City of Sunnyvale
Agenda Item
24-1186 Agenda Date: 12/6/2024
REPORT TO SUBCOMMITTEE
SUBJECT
Review of Calendar Year 2024 Grants and Consideration of 2025 Community Events and Neighborhood Grant Program Applications
BACKGROUND
For FY 2024/25, City Council allocated $48,000 to support community and neighborhood events through the 2025 Community Events and Neighborhood Grant Program (CENGP). Community Events receive $24,000 and Neighborhood Grants receive $24,000.
The Community Event and Neighborhood Grant Distribution Council 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 July 8, 2024, Subcommittee meeting, the following recommendations were presented and approved:
1) Approve 2024 Community Events and Neighborhood Grant Applications and Process 2) Adopt Revised Funding Strategies for Neighborhood Grant Program The Subcommittee met to review and approve the grant application materials for Calendar Year 2025. The application period was open between September 9 and October 18, 2024. Outreach included contacting grantees and applicants from the last three years, local non-profits, neighborhood associations, and community partners. Multiple City communication channels also shared CENGP application information, including 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 2025 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 on January 28, 2025.
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 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
Attachment 1
24-1186 Agenda Date: 12/6/2024
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
2024 Grant Cycle Update
The 2024 grant cycle was from January 1 to December 31, 2024. The table below highlights the organizations that received funding and their requested reimbursement.
Neighborhood Association Grant Award Reimbursement
Bidweller’s Resident Association $500 $417.71
Charles Street Gardens $1,200 Pending
Cherry Chase $1,200 $328.34 + Future
Requests
Cherryhill $1,200 Pending
Cumberland South $1,000 $1,000
Heritage District $1,200 Pending
Lakewood Village Neighborhood Association $1,200 Pending Murphy District $500 $500
Ortega Park $1,200 $1,200
Panama Park $800 Pending
San Miguel $500 Pending
SunnyArts $1,200 $1,200
Sunnyvale Neighborhood of Arbor Including
La Linda (SNAIL)
$1,200 $1,200
Valley Forge Neighborhood Group $500 $466.37
Wrightmont Corners $600 Pending
Neighborhood Grants Total $14,000 $6,312.42
Community Event Grant Award Reimbursement
Spring Concert 2024 $702 Did not accept grant
International Festival $1,260 $1,260
Multicultural Night $750 $750
Diwali 2024 $7,500 Pending
Holi 2024 $2,413 Did not host event
Jazz & Beyond $2,625 $2,625
Holiday Tree Lighting $2,625 $2,625
Dining & Dancing $1,500 $1,500
Summer Series $2,625 $2,625
Community Events Total $22,000 $11,385
Attachment 1
24-1186 Agenda Date: 12/6/2024
Community Event Grant Award Reimbursement
Spring Concert 2024 $702 Did not accept grant
International Festival $1,260 $1,260
Multicultural Night $750 $750
Diwali 2024 $7,500 Pending
Holi 2024 $2,413 Did not host event
Jazz & Beyond $2,625 $2,625
Holiday Tree Lighting $2,625 $2,625
Dining & Dancing $1,500 $1,500
Summer Series $2,625 $2,625
Community Events Total $22,000 $11,385
Grant Award Reimbursed Pending
Neighborhood
Grants
$14,000 $6,312.42 $7,571.66
Community Events $22,000 $ 11,385.00 $ 7,500.00
CENGP TOTAL $36,000 $ 17,697.42 $ 15,071.66
Organizations have until December 31, 2024, to submit reimbursement requests. Any unspent funds will remain in the Community Events and Neighborhood Grants project fund. 2025 Grant Application Summary
For the 2025 grant cycle, we received 12 applications for neighborhood grants and 15 applications for community events.
Three applications (2 for community events and 1 for neighborhood grants) were submitted after the application deadline.
Neighborhood Association (NA) Project Funding Request
Bidwell’s Resident NA Community Unity $2,000.00
Cherry Chase NA Outreach & Engagement $2,000.00
Cherryhill NA Blueprint for Seniors $2,000.00
Cumberland South NA 17th Annual 4th of July
Parade & Potluck
$1,225.00
Heron Ave. Neighbors Block Party $1,000.00
Lakewood Village NA LVNA Events $2,000.00
Ortega Park NA Neighborhood Programs &
Socials
$2,000.00
Panama Park NA Improve Outreach $1,000.00
SNAIL NA National Night Out $2,000.00
SunnyArts NA Community Building &
Safety
$1,500.00
Valley Forge Block Party $1,000.00
TOTAL REQUESTED $17,725.00
Missed Submission Deadline
Charles Street Garden CSG Perimeter Tree
Trimming
$1,250.00
Attachment 1
24-1186 Agenda Date: 12/6/2024
Neighborhood Association (NA) Project Funding Request
Bidwell’s Resident NA Community Unity $2,000.00
Cherry Chase NA Outreach & Engagement $2,000.00
Cherryhill NA Blueprint for Seniors $2,000.00
Cumberland South NA 17th Annual 4th of July
Parade & Potluck
$1,225.00
Heron Ave. Neighbors Block Party $1,000.00
Lakewood Village NA LVNA Events $2,000.00
Ortega Park NA Neighborhood Programs &
Socials
$2,000.00
Panama Park NA Improve Outreach $1,000.00
SNAIL NA National Night Out $2,000.00
SunnyArts NA Community Building &
Safety
$1,500.00
Valley Forge Block Party $1,000.00
TOTAL REQUESTED $17,725.00
Missed Submission Deadline
Charles Street Garden CSG Perimeter Tree
Trimming
$1,250.00
Community Organization Event Funding Request
Duo Duo Project International Pet
Appreciation
$2,800
San Miguel PTA Multicultural Night $1,500
South Asian Cultural Association of
Sunnyvale (SACAS)
Diwali 2025 $12,000
South Asian Cultural Association of
Sunnyvale (SACAS)
Holi 2025 $5,000
Sunny Sagarmatha Society Nepalese New Year $42,000
Sunnyvale Chamber of Commerce Art & Wine $20,000
Sunnyvale Chamber of Commerce Pet Parade $4,000
Sunnyvale Downtown Association (SDA) Jazz & Beyond $10,000 Sunnyvale Downtown Association (SDA) Holiday Tree Lighting $5,000 Sunnyvale Downtown Association (SDA) Summer Series $10,000 Sunnyvale Heritage Park Museum Fall Festival $2,400
Sunnyvale Swim Club Community Welcome
Home Party
$4,000
US China Chamber of Commerce Silicon
Valley
Lunar New Year $8,000
TOTAL REQUESTED $118,700
Missed Submission Deadline
Ellis PTA International Festival $1,680.00
Murphy District NA Community Block
Parties
$3,000.00
Funding Requested Recommended Funding
Neighborhood Grants $17,725.00 $16,725.00
Community Events $118,700.00 $31,275.00
TOTAL CENGP FUNDING
REQUESTED
$136,425.00 $48,000.00
Attachment 1
24-1186 Agenda Date: 12/6/2024
Due to the high volume of applications and limited available funding, staff recommends not funding applications that were submitted after the deadline or that did not meet the minimum requirement of 500 attendees for the Community Events Program. As a result, 7 applications (6 for community events and 1 for neighborhood grants) are excluded from consideration.
Additionally, we received an application from a new neighborhood association, Heron Avenue Neighbors, which is located within the boundaries of an existing, active neighborhood association.
Staff advised the group to consult with the existing association and obtain written permission to form a new association, as required by neighborhood association guidelines. This conversation has not yet occurred. Staff recommends withholding funding for this new association until they have engaged with the established group and reached a mutual agreement. This brings the total number of applications not recommended for funding to 8 (6 for community events and 2 for neighborhood grants).
For the Neighborhood Grant Program, staff recommends funding 10 applications, provided each request aligns with the funding limits established under the new two-tier system. Neighborhood associations with fewer than 250 households are eligible for a maximum of $1,000, while those with 250 or more households may apply for up to $2,000.
No. Neighborhood
Association (NA)
Event Recommended Funding
1 Bidwell’s Resident NA Community Unity $2,000.00
2 Cherry Chase NA Outreach & Community Engagement $2,000.00 3 Cherryhill NA Blueprint for Seniors $2,000.00
4 Cumberland South NA 17th Annual 4th of July Parade and Potluck
$1,225.00
5 Lakewood Village NA LVNA Events $2,000.00
6 Ortega Park NA Neighborhood Programs & Social $2,000.00 7 Panama Park NA Improve Outreach $1,000.00
8 SNAIL NA National Night Out $2,000.00
9 SunnyArts NA Community Building & Safety $1,500.00
10 Valley Forge Block Party $1,000.00
Total Funding $16,725.00
The Neighborhood Grant Program has an allocation of $24,000, with a staff funding recommendation totaling $16,725. This leaves a balance of $7,275, which can be reallocated to the Community Events Program.
For the Community Events Program, staff recommends funding six applications, including three for new events. Most applications are recommended for 60% of the requested amount, with one exception: the Sunny Sagarmatha Society’s application for the Nepalese New Year event. The
Attachment 1
24-1186 Agenda Date: 12/6/2024
Society requested $42,000, which exceeds the program’s guideline that funding requests should not exceed 40% of the total event budget. Due to inconsistencies in the application, staff’s funding recommendation is based on available funds rather than the full request.
Additionally, the Sunnyvale Downtown Association initially submitted three applications but later withdrew them. Funds to support the programming of the Sunnyvale Downtown Association will be part of a project budget that supports economic development activities in Downtown in the upcoming proposed budget.
No. Organization Event Request in
Application
Recommended
Funding
% of
Request
1 South Asian Cultural
Association of
Sunnyvale (SACAS)
Diwali 2025 $12,000 $7,635 60%
2 South Asian Cultural
Association of
Sunnyvale (SACAS)
Holi 2025 $5,000 $3,000 60%
3 Sunny Sagarmatha
Society
Nepalese New
Year
$42,000 $5,235 32%
(based on
40% of
original
budget)
4 Sunnyvale Chamber
of Commerce
Art & Wine $20,000 $12,000 60%
5 Sunnyvale Heritage
Park Museum
Fall Festival $2,400 $1,440 60%
6 Sunnyvale Swim Club Community
Welcome
Home Party
$4,000 $2,400 60%
Total Funding$31,275
The Community Events Program’s funding recommendations totals $31,275, which includes an allocation of $24,000 and $7,275 from the Neighborhood Grants Program.
Attached is a summary of the 2024 Community Event and Neighborhood Grant Program grantees, and all 2025 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 $48,000 allocated for CENGP within the FY 2025/26 General Fund financial plan in project 835490 - Community Events & Neighborhood Grants. For the 2025 CENGP cycle, staff recommendations are summarized above. The total grant distribution amount available is $48,000.
Attachment 1
24-1186 Agenda Date: 12/6/2024
FISCAL IMPACT
Sufficient budget is available in Project 835490 - Community Events & Neighborhood Grants to cover the $48,000 for 2025 grants recommended for funding. Funding for CENGP is included 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 outlined in the 2025 Recommended Funding Summary tables be submitted to Council for final approval.
2. Take other action as determined by the Subcommittee.
RECOMMENDATION
Alternative 1: Recommend funding levels outlined in the 2025 Recommended Funding Summary tables be submitted to Council for final approval.
Staff recommends approving grant applications with the funding amounts outlined in the 2025 Recommended Funding Summary tables. The total grant distribution amount would be $48,000.
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html A check in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___
Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___
Competitively bid contract
___ Labor or personal employment contract
___ General policy and legislative actions
Prepared by: Angela Chan, Youth and Family Resources Manager Reviewed by: Laura Jammal, Management Analyst
Attachment 1
24-1186 Agenda Date: 12/6/2024
Reviewed by: Michelle Perera, Director of Library and Recreation Services Reviewed by: Dennis Jaw, Interim Director of Finance
Reviewed by: Sarah Johnson-Rios, Assistant City Manager Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Reserved for Report to Council
2. 2024 Community Event and Neighborhood Grantee Summary
3. 2025 Neighborhood Grant Applications Packet
4. 2025 Community Events Grant Applications Packet
Attachment 1