1 Elizabeth Lopez
Subject: FW: HELMS MIDDLE SCHOOL READING CARNIVAL EVENT – REQUEST FOR SPECIAL EVENT
SPONSORSHIP FUNDS
From: John Henry Evans
Sent: Wednesday, December 4, 2024 10:44 AM
To: Matt Rodriguez <[email protected]>
Cc: Tana Monteiro
Subject: Re: HELMS MIDDLE SCHOOL READING CARNIVAL EVENT – REQUEST FOR SPECIAL EVENT SPONSORSHIP FUNDS Hello Matt! I'm sorry that I wasn't able to respond to you ea rlier; with the holiday break last week, I needed
more time to confer with my team. I now have more details and can move forward with the request. The information is below:
Date & Location: May 2025 (9th or 16th); Helms Middle School Sponsorship need: We are asking for $2000 to assist with covering the games, activities, and books we will be giving to students, but that amount is negotiable Purpose of Event: To celebrate our students for their achievements in reading, encourage our students to meet their reading minutes goals, and build a culture of reading at Helms Event will serve : 561 students
Open to the public: This event is open only to the students and staff of Helms as well as volunteers from community organizations
Non-profit status: Helms is a Beacon School, partnered with Bay Area Community Resources. Our Beacon Director from BACR is Tana Monteiro, whom I've CCed on this email.
I don't know whether this is enough information and/or if it is presented correctly, but I would be more than happy to provide more details about the event either in-person or in written form.
I really appreciate your help, and I look forward to working with you and the city council on this project! Best wishes,
John Evans
On Thu, Nov 21, 2024 at 1:08 PM Matt Rodriguez <[email protected]> wrote:
Mr. Evans:
RE: HELMS MIDDLE SCHOOL READING CARNIVAL EVENT – REQUEST FOR SPECIAL EVENT SPONSORSHIP FUNDS
It was a pleasure talking to you today.
2 Since you are seeking one-time special event sponsorship funds from the San Pablo Cit Council for a proposed Reading Carnival event at Helms Middle School in May 2025, please respond to this email so I can process your request for formal consideration by the San Pablo City Council.
I need to have the following information, and your request must be received at least 30 days in advance from the scheduled date for your event in order to process for City Council formal approval. Since public funds are used for this purpose, the City would require you to show proof of non-profit stats with a 501 c3 or c6 registration with the State CA of Secretary of State (or have a designated Fiscal Agent who meets these requirements ) in order to receive public funds. Public funds cannot be given directly to private individuals or private organizations. All one-time special event sponsorships fund requests are processed on a first-come, first serve basis until available funding is depleted for FY 2024-25.
Please provide the following information:
Event Date and Location
Event Sponsorship Need
Purpose of Event
Event with Serve
Is event open to the public?
Proof of Non-Profit Status as a 501 c3 or c6 corporation registered with the State of CA Secretary of State (or designated Fiscal Agent with these credentials). Note: All public funds approved by the San Pablo City Council for issuance will be disbursed to this Fiscal Agent on your behalf.
Once received, a designated staff member from my office will reach out to you to complete the necessary W- 9 forms and other information required to process your request.
Thank you in advance for your cooperation.
Sincerely,
Matt Rodriguez,
City Manager
3 “Teamwork San Pablo – 2024 Year of Revitalization”
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