $2,000.00 medals kids fun run (400) $2.00 $800.00 medals for 5k (3000) $3.75 $11,250.00 Tent rental $975.00 Total $37,000.00 $36,400.00 day of event Estimated Actual Bee Amazed Designs-facepaintl $2,600.00 $150.00 Mascot $100.00 DJ , Music $200.00 Tent rental $975.00 Photography Booth $800.00 Photogpraher X300.00 Total $2,600.00 $2,525.00 2019 The Tony Meduri TBI Fund Inc Operating Budget Expenses Marketing Estimated Flyers/Banners/Signs/Broc Actual $7,500.00 TV segment FCN Channel 12 City of AB Police (10-12)o Social Media -FB ads $1,300.00 TTT gear /apparel ,website support fees Cones, delivery and setup Total $7,500.00 Fees Estimated Estimated Actual City of AB Police (10-12)o $5,000.00 $1,300.00 Event Insurance $484.20 Cones, delivery and setup _ $2,150.00 Digital Traffic Boards (2) $500.00 Uhaul Rental $0.00 $250.00 Total $5,000.00 $4,684.20 Race Timing Estimated Actual Race timing fee setup/equipment/timing $7,500.00 $7,500.00 bibs for runners Total $600.00 $8,100.00 $600.00 $8,100.00 Miscellaneous Estimated Estimated Actual UNF Paid intern PT $13hr $500.00 $3,000.00 Play it Protect it Campaign $5,000.00 Camp TBI -May 2020 _ $10,000.00 Bookkeeper Fees $1,500.004 Total $0.00 $19,500.00 TOTAL EXPENSES Estimated $60,700.00 Actual $71,434.20 Office Supplies Estimated Actual Stamps $500.00 $2,000.00 Paper $800.00 Ink _ $11,250.00 Website Hosting/Web Fees $800.00 Total $500.00 $0.00 Giveaways Estimated Tshirts for 5k (3000) $7.45ea $37,000.00 Actual $22,350.00 tshirts for kids fun run 400 $4.95ea $2,000.00 medals kids fun run (400) $2.00 $800.00 medals for 5k (3000) $3.75 _ $11,250.00 Photography Booth $800.00 Total $37,000.00 $36,400.00 day of event Bee Amazed Designs-facepainti Estimated $2,600.00 Actual $150.00 Mascot $100.00 DJ , Music $200.00 Tent rental _ $1,000.00 Photography Booth $800.00 Photogpraher $400.00 Singer for Pledge of Allegiance $100.00 Total $2,600.00 $2,750.00 rr 7. 1 F 5 f.= O 3rd St tiO 0 • w ire Ad ittntbang `f MOn *1. },fjldo• ter 1.41 oceatt000d :.7 '71 prilt►^