1 STAFF REPORT
DATE: May 20, 2025
TO: Justin Hess, City Manager
FROM: Courtney Padgett, Assistant City Manager
VIA: Cathryn LaBrado, Assistant to the City Manager
BY: Kylene Pecor, Community Assistance Coordinator
SUBJECT: Approval of Funding Allocations for the 2025 Community Events and Program Grant
RECOMMENDATION
Consider the funding recommendations from the Review Committee, approve the allocation of funding for the 2025 Community Events and Program Grant awards totaling $45,000 for Fiscal Year (FY) 2024-25, provide direction, if any, on the allocation of funds for the remaining $5,000, and authorize the City Manager or designee to execute all necessary documentation to effectuate the grant funding.
BACKGROUND
At the May 7, 2024 , City Council (Council) meeting, Mayor Perez requested a budget discussion paper on funding for a Community Event and Program Grant. On June 4, 2024, Council approved a pilot Community Events and Program Grant (Grant Program) for the next two fiscal years ($50,000 in FY 2024-25 and $50,000 in FY 2025-26). On February 28, 2025, Council was provided with a memorandum introducing the Grant Program, which listed the established guidelines including eligibility standards, deadlines and schedule, application process, evaluation process, and award of funds.
The purpose of the Grant Program is to provide monetary grants to eligible non- profit organizations for events and/or program initiatives that foster community engagement and benefit the Burbank community at large.
CITY MANAGER’S
OFFICE
2 DISCUSSION
The application submission period for Grant Year 2025 opened on March 10, 2025. Staff held two application workshops, in-person , on March 19, 2025, and virtual, on March 27, 2025, to review the grant guidelines and application process, as well as answer questions.
Following the application deadline of April 4, 2025, a total of 35 applications were received. After staff’s initial review, two applications did not meet eligibility criteria as they were not non-profit 501(c)(3) organizations. The remaining 33 applications were deemed complete and eligible to proceed through the review process .
An internal Review Committee comprised of representatives from the Community Development, City Manager’s Office, Financial Services, and Library Services Departments reviewed and rated the applications based on the following criteria:
1) Organization Capacity
a. Details sound management practices, strong financial stability, and established partnerships with other organizations
b. Demonstrates success in community engagement with qualified staff and relevant expertise to execute events/programs effectively 2) Event/Program Feasibility
a. Outlines well-defined project goals with a clear, feasible methodology and approach to achieve them within the given resources and timeline b. Includes a comprehensive work plan outlining timelines, deliverables, and the event/program’s overall feasibility
3) Community Need/Impact
a. Demonstrates an understanding of the Burbank community and details how the event/program will make a positive impact for City residents and visitors b. Demonstrates the need for the event/program in addressing a gap in existing services
4) Budget/Financial Management
a. Outlines a clear and detailed budget breakdown with cost justifications and efficient use of grant funds
b. Includes well -prepared contingency plans to address potential budget challenges
Following the Committee ’s review, a total of 17 applications were recommended for funding totaling $45,000. The remaining applications were not recommended for funding due to one or more of the following reasons:
• The proposed event or program did not appear feasible based on the information provided.
• The proposal lacked sufficient detail or left significant questions unanswered. 3 • The proposed event or program’s direct impact to the Burbank community was limited or uncertain.
• The budget information provided was unrealistic or incomplete, lacked contingency plans, or the organization is already receiving significant City funding or resources.
Following Council’s approval of funding recommendations for this year’s Grant Program, organizations will have the opportunity to meet with staff to discuss their application and receive feedback.
A summary table of the Grant Program applications for FY 2024 -25 (Attachment 1) lists the following:
• Organization name;
• Proposed event/program name;
• R equested grant funding amount by the organization;
• R ecommended grant funding amount by the Committee; and • Funding recommendation factors.
All eligible applications have also been included (Attachment 2) for reference.
COMMUNITY OUTREACH
A dedicated webpage was created to house all information related to the Grant Program, including eligibility criteria, application processes (including online submission), evaluation standards, and important deadlines. At the March 11, 2025 City Council meeting, staff provided a presentation introducing the Grant Program.
Staff held two application workshops to review the grant guidelines and application process as well as provide an opportunity to answer any questions. The first was held in- person on March 19, 2025, and the second was held virtually on March 27, 2025. A total of 24 representatives attended both workshops. The workshops were recorded and posted on the Grant Program’s dedicated webpage for those who were unable to attend.
The Grant Program and workshops were promoted via social media posts, E -blasts, and City Council announcements.
In addition, staff remained available throughout the application period to schedule one - on-one phone calls to provide additional assistance, guidance, or clarification for individuals preparing their applications for the Grant Program.
4 ENVIRONMENTAL REVIEW
This activity has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs § 15378.
FISCAL IMPACT
There is no fiscal impact associated with the approval of funding allocations for the 2025 Grant Program as the $50,000 was previously allocated for FY 2024-25.
CONCLUSION
Staff recommends the Council consider the funding recommendations from the Review Committee, approve the allocation of funding for the 2025 Community Events and Program Grant awards totaling $45,000 for FY 2024-25, and provide direction, if any, on the allocation of funds for the remaining $5,000.
Non-profit organizations selected to receive funds will be required to sign and execute an agreement with the City of Burbank that requires them to expend all funds within 12 months of the grant award and provide proof of expenditure of the entire grant amount within sixty (60) days of the completion of the event or program.
As this is the pilot year for the Grant Program, its administration will be evaluated to determine if any adjustments are needed prior to the implementation of the Grant Program in FY 2025-26.
ATTACHMENTS
Attachment 1 – Community Events and Program Grant FY 2024- 25 Summary Table Attachment 2 – FY 2024-25 Community Events and Program Grant Applications