Dine Out Pasadena
Program
City Council Presentation
February 26, 2024
City Council Request
2 It is recommended that the City Council:
1. Amend the City Manager’s Fiscal Year 2024 Operating Budget by recognizing and appropriating $1.5M in Congressional earmark funding to administer the Dine Out Pasadena program;
2. Authorize the City Manager to enter into an agreement with the Pasadena Community Foundation (“PCF”) to co-administer the Dine Out Pasadena program not-to-exceed $1,325,000; and
3. Authorize the City Manager to enter into an agreement with the Playhouse Village Association (“PVA”) for outdoor dining pavilion scope of work not-to-exceed $150,000.
• Covid shutdowns and subsequent changing regulations challenge restaurants and small businesses, hurt revenues, etc.
• City establishes on-street/outdoor dining options with specific operational requirements
• Restaurants build and operate outdoor structures
• City makes adjustments to the initial requirements
• City submits application for $1.5M Federal funding
• City gets notification of $1.5M award (5 years)
• EconDev presents preliminary program design to EdTech • EconDev presents to City Council
• Dine Out Pasadena pilot launch
Context
3 2020
2023
2022
2021
2024
Dine Out Pasadena
4 Dine Out Pasadena:
• Invests in Pasadena’s restaurants.
• Improves the local business
environment.
• Enhances quality of life in the City’s
commercial areas.
• Creates vibrant outdoor dining
experiences.
• Cultivates connectivity, celebration,
and economic vitality.
Pilot round anticipated launch in late
spring 2024.
Eligibility
5 Eligible restaurants must:
1. Have an active Pasadena business license and be located within Pasadena City boundaries.
2. Operate in a location approved for on-street dining, parklets, parking lot and/or private property dining.
3. Be independently owned, street level, storefront businesses (not part of a national chain or franchise).
4. Be legally allowed to serve food in a sit-down format (not drive- through establishments).
5. Be legally operating under all local, state, and federal laws and current on all taxes/fees/license owed to the City of Pasadena; do not have any pending lawsuits; do not have any open code violations.
6. Secure written approval from the respective property owner(s).
7. Meet all City insurance requirements.
8. Churches, schools, colleges, universities, government buildings and nonprofit offices are not eligible.
Eligible & Ineligible Expenses
6 Eligible restaurants can apply for up to $45,000 for:
• New outdoor dining structures. Including costs
for design, manufacturing, and installation.
• Upgrades and retrofits to existing outdoor dining
structures. Including costs for design,
manufacturing, installation.
Ineligible expenses:
• Reimbursement for previously installed on street
dining, demolition, maintenance, or permit fees.
• Furniture, fixtures, or equipment, e.g.,
freestanding tables, chairs, heaters.
• Structures or improvements that do not comply
with design and materials standards building
code requirements.
*Eligible and ineligible expenses are subject
to modification upon completion of the pilot
round.
Eligible Expenses continued
7 Following the pilot round, eligible
businesses may apply on a rolling
basis, utilizing remaining grant funds
to provide additional outdoor dining
structures as well as small-scale
façade improvements (up to
$20,000).
Program guidelines will include
comprehensive details on application
and evaluation process, City
regulation and departmental
requirements.
Program Outreach
8 Staff will provide the following outreach activities:
• One launch event (in-person)
• Two program information sessions (virtual)
• Up to four open office hours for application support (virtual) • Economic Development Newsletter (over 6,600 subscribers) • Updated website
• Councilmember newsletters
• Promotion via City social media channels
• Cross-promotion with community partners
• Ongoing one-on-one support
Dining & Traffic Safety
9 Safety barriers:
• Collaboration with DOT to maintain
safety and improve aesthetics
• Site specific solutions based on
street conditions
• Reduced bulk on end treatments,
e.g. crash pads
• Wrap/paint/cover concrete barriers
Pasadena Community Foundation (PCF) Partnership
10 Key past partnerships include:
• Co-administration over $1.6M in COVID relief grants to small businesses and nonprofits.
• Creation of the $1.8 million Pasadena Assistance Fund that supports annual grants to CDBG applicants. The endowment is now valued at over $3 million and PCF has awarded over $500,000 to City-selected grantees. • Pasadena Public Library Central Branch charitable fund and a sub-fund for donations to support the library retrofit.
• Capital grants to support renovations/improvements at City-owned facilities:
o Armory Center for the Arts
o Pasadena Senior Center
o Rose Bowl Aquatics Center
o Washington Park
o Libraries – Hill branch, Catalina branch
o Pasadena Public Health Department
PCF Partnership continued
11 Economic Development staff will
maintain responsibility for:
• Carrying out the program
• Leading outreach activities
• Business and community partner
engagement
• Application evaluation and
selection
• Program direction and achievement
of program goals
This co-administrator partnership will
leverage PCF's expertise in:
• Grants management
• Financial management
• Reporting
• Community engagement
Collaboration will streamline application
process, provide financial efficiency, and
support robust participation.
PVA Al Fresco Pavilions
12 Playhouse Village Association has
invested significant time, effort, and
funding to support outdoor dining:
• Funded and created Village Al
Fresco Pavilions program.
• 8 custom designed dining
platforms.
• Invested over $350,000 in outdoor
dining to date.
• Ongoing advocacy for outdoor
dining.
To assist with the cost of parade
removal and program support, it is
proposed to enter into an agreement
with PVA not-to-exceed $150,000.
Next Steps
13 • Execute agreements
• Finalize program guidelines
• Finalize departmental requirements
• Plan for outreach activities
• Develop website and application
• Develop marketing materials
• Engage community partners
• Confirm design and materials
standards
• Prep for launch
Questions & Comments
14 15
BLANK
Evaluation Criteria
16 Impact – 35 Points:
• The project will positively impact the business, such as with potential revenue increase, customer attraction, and/or business growth. This can include the estimated economic impact on the business itself.
• The project contributes to the community, fostering a vibrant local dining scene. It is likely to benefit the neighborhood, customers, and nearby businesses.
• Outdoor dining will be utilized frequently, for all or nearly all hours of operation. Dining areas full of customers have a bigger impact on the look and feel of a commercial area than those sitting empty.
• The business is in a restaurant-dense area, with high visitor traffic and accessibility for a variety of diners.
• Upgrades to existing outdoor dining setups that will significantly improve the visual impact of the streetscape.
Evaluation Criteria continued
17 Capacity – 30 Points:
• The applicant has a strong business track record and has been in operation for at least two years.
• The applicant can complete a project within 2-4 months and has the wherewithal to remain open for at least two years after project completion. If needed, the business agrees to cover project costs that go beyond the approved award amount. • The applicant is committed to providing a dedicated contact with decision-making authority to manage the project in coordination with city staff and vendors. The contact is available for phone calls, meetings, and ongoing communications needed to successfully execute the project.
• The applicant is willing and able to collaborate with community partners, city officials, or other stakeholders involved in the program. They are open to assistance and engagement with program ambassadors and/or partners and to be featured in program photos, video, and other programmatic collaborations.
• The applicant has clear long-term maintenance plans.
• For applicants with existing outdoor dining setups, they have a track record of maintaining a clean and attractive dining setup, performing ongoing repairs, and staying compliant with City requirements.
Evaluation Criteria continued
18 Vision – 25 Points:
• The proposed project includes a design that compliments the business and neighboring businesses, is simple, clean, and attractive, and is harmonious with the surrounding streetscape.
• The applicant is clear about how the project enhances the overall look, feel and attractiveness of the dining space and contributes to the growth of their business.
• The project is inclusive in how it accommodates diverse customer needs and ensures accessibility for all community members. • The proposed project is sustainable, uses strong and durable materials and abides by program design standards.
Need – 10 Points:
• The applicant has an existing outdoor dining structure that is in poor to moderate condition.
• The applicant wishes to expand their number of seats and provide an outdoor dining setup but has been unable to due to cost or other barriers.
PCF’s Role & Responsibilities
19 PCF's Role and Responsibilities:
1. Application Process: PCF will provide and implement grant management software, ensuring a user-friendly and efficient application process for eligible businesses and community partners.
2. Financial Management: PCF will facilitate transparent and accountable financial processes, including paying and track grant disbursements, administering purchases needed for the program, processing payments for community partners, generating financial reports for evaluation.
3. Training:
PCF will conduct workshops for applicants, guiding them through the application process, clarifying eligibility criteria, and providing resources for successful submissions. PCF will also train evaluation committee participants on how to access, review, and score grant applications.
PCF’s Role & Responsibilities continued
20 PCF's Role and Responsibilities:
1. Xx
2. Xx
3. Xx
4. Evaluation Committee Convening: In partnership with the City, PCF can facilitate and support meetings for evaluation, and help ensure a diverse and knowledgeable group that can assess applications objectively.
5. Evaluation and Reporting: PCF will provide updates on the application process, financial transactions, and engagement efforts to ensure transparency and accountability. In collaboration with the City, PCF will report on outcomes of the application process and partner engagement strategies for the pilot round.
Preliminary Eligibility Map
21 Village Al Fresco Map
22 Sample New Structure Options
23 *For illustrative purposes only. Not confirmed designs.
Sample New Structure Options
24 *For illustrative purposes only. Not confirmed designs.
Program Timeline
25 Initiation
30 days after
direction by city
council
Planning
Fall 2023-Spring 2024
Execution
Phase 1 Pilot, 1 Year
Rolling Applications
Spring 2024-Summer
2028
Monitoring &
Controlling
Phase 1 Pilot, 1 Year
Rolling Applications
Spring 2024-Summer 2028
Closeout
3 months
Summer/Fall 2028
SBA contracting,
establish
interdepartmental
working group,
council acceptance
of funds,
preliminary partner
and stakeholder
engagement.
Program design refinement,
interdepartmental working
group process and role
clarification, restaurant owner
feedback, request for
qualifications for contractors,
website and application
development, marketing
materials development,
community partner engagement,
impact measurement
development. Open community
partner and business/resident
leader grant and stipend
applications, make awards
ahead of program launch.
Release request for proposals
for designers and select ahead
of program launch. Host design
charrette to create a menu of
design options.
Program launch and
kickoff event for Phase 1
Pilot (rolling
applications for
subsequent projects),
application evaluations,
project selections, grant
administration,
individual projects
management, structure
installations/façade
improvements.
Community partner check
ins and reporting, ongoing
marketing, impact
measuring and surveys,
photos and storytelling,
business profiles, program
refinements.
SBA
documentation,
program impact
report.