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Home My WebLink About14 - Community Programs Grants for Fiscal Year 2019-20Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report August 13, 2019 Agenda Item No. 14 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Grace K. Leung, City Manager - 949-644-3001, gleung@newportbeachca.gov PREPARED BY: Carol Jacobs, Assistant City Manager, cjacobs@newportbeachca.gov PHONE: 949-644-3013 TITLE: Community Programs Grants for Fiscal Year 2019-20 ABSTRACT: Pursuant to Council Policy A-12, the City of Newport Beach (City) annually awards a number of Community Programs Grants to local organizations that serve Newport Beach residents and are beneficial to its residents' quality of life. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Pursuant to City Council Policy A-12, find that the organizations listed below provide services or programs that serve residents and are beneficial to residents' quality of life and authorize the allocation of $67,000 in Community Programs Grants in the following manner: Applicant Advocate for Grandparent Grandchild Connection Balboa Island Museum Boys & Girls Club of Central Orange County Helping Hands, Our Lady Queen of Angels Newport Beach Sister Cities Association Newport -Mesa Family YMCA of Orange County Share Our Selves Youth Employment Services Total Recommendation $ 1,000 20,000 7,000 10,000 2,000 7,000 15,000 5,000 $67,000 14-1 Community Programs Grants for Fiscal Year 2019-20 August 13, 2019 Page 2 FUNDING REQUIREMENTS: The current adopted budget includes $75,000 for the Community Programs Grants, which will be expensed to the City Council's City Grants budget, Account 01005005-821006. DISCUSSION: The City's adopted Fiscal Year 2019-2020 General Fund budget and City Council Policy A-12 Discretionary Grants (Attachment A) set aside $75,000 to provide financial assistance to organizations providing services to local residents. The operative section of City Council Policy A-12 provides: Community Programs Grants shall be expended from the General Fund in the amount of $75,000 each fiscal year. The City Manager's Office shall review all requests for Community Programs Grants and shall forward recommendations for funding to the City Council for final approval. At the time of the City Manager's presentation of any Community Programs Grant award proposals to the City Council, the City Manager shall show which entities, if any, have received funds from either the CDBG Social Services Fund or the District Discretionary Grant Account during the same fiscal year. The City Manager shall follow these priorities when recommending Community Programs Grants: A. Local groups located within the City and offering programs to City residents; B. Regional groups located in Orange County and offering programs to City residents; and C. Groups located in California and offering programs to City residents. Groups not offering programs or services to local residents shall not be eligible for support from the City. In May of 2019, an email was sent notifying organizations of the City Council's intent to award Community Programs Grants for Fiscal Year 2019-2020. In addition, a press release was sent out to the community and information was posted on the City's website and social media channels. Eighteen (18) applications were received. Seven (7) applications were new to the process. The total amount of the requests was $214,766. A staff committee comprised of Assistant City Manager, Carol Jacobs, Library Services Director Tim Hetherton, Lt. Keith Krallman, Recreation Supervisor Molly Patience, Recreation Supervisor Jennifer Sisoev, and Executive Assistant to the City Manager Shirley Oborny reviewed and evaluated each of the (eighteen) 18 applications. In addition, a working group of Council Members Avery and Herdman reviewed the applications after the staff review. The applications were evaluated based upon how well each fit the priorities referenced above and met the criteria described in the next paragraph. The committee recommends awarding eight (8) of the applicants with grant funding for a total of $67,000. The Committee's recommendations are provided in Attachment B, along with those applications received and not recommended for award this year. 14-2 Community Programs Grants for Fiscal Year 2019-20 August 13, 2019 Page 3 Based on prior year comments, this year staff revised the application process to more clearly identify eligibility, qualifications and evaluation criteria. The subcommittee used the following criteria for evaluation purposes as shown on Attachment C. 1. The grant addresses social issues in the community, particularly in which there is currently a crisis. 2. The grant addresses social issues within the County, in which there is currently a crisis. 3. The grant addresses social issues which are not in crisis and benefit the community. 4. The grant provides community enrichment adding to the quality of life in Newport Beach. In addition, all grantees who serve children 17 or under must show evidence that their volunteers have had a criminal background check within 30 days of the award of the grant. Due to the number of applicants and total requested in relation to the amount available, several applicants are not recommended for an award or a reduced award in some circumstances. The committees focused this year's recommendations on those providing direct services to the community, organizations that had a track record of performance with the City, and organizations that did not receive some other in-kind service from the City or did not have large budgets or fundraising efforts. Copies of the submitted applications (and audited financial statements) are on file in the City Manager's Office, City Hall, 100 Civic Center Drive, Bay E, second floor. A brief summary of the grant applications, including each organization's client base, the intended uses for the grants, the amount requested by the applicants, and the staff funding recommendations is included in Attachment B. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A —City Council Policy A-12 Attachment B — FY 2019-20 Recommended Funding Attachment C — Community Program Grant Guidelines 14-3 ATTACHMENT A A-12 DISCRETIONARY GRANTS It shall be the policy of the City Council that the City of Newport Beach's ("City') budget specifically allows the City Council to, at any time during the year, direct revenue towards worthy projects or programs which the City Council deems beneficial to Newport Beach's resident's quality of life. The City Council notes that it has multiple tools at its discretion to assist non-profit agencies, community groups, community events, or enhancement projects within the City. These tools are: A. Community Programs Grants from the General Fund; B. Special Event Grants from the General Fund; C. "District Discretionary Grant Account" from the General Fund; D. Culture and Arts Grant pursuant to Council Policy I-10; and E. Federal Community Development Block Grant (CDBG) Social Service Funds. These funds shall be provided in the following manner: (CDBG) Social Services funds shall be allocated according to standards set by the federal government and appropriated at least once each year. The level of funding offered for social services in Newport Beach shall be based upon federal formulas and the specific amount of CDBG revenue allocated to the City in any one fiscal year. The Community Development Department shall administer these funds after City Council approval of the funds' expenditure. Community Programs Grants shall be expended from the General Fund in the amount of $75,000 each fiscal year. The City Manager's Office shall review all requests for Community Programs Grants and shall forward recommendations for funding to the City Council for final approval. At the time of the City Manager's presentation of any Community Programs Grant award proposals to the City Council, the City Manager shall show which entities, if any, have received funds from the Community Programs Grant, Special Event Grant, District Discretionary Grant, Culture and Arts Grant, or CDBG Social Services Fund during the same fiscal year. 1 14-4 A-12 The City Manager or designee shall follow these priorities when recommending Community Programs Grants: A. Local groups located within the City and offering programs to City residents; B. Regional groups located in Orange County and offering programs to City residents; C. Groups located in California and offering programs to City residents; and D. Groups that have not received funding from any City source for three (3) consecutive years or more. Groups not offering programs or services to local residents shall not be eligible for support from the City. Special Events Grants are intended to allow meritorious community, social or athletic events to offset some or all of their City fees for their event. Doing so should decrease costs to the event organizer so that beneficiaries can see even greater benefit from any fundraising associated with the events. The City Manager or designee shall, in consultation with the City Council, establish a threshold amount for the proposed City budget that reflects adequate support for these events. The City Manager shall establish an administrative policy for these grants. The City Manager may divide the funding into more than one category to ensure that different types of events are fairly measured with peer events. The City Council shall consider and approve the Special Event Grant allocations by recipient. The City reserves the right to audit the expenditure of these funds within a year of receipt. District Discretionary Grant Accounts. At the start of the fiscal year, the City Manager shall provide an account for each Council District within the City Council's Budget division known as the District Discretionary Grant Accounts. The City Council shall set a funding level of these Accounts during the budget process preceding the June adoption of the City's budget. Each City Council Member shall have, at his or her discretion, the ability to allocate their District's funding to uses, projects, or community entities that benefit the City as a whole or the City Council Member's district specifically. Any expenditure from these Accounts must have an identifiable public benefit. Requests to expend these funds should be directed by each City Council Member to the Finance Director. Expenditures will be reported to the City Council annually. The report will include a brief description and the public benefit associated with each expenditure. 2 14-5 A-12 At the conclusion of the fiscal year in which the District Discretionary Grant Accounts received appropriation, all unencumbered funds in the Accounts shall be deposited in the City's General Fund Reserve Account. History Adopted F-22 - 7-8-1985 Amended F-22 -10-28-1991 Amended F-22 -1-24-1994 (changed to A-12) Amended A-12 - 5-22-2001 Amended A-12 - 6-22-2010 Amended A-12 - 9-27-2011 Amended A-12 - 5-12-2015 Amended A-12 - 4-9-2019 3 14-6 FY 2019-2020 COMMUNITY PROGRAMS GRANTS Attachment B Newport Beach City Council - August 13, 2019 # or % of Newport Last CP Recommended District Grant Applicant Contact HQ City Client Base Total # of Clients Intended Use of Grant Beach Residents Grant Rec'd Requested in FY 2019-20 Discretionary CDBG Served Advocates for Grandparent - Susan Hoffman Newport Grandparents 450-525 Ongoing Support Groups, 55% $1,000 $4,000 $1,000 No No Grandchild Connection Beach Education, Books and Films Newport Residents and Preserving the history and culture Balboa Island Museum Shirley Pepys Beach visitors to NB 35,000 of Newport Beach and Balboa 75% $25,000 $35,000 $20,000 No No Island After School Programs, Day Boys & Girls Club of Central Orange Travis Whitten Newport Youth 300 Camps, Athletic Leagues, 100% $3,000 $10,000 $7,000 No No Coast Beach Summer Camps and Academic Enrichment Newport Beach Sister City Suzan Berkley Newport Newport Beach 200-300 Cultural Programs and 100% $2,000 $5,000 $2,000 No No Association Beach Community educational enhancement Monique Newport Swim lessons and water safety Newport -Mesa Family YMCA Residents of NB 132 for men/women, children and 100% $3,000 $15,000 $7,000 No No Carpenter Beach infants Our Lady Queen of Angels Church - Patrick Lauder Newport Homeless and low 1,100 Financial help for the homeless 25% $8,500 $10,000 $10,000 No No Helping Hands Beach income and low income Share Our Selves (SOS) Bobby Ortiz Jr. Newport Food/Grocery Items 5,254 Community Behavioral Health for 100% $5,000 $15,000 $15,000 No No Beach families Employment skills training, 28 Newport -based youth Youth Employment Services (YES) Wendy Weeks Costa Youth ages 16-24 28 personal finance, money and 34 Newport -based $1,500 $5,000 $5,000 No No Mesa management education, job employers (4%) counseling and job referrals Total $49.000 $99.000 $67.000 14-7 FY 2019-2020 COMMUNITY PROGRAMS GRANTS - NOT RECOMMENDED FOR AWARD Attachment B Newport Beach City Council - August 13, 2019 s Bradley On-going maintenance of GCLC Girl Scouts of Orange County Wedekind- Irvine Girl Scouts 184 building and technology of 4% $1,000 $5,000 City currently supports through lease. Flores INSPIRE program Good Morning Newport Alex Crawford Newport Newport Beach 12,000 Filming of local show highlighting 83% $0 $19,766 Beach residents what is happening in the City. Homeless Teen Help Bryan Newport Homeless teens 105 Printing of materials, utility costs, unknown $0 $3,500 McDonald Beach data entry, website maintenance Newport All interested Kayaking the Upper Newport Bay Newport Bay Conservancy Larissa Macias Beach 650 educational tours - used for staff 80% $0 $5,000 persons costs Newport Beach Public Library Meg Linton Newport All interested 4,600 Offset costs of the Library Live g8 % $0 $7,500 Foundation Beach persons program author series Installation of outdoor turf, Newport Sea Base Thomas Newport Youth 812 painting of interior of building, 14% $0 $15,000 Hartman Beach printed classroom material and scholarships Raymond Newport Residents and Education and surveys related to Orange County Coastkeeper Hiemstra Beach visitors to NB 1,000 the Marine Protected areas in 20% $0 $5,000 Newport Beach Newport Community forums for teens and Patrick's Purpose Foundation Kim Turner Beach Teens and parents 500 parents that focus on teen mental 100% $0 $10,000 Did not comply with grant requirements wellness Support of cancer survivorship Survivor Squad Peyman Newport N/A N/A program through grants unknown $0 $10,000 Could not identify number of participants Moghaddam Beach scholarships and financial support 55 Plus Employment Brian McCabe Newport Seniors 200 Assist 55+ get part-time 97% $0 $35,000 Currently receiving support from Oasis Beach employment No applicant has received District Discretionary or CDBG funding Total $1,000 $115,766 14-8 ATTACHMENT C FY 2020 Community Programs Grants Program Overview The City of Newport Beach (City) recognizes there are many organizations in the community that provide valuable programs and services to Newport Beach residents. The Community Program Grant provides financial support to organizations that serve the community through ongoing programs addressing social issues and/or provide community enrichment adding to the quality of life in Newport Beach. The opportunity to apply will open at 8:00 a.m. on Monday, May 6, 2019. The application deadline will be closed on Friday, May 31, 2019 at 5:00 p.m. Late submissions will not be accepted. Eligibility Criteria To be eligible to receive City support, applicants must demonstrate that: 1. The organization is located within the City and offers programs to Newport Beach residents. 2. The organization is regional and offers programs to residents. 3. The organization is located in California and offers programs City residents. Ineligibility The City will not provide financial support to: • Programs that do not serve a significant number of Newport Beach residents. • Do not align with current City Council priorities. • Organizations that have not fulfilled previous City grant obligations • Individuals. Qualification Criteria To qualify to be considered to receive a City Community Grant, all applications must comply with the following: 1. Are submitted online, on time and are 100 percent complete. Late, incomplete or applications that do not fully comply with the instructions will not be considered. 2. Demonstrate how the grant will be used to benefit/support the Newport Beach community. 3. Demonstrate how many Newport Beach residents have been served in the past. 4. If there is no direct connection, how does the service benefit Newport Beach. 5. Demonstrate strong fiscal management of the organization. Evaluation Criteria Applications will be reviewed and evaluated based on the following criteria: 1. The grant addresses social issues in the community, particularly in which there is currently a crisis. 2. The grant addresses social issues within the County, in which there is currently a crisis. 3. The grant addresses social issues in which are not in crisis and benefit the community. 4. The grant provides community enrichment adding to the quality of life in Newport Beach. 14-9 Other Requirements: Successful applicants, will be expected to sign a grant agreement within 30 days of award and submit all necessary forms, insurance and fees as required. Applications that do not meet the requirements may be subject to revocation of the grant. Applying for a Grant 1. Applications are available online. 2. The deadline for applications (and all required attachments) is Friday, May 31, 2019 at 5:00 p.m. Additional Information There is no guarantee that the City will be able to provide all, part, or any of the financial support requested by each applicant. Thus, applicants should not make commitments on the expectation of receiving City support. Recurring programs do not automatically receive funding. All applications received by the deadline will be evaluated based on the eligibility, qualification and evaluation criteria and requirements as outlined. Recommendations will be forward to the City Council for final review and approval. The City Council can approve, amend or deny any recommendation. Sample Agreement W-9 Form Sample of Information filed with the Secretary of State 14-10