City of Sunnyvale
Agenda Item
23-0723 Agenda Date: 12/8/2023
REPORT TO SUBCOMMITTEE
SUBJECT
Review of Calendar Year 2023 Grants and Consideration of 2024 Community Events and Neighborhood Grant Program Applications
BACKGROUND
This fiscal year, City Council allocated $34,000 to support community and neighborhood events through the Community Events and Neighborhood Grant Program (CENGP). Community Events receive $21,000 and Neighborhood Grants receive $13,000.
The Community Event and Neighborhood Grant Distribution Subcommittee (Subcommittee) provides funding recommendations. The Subcommittee consists of three members of the City Council tasked with conducting an annual grant review that includes: 1) reviewing the grant application process; 2) recommending changes to City Council for approval; 3) reviewing grant applications; and 4) presenting recommended funding levels to City Council for approval.
At the August 18, 2023 Subcommittee meeting, the following recommendation was presented and approved:
1) Approve 2023 Community Events and Neighborhood Grant Applications, Guidelines and Updates
The Subcommittee met to review and approve the grant application materials for Calendar Year 2024. Staff provided one virtual technical assistance and Q & A session for each program (Community Events and Neighborhood Grant) during the open application period, with one attendee in the Neighborhood Grant session.
The application period was open between September 6 and October 20, 2023. Outreach included contacting grantees and applicants for the last three years, local non-profits, neighborhood associations, and community partners. Additionally, multiple City communication channels shared CENGP application information, including the News Center on the City website, City Council announcement, Update Sunnyvale, and Recreation E-newsletter.
The purpose of this report is to review the grant applications received for the 2024 funding cycle and seek direction from the Subcommittee on the recommended funding for each. The Subcommittee is scheduled to present its recommendations to City Council in January 2024.
EXISTING POLICY
Council Policy 7.2.1, Community Engagement - Goals and Policies Goal B: Achieve a community in which all community members can be actively involved in shaping
Attachment 1
23-0723 Agenda Date: 12/8/2023
the quality of life and participate in local community and government activities.
Goal C: Create a strong, positive community identity, rich in cultural diversity.
Council Policy 7.2.18, Special Events
D. Community Event Program
The City may fund community events through this program.
ENVIRONMENTAL REVIEW
The action considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
DISCUSSION
2023 Grant Cycle Update
The 2023 grant cycle was from January 1 to December 31, 2023. The table below highlights the organizations that received funding and their estimated requested reimbursement.
Neighborhood Association Grant Award Reimbursement
Bidweller's Association $1,500 $1,425.45
Charles Street Gardens $1,250 Pending
Cumberland South $600 $600
Heritage District $1,500 Pending
Lakewood Village Neighborhood Association $1,500 Pending Murphy District $1,250 Pending
Ortega Park $1,500 $1,500
SunnyArts $1,500 $1,500
Sunnyvale Neighborhood of Arbor Including
La Linda (SNAIL)
$1,500 $1,500
Valley Forge Neighborhood Group $900 $851.80
Neighborhood Grants Total $13,000 $7,377.25
Community Event Grant Award Reimbursement
Duo Duo Animal Welfare Project $4,000 Pending
South Asian Cultural Association (SACA) $6,000 Pending
South Asian Cultural Association (SACA) $2,500 $0
San Miguel PTA $1,000 $1,000
Sunnyvale Downtown Association (SDA) $2,000 $2,000
Sunnyvale Downtown Association (SDA) $2,000 $2,000
Sunnyvale Downtown Association (SDA) $1,500 $1,500
Sunnyvale Downtown Association (SDA) $2,000 Pending
Community Events Total $21,000 $6,500
Attachment 1
23-0723 Agenda Date: 12/8/2023
Grant Award Reimbursed Pending
Neighborhood
Grants
$13,000 $7,377.25 $5,500
Community Events $21,000 $6,500.00 $12,000
CENGP TOTAL $34,000 $14,877.25 $17,500
2024 Grant Application Summary
For the 2024 grant cycle,15 applications for neighborhood grants and 11 applications for community events were received.
Neighborhood Association (NA) Project Funding
Requested
Bidwell Resident NA Neighborhood Street Fair $1,500
Charles Street Garden CA Native Showcase $1,500
Cherry Chase NA Outreach & Community
Engagement
$1,500
Cherryhill NA Ready, Set, Climate
Action
$1,500
Cumberland South NA July 4 Parade & Potluck $1,225
Heritage District The Heritage Arches $1,500
Lakewood Village NA LVNA Events $1,500
Murphy District Summer Block Party $1,500
Ortega Park NA Neighborhood Programs
& Social
$1,500
Panama Park NA Improve Outreach $998
San Miguel NA National Night Out $600
SNAIL NA National Night Out $1,500
SunnyArts NA Community Building,
Security & Giving Back
$1,500
Valley Forge Block Party $900
Wrightmont Corners Little Library $717
TOTAL REQUESTED $19,440
Community Event Event Funding
Requested
Cupertino Symphonic Band Spring Concert 2024 $936
Ellis PTA International Festival $1,680
Hamara Family Charitable (HRFC) Navaratri Garaba 2024
(Indian Folk)
$3,000
San Miguel PTA Multi-Cultural Night $1,000
South Asian Cultural Association (SACA)Diwali 2024 $10,000 South Asian Cultural Association (SACA)Holi 2024 $5,000 Sunnyvale Downtown Association (SDA) Jazz & Beyond $3,500 Sunnyvale Downtown Association (SDA) Dining & Dancing $2,000 Sunnyvale Downtown Association (SDA) Holiday Tree Lighting $3,500 Sunnyvale Downtown Association (SDA) Summer Series $3,500 Sunnyvale Downtown Association (SDA) Wine Stroll $3,500 TOTAL REQUESTED $37,616
Attachment 1
23-0723 Agenda Date: 12/8/2023
Community Event Event Funding
Requested
Cupertino Symphonic Band Spring Concert 2024 $936
Ellis PTA International Festival $1,680
Hamara Family Charitable (HRFC) Navaratri Garaba 2024
(Indian Folk)
$3,000
San Miguel PTA Multi-Cultural Night $1,000
South Asian Cultural Association (SACA)Diwali 2024 $10,000 South Asian Cultural Association (SACA)Holi 2024 $5,000 Sunnyvale Downtown Association (SDA) Jazz & Beyond $3,500 Sunnyvale Downtown Association (SDA) Dining & Dancing $2,000 Sunnyvale Downtown Association (SDA) Holiday Tree Lighting $3,500 Sunnyvale Downtown Association (SDA) Summer Series $3,500 Sunnyvale Downtown Association (SDA) Wine Stroll $3,500 TOTAL REQUESTED $37,616
Funding Requested
Neighborhood Grants Requested $19,440
Community Events Requested $37,616
TOTAL CENGP FUNDING $57,056
Staff has no funding recommendations. Instead, below are two options for the Subcommittee’s consideration. The first option funds each application at a percentage based on available funding.
The second option takes into consideration the details in the application and other factors such as new event or applicant, projected number of attendees, and number of households in each Neighborhood Association, etc.
Option #1 - Percentage-Based Funding Approach.
Option #1 funds most Community Events at 75% and Neighborhood Associations at 70%. The two Community Event applicants that require tickets as part of their events were not recommended for funding, as event ticket sales are not allowed under this grant’s policies. Lastly, the Holi event is funded at 60%, not 75%. They were awarded a grant in 2023; however, SACAS was unable to host a 2023 Holi event.
Murphy District’s Neighborhood Grant application is funded at 57%, not 70%. Their application did not include an event budget, which is required.
Community Event Event # of
Attendees
Expected
Request Fund @
75%
Cupertino Symphonic Band Spring Concert
2024
150-300 $936 $702
Ellis PTA International
Festival
over 500 $1,680 $1,260
Hamara Family Charitable
(HRFC)
Navaratri Garaba
2024 (Indian Folk)
Didn't
provide
$3,000 $0
San Miguel PTA Multicultural Night 200-250 $1,000 $750
South Asian Cultural
Association of Sunnyvale
(SACAS)
Diwali 2024 3,000+ $10,000 $7,500
South Asian Cultural
Association of Sunnyvale
(SACAS)
Holi 2024 800+ $5,000 $3,000
Sunnyvale Downtown
Association (SDA)
Jazz & Beyond 200-300 $3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Dining & Dancing Didn't
provide
$2,000 $1,500
Sunnyvale Downtown
Association (SDA)
Holiday Tree
Lighting
300 $3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Summer Series 600-
800/week
$3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Wine Stroll 600 $3,500 $0
Total: $37,616 $22,587
Attachment 1
23-0723 Agenda Date: 12/8/2023
Community Event Event # of
Attendees
Expected
Request Fund @
75%
Cupertino Symphonic Band Spring Concert
2024
150-300 $936 $702
Ellis PTA International
Festival
over 500 $1,680 $1,260
Hamara Family Charitable
(HRFC)
Navaratri Garaba
2024 (Indian Folk)
Didn't
provide
$3,000 $0
San Miguel PTA Multicultural Night 200-250 $1,000 $750
South Asian Cultural
Association of Sunnyvale
(SACAS)
Diwali 2024 3,000+ $10,000 $7,500
South Asian Cultural
Association of Sunnyvale
(SACAS)
Holi 2024 800+ $5,000 $3,000
Sunnyvale Downtown
Association (SDA)
Jazz & Beyond 200-300 $3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Dining & Dancing Didn't
provide
$2,000 $1,500
Sunnyvale Downtown
Association (SDA)
Holiday Tree
Lighting
300 $3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Summer Series 600-
800/week
$3,500 $2,625
Sunnyvale Downtown
Association (SDA)
Wine Stroll 600 $3,500 $0
Total: $37,616 $22,587
Neighborhood
Association
(NA)
District # of
Households
Event # of
Attendees
Expected
Request Fund @
70%
Bidwell Resident
NA
2 40 Neighborhood
Street Fair
Didn't
Provide
$1,500 $1,050
Charles Street
Garden
2 97 CA Native
Showcase
Didn't
Provide
$1,500 $1,050
Cherry Chase
NA
1 2500 Outreach &
Community
Engagement
200/event $1,500 $1,050
Cherryhill NA 1 856 Ready, Set,
Climate Action
Didn't
Provide/800
items for
households
$1,500 $1,050
Cumberland
South NA
1 400 July 4 Parade
& Potluck
250+ $1,225 $856
Heritage District 2 686 The Heritage
Arches
240-580 $1,500 $1,050
Lakewood
Village NA
6 1638 LVNA Events newsletter to
1638
residents
$1,500 $1,050
Murphy District 5 250 Summer Block
Party
Didn't
Provide
$1,500 $857
Ortega Park NA 3 2586 Neighborhood
Programs &
Social
100+ families $1,500 $1,050
Panama Park
NA
3 1050 Improve
Outreach
Didn't
Provide
$998 $698
San Miguel NA 5 750 National Night
Out
90+ $600 $420
SNAIL NA 5 1,600 National Night
Out
Didn't
Provide
$1,500 $1,050
SunnyArts NA 3 256 Community
Building,
Security &
Giving Back
Didn't
Provide
$1,500 $1,050
Valley Forge 1 48 Block Party 66 $900 $630
Wrightmont
Corners
1 110 Little Library Didn't
Provide
$717 $502
Total: $19,440 $13,413
Attachment 1
23-0723 Agenda Date: 12/8/2023
Neighborhood
Association
(NA)
District # of
Households
Event # of
Attendees
Expected
Request Fund @
70%
Bidwell Resident
NA
2 40 Neighborhood
Street Fair
Didn't
Provide
$1,500 $1,050
Charles Street
Garden
2 97 CA Native
Showcase
Didn't
Provide
$1,500 $1,050
Cherry Chase
NA
1 2500 Outreach &
Community
Engagement
200/event $1,500 $1,050
Cherryhill NA 1 856 Ready, Set,
Climate Action
Didn't
Provide/800
items for
households
$1,500 $1,050
Cumberland
South NA
1 400 July 4 Parade
& Potluck
250+ $1,225 $856
Heritage District 2 686 The Heritage
Arches
240-580 $1,500 $1,050
Lakewood
Village NA
6 1638 LVNA Events newsletter to
1638
residents
$1,500 $1,050
Murphy District 5 250 Summer Block
Party
Didn't
Provide
$1,500 $857
Ortega Park NA 3 2586 Neighborhood
Programs &
Social
100+ families $1,500 $1,050
Panama Park
NA
3 1050 Improve
Outreach
Didn't
Provide
$998 $698
San Miguel NA 5 750 National Night
Out
90+ $600 $420
SNAIL NA 5 1,600 National Night
Out
Didn't
Provide
$1,500 $1,050
SunnyArts NA 3 256 Community
Building,
Security &
Giving Back
Didn't
Provide
$1,500 $1,050
Valley Forge 1 48 Block Party 66 $900 $630
Wrightmont
Corners
1 110 Little Library Didn't
Provide
$717 $502
Total: $19,440 $13,413
Option #2 - Application Factor(s) Funding Approach.
Option #2 takes into consideration the details of each application and other factors such as new events or applicants, projected attendees, and the number of households in neighborhood associations. Again, the two Community Event applicants that require tickets as part of their events were not recommended for funding, as event ticket sales are not allowed under this grant’s policies.
Community Event Event # of Attendees
Expected
Request Based on
Application
Review
Cupertino Symphonic Band Spring Concert
2024
150-300 $936 $700
Ellis PTA International
Festival
over 500 $1,680 $1,000
Hamara Family Charitable
(HRFC)
Navaratri Garaba
2024 (Indian Folk)
Didn't provide $3,000 $0
San Miguel PTA Multicultural Night 200-250 $1,000 $900
South Asian Cultural
Association of Sunnyvale
(SACAS)
Diwali 2024 3,000+ $10,000 $8,150
South Asian Cultural
Association of Sunnyvale
(SACAS)
Holi 2024 800+ $5,000 $0
Sunnyvale Downtown
Association (SDA)
Jazz & Beyond 200-300 $3,500 $3,000
Sunnyvale Downtown
Association (SDA)
Dining & Dancing Didn't provide $2,000 $1,750
Sunnyvale Downtown
Association (SDA)
Holiday Tree
Lighting
300 $3,500 $3,500
Sunnyvale Downtown
Association (SDA)
Summer Series 600-800/week $3,500 $3,000
Sunnyvale Downtown
Association (SDA)
Wine Stroll 600 $3,500 $0
Total: $37,616 $22,000
Attachment 1
23-0723 Agenda Date: 12/8/2023
Community Event Event # of Attendees
Expected
Request Based on
Application
Review
Cupertino Symphonic Band Spring Concert
2024
150-300 $936 $700
Ellis PTA International
Festival
over 500 $1,680 $1,000
Hamara Family Charitable
(HRFC)
Navaratri Garaba
2024 (Indian Folk)
Didn't provide $3,000 $0
San Miguel PTA Multicultural Night 200-250 $1,000 $900
South Asian Cultural
Association of Sunnyvale
(SACAS)
Diwali 2024 3,000+ $10,000 $8,150
South Asian Cultural
Association of Sunnyvale
(SACAS)
Holi 2024 800+ $5,000 $0
Sunnyvale Downtown
Association (SDA)
Jazz & Beyond 200-300 $3,500 $3,000
Sunnyvale Downtown
Association (SDA)
Dining & Dancing Didn't provide $2,000 $1,750
Sunnyvale Downtown
Association (SDA)
Holiday Tree
Lighting
300 $3,500 $3,500
Sunnyvale Downtown
Association (SDA)
Summer Series 600-800/week $3,500 $3,000
Sunnyvale Downtown
Association (SDA)
Wine Stroll 600 $3,500 $0
Total: $37,616 $22,000
Neighborhood
Association
(NA)
District # of
Households
Event # of
Attendees
Expected
Request Based on
Application
Review &
Size of NA
Bidwell Resident
NA
2 40 Neighborhood
Street Fair
Didn't
Provide
$1,500 $500
Charles Street
Garden
2 97 CA Native
Showcase
Didn't
Provide
$1,500 $1,200
Cherry Chase
NA
1 2500 Outreach &
Community
Engagement
200/event $1,500 $1,200
Cherryhill NA 1 856 Ready, Set,
Climate Action
Didn't
Provide/800
items for
households
$1,500 $1,200
Cumberland
South NA
1 400 July 4 Parade
& Potluck
250+ $1,225 $1,000
Heritage District 2 686 The Heritage
Arches
240-580 $1,500 $1,200
Lakewood
Village NA
6 1638 LVNA Events newsletter to
1638
residents
$1,500 $1,200
Murphy District 5 250 Summer Block
Party
Didn't
Provide
$1,500 $500
Ortega Park NA 3 2586 Neighborhood
Programs &
Social
100+ families $1,500 $1,200
Panama Park
NA
3 1050 Improve
Outreach
Didn't
Provide
$998 $800
San Miguel NA 5 750 National Night
Out
90+ $600 $500
SNAIL NA 5 1,600 National Night
Out
Didn't
Provide
$1,500 $1,200
SunnyArts NA 3 256 Community
Building,
Security &
Giving Back
Didn't
Provide
$1,500 $1,200
Valley Forge 1 48 Block Party 66 $900 $500
Wrightmont
Corners
1 110 Little Library Didn't
Provide
$717 $600
Total: $19,440 $14,000
Attachment 1
23-0723 Agenda Date: 12/8/2023
Neighborhood
Association
(NA)
District # of
Households
Event # of
Attendees
Expected
Request Based on
Application
Review &
Size of NA
Bidwell Resident
NA
2 40 Neighborhood
Street Fair
Didn't
Provide
$1,500 $500
Charles Street
Garden
2 97 CA Native
Showcase
Didn't
Provide
$1,500 $1,200
Cherry Chase
NA
1 2500 Outreach &
Community
Engagement
200/event $1,500 $1,200
Cherryhill NA 1 856 Ready, Set,
Climate Action
Didn't
Provide/800
items for
households
$1,500 $1,200
Cumberland
South NA
1 400 July 4 Parade
& Potluck
250+ $1,225 $1,000
Heritage District 2 686 The Heritage
Arches
240-580 $1,500 $1,200
Lakewood
Village NA
6 1638 LVNA Events newsletter to
1638
residents
$1,500 $1,200
Murphy District 5 250 Summer Block
Party
Didn't
Provide
$1,500 $500
Ortega Park NA 3 2586 Neighborhood
Programs &
Social
100+ families $1,500 $1,200
Panama Park
NA
3 1050 Improve
Outreach
Didn't
Provide
$998 $800
San Miguel NA 5 750 National Night
Out
90+ $600 $500
SNAIL NA 5 1,600 National Night
Out
Didn't
Provide
$1,500 $1,200
SunnyArts NA 3 256 Community
Building,
Security &
Giving Back
Didn't
Provide
$1,500 $1,200
Valley Forge 1 48 Block Party 66 $900 $500
Wrightmont
Corners
1 110 Little Library Didn't
Provide
$717 $600
Total: $19,440 $14,000
Attached is a summary of the 2024 Community Event and Neighborhood Grant Program applicants, along with all completed grant applications. For privacy reasons, the applicant and project team personal information have been redacted.
The Subcommittee’s recommendations for grant distribution are based on the $36,000 allocated for CENGP within the FY 2024/25 General Fund financial plan in project 835490 - Community Events & Neighborhood Grants. For the 2024 CENGP cycle, there are no staff recommendations. The total grant distribution amount available is $36,000.
FISCAL IMPACT
Attachment 1
23-0723 Agenda Date: 12/8/2023
CENGP funding is included in project 835490 - Community Events & Neighborhood Grants with sufficient funding to cover the $36,000 for 2024 grants recommended for funding. Funding is planned annually across the General Fund 20-year financial plan.
PUBLIC CONTACT
Public contact was made through posting of the Subcommittee agenda on the City’s official notice bulletin board, on the City’s website, and the availability of the agenda and report in the Office of the City Clerk.
ALTERNATIVES
1. Recommend funding levels as outlined in Option #1 above.
2. Recommend funding levels as outlined in Option #2 above.
3. Take other action as determined by the Subcommittee.
RECOMMENDATION
There are no staff recommendations for the 2024 CENGP cycle.
Prepared by: Angela Chan, Youth and Family Resources Manager Reviewed by: Damon Sparacino, Superintendent of Recreation Services Reviewed by: Michelle Perera, Director of Library and Recreation Services Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Reserved for Report to Council
2. 2023 Neighborhood Grantee Summary
3. 2023 Community Event Grantee Summary
4. 2024 Neighborhood Grant Applications Packet
5. 2024 Community Events Grant Applications Packet
Attachment 1