HomeMy WebLinkAbout17 - Community Programs and Special Event Grant Recommendations for Fiscal Year 2020-21Q �EwPpRT
CITY OF
O �
z NEWPORT BEACH
<,FORN'P City Council Staff Report
June 23, 2020
Agenda Item No. 17
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Carol Jacobs, Assistant City Manager - 949-644-3313,
cjacobs@newportbeachca.gov
PREPARED BY: Melanie Franceschini, Administrative Analyst
mfranceschini@newportbeachca.gov
Jonathon Harmon, Recreation Manager
jharmon@newportbeachca.gov
PHONE: 949-644-3028 1949-644-3156
TITLE: Community Programs and Special Event Grant Recommendations
for Fiscal Year 2020-21
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 Special Event Grants to provide financial assistance to Newport Beach
based community events, deeming these grants to be beneficial to residents' quality of
life.
Staff is submitting FY 2020-21 Community Programs Grant and Special Event Grant
recommendations for the City Council's consideration and approval. The community
programs and special event grants are managed by the City Manager's Office and the
Recreation & Senior Services Department, respectively.
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;
b) Pursuant to City Council Policy A-12, find that the organizations listed below provide
community services or programs that serve residents and are beneficial to residents'
quality of life and authorize the allocation of $54,000 of the Community Programs
Grants in the following manner:
17-1
Community Programs and Special Event Grant Recommendations for
Fiscal Year 2020-21
Community Programs Grants Applicant
Advocate for Grandparent Grandchild Connection
Balboa Island Museum and Historical Society
Helping Hands, Our Lady Queen of Angels
Newport Bay Conservancy
Newport Beach Historical Society
Newport Beach Sister Cities Association
Newport -Mesa Family YMCA of Orange County
Second Chance Orange County
Someone Cares Soup Kitchen
Youth Employment Services
Total
June 23, 2020
Page 2
Recommendation
$ 3,000
$10,000
$12,500
$1,000
$5,000
$2,000
$3,000
$5,000
$7,500
$5,000
$54,000
c) Approve a fee waiver for the cost of renting the Community Room for the recurring
community programs provided by the San Diego Blood Bank ($5,793) and Speak Up
Newport ($7,500) (total $13,293);
d) Waiver of Council Policy A-12 regarding $75,000 to be expended each fiscal year for
the Community Programs Grants, in favor of a reduction to $60,000 due to current
budget concerns and the adopted FY 2020-21 budget; and
e) Pursuant to City Council Policy A-12, find that the special events listed below are
meritorious community, social or athletic events that provide beneficial to residents'
quality of life, and authorize the allocation of $294,800 of the Special Event Grants in
the following manner:
Community & Charitable Events
Recommendation
Annual Corona del Mar Christmas Walk
$5,000
Annual Corona del Mar Scenic 5K
$12,750
Annual Newport Classic Surf Contest
$1,500
Balboa Island Carnival & Taste of Balboa
$2,700
Balboa Island Parade
$9,300
Balboa Island Tree Lighting and Snow Day
$1,100
Corona del Mar Sand Castle Contest
$650
Field of Honor
$2,800
Gourmet by the Bay, Back Bay Bash 2020
$1,000
Lobsterfest at Newport Beach
$2,000
Newport Beach Garden Tour
$500
Wooden Boat Festival
$500
Total
$39,800
Signature Events Recommendation
Hoag Classic $15,000
Komen Orange County More than Pink Walk $10,000
Newport Beach Christmas Boat Parade $50,000
Newport Beach Film Festival $150,000
Newport Beach Restaurant Week Winter Event $9,000
Newport -Mesa Spirit Run $21,000
Total $255,000
17-2
Community Programs and Special Event Grant Recommendations for
Fiscal Year 2020-21
June 23, 2020
Page 3
FUNDING REQUIREMENTS:
The FY 2020-21 approved budget includes $60,000 for the Community Programs Grants,
which will be expensed to the City Council's City Grants budget, Account 01005005-
821006. Grant recommendations for the Community Programs Grants totals $54,000.
The City Council adopted the FY 2020-21 budget on June 9, 2020. As part of the budget
adoption, the City Council approved the funding reduction from $75.000 to $60,000 for
this program due to budget concerns related to the COVID-19 pandemic.
The proposed fee waivers of $13,293 will be revenue that will be not be received for the
rental of the Community Room.
The FY 2020-21 approved budget also includes $300,000 for the Special Event Grants,
allocated as $45,000 in the City Council's Special Event Support budget, Account
01005005-821016 and as $255,000 in the City Manager's Office's Signature Event
budget, Account 01020202-821017. Grant recommendations for Community & Charitable
Events total $39,800 to be expended to the City Council account. Grant recommendation
for Signature Events total $255,000 to be expended to the City Manager's Office account.
DISCUSSION:
City Council Policy A-12 Discretionary Grants (Attachment A) 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.
17-3
Community Programs and Special Event Grant Recommendations for
Fiscal Year 2020-21
June 23, 2020
Page 4
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.
In May of 2020, a press release was sent out to the community and the media notifying
organizations of the City Council's intent to award Community Programs Grants and
Special Event Grants for Fiscal Year 2020-2021. In addition, an email was sent out to
interested parties and information was posted on the City's website and social media
channels. The Community Programs Grant received sixteen (16) applications, and the
Special Events Grant received twelve (12) community and charitable event applications
and seven (7) signature event applications. The Christmas Boat Parade and Film festival
are currently in multi- year agreements with the City.
The applications are available for the City Council's and the public's review per request
at the City Clerk's Office at Newport Beach City Hall, 100 Civic Center Drive, Bay 2E.
Community Programs Grant
A staff committee comprised of Assistant City Manager Carol Jacobs, Library Services
Director Tim Hetherton, Recreation Supervisors Jennifer Sisoev, Susie DiGiovanna and
Cody Huson, and Homeless Coordinator Natalie Basmaciyan reviewed and evaluated
each of the applications. The applications were evaluated based upon how well each fit
the priorities referenced above. The committee recommends awarding ten (10) of the
applicants with grant funding for a total of $54,000.
This year the City received two unique applications for fee waivers for use of the City's
Community Room. The San Diego Blood Bank has requested the Community Room for
three full days and Speak Up Newport is requesting 10 room rentals. Since these
programs support the community, but are not annual and on a regular basis, the request
does not fall neatly into either the Community Programs Grants or the Community and
Charitable Events Grants. The committee recommends providing fee waivers for the cost
of renting the Community Room to the San Diego Blood Bank and Speak Up Newport for
their recurring programs. They would receive a waiver of $5,793 and $7,500, respectively,
totaling an approximate value of $13,293.
17-4
Community Programs and Special Event Grant Recommendations for
Fiscal Year 2020-21
June 23, 2020
Page 5
A brief summary of each grant application, including each organization's client base, the
intended uses for the grants, the amount requested by the applicants, and the staff
funding recommendations are included in Attachment B.
In addition, staff is requesting a waiver of Council Policy A-12 regarding the expenditure
of $75,000 towards the Community Programs Grant each fiscal year. Due to current
budget concerns, staff recommends an expenditure reduction to $60,000 towards the
Community Programs Grant, with the current allocation proposal totaling $54,000.
Special Events Grant
The City's Special Event Support Program provides grants in two categories:
Community and Charitable Events — Events that serve or benefit locally based
organizations and causes and/or provide recreational, cultural, social benefits to
Newport Beach Residents as one-time yearly events. Newport Beach or Orange
County based non-profit organizations and events that serve the Newport Beach
community specifically, receive priority in funding. Grants are in the form of a credit
toward City fees. If an awardee incurs costs (fees) higher than the grant award, they
owe the City the difference. If the awardee's costs are lower than was projected during
the grant award process, the City keeps the difference.
2. Signature Events — Large-scale events, based in Newport Beach that promote
Newport Beach regionally, attract visitors and provide measurable, economic benefits
to the City of Newport Beach. Signature event grant recipients are required to enter
into a City Agreement and agree with the City's terms and conditions. All agreements
include right to audit language and include measurable objectives and performance
measures for evaluating the event's marketing and economic impact.
A staff committee comprised of Recreation Supervisor Brian Cordeiro, Recreation
Manager Jonathon Harmon and Budget Analyst Matt Chong from the Recreation & Senior
Services Department reviewed and evaluated the applications received. The applications
were evaluated based upon how well each fit the program's eligibility, qualification and
evaluation criteria. The following applications were not awarded funding:
The Hyatt Newport Beach Jazz Festival was denied grant funding due to not meeting
necessary criteria related to non-profit status stated in the Special Event Grant Guidelines
(attachment D). For profit enterprises are not eligible for financial support.
The Newport Beach Restaurant Week Summer Event was denied funds, as this event
will be funded by COVID-19 Economic Relief Funds.
The Newport to Ensenada Yacht Race did not receive allocation for FY 2020-21. Their
FY2019-20 event was cancelled, so they will use the $10,000 allocated last year in this
upcoming fiscal year.
17-5
Community Programs and Special Event Grant Recommendations for
Fiscal Year 2020-21
June 23, 2020
Page 6
A summary of the grant applications, the amount allocated last fiscal year and the staff
funding recommendations are included in Attachment C.
Community and Charitable event grants are awarded at set, not -to -exceed levels that
correlate to the amount of City fees the applicant is expected to pay. To determine funding
recommendations, staff used historical data from previous years' events to determine
what an event would pay in City fees. The committee incorporated the information from
the application evaluation and assigned funding recommendations accordingly. The FY
2020-21 recommendations for Community and Charitable events are based solely on the
waiver of city fees. All applicants met the program's criteria and are recommended for
funding.
Signature event grants are awarded at set, not -to -exceed levels based upon an
evaluation of the event budget, an estimate of related City fees and the estimated
economic benefits to the City of having the event based in Newport Beach. Staff
considered these elements and assigned funding recommendations that will provide cash
grants to offset event expenditures, which may include City fees.
The City has traditionally entered into multi-year agreements in support of the Newport
Beach Christmas Boat Parade and the Newport Beach Film Festival. The Christmas Boat
Parade is entering year four of a four-year agreement, receiving $50,000 annually. The
Film Festival is entering year two of a three-year agreement, receiving $150,000 annually.
=1ki LVA 1:T910IJ I=110k CTONANIATITE
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.
�[0��[�I1rev
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 2020-21 Community Grants Recommended Funding
Attachment C — FY 2020-21 Special Events Grants Recommended Funding
Attachment D — Grant Guidelines
17-6
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
17-7
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
17-8
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
17-9
ATTACHMENT B
FY 2020-2021 COMMUNITY PROGRAMS GRANTS
Newport Beach City Council - June 23, 2020
# 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 i n FY 2020-21
Served
Advocates for Grandparent -
Susan Hoffman
Newport
Grandparents
p
450-525
Ongoing Support Groups,
55%
$1,000
$4,000
$3,000
No
No
Grandchild Connection
Beach
Education, Counseling
Balboa Island Museum and Historical
Newport
Residents and
Preserving the history and culture
o
Society
Shirley Pepys
Beach
visitors to NB
35,000
of Newport Beach and Balboa
75%
$20,000
$25,000
$10,000
No
No
Island
Newport Bay Conservancy
Carissa Macias
Newport
Newport Beach
1,150
Webcam livestream program for
80%
$0
$6,000
$1,000
No
No
Beach
Community
Back Bay Osprey
Newport
Residents and
Continue the oral history interview
Newport Beach Historical Society
Bernie Svalstad
1,500
project highlighting history from
95%
$0
$7,000
$5,000
No
No
Beach
visitors to NB
the prespective of aging citizens
Newport Beach Sister City
Connie Skibba
Newport
Newport Beach
Cultural programs and
100%
$2,000
$3,000
$2,000
No
No
Association
Beach
Community300-500
educational enhancement
Newport
Swim lessons and water safety
Newport -Mesa Family YMCA
Joe Jimenez
Residents of NB
125
for men/women, children and
100%
$7,000
$12,000
$3,000
No
No
Beach
infants
Our Lady Queen of Angels Church -
Patrick Lauder
Newport
Homeless and low
1225
Financial help for the homeless
25 %
$10,000
$12,500
$12,500
No
No
Helping Hands
Beach
income
'
and low income individuals
Costa
Employment coaching, training,
Second Chance OC
Deb Johnson
Homeless
5
mentoring and case management
100%
$0
$10,000
$5,000
No
No
Mesa
for homeless individuals
Someone Cares Soup Kitchen
Shannon
Costa
Homeless and low
1,200
Soup kitchen for homeless and
9%
$0
$7,500
$7,500
No
No
Santos
Mesa
income
low income
Employment skills training,
40 Newport -based youth
Youth Employment Services (YES)
Wendy Weeks
Costa
Youth ages 16-24
40
personal finance, money
and 39 Newport -based
$5,000
$5,000
$5,000
No
No
Mesa
management education, job
employers (7%)
counseling and job referrals
Total $45,000 $92,000 $54,000 $6,000 not allocated
# 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 2020-21 Discretionary
Served
Cherry[ Castro- 462 Newport Requesting 3 day use of the Fee waiver for
San Diego Blood Bank San Diego Southern Calfornia community room for blood drive, 100% $0 $5,793 Community No No
Lector Beach Donors
which benefits Hoag Hospital Room
Newport Newport Beach Requesting use of the community Fee waiver for
Speak Up Newport Edward Selich Beach Community 1,500 room for 10 forums regarding 90% $0 $7,500 Community No No
civic issues Room
17-10
jj
FY 2020-2021 COMMUNITY PROGRAMS GRANTS -NOT RECOMMENDED FOR AWARD Attachment s
Newport Beach City Council -June 23, 2020
# or % of Newport Last CP
Grant Applicant Contact HQ City Client Base Total # of Clients Intended Use of Grant Beach Residents Grant Rec'd Requested Comments
Served
On-going maintenance of GCLC
City currently supports through lease, not direct
Gid Scouts of Orange County
Lauren Ruiz
Irvine
Gid Scouts
791
building and technology of
3%
$0
$5,000
INSPIRE program
services
Raymond
Costa
Expansion of their Bolsa Chica
City staff cleans and maintains beaches; volunteer
Orange County Coastkeeper
Hiemstra
Mesa
Orange County
1,000
and Calafia State Beach clean-up
50%
$0
$5,000
groups hast many clean-ups without Charge
program to Newport Beach
Pateadores NBCM
Molly
Costa
Newport
Beach/Costa Mesa
650
Purchasing of soccer equipment
60%
$0
$15,000
City maintains park fields, tables and benches
Warmsley
Mesa
Youth
to install in City parks
Child care services for essential
Recommending funding for the Newport -Mesa
YMCA of Orange County
William Sawin
Tustin
Orange County
7,500
workers at 28 location in Orange
22%
$0
$25,000
Family YMCA and the services they provide for the
Youth
County
Newport Beach Community in leiu of the YMCA of
Orange County
No applicant has received District Discretionary or CDBG funding Total $0 $50,000
17-11
ATTACHMENT C
FY 2020-21 Special Events Support Program Funding Recommendations
New Events
FUND SOURCE
BUDGET
FY 2020-21
REMAINING
FY 2019-20
Community & Charitable Events
City Council: 01005005-821016
$45,000
$39,800
$5,200
$56,940
Signature Events
CMO/Economic Dev: 01020202-821017
$255,000
$255,000
$0
$244,000
Did not apply
$300,000
$294,800
$5,200
$300,940
Community & Charitable Events
Signature Events
411 ALI
C1
Gourmet by the Bay, Back Bay Bash 2020
Newport Bay Conservancy
New
$1,000
C2
Lobsterfest at Newport Beach
Lobsterfest at Newport Beach
$2,000
$2,000
C3
Wooden Boat Festival
Balboa Yacht Club
Did not apply
$500
C4
Balboa Island Parade
Balboa Island Improvement Association
$9,300
$9,300
C5
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
$1,100
$1,100
C6
Balboa Island Carnival & Taste of Balboa
Balboa Island Improvement Association
$2,700
$2,700
C7
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
$5,000
$5,000
C8
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
$12,750
$12,750
C9
Field of Honor
Exchange Club of Newport Harbor
$2,800
$2,800
C10
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
$650
$650
C11
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
$1,500
$1,500
C12
Newport Beach Garden Tour
Sherman Library and Gardens
$500
$500
Community & Charitable Events Total
$39,800
Signature Events
* Event funded by COVID-19 Economic Relief Funds.
** Will use funds received in FY 2019-20 from canceled event.
*** Previously Community Charitable Event. Allocated $15,900 in FY 2019-20
Covers City Fees Only
Deny/Not Eligible
City Fees & Cash
17-12
S1
Newport Beach Jazz Festival
Hyatt Newport Beach
New
Deny/Not Eligible
S2
Newport Beach Restaurant Week Summer Event
Newport Beach Restaurant Association
New
Deny/Not Eligible
S3
Newport Beach Restaurant Week Winter Event
Newport Beach Restaurant Association
$9,000
$9,000
S4
Newport to Ensenada Yacht Race
Newport Ocean Sailing Association
$10,000
$0 **
S5
Newport -Mesa Spirit Run
Newport -Mesa Spirit Run
$0 ***
$21,000
S6
jKomen Orange County MORE THAN PINK Walk
Susan G. Komen Orange County
$10,000
$10,000
S7
Hoag Classic
Hoag Charity Sports, Inc.
$15,000
$15,000
S8
Newport Beach Film Festival
Newport Beach Film Festival
$150,000
$150,000
S9
Newport Beach Christmas Boat Parade ��jNewport
Beach Chamber of Commerce
$50,000
$50,000
Signature Events Total
$255,000
Community & Charitable and Signature Events Combined Total
$294,800
* Event funded by COVID-19 Economic Relief Funds.
** Will use funds received in FY 2019-20 from canceled event.
*** Previously Community Charitable Event. Allocated $15,900 in FY 2019-20
Covers City Fees Only
Deny/Not Eligible
City Fees & Cash
17-12
ATTACHMENT D
City Community Programs Grants
The City budgets a total of $60,000 annually to provide qualifying organizations with financial grants to
enhance services or programs. Under direction of City Council Policy A-12, the City Manager's Office
reviews all request for the Community Programs Grant and prioritizes the following when making a
funding recommendation:
• Local groups located within the city and offering programs to Newport Beach residents;
• Regional groups located in Orange County and offering programs to Newport Beach residents;
• Groups located in California and offering programs to Newport Beach residents;
• Groups that have not received funding from any City source for three consecutive years or more.
Please note, groups not offering programs or services to local residents shall not be eligible for support
from the City.
If your organization is interested in applying for a Community Programs Grant for fiscal year 2020-2021,
please read the program overview, eligibility, and criteria, and then complete the online application.
In addition to filling out the online application, applicants are required to upload the following:
• A copy of the most recent annual financial report and proposed budget;
• A current Statement of Information filed with the Secretary of State (sample);
• A current W-9 (blank form);
• A signed Declaration of Grantee (and supporting documentation, if organization works with
minors)
Successful applicants will be expected to sign a grant agreement (sample) and submit all necessary
forms as required prior to grant funds being released. Applications that do not meet the requirements may
be subject to revocation of the grant.
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, qualifications, evaluation criteria and
requirements as outlined. Recommendations will be forwarded to the City Council for final review and
approval. The City Council can approve, amend, or deny any staff recommendation.
The deadline for applications (including all required attachments) is Wednesday, May 27 at 5 p.m.
Late submissions will not be accepted.
17-13
Application Guidelines:
Community Programs Grant 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
Programs 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 a.m. on Wednesday,
May 6, 2020. The application deadline will be closed on Wednesday, May 27, 2020 at 5
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 of Newport Beach and offers programs to
assist Newport Beach residents.
2. The organization is regionally located and offers programs to Newport Beach residents.
3. The organization is located in California and offers programs to assist Newport Beach
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 Programs 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 to Newport Beach, 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:
17-14
1. The grant will address social issues in the community, particularly in which there is
currently a crisis.
2. The grant will address social issues within the County, in which there is currently a
crisis.
3. The grant will address social issues in which are not in crisis and benefit the community.
4. The grant will provide community enrichment adding to the quality of life in Newport
Beach.
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. Fill out the online application.
2. Attach the following required materials: a) A copy of the most recent annual financial
report and proposed budget; b) A current Statement of Information filed with the
Secretary of State; c) A current W-9; and d) A signed Declaration of Grantee (and
required supporting documents, if working with minors).
3. The deadline for applications (and all required attachments) is Wednesday, May 27,
2020 at 5 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 forwarded to
the City Council for final review and approval. The City Council can approve, amend or deny any
recommendation.
Please be advised that if your organization is the recipient of a Community Programs Grant, it
will be required to enter into a grant agreement with the City of Newport Beach. Funds cannot
be released until the City and Grantee have both signed the agreement. Also note, that if the
organization supports youth, fingerprinting is required of all staff that work with children. (See
below for a sample grant agreement.)
It is anticipated that the award of the fiscal year 2020-2021 Community Programs Grants will be
awarded at the June 23, 2020, City Council meeting.
17-15
Special Event Grant Applications
FY 2021 Special Event Support Program Information
The City of Newport Beach (City) recognizes the social and economic benefits associated with
special events. The opportunity to apply will open at 8 a.m. on Wednesday, May 6, 2020.
The application deadline is Wednesday, May 27, 2020 at 5 p.m. This application period is
for events that take place July 1, 2020 through June 30, 2021.
The Special Event Grants provide financial support to two categories of Newport Beach -based
events:
1. Community and Charitable - Serve or benefit locally based organizations and causes and/or
provide recreational, cultural, social benefits to Newport Beach residents. Newport Beach -based
organizations and events that serve the Newport Beach community specifically, and those that
pay or incur City of Newport Beach fees.
2. Signature Events - Large-scale events, based in Newport Beach, that promote Newport Beach
regionally, attract visitors, and provide measurable, economic benefits to the City. Signature
events must demonstrate the following:
• The event does or can attract visitors from throughout Southern California (Los Angeles, San
Diego, Riverside and San Bernardino) and ideally, the Southwestern United States;
• It must have at least 3,000 participants;
• Event organizers must clearly demonstrate how the event will provide substantive and
measurable economic benefits to the City by supporting tourism, generating room nights,
supporting local business, and providing measurable exposure.
Applying for a Grant
Applications are available online
This call for applications is for special events that will be held in Newport Beach between July 1,
2020 and June 30, 2021.
3. The deadline for applications (and all required attachments) is Wednesday, May 27, 2020 at 5
p.m.
Types of Special Event Support
A. Community and Charitable — Grants will be available at set, not -to -exceed levels that
correlate to the amount of City fees the applicant is expected to pay. Successful applicants will
be awarded grants in the form of credits toward their City fees. (The City does not provide cash
to grant awardees.) Grants awarded are not intended to cover all of an event organizers' costs
associated with City oversight. If an awardee incurs costs (fees) higher than the grant award, they
will owe the City the difference. If the awardee's costs are lower than was projected during the
grant award process, the City will retain the difference.
17-16
For events that are required to pay City fees under a Special Event Permit, funding support may
be assigned to an event at a level between $100 and $15,000. The review of funding will take
into account the size and scope of the event and how well it otherwise meets the program's
evaluation criteria. The City may require an agreement with grant awardees. All agreements will
include right to audit language and that the organizer submit an event conclusion report, which
includes the event's balance sheet and income statement.
B. Signature Events — Grants will be available at set, not -to -exceed levels based upon an
evaluation of the event budget, the estimate of City fees, and the estimated economic benefits to
the City of having the event based in Newport Beach. Funding support may be assigned to an
event at a level between $10,000 and $150,000. The City's financial support should represent no
more than 25 percent of the overall event budget. The City may enter multi-year agreements with
grant awardees. All agreements, whether for one year or multiple years, will include right to
audit language and include measurable objectives and performance measures for evaluating the
event's marketing and economic impact.
Eligibility Criteria
To be eligible to receive City support, applicants must demonstrate that:
• All of the Community and Charitable event takes place within Newport Beach. All or a majority
of the Signature event (51 percent of related activities) takes place within Newport Beach.
• The event is scheduled to take place between July 1, 2020 and June 30, 2021 and the exact
date(s), time(s) and location within Newport Beach have been determined.
• The event is not financially dependent on receiving City support.
• The event is sponsored, hosted and organized by a Newport Beach or Orange County -based
non-profit organization* or a Newport Beach community or neighborhood organization*.
• The applicant has no outstanding debt due to the City of Newport Beach.
• The event does not need to be free of charge, but should be accessible to the entire
community/public.
*The City of Newport Beach will give preference to volunteer -based organizations.
Ineligibility
The City will not provide financial support to:
• Events that benefit for-profit enterprises.
• Events that serve a political purpose or are sponsored by political organizations.
• Event organizers and organizations that have not fulfilled previous City sponsorship or special
event obligations or have an outstanding debt to the City of Newport Beach.
• Individuals.
• Invitation -only events - those not open to the general public.
17-17
Qualification Criteria
To qualify to be considered to receive City special event support, all applications must comply
with the following:
• 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.
• Must include a copy of the complete event budget, which clearly states the anticipated
revenues and expenditures. Potential City support should not be listed as a revenue line item.
• Must demonstrate strong financial management over the event, including cost effectiveness.
• Only one event per application; however, there is no limit to the number of applications an
organization can submit.
• Signature Event applications must include the event's proposed measurable objectives and
performance measurements from the prior year.
Evaluation Criteria
A. Community & Charitable Events
Applications will be reviewed and evaluated based on the following criteria:
• The event serves, involves, and / or promotes Newport Beach, its residents, schools and/or
businesses.
• The event directly or indirectly benefits the Newport Beach community by supporting its
schools, cause -related or non-profit organizations; offering educational, cultural or arts
experiences; or providing recreational or social activities.
• The event benefits a Newport Beach or Orange County -based non-profit organization or
Newport Beach community or neighborhood organization.
• The event pays City fees.
B. Signature Events
Applications will be reviewed and evaluated based on the following criteria:
• The event delivers substantive and measurable economic benefits to the City.*
• The event organizers utilize strategic and measurable marketing practices in planning and
implementing the event.*
• The event enhances the quality of life within Newport Beach with cultural, social or educational
activities of interest to the community.
• The event attracts visitors to Newport Beach from the regional market (Southern California and
ideally, the Southwestern United States).
• The event promotes Newport Beach as a highly desirable place to live, visit, work and recreate.
• The event directly or indirectly benefits or promotes Newport Beach businesses.
• The submitted post -event measurable objectives and performance measures must demonstrate
how the event will provide substantive and measurable economic benefits to the City.
17-18
*Successful applicants must enter into an agreement with the City that will include the submitted
and mutually agreed upon performance measures for the event. Event organizers will be required
to submit a post -event report indicating how the event met or did not meet the agreed upon
performance measures.
Other Requirements:
Successful applicants—under both Community and Charitable and Signature events—will be
expected to follow the City's separate, Special Event Permit Process and submit all necessary
forms, insurance and fees as required. Applications that do not meet the requirements and are not
submitted within the specified deadlines risk forfeiting their City Special Event support.
Signature Event Recipients Only:
• Signature event grant recipients will be required to enter into an agreement with the City and
consent to the City's terms and conditions. (Applicants can view an example of the grant
agreement.)
• The agreement will include the submitted and mutually agreed upon performance measures for
the event. Event organizers will be required to demonstrate how the event met, or did not
meet, the agreed upon performance measures in a required, post -event report.
• Signature event grant recipients must agree to provide the event's financial statements and
allow the City to conduct its own review of them, if requested.
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 events do not automatically receive funding. Signature
Grants are provided based on analysis of related City fees and economic benefits the City will
derive from the event.
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.
City co-sponsored events that do not have associated City permit or related fees, or events hosted
by City support groups (such as the Friends of the Library or the Newport Beach Public Library
Foundation) of which the City Council or City Manager has approved waiving City permit or
related fees, do not have to apply for a Special Event Support grant.
17-19