Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
June 13, 2023
Agenda Item No. 17
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Tara Finnigan, Assistant City Manager - 949-644-3001, [email protected]
PREPARED BY: Melanie Franceschini, Management Analyst
[email protected]
Brian Cordeiro, Recreation Manager
[email protected]
PHONE: 949-644-3028 1 949-644-3156
TITLE: Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
ABSTRACT:
Pursuant to Council Policy A-12, the City of Newport Beach (City) annually awards 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 Fiscal Year 2023-24 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.
RECOMMENDATIONS:
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 quality of life and authorize the allocation of $37,500 of Grants in the following manner:
Community Programs Grants Applicant
Balboa Island Museum and Historical Society
are beneficial to residents'
the Community Programs
Newport Bay Conservancy
Newport Beach Historical Society
Newport -Mesa Family YMCA of Orange County
Orange Coast College Foundation Marine Program
Orange County Coastkeeper
Orange County Council, Boy Scouts of America: Sea Base
Youth Employment Services
Total
Recommendation
$15,000
$5,000
$1,000
$3,000
$2,000
$3,500
$3,000
5 000
$37,500
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Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
June 13, 2023
c) Approve a fee waiver for the cost of renting the Community Room and the Friends Meeting Room for the recurring community programs provided by the San Diego Blood Bank ($4,389), Speak Up Newport ($4,795) and Wake Up Newport ($2,748), totaling $11,932;
d) Waive City Council Policy A-12, which requires $75,000 to be expended each fiscal year for Community Programs Grants, in favor of a reduction to $60,000, matching the Fiscal Year 2023-24 proposed budget;
e) Pursuant to City Council Policy A-12, find that the special events listed below are community, social or athletic events that are beneficial to residents' quality of life, and authorize the allocation of $299,412 of the Special Event Grants in the following manner:
Community & Charitable Events
Recommendation
4t" of July Parade and Picnic
$510
Andersen Deans Port of July
$510
Annual Corona del Mar Christmas Walk
$5,500
Annual Corona del Mar Scenic 5K
$12,750
Annual Newport Classic Surf Contest
$1,063
Balboa Beerfest
$1,063
Balboa Island Carnival & Taste of Balboa
$2,000
Balboa Island Parade
$9,800
Balboa Island Summer Concert Series
$1,063
Balboa Island Street Fair
$1,063
Balboa Island Tree Lighting and Snow Day
$510
Balboa Howl'oween
$510
Car Show
$510
CDM Home Tour
$500
Christmas for a Cause
$510
Christmas in Balboa
$510
Corona del Mar Sandcastle Contest
$510
Field of Honor
$1,500
Lobsterfest at Newport Beach
$2,000
Picnic at the Park
$510
The California Gold
$510
Walk for Patrick Turner
$510
Wooden Boat Festival
500
Total
$44,412
Signature Events Recommendation
Hoag Classic $15,000
Newport Beach Christmas Boat Parade and Ring of Lights $50,000 Newport Beach Film Festival $140,000
Newport -Mesa Spirit Run $30,000
Newport to Ensenada International Yacht Race $10,000
Susan G. Komen More than Pink Walk Orange County $10,000 Total $255,000; and
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Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
June 13, 2023
f) Authorize the Recreation and Senior Services Director to sign one-year grant agreements with the Signature Event organizers.
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 give community, social, and athletic events the opportunity 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 April of 2023, a press release was sent to the news media and a news story was distributed through various City communication channels to notify organizations of the City Council's intent to award Community Programs Grants and Special Event Grants for Fiscal Year 2023-24. 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 12 eligible applications, and the Special Events Grant received 23 eligible 17-3
Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
June 13, 2023
Community and Charitable Event applications and seven eligible Signature Event applications.
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 Library Services Director Melissa Hartson, Recreation Supervisors Anne Doughty and Cody Huson, Homeless Coordinator Natalie Basmaciyan, and Water Conservation Coordinator Shane Burckle reviewed and evaluated each of the applications. The applications were evaluated based upon how well each fit the priorities referenced above. Attachment B lists the recommendation for monetary grant funding totaling of $37,500.
The City also received three unique applications requesting fee waivers for use of the City's Community Room and the Friends Meeting Room. The San Diego Blood Bank has requested the Community Room for four, 8-hour rentals and Speak Up Newport has requested 10, 3.5-hour room rentals. Wake Up Newport has requested the Friends Room for 12, 2-hour room rentals. Since all of 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 and the Friends Room to the San Diego Blood Bank, Speak Up Newport and Wake Up Newport for their respective, recurring programs. They would receive a waiver of $4,389, $4,795 and $2,748, respectively, totaling an approximate value of $11,932. 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 security fee, if applicable.
Funding is not recommended to one organization because its application does not complement current City strategy for assisting individuals in need.
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 also included in Attachment B.
In addition, staff is requesting a waiver of Council Policy A-12 which calls for $75,000 in general fund expenditures each fiscal year for Community Programs Grants. The new fiscal year budget allocates $60,000 for Community Programs Grants, and staff is recommending approval of $37,500 in Community Programs Grants expenditures.
Special Events Grant
The City's Special Event Support Program provides grants in two categories:
1. 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 17-4
Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
June 13, 2023
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 event grant recipients are required to enter into a City agreement with the City's terms and conditions. All agreements include right to audit language and must include measurable objectives and performance measures for evaluating the event's marketing and economic impact.
A staff committee comprised of Recreation Manager Brian Cordeiro, Recreation Manager Racquel Valdez and Recreation & Senior Services Deputy Director Justin Schmillen reviewed and evaluated the applications received. The applications were evaluated based upon how well each fit the program's eligibility, qualification and evaluation criteria.
Funding is not recommended for one event due to past success as an established, sold -out annual 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 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 Fiscal Year 2023-24 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 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.
As a City Council grant program, staff met with Mayor Blom and Council Members Kleiman and Stapleton to review the recommendations prior to today's meeting.
FISCAL IMPACT:
The proposed budget for FY 2023-24 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 $37,500.
The proposed fee waivers of $11,932 will be revenue that will not be received for the rental fee of the Community Room and the Friends Meeting Room. The organizations 17-5
Community Programs and Special Event Grants Recommendations for Fiscal Year 2023-24
June 13, 2023
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 security fee, if applicable.
The proposed budget for FY 2023-24 also includes funding for the Special Events Grants.
It will be expensed to the Special Event Support account under the City Council, 01005005-821016 and the Signature Event account under the City Manager's Office, 01020202-821017. Grant recommendations for Community & Charitable Events total $44,412 to be expended to the City Council account. Grant recommendations 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 2023-24 Community Programs Grants Recommended Funding Attachment C — FY 2023-24 Special Events Grants Recommended Funding Attachment D — Grant Guidelines
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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
Amended
June 13, 2023
Agenda Item No. 17
FY 2023-24 COMMUNITY PROGRAMS GRANTS
Newport Beach City Council - June 13, 2023
Grant Applicant Contact s City Client Base Residents Intended Use of Grant Beach Residents Last CP Requested Recommended District CDBG Participating in Served Grant Rec'd in FY 2023-24 Discretionary Program
Newport Beach
Preserving the history and culture of
Balboa Island Museum and Historical
Shirley Pepys
Newport
Residents and
62,000
Newport Beach and Balboa Island;
75%
$10,000
$25,000
$15,000
Yes: $1,200
No
Society
Beach
Visitors
Conducting oral history interviews, hosting
new exhibits/educational programs
Newport
Newport Beach
Upper Newport Bay clean-up events;
Newport Bay Conservancy
Heather Cieslak
Beach
Community
11,250
materials for Coastal Cleanup Day, cost of
80%
$6,000
$6,000
$5,000
No
No
personnel, oversight and materials
Newport
Newport Beach
Continue the oral history interview project
Newport Beach Historical Society
Bernie Svalstad
Beach
Residents and
1,000
highlighting history from the perspective of
95%
$1,500
$5,000
$1,000
Yes: $250
No
Visitors
aging citizens
Advertising of programs and further
Orange County Council, Boy Scouts
Wendy Chien
Orange
Orange County
565
engagement with Newport Beach
11 %
N/A
$7,000
$3,000
No
No
of America: Sea Base
Youth
Community, beyond those in the Scouts
program.
Newport
Newport -Mesa
Swim lessons and water safety for
Newport -Mesa Family YMCA
Beth MacAller
Beach
Community
573
men/women, children and infants who
100%
$3,000
$5,000
$3,000
No
No
cannot afford classes
OCC and
OCC Waterfront Campus open houses
Orange Coast College Foundation
Sarah Hirsch
Costa
surrounding
2,000
highlighting the facilities, programs, and
100%
$1,000
$3,000
$2,000
No
No
Marine Program
Mesa
community
classes; promote professional maritime
members
careers and training center
Newport Beach
Docent program to provide free education
Orange County Coastkeeper
Claire Arre
Costa
Residents and
20,100
on local sensitive habitats, watershed and
80%
$3,000
$6,000
$3,500
No
No
Mesa
Visitors
urban runoff; beach clean ups and
outreach material costs
Costa
Young Adults Ages
15 Newport Beach
skills training, personal
Youth Employment Services (YES)
Robert Santana
Mesa
16-24
youth; 15 Newport
�Employment
nance, money management education,
1 %
$3,500
$5,000
$5,000
No
No
Bea
nseling and job referrals
Grant Total
# or % of Newport
$28,000
Last CP
$62,000
$37,500
Recommended
District
Grant Applicant
Contact
City
Client Base
Total # of Clients
Intended Use of Grant
Beach Residents
Served
Grant Rec d
Community
Requested
Community
in FY 2023-24
Community
Discretionary
CDBG
San Diego Blood Bank
Cherry) Castro-
Orange County
Requesting 4 days (8 hours each) rental of
Room waiver
Room waiver
Room waiver for
4 days (8 hours
Lector
Lector
San Diego
Hospitals
the Community Room for blood drive,
100%
for 4 days (8
for 4 days (8
each) use -
No
No
which benefits Hoag Hospital
hours each)
hours each)
Monetary Value:
use
use
$4,389
Community
Community
Community
Requesting use of the Community Room
Room waiver
Room waiver
Room waiver for
Speak Up Newport
Edward Selich
Newport
Newport Beach
2,400
for 10 forums (3.5 hours each) regarding
100%
for 10
for 10 forums
10 forums
Yes: $100
No
Beach
Community
civic issues
forums (3.5
(3.5 hours
h) -
hours each) -
hours each)
each)
Monetary Value:
$4,795
Friends
Friends Room
Steven
Newport
Newport Beach
Requesting use of the Friends Room for 12
Room waiver
waiver for 12
Wake Up Newport
RSteven y
Beach
Community
1,800
forums (3.5 hours each) regarding civic
100%
N/A
for 12 forums
forums (2 hours
Yes: $250
No
issues
(2 hours
each) - Monetary
each)
Value: $2,748
Waiver Total $11,932
CPG Budget $60,000 Grant Total $49,432
17-10
FY 2023-24 COMMUNITY PROGRAMS GRANTS - NOT RECOMMENDED FOR AWARD Newport Beach City Council - June 13, 2023
Attachment
Homeless and Low backpacks, sleeping bags;
Our Lady Queen of Angels Church - Newport Does not complement current City strategy to Patrick Lauder Income Individuals 291 expand Day of Rest and Special 25 % $12,500 $12,500 Helping Hands Beach in Newport Beach Request program; Assist with rent assisting individuals in need. subsidies
The applicant has not received District Discretionary or CDBG funding Total $12,500 $12,500 17-11
FY 2023-24 Special Events Support Program Funding Recommendations Attachment C
New Events
FUND SOURCE
BUDGET
FY 2023-24
REMAINING
FY 2022-23
Community & Charitable Events
City Council: 01005005-821016
$45,000
$44,412
$588
$45,000
Signature Events
CMO/Economic Dev: 01020202-821017
$255,000
$2557000
$0
$255,000
$300,000
$299,412
$588
$300,000
Community & Charitable Events
Event
..
Allocated
Recommended
C1
CDM Home Tour
Corona Del Mar High School PTA
$500
C2
Picnic at the Park
Balboa Peninsula Point Association
$510
C3
Christmas in Balboa
Balboa Village Merchant Association Inc
$510
C4
Balboa Howl'oween
Balboa Village Merchant Association Inc
$510
C5
Balboa Island Street Fair
Balboa Island Merchants Association Inc.
$1,063
C6
Christmas for a Cause
Bayside Church Orange County
$510
C7
Balboa Beerfest
Balboa Village Merchant Association Inc
$1,100
$1,063
C8
Balboa Island Summer Concert Series
Balboa Island Improvement Association
$1,550
$1,063
C9
Andersen DEANs Port of July
Andersen Deans Foundation
$500
$510
C10
Walk for Patrick "Patty" Turner
Patrick's Purpose Foundation
$750
$510
C11
The California Gold
The California Gold Events LLC
$2,400
$510
C12
Wooden Boat Festival
Balboa Yacht Club
$500
$500
C13
Car Show
Our Lady of Mount Carmel Catholic Church
$500
$510
C14
Lobsterfest at Newport Beach
Lobsterfest at Newport Beach
$2,000
$2,000
C15
Balboa Island Parade
Balboa Island Improvement Association
$9,800
$9,800
C16
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
$500
$510
C17
Balboa Island Carnival & Taste of Balboa
Balboa Island Improvement Association
$2,000
$2,000
C18
4th of July Parade & Picnic
Balboa Peninsula Point Association
$500
$510
C19
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
$5,000
$5,500
C20
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
$12,750
$12,750
C21
Field of Honor
Exchange Club of Newport Harbor
$3,000
$1,500
C22
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
$1,500
$1,063
C23
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
$650
$510
Community & Charitable
Events Total
$44,412
Signature Events
Sherman Library & Gardens
Deny
S1
Nights of 1000 Lights
S2
Susan G. Komen MORE THAN PINK Walk Orange County
Susan G. Komen Foundation
$10,000
$10,000
S3
Newport to Ensenada International Yacht Race
Newport Ocean Sailing Association
$10,000
$10,000
S4
Newport -Mesa Spirit Run
Newport -Mesa Spirit Run
$21,000
$30,000
S5
Hoag Classic
Hoag Charity Sports, Inc.
$15,000
$15,000
S6
Newport Beach Film Festival
Newport Beach Film Festival
$149,000
$140,000
S7
Newport Beach Christmas Boat Parade and Ring of Lights
Newport Beach Chamber of Commerce
$50,000
$50,000
Signature Events Total
$255,000
Community & Charitable and Signature Events Combined Total $2999412
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 2023-24, 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, April 25, 2023 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 4, 2023. The application deadline is Tuesday, April 25, 2023 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, April 25, 2023 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 2023-24 Community Programs Grants will be awarded at the June 13, 2023 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 4, 2023. The application deadline is Tuesday, April 25, 2023, at 5 p.m. This application period is for events that take place July 1, 2023, through June 30, 2024.
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 beginning Tuesday, April 4, 2023 at 8 a.m.
This call for applications is for special events that will be held in Newport Beach between July 1, 2023, and June 30, 2024.
The deadline for applications (and all required attachments) is Tuesday, April 25, 2023, 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. All agreements 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, 2023, and June 30, 2024, 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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