Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
June 14, 2022
Agenda Item No. 17
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Tara Finnigan, Assistant City Manager — 949-644-3001, [email protected]
Sean Levin, Recreation and Senior Services Director — 949-644- 3151, [email protected]
PREPARED BY: Melanie Franceschini, Management Analyst
[email protected]
Jonathon Harmon, Recreation Manager
[email protected]
PHONE: 949-644-3028 1 949-644-3156
TITLE: Community Programs and Special Events Grants Recommendation for Fiscal Year 2022-23
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 Events 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 2022-23 Community Programs Grant and Special Events Grant recommendations for the City Council's consideration and approval. The community programs and special events 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 in the staff report provide community services or programs that serve residents and are beneficial to residents' quality of life and authorize the allocation of $55,200 of the Community Programs Grants in the following manner:
17-1
Community Programs and Special Events Grants
Recommendation for Fiscal Year 2022-23
Community Programs Grants Applicant
Advocates for Grandparent Grandchild Connection
Balboa Island Museum and Historical Society
Newport Bay Conservancy
Newport Beach Historical Society
Newport -Mesa Family YMCA of Orange County
Orange Coast College Foundation Marine Program
Orange County Coastkeeper
Our Lady Queen of Angels — Helping Hands
Pacific Marine Mammal Center
Share Our Selves
Someone Cares Soup Kitchen
Youth Employment Services
Total
June 14, 2022
Recommendation
$1,000
$10,000
$6,000
$1,500
$3,000
$1,000
$3,000
$12,500
$5,000
$5,500
$3,200
3 500
$55,200
c) Approve $11,154 in fee waivers for the cost of renting the Community Room for the recurring community programs provided by the San Diego Blood Bank ($6,464) and Speak Up Newport ($4,690);
d) Waive the stipulation in Council Policy A-12 that requires a General Fund expenditure of $75,000 each fiscal year for the Community Programs Grant program; e) Pursuant to City Council Policy A-12, find that the special events listed below are meritorious community, social or athletic events that are beneficial to residents' quality of life, and authorize the allocation of $300,000 of the Special Event Grants in the following manner:
Community & Charitable Events
Recommendation
4t" of July Parade and Picnic
$500
Andersen DEANs Port of July
$500
Annual Corona del Mar Christmas Walk
$5,000
Annual Corona del Mar Scenic 5K
$12,750
Annual Newport Classic Surf Contest
$1,500
Balboa Beerfest
$1,100
Balboa Island Carnival & Taste of Balboa
$2,000
Balboa Island Parade
$9,800
Balboa Island Summer Concert Series
$1,550
Balboa Island Tree Lighting and Snow Day
$500
Car Show
$500
Corona del Mar Sand Castle Contest
$650
Field of Honor
$3,000
Lobsterfest at Newport Beach
$2,000
The California Gold
$2,400
Walk for Patrick "Patty" Turner
$750
Wooden Boat Festival
$500
Total
$45,000
17-2
Community Programs and Special Events Grants
Recommendation for Fiscal Year 2022-23
June 14, 2022
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 $149,000
Newport -Mesa Spirit Run $21,000
Newport to Ensenada Yacht Race $10,000
Total $255,000
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.
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 Events Grant allocations by recipient.
The City reserves the right to audit the expenditure of these funds within a year of receipt.
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Community Programs and Special Events Grants
Recommendation for Fiscal Year 2022-23
June 14, 2022
In April of 2022, a press release was sent to the community and the media notifying organizations of the City Council's intent to award Community Programs Grants and Special Events Grants for Fiscal Year 2022-23. In addition, an email was sent to interested parties and information was posted on the City's website and social media channels. The Community Programs Grant received 15 applications, and the Special Events Grant received 17 community and charitable event applications and eight signature event applications.
The applications are available for the City Council's and the public's review at the City Clerk's Office at Newport Beach City Hall, 100 Civic Center Drive, Bay 2E.
Community Programs Grant
An interdepartmental committee comprised of staff from Recreation and Senior Services, Public Works, Library and the City Manager's Office 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 14 of the applicants with grant funding for a total of $55,200.
The City once again received unique applications requesting fee waivers for use of the Civic Center Community Room. The San Diego Blood Bank has requested the Community Room for four, 8-hour a day rentals and Speak Up Newport has requested 10, 3.5-hour 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. The organizations would receive waivers of $6,464 and $4,690, respectively, for a combined value of $11,154. The organizations receiving the room rental fee waiver will still be responsible for the other fees associated with renting the room, such as the administration/reservation fee, cleaning fee, and security deposit and security fee, if applicable.
Staff did not recommend funding to one organization because its application did not demonstrate a strong foundation for the proposed programming.
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 the stipulation in Council Policy A-12 which requires an expenditure of $75,000 in Community Programs Grants each fiscal year. 17-4
Community Programs and Special Events Grants
Recommendation for Fiscal Year 2022-23
June 14, 2022
Special Events Grant
The City's Special Events 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 event. 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.
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 events 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 committee comprised of Recreation and Senior Services staff 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 application was not awarded funding:
The Christmas in Balboa holiday decorating was denied funding due to not meeting the criteria of a Signature Special Event.
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 events 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 2022-23 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 events 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. 17-5
Community Programs and Special Events Grants
Recommendation for Fiscal Year 2022-23
June 14, 2022
FISCAL IMPACT:
The FY 2022-23 budget includes funding for the Community Programs Grants. It will be expensed to the City Grants account under the City Council, 01005005-821006. Grant recommendations for the Community Programs Grants totals $55,200.
The proposed fee waivers of $11,154 will be revenue that will be not be received for the rental fee of the Community Room. The organizations receiving the room rental fee waiver will still be responsible for the other fees associated with renting the room, such as the administration/reservation fee, cleaning fee, security deposit and a security fee, if applicable.
The FY 2022-23 budget also includes funding for the Special Events Grants. It will be expensed to the Special Events Support account under the City Council, 01005005- 821016 and the Signature Events account under the City Manager's Office, 01020202- 821017. Grant recommendations for Community & Charitable Events total $45,000 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.
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 2022-23 Community Programs Grants Recommended Funding Attachment C — FY 2022-23 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 2022-2023 COMMUNITY PROGRAMS GRANTS
Newport Beach City Council - June 14, 2022
Grant Applicant Contact HQ City Client Base Residents Intended Use of Grant Beach Residents Last CP Requested Recommended District CDBG Participating in Served Grant Rec'd in FY 2022-23 Discretionary Program
Advocates for Grandparent-
Susan Hoffman
Newport
Grandparents
465-530
Ongoing Support Groups,
55%
$1,500
$3,000
$1,000
No
No
Grandchild Connection
Beach
Education, Counseling
Balboa Island Museum and Historical
Newport
Newport Beach
Preserving the history and culture
Society
Shirley Pepys
Beach
Residents and
56,560
of Newport Beach and Balboa
75%
$7,000
$20,000
$10,000
Yes: $250
No
Visitors
Island
Heather
Newport
Newport Beach
Upper Newport Bay clean-up
Newport Bay Conservancy
Cieslak
Beach
Community
10,750
events; materials for Coastal
80%
$4,000
$6,000
$6,000
Yes: $250
No
Cleanup Da
Newport
Newport Beach
Continue the oral history interview
Newport Beach Historical Society
Bernie Svalstad
Beach
Residents and
700
project highlighting history from
95%
$3,000
$5,000
$1,500
No
No
Visitors
the perspective of aging citizens
Newport
Newport -Mesa
Swim lessons and water safety
Newport -Mesa Family YMCA
Beth MacAller
Beach
Community
575
for men/women, children and
100%
$3,000
$7,000
$3,000
Yes: $250
No
infants
Orange Coast College Foundation
Maegen
Costa
OCC and
surrounding
OCC Waterfront Campus open
Marine Program
Higgins
Mesa
community
1,700
houses highlighting the facilities,
100%
N/A
$3,000
$1,000
No
No
memebrs
programs, and classes
Newport Beach
Docent program to provide free
Orange County Coastkeeper
Ray Hiemstra
Costa
Residents and
6,801
education on local sensitive
50 %
$4,800
$5,000
$3,000
Yes: $250
No
Mesa
Visitors
habitats, watershed and urban
runoff; beach clean u s
Our Lady Queen of Angels Church -
Patrick Lauder
Newport
Homeless and Low
Income Individuals
291
Financial help for the homeless
25%
$12,500
$12,500
$12,500
No
No
Helping Hands
Beach
in Newport Beach
and low income individuals
Laguna
27 of 140 rescued
Rescue and rehabilitation of
Pacific Marine Mammal Center
Alma Chu
Beach
Marine Mammals
animals were in
injured marine mammals
19%
$4,000
$5,000
$5,000
No
No
Newport Beach
Providing comprehensive
Share Our Selves
Deborah
Newport
Homeless and Low
787
medical, behavioral health, social
21 %
N/A
$5,500
$5,500
No
No
Reynolds
Beach
Income Individuals
services and oral healthcare
access
Someone Cares Soup Kitchen
Shannon
Costa
Homeless and Low
250
Soup kitchen for homeless and
10 %
$7,250
$9,000
$3,200
No
No
Santos
Mesa
Income Individuals
low income individuals
50 Newport Beach
Employment skills training,
to Youth Employment Services YES
p y (YES)
Sheeva Lotfian
Costa
Young Adults Ages
youth; 48 Newport
personal finance, money
9%
$3,500
$5,000
$3,500
No
No
Mesa
16-24
Beach employers
management education, job
counseling and job referrals
Grant Applicant
Contact
City
Client Base
Total # of Clients
Intended Use of Grant
Total
# or % of Newport
Beach Residents
$50 550
Last CP
$86 000
Requested
$55 200
Recommended
$4,800 not
District
allocated
CDBG
282 Newport
Requesting 4 days (8 hours)
Served
Grant Rec'd
Community
Community
in FY 2022-23
Community
Discretionary
San Diego Blood Bank
Cherryl Castro-
San Diego
Orange County
Beach donors;
rentals of the community room for
100 %
Room waiver
Room waiver
Room waiver for
No
No
Lector
Hospitals
Assisted 888
blood drive, which benefits Hoag
for 3 days (8
for 4 days (8
4 days (8 hours)
patients
Hospital
hours) use
hours) use
use
Community
Community
Community
Newport
Newport Beach
Requesting use of the community
Room waiver
Room waiver
Room waiver for
Speak Up Newport
Edward Selich
Beach
Community
2,400
room for 10 forums (3.5 hours
90 %
for 10
for 10 forums
10 forums (3.5
Yes: $100
No
each) regarding civic issues
forums (3.5
(3.5 hours
each)
hours each
each)hours
17-10
17-11
FY 2022-23 Special Events Support Program Funding Recommendations Attachment C
New Events
FUND SOURCE
BUDGET
FY 2022-23
REMAINING
FY 2021-22
Community & Charitable Events
City Council: 01005005-821016
$45,000
$45,000
$0
$40,550
Signature Events
CMO/Economic Dev: 01020202-821017
$255,000
$255,000
$0
$246,000
$300,0001
$300,000
$0
$286,550
Community & Charitable Events
...
.a
C1
Balboa Beerfest
Balboa Village Merchant Association Inc
$1,100
C2
Balboa Island Summer Concert Series
Balboa Island Improvement Association
$1,550
C3
Andersen DEANs Port of July
Andersen Deans Foundation
$500
C4
Walk for Patrick "Patty" Turner
Patrick's Purpose Foundation
$750
$750
C5
The California Gold
Ben Carlson Memorial & Scholarship Foundation
$500
$2,400
C6
Wooden Boat Festival
Balboa Yacht Club
Did Not Apply
$500
C7
Car Show
Our Lady of Mount Carmel Catholic Church
$500
$500
C8
Lobsterfest at Newport Beach
Lobsterfest at Newport Beach
$2,000
$2,000
C9
Balboa Island Parade
Balboa Island Improvement Association
$9,300
$9,800
C10
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
$1,100
$500
C11
Balboa Island Carnival & Taste of Balboa
Balboa Island Improvement Association
$2,700
$2,000
C12
4th of July Parade & Picnic
Balboa Peninsula Point Association
$500
$500
C13
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
$5,000
$5,000
C14
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
$12,750
$12,750
C15
Field of Honor
Exchange Club of Newport Harbor
$2,800
$3,000
C16
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
$1,500
$1,500
C17
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
$650
$650
Community & Charitable Events Total
$45,000
Signature Events
w ganization
S1
Christmas in Balboa
Balboa Village Merchant Association
Not Eligible
S2
Komen Orange County MORE THAN PINK Walk
Susan G. Komen Orange County
Not Eligible
$10,000
S3
Newport to Ensenada Yacht Race
Newport Ocean Sailing Association
$10,000
$10,000
S4
Newport -Mesa Spirit Run
Newport -Mesa Spirit Run
$21,000
$21,000
S5
Hoag Classic
Hoag Charity Sports, Inc.
$15,000
$15,000
S6
Newport Beach Film Festival
Newport Beach Film Festival
$150,000
$149,000
S7
Newport Beach Christmas Boat Parade
Newport Beach Chamber of Commerce
$50,000
$50,000
Signature Events Total
$255,000
Community & Charitable and Signature Events Combined Total $300,000
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 requests 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 2022-2023, 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 Tuesday, May 3, 2022 at 5 p.m. Late submissions will not be accepted. 17-13
Application Guidelines:
Community Program Grants 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 Tuesday, April 12, 2022. The application deadline is Tuesday, May 3, 2022 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 assist 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.
17-14
5. Demonstrate strong fiscal management of the organization.
Evaluation Criteria
Applications will be reviewed and evaluated based on the following criteria:
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 documentation 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 Tuesday, May 3, 2022 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, 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.) 17-15
It is anticipated that the award of the fiscal year 2022-23 Community Programs Grants will be awarded at the June 14, 2022 City Council meeting.
Special Event Grant Applications
FY 2023 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 Tuesday, April 12, 2022. The application deadline is Tuesday, May 3, 2022, at 5 p.m. This application period is for events that take place July 1, 2022, through June 30, 2023.
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 nonprofit organizations and events that serve the Newport Beach community specifically. These events pay or incur City of Newport Beach fees through the Special Event Permit process.
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.
• The event organizers have a strategic, measurable marketing plan and can immediately produce the plan and metrics from past years (if applicable) upon the City's request.
• Event organizers must clearly demonstrate how the event will provide substantive and measurable economic benefits to the City by supporting tourism, generating hotel 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, 2022, and June 30, 2023.
The deadline for applications (and all required attachments) is Tuesday, May 3, 2022, at 5 p.m.
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Types of Special Event Support
A. Community and Charitable — Grants will be awarded and set at 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 these grant awardees. Grants awarded may, but should not be expected to cover all of an event organizer's costs/fees associated with City oversight. If an awardee incurs 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.
The application review process will consider the size and scope of the event and how well it meets the program's evaluation criteria. The City may require an agreement with grant awardees in this category. 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. 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 expenditure 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. All signature events will be required to submit objectives and performance measures from the previous year's event with the application. This will assist in evaluating the event's marketing and economic impact.
Eligibility Criteria
To be eligible to receive City support, applicants must demonstrate that:
• The entire Community and Charitable event takes place within Newport Beach.
All, or a majority of, the Signature event takes place within Newport Beach. • The event is scheduled to take place between July 1, 2022, and June 30, 2023, 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.
Ineligibility
The City will not provide financial support to:
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• 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.
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. Applicants who do not fully comply with the instructions will not be considered. • ALL events 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 provide a post -event report on measurable objectives and performance numbers at the conclusion of their event.
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. 17-18
• The event organizers utilize strategic and measurable marketing practices in planning and implementing the event. These measurables will be included on the application and a post -event performance report will be required at the conclusion of your 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.
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 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 financial support to the applicant.
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.
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