HomeMy WebLinkAbout14 - Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21Q �EwPpRT
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<,FORN'P City Council Staff Report
November 24, 2020
Agenda Item No. 14
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Carol Jacobs, Assistant City Manager - 949-644-3313,
cjacobs@newportbeachca.gov
PREPARED BY: Jonathon Harmon, Recreation Manager
jharmon@newportbeachca.gov
Melanie Franceschini, Administrative Analyst
mfranceschini@newportbeachca.gov
PHONE: 949-644-3156 1949-644-3028
TITLE: Community Programs Grants and Special Events Grants Updates for
Fiscal Year 2020-21
ABSTRACT:
Staff is submitting an update to FY 2020-21 Community Programs Grants and Special
Events Grants recommendations for the City Council's review. The community programs
and special event grants were approved by City Council on June 23, 2020. Due to the
COVID-19 pandemic and uncertainty surrounding future events and community
programs, staff are providing an update of which events and community programs have
taken place and have been given grant funds thus far. As requested by the Mayor and
City Council, the Newport to Ensenada Yacht Race (NOSA) and Orange County
Coastkeeper organizations are providing more information on their event/program to
support a request of grant funds.
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) Award $10,000 in grant funds to NOSA and $6,000 in grant funds to OC Coastkeeper
based on the additional information these applicants have provided; and
c) If approved for grant funds, authorize staff to execute a six-month agreement with
OC Coastkeeper and a one-year Signature Event Grant Agreement with NOSA.
14-1
Community Programs Grants and Special Events Grants Updates
for Fiscal Year 2020-21
November 24, 2020
Page 2
FUNDING REQUIREMENTS:
The FY 2020-21 approved budget included $60,000 for the Community Programs Grants,
which were expensed to the City Council's City Grants budget, Account 01005005-
821006. The Community Programs Grants monies were fully expensed in the amount of
$54,000, as approved by City Council. Currently, the remaining $6,000 is not allocated to
any community program (Attachment A). If approved, OC Coastkeeper would be funded
with the remaining $6,000.
The FY 2020-21 approved budget also included $300,000 for the Special Event Grants,
allocated as $45,000 in the City Council's Special Events Support budget, Account
01005005-821016 and as $255,000 in the City Manager's Office's Signature Events
budget, Account 01020202-821017. The Community and Charitable Events category has
$20,200 remaining of the allocated $39,800. The Signature Events money has been fully
expensed in the amount of $255,000 (Attachment B). If a grant allocation to NOSA is
approved, funding would come from the remaining amount remaining in the Community
and Charitable Events category.
DISCUSSION:
Community Programs Grants
On June 23,2020, the City Council approved and awarded Community Programs Grants
monies to 10 applicants, allocating $54,000 out of $60,000 allocated for the Community
Programs Grants in FY 2020-21. In addition, the Council also approved Community Room
fee waivers for the San Diego Blood Bank and Speak Up Newport.
At the meeting, given that $6,000 of the Community Programs Grants monies remained
unallocated, the City Council expressed interest in receiving additional program
information from Orange County Coastkeeper, an applicant whose beach clean-up
program was not originally recommended due to duplicate efforts already occurring in the
City by staff and other local organizations. Staff reached out to OC Coastkeeper, who
proposed an alternate program for the City to consider supporting the creation of a docent
program located near the Santa Ana River and Lifeguard Tower #74. With this program,
OC Coastkeeper will train docents on how to share information to interested beach
visitors about the nearby sensitive dune habitat, the local rules that help protect that
habitat and vulnerable species that depend on it. The docents would be trained volunteers
from the community and local colleges.
A staff committee comprised of Assistant City Manager Carol Jacobs, Library Services
Director Tim Hetherton, Recreation Supervisors Susie DiGiovanna and Cody Huson, and
Homeless Coordinator Natalie Basmaciyan reconvened to review and evaluate
OC Coastkeeper's proposal. The committee recommends awarding $6,000 to
OC Coastkeeper.
14-2
Community Programs Grants and Special Events Grants Updates
for Fiscal Year 2020-21
November 24, 2020
Page 3
The entirety of the $54,000 originally allocated by the City Council has been successfully
expensed to all 10 applicants. As for the Community Room fee waivers, the San Diego
Blood Bank has used the Community Room for one day and booked a second day use,
out of the allocated three day value; meanwhile, Speak Up Newport has been unable to
use the Community Room for any of their ten requested forums due to the COVID-19
limits on social gatherings. Speak Up Newport is hopeful that some social gatherings may
be allowed in early 2021, giving them the opportunity to have an in-person event in the
Community Room before the end of FY 2020-21.
Special Events Grants
On June 23, 2020, the City Council approved and awarded grants for 13 Community and
Charitable events. Due to state and local safety guidelines, six of these events did not
take place. The Lobsterfest is the only event in this category that has taken place this
fiscal year. Their event was held on private property, thus did not need a special event
permit or waiver of City fees. Six events still have a date pending this fiscal year and may
request fee waivers if their event is approved to take place under state and local
guidelines.
In the Signature Events category, Komen Walk has taken place under modifications.
Additionally, three events are planning to take place under modifications to adhere to
state and local safety guidelines. Three events in this category have a date pending in
this fiscal year.
The Newport to Ensenada Yacht Race did not receive an allocation for FY 2020-21. Their
FY 2019-20 event was cancelled after they received the $10,000 grant. Staff allocated
last year's payment to this upcoming fiscal year's event. NOSA has provided more
information and is requesting funding in the amount of $15,000 for the 2020-21 Fiscal
Year (Attachment C). Staff is recommending a $10,000 grant be awarded, consistent
with the funding allocation provided to NOSA for the past several years, from the
remaining Community and Charitable events funding source for FY 2020-21.
=1ki1V1-Tel kiIMI=1ki11CTE AVAIA►ITS
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).
14-3
Community Programs Grants and Special Events Grants Updates
for Fiscal Year 2020-21
November 24, 2020
Page 4
ATTACHMENTS:
Attachment A — FY 2020-21 Community Programs Grants November Update
Attachment B — FY 2020-21 Special Events Grants November Update
Attachment C — Letter from NOSA Requesting FY 2020-21 Grant Funds
14-4
ATTACHMENT A
FY 2020-21 COMMUNITY PROGRAMS GRANTS
Newport Beach City Council - November 24, 2020
t
Grant Applicant Contact HQ City Client Base Total # of Clients
Unallocated Funds
Intended Use of Grant Beach Residents Amount Expensed
Served Allocated in FY21 Recommended Remaining
$6,000
Advocates for Grandparent -
Susan Hoffman
Newport
Grandparents
450-525
Ongoing Support Groups,
55 %
$3,000
$3,000
N/A
$0
Grandchild Connection
Beach
Education, Counseling
Balboa Island Museum and Historical
Newport
Residents and
Preserving the history and culture
Society
Shirley Pepys
Beach
visitors to NB
35,000
of Newport Beach and Balboa
75%
$10,000
$10,000
N/A
$0
Island
Newport Bay Conservancy
Larissa Macias
Newport
Newport Beach
1,150
Webcam livestream program for
g0 %
$1,000
$1,000
N/A
$0
Beach
Community
Back Bay Osprey
Newport
Residents and
an
Continue the oral history interviewo
Newport Beach Historical Society
Bernie Svalstad
1,500
project highlighting history from
95%
$5,000
$5,000
N/A
$0
Beach
visitors to
the prespective of aging citizens
Newport Beach Sister City
Connie Skibba
Newport
Newport Beach
300-500
Cultural programs and
100%
$2,000
$2,000
N/A
$0
Association
Beach
Community
educational enhancement
Newport
Swim lessons and water safety
Newport -Mesa Family YMCA
Joe Jimenez
Residents of NB
125
for men/women, children and
o
100 /
$3,000
$3,000
N/A
$0
Beach
infants
Our Lady Queen of Angels Church -
Patrick Lauder
Newport
Homeless and low
1,225
Financial help for the homeless
25/
$12,500
$12,500
N/A
$0
Helping Hands
Beach
income
and low income individuals
Costa
Employment coaching, training,
Second Chance OC
Deb Johnson
Homeless
5
mentoring and case management
100%
$5,000
$5,000
N/A
$0
Mesa
for homeless individuals
Someone Cares Soup Kitchen
Shannon
Costa
Homeless and low
1,200
Soup kitchen for homeless and
9/
$7,500
$7,500
N/A
$0
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
N/A
$0
Mesa
management education, job
employers (7%)
counseling and job referrals
Creation of a docent program to
Orange County Coastkeeper
Raymond
Costa
Orange County
1,000
educate visitors on local sensitive
100%
$0
N/A
$6,000
N/A
Hiemstra
Mesa
habitats near the Santa Ana Rive
mouth and Lifeguard Tower #74
Total $54000 $54,000 $6,000 $6,000
# or % of Newport Recommended Amount Amount
Grant Applicant Contact HQ City Client Base Total # of Clients Intended Use of Grant Beach Residents in FY 2020-21 Amount Expensed Recommended Remaining
Served
3 days use of the
San Diego Blood Bank dba Southern Cherryl Castro- 462 Newport Requesting Fee waiver for 1 Day Used
California Blood Bank Lector San Diego Southern Calfomia Beach Donors community room for blood drive, 100% Community Room ($1,113.50 Value) N/A 2 Days Use
which benefits Hoag Hospital
Newport Newport Beach Requesting use of the community Fee waiver for
Speak Up Newport Edward Selich 1,500 room for 10 forums regarding 90% 0 Forums N/A 10 Forums
Beach Community Community Room
civic issues
14-5
ATTACHMENT B
#
Event Type
]I
Event
IF
WEEK .
REMAINING/
New Event
FUND SOURCE
BUDGET
FY21 ALLOCATED
UNUSED
Community & Charitable Events - Serve or benefit locally based organizations and causes
City Council - Community and Charitable
$45,000
$39,800
$20,200
and/or provide recreational, cultural, social benefits to residents.
Event
Community & Charitable Event
Gourmet by the Bay, Back Bay Bash 2020
Newport Bay Conservancy
Signature Events - Large-scale events, based in Newport Beach, that promote Newport Beach
City Manager's Office/Economic
$255,000
$255,000
$0
regionally, attract visitors, and provide measurable, economic benefits to the City.
Development -Signature Event
Corona del Mar Chamber of Commerce
9/12/2020
NO
$12,750
$300,000
$294,800
$20,200
#
Event Type
]I
Event
IF
WEEK .
EVENTTOOK
-.
Support
Remaining
C2
Community & Charitable Event
Fourth of July Parade & Picnic
Balboa Peninsula Point Association
7/4/2020
NO
$0
$0
C1
Community & Charitable Event
Gourmet by the Bay, Back Bay Bash 2020
Newport Bay Conservancy
8/1/2020
NO
$1,000
$1,000
C3
Community & Charitable Event
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
9/12/2020
NO
$12,750
$12,750
C4
Community & Charitable Event
Lobsterfest at Newport Beach
Lobsterfest at Newport Beach
9/20/2020
YES
$2,000
$2,000
C5
Community & Charitable Event
Balboa Island Carnival & Taste of Balboa
Balboa Island Improvement Association
9/26/2020
NO
$2,700
$2,700
C6
Community & Charitable Event
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
10/4/2020
NO
$650
$650
C7
Community & Charitable Event
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
12/1/2020
Date Pending
$5,000
$0
C8
Community & Charitable Event
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
12/5/2020
NO
$1,100
$1,100
C9
Community & Charitable Event
Newport Beach Garden Tour
Sherman Library and Gardens
5/8/2021
Date Pending
$500
$0
C12
Community & Charitable Event
Field of Honor
Exchange Club of Newport Harbor
5/15/21 - 5/31/21
Date Pending
$2,800
$0
C13
Community & Charitable Event
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
5/21/21 - 5/22/21
Date Pending
$1,500
$0
C10
Community & Charitable Event
Balboa Island Parade
Balboa Island Improvement Association
6/5/2021
Date Pending
$9,300
$0
C11
Community & Charitable Event
Wooden Boat Festival
Balboa Yacht Club
6/12/2021
Date Pending
$500
$0
Community & Charitable Events Total
$39,800
$20,200
S2
Signature Event
Komen Orange County MORE THAN PINK Walk
Susan G. Komen Orange County
9/20/2020
YES
$10,000
$0
Signature Event
Newport Beach Christmas Boat Parade
Newport Beach Chamber of Commerce
12/16- 12/20/2020
YES
$50,000
$0
Signature Event
Newport Beach Restaurant Week Winter Event
Newport Beach Restaurant Association
1/4/2021
YES
$9,000
$0
Signature Event
Hoag Classic
Hoag Charity Sports, Inc.
3/1-3/7/21
Date Pending
$15,000
$0
S5
Signature Event
Newport -Mesa Spirit Run
Newport -Mesa Spirit Run
3/14/2021
Date Pending
$21,000
$0
S8
Signature Event
Newport to Ensenada Yacht Race
Newport Ocean Sailing Association
4/23 - 4/25/21
Date Pending
$0
$0
S9
Signature Event
Newport Beach Film Festival
Newport Beach Film Festival
8/2020 and 4/2021
YES
$150,000
$0
Signature Events Total
$255,000
$0
14-6
ATTACHMENT C
Newport Ocean Sailing Association
November 4, 2020
Mr. Jonathon Harmon, MPA
Recreation Manager
Recreation & Senior Services Department
City of Newport Beach
Dear Mr. Harmon,
As you know, the 2020 Newport to Ensenada Race was cancelled due to COVID-19. This was
the first time in the 73 -year history of the event that a start had to be called off.
The Race has been a spring tradition, kicking off the sailing season in Newport Harbor, and a
long time Signature Event for the City. The City Council has historically approved grants to
NOSA to help offset the expenses of running the Race.
During the June City Council meeting we learned the Race for 2021 was not recommended for
grant support, indicating the funds received for the cancelled 2020 event should be carried over
to the 2021 event.
Though we appreciate the logic this does not reflect reality. We were less than 60 -days from
the start of the 2020 event, which requires a full year of planning, promotion, and coordination,
when it was cancelled. This was also a year where we produced a new Website, which features
the city of Newport Beach as the event's key supporter and increased pre -race publicity and
social media efforts well in advance of the event.
Even with the grant from the City, NOSA suffered considerable losses due to refunds to
competitors for the cancelled event, fixed overhead, dated apparel, and marketing material
costs which cannot be recouped. This in addition to lost sponsor revenue. The net result, a
projected 2020 end -of -year deficit of $18,164.
To go into the 2021 event without the support of the City's Signature Event grant will place a
serious burden on the organization. We would appreciate the City Council's further
consideration to award NOSA the requested $15,000 grant for this Signature Event. This will
help to help maintain the quality of the event in the best interest of the city as outlined in the
addendums to this letter.
NOSA is committed to the return of this historic event in 2021, along with continuous promotion
of Newport Beach, and its sailing community and heritage. The 2021 Race has been
announced and has been met with enthusiasm from competitors and the community alike.
Thank you,
Bill Gibb
Commodore
Newport Ocean Sailing Association
14-7
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Balboa Yacht Club
Lido Isle Yacht Club
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Hotel Lucerna
Latest News
The 2D21 Race is On!
PR0TURr5M0 of Ensenada
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Newport Harbor Yacht Club
Long Beach Yacht Club
S1v haandalay and windjammer Crvrses
Hotel Coral and Marina
Notice Board
aRIDOE SPONSORS
FLAG SPONSORS
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SUPPORTING SPONSORS
Ruby's Diner
Sempra International
Dana PoInLYacht Club
Del Rey Yacht Club
CDM BuiWers
Hyatt Regency Newport Beach
NOSA ALumni Doug Campbell Awarded Joseph R.
Munro Memorial Trophy for Service
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Notice of Race documents posted 10/27/20
Registration for the 2021 Newport to Ensenada Rate open
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Credits given for the cancetted 2020 race can he applied to
2421 race fees
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14-8
IYC Newport Ocean Sailing Association
Newport Ocean Sailing Association
2021 Newport to Ensenada Race
Economic Impact to the City of Newport Beach
Submitted May 18, 2020
The Newport to Ensenada Race is an annual Newport Beach event that that kicks off the
spring/summer sailing and boating season. NOSA, as an organization, runs the event, promotes
awareness for the sport, and advocates safety, and seamanship. People within the City of
Newport Beach, Orange County, Southern California and beyond anticipate this annual event,
with activity in and around Newport Harbor swelling during the week long run up to the start.
People travel to Newport Beach from all over the World to be a part of the race, either as crew,
boat owner or spectator. The Newport to Ensenada Race brings visitors and new residents to
the area all year round, making it difficult to quantify the actual economic impact and city
revenue generated, but the more inclusion and support from the city directly benefits the
event, and will foster greater participation and increased tourism. The following are points of
economic interest to the City of Newport Beach:
• Approximately 60% of the race entries come from outside of Orange County.
• The Newport to Ensenada Race currently draws 200 boats per year, each with an
average crew of eight sailors. This translates to a minimum of 1,600 people with 960 of
them coming from out of the area.
• Average stay for out -of -area crew is two nights at a daily spend rate (hotel, food,
entertainment) of $178 x 960 = $170,880
• Visiting boats stay on average three nights in Newport Harbor prior to the start of the
race. 120 boat x $60 per night x 3 nights = $21,600
• It is estimated an additional 4,000 — 6,000 people visit Newport Beach during race week
and partake in dining (breakfast/lunch/dinner), and retail shopping. At an average two
meal spend rate of $SO per person x 4,000 — 6,000 people = $200,000 - $300,000
Total economic impact to Newport Beach during race week: $392,480 - $492,480
In addition to the direct economic impact from the Newport to Ensenada Race, the City of
Newport Beach realizes millions of positive consumer impressions through print, digital and
broadcast media coverage of the event.
14-9
Newport Ocean Sailing Association
2021 Projected Budget
Income
Entry Fees
$ 50,000
Sponsor Income
$ 25,000
Advertising Income
$ 2,000
Clothing Sales
$ 7,000
Total Income
$ 84,000
General Expenses
Trophies
$
4,000
Race Brochure
$
3,000
YB Tracking
$
10,000
Advertising Print
$
1,500
Support Vessels
$
1,000
Badges & Apparel
$
1,200
Travel & Meals
$
5,000
Newport Beach Activities
$
5,000
Participation Pennants
$
1,000
Ensenada Port Fees
$
2,000
Total General Expenses
$ 33,700
Committee Expenses
Headquarters
$
250
Packets
$
250
Seminar
$
250
Race Scoring
$
6,000
Finish Line
$
3,000
Trophy
$
1,000
Start Line
$
500
Race Operations
$
250
Information & Press
$
2,500
Total Committee Expenses
$
14,000
Other Expenses
Regatta Liability Insurance
$
1,000
Dignitaries
$
1,500
Hospitality
$
1,000
Hotel
$
5,500
Shipping
$
500
Printing
$
1,000
Total Other Expenses
$
10,500
Administrative Support
Executive Secretary $ 9,500
Office Supplies $ 500
Telephone $ 1,200
5/18/2020
14-10
Newport Ocean Sailing Association
2021 Projected Budget
Utilities
$
500
Memberships
$
850
Board Meeting Rent
$
4,000
Storage Rent
$
5,000
Website
$
1,200
Donations
$
500
Annual Meeting
$
500
Insurance
$
5,250
Accountant
$
1,000
Computer Equipment
$
1,000
Total Administrative Expenses
$ 31,000
Total Expenses $ 89,200
Projected Income/Loss $ (5,200)
5/18/2020
14-11
Newport Ocean Sailing Association Project Budget 2020
Budget Varience YTD or Estimated EOY
Income
$4,800
(3,868)
$932
Entry Fees
$30,000
(19,305)
$10,695
Sponsor/Grant Income
$35,000
(25,000)
$10,000
Advertising Income
$1,800
(1,800)
$0
Clothing Sales
$5,000
(2,531)
$2,469
Total Income
$71,800
(48,636)
$23,164
General Expenses
Trophies
$4,800
(3,868)
$932
Race Brochure
$2,500
(2,500)
$0
Sailing Instructions
$1,000
(1,000)
$0
Advertising Print
$1,250
0
$1,250
Support Vessels
$1,850
(1,850)
$0
Badges & Apparel
$1,200
(1,200)
$0
Travel & Meals
$4,000
(3,425)
$575
Newport Beach Activities
$4,800
(4,800)
$0
Participation Pennants
$1,000
(1,000)
$0
Ensenada Port Fees
$2,000
(2,000)
$0
Race Tracking / YB
6,675
$6,675
PayPal Fees
1,001
$1,001
Total General Expenses
$24,400
(13,967)
$10,433
Committee Expenses
Headquarters
$500
(500)
$0
Packets
$300
(300)
$0
Seminar
$100
(100)
$0
Sponsorship
$1,000
(1,000)
$0
Finish Line
$1,000
(1,000)
$0
Trophy
$1,000
(1,000)
$0
Start Line
$1,000
(1,000)
$0
Race Operations
$800
(800)
$0
Information & Press
$2,500
(2,500)
$0
Total Committee Expenses
$8,200
(8,200)
$0
Other Expenses
Regatta Liability Insurance
$1,000
(242)
$758
Dignitaries
$1,500
(1,166)
$334
Hospitality
$900
(900)
$0
Hotel
$5,500
(5,500)
$0
Sponsorship Expense
$400
(400)
$0
Sponsorship Commission
$10,500
(10,500)
$0
6/19/2020 14-12
Newport Ocean Sailing Association Project Budget 2020
Printing $1,600 (1,600) $0
Clothing Expense & Shipping 16,743 $16,743
Total Other Expenses $21,400 (20,308) $1,092
Administrative Support
Executive Secretary
$7,000
2,480
$9,480
Office Supplies
$450
50
$500
Telephone
$900
300
$1,200
Utilities
$500
0
$500
Memberships
$850
375
$1,225
Board Meeting Rent
$4,000
(3,855)
$145
Storage Rent
$4,100
0
$4,100
Website
$1,200
6,800
$8,000
Donations
$500
(500)
$0
Annual Meeting
$500
0
$500
Insurance
$4,700
(1,647)
$3,053
Accountant
$1,000
0
$1,000
Computer Equipment
$500
(400)
$100
Total Administrative Expenses
$26,200
3,603
$29,803
Total Expenses
$80,200
$41,328
Projected Loss
-$8,400
-$18,164
6/19/2020 14-13