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Reference Number
Evaluation of Finding
6LJQLILFDQW'HILFLHQF\RQ)LQDQFLDO5HSRUWLQJ
Condition
$VSDUWRIRXUVWDQGDUGDXGLWSURFHGXUHVZHIRXQGWKHIROORZLQ JFRQGLWLRQWKDWUHVXOWHGLQVLJQLILFDQWDXGLW DGMXVWPHQWVWRWKHILQDQFLDOVWDWHPHQWV:HH[DPLQHGWKHFXWRIIRIWKH&LW\¶VH[SHQGLWXUHVWRHQVXUHWKDWSD\PHQWV IRUJRRGVDQGVHUYLFHVZHUHUHFRUGHGLQWKHFRUUHFWDFFRXQWLQJ SHULRG,WZDVLGHQWLILHGWKDWDVSDUWRIWKLV H[DPLQDWLRQWKH&LW\GLGQRWDFFUXHDSD\PHQWLQWKHDPRXQWRI ZKLFKUHODWHGWRSD\PHQWVIRUVHUYLFHV UHFHLYHG E\ WKH &LW\ SULRU WR -XQH EXW GLVEXUVHG DIWHU WKH \HDUHQG LQ DFFRXQWV SD\DEOH DV RI -XQH
Criteria
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Cause of Condition
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Effect or Potential Effect of Condition
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Recommendation
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Client Response
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Other Information
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Evaluation of Finding
6LJQLILFDQW'HILFLHQF\RYHU,QYHQWRU\9DOXDWLRQ
Condition
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Criteria
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Cause of Condition
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Effect or Potential Effect of Condition
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Recommendation
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Client Response
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6 ACTION ITEM 9.B.
DATE: January 23, 2024
TO: Mayor and Members of the City Council
FROM: Mike Malone, City Manager
Shelee Loughmiller, Community and Volunteer Coordinator SUBJECT: ADOPT A RESOLUTION TO AWARD SPECIAL EVENT SPONSORSHIP PROGRAM GRANTS
RECOMMENDATION
Adopt a resolution awarding grants totaling $203,000 to local special event producers that met the requirements for the 2023-24 Special Event Sponsorship Program.
REASONS FOR RECOMMENDATION
Request that City Council review recommended grant awards.
BACKGROUND AND DISCUSSION
In March 2023 the City Manager directed staff to research and develop Best Practices for implementing a Special Event Sponsorship Program (SESP). The City of Vallejo’s SESP Grant process is modeled after Best Practices in cities nationwide. The cities studied were Fairfield, Walnut Creek, Atlanta, Chicago, and San Diego.
Timing:
The grant application window opened on August 17, 2023. Applications were due no later than Sept 28, 2023, at 12:00 pm. Applicants were able to request an appointment to address questions, 2 applicants took advantage of that resource.
Communication:
Organizations that pulled an event permit in 2021 or 2022 were notified of the grant opportunity. Event producers that attended the Mayor’s Event Permit CQI meeting (August 2022) were also notified of the grant opportunity.
The initial announcement was distributed to 49 individuals or organizations on 8/14/23 via email and mailed a hard copy of the application on 8/17/23. The Grant Application opportunity was also included in multiple issues of the City of Vallejo Weekly newsletter.
Results:
The City received a total of 19 SESP applications:
4 applications were submitted by organizations that have never received grants or sponsorships from the City of Vallejo.
11 applications were submitted by members from the BIPOC community. 2 applications were for multiple event dates.
Date: January 23, 2024
Subject: ADOPT A RESOLUTION TO AWARD SPECIAL EVENT SPONSORSHIP PROGRAM GRANTS
3 applications were for FY2024-25 event dates and will be considered for subsequent cycles. 1 application was disqualified for late submission.
8 applicants requested funding that exceeded the 50% threshold. They were included for consideration of a smaller award amount in alignment with the instructions.
FISCAL IMPACT
No additional fiscal impact; Budget authorized to charge account 003.-9001-641.21-11
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. SESP Resolution w Exhibit A CAO Stamp
2. Attch 1_2023-24 SESP Grant Program Overview
3. Attch 2_SESP Proposal Budget Detail
4. Attch 3_SESP Cycle 1 Proposal Summary
5. SESP Proposal_GVRD 2023-24
6. SESP Proposal_ FilAm Pista sa Nayon
7. SESP Proposal_Vallejo Parade Assoc
8. SESP Proposal_B&G
9. SESP Proposal_VCAT MH Holiday Festival Stage
10. SESP Proposal_Askari Sowonde Productions
11. SESP Proposal_Vallejo Symphony
12. SESP Proposal_Emmanuel Temple
13. SESP Proposal_TEAM HOPE/CHELU
14. SESP Proposal_Yo Ball Sports
15. SESP Proposal_Erik Reyes Foundation
16. SESP Proposal_Vallejo Center for the Arts
17. SESP Proposal_Obtanium Cup
18. SESP Proposal_ Vallejo 2nd Friday Artwalk
19. SESP Inspire Vallejo
20. SESP Proposal_SolanoAIDS Coalition
21. Attch 4_Grant Award Recommendation
22. Attch 5_Sample Grant Agreement
23. Attch 6_Insurance Requirements (Grant Agreement w SAM)
24. Attch 7_Grant Progress Report_fillable
25. Attch 8_Special Event Support Tiers
26. Attch 9_FY23-24 SESP Budget Breakdown
CONTACT
Mike Malone, City Manager (707) 6484576
[email protected]
RESOLUTION NO. 24- N.C.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO ALLOCATING
SPONSORSHIPS TO ORGANIZATIONS PRODUCING SPECIAL EVENTS
WHEREAS, the City of Vallejo implemented the first citywide Special Events Sponsorship Program process in 2023; and
WHEREAS, the Special Events Sponsorship Program adheres to best practices for awarding funds to projects and events that improve the quality of life, create a vibrant community, and increase economic development of Vallejo; and WHEREAS, the Special Event Sponsorship Program application and evaluation process took place from August 17 – November 28, 2023; and WHEREAS, in July 2023, the City Council adopted a budget for the Special Event Sponsorship Program for Fiscal Year 2023-2024; and
NOW, THEREFORE, BE IT RESOLVED that the Vallejo City Council accepts the results of the Special Event Sponsorship Program rankings and directs staff to award grants to the events identified in Exhibit A, attached hereto and incorporated herein by reference, totaling $203,000; and
BE IT FURTHER RESOLVED that award letters will be issued to the grantees on January 30, 2024.
Adopted by the City Council of the City of Vallejo at a regular meeting held on January 23, 2024 with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ROBERT H. MCCONNELL, MAYOR
ATTEST:
DAWN G. ABRAHAMSON
Funding Recommendation – Special Event Sponsorship Grant Program FY 2023-24 Organization Grant Award
Recommendation
Project Description
Vallejo Parade Association $10,000 169 th Annual 4th of July Parade TEAM Hope-Chelu $7,000 10 th Annual Downtown Vallejo Car Show and Hop GVRD $20,000 Rock the Block Program
Vallejo Center for the Arts $14,000 Summer Arts Youth Program Filipino Community of Solano County $25,000 Pista Sa Nayon Solano County Arts Council $30,000 2
nd Friday Art Walk Series
Eric Reyes Foundation $5,000 Dia Del Nino Childrens Day Solano AIDS Coalition $20,000 Vallejo Dios De Los Muertos Festival Miles Inspire Vallejo $22,000 Inspire Vallejo Design Challenge Askari Sowonde Productions $12,000 Vallejo Community Kwanzaa Vallejo Symphony $16,000 2024 4 Concert Series Program
Yoball $3,000 Afterschool Vallejo City Basketball Series Emmanuel Arms $3,000 Community Spring Fest
Vallejo Community Access Television $3,000 Mad Hatter Holiday Stage Obtanium Cup $3,000 Obtanium Cup Contraptor Rally
Boys & Girls Empowerment Group $10,000 General Program Sponsorship 2023-24 Special Event Sponsorship Grant Program Announcement
T h e C i t y o f V a l l e j o i s e x c i t e d t o a n n o u n c e t h e S p e c i a l E v e n t S ponsorship Grant Program (SESGP).
To be considered for sponsorship, event organizers must meet al l eligibility criteria and apply to the program.
SESGP Program Overview and Goals
The Special Events Sponsorship Grant Program (SESGP) offers financial assistance to support special events in the City of Vallejo. These events include festivals, parades, and community celebrations that may require the support services of the Police Department, Fire Department, and/or the Public Works Division on the day(s) of the event. SESP awards are made once a year through a competitive application and review process. The program aims to foster successful high-impact community events and programs that:
• Enhance economic development;
• Encourage community participation;
• Promote arts and cultural growth; and
• Provide a rich variety of festivities for residents and visitors.
The program is not intended to support events where the primary purpose is fundraising for a cause.
The SESGP awards are meant to partially offset the cost of city services by providing financial support for events. Award amounts may vary per event per year. Organizers could request up to 50% of the anticipated total event cost or 100% of the anticipated cost of city services, whichever is higher. Award amounts may be less than the amount requested.
Fiscal Year 2023-24: The grant application window opens the 3 rd Thursday of August, 8/17/2023.
The grant submission deadline is the 4th Thursday of September, 9/28/2023, at 12:00 p.m.
Late and/or incomplete submissions will not be accepted.
Administration
The Vallejo City Manager’s office manages the administrative process of the SESGP, as the department also manages the permitting process for high-impact special events in the City. To be considered for funding in this current cycle, FY 2023-24, Grant Applications must be submitted for review by Thursday, 9/28/23, 12:00 pm. All applicants will be notified of the status of their application no later than Wednesday, 10/25/23.
NOTE: For Fiscal Year 2024-25, the Grant Application period will open October 26, 2023, and all requests will be due on 12/20/23, 12:00 pm.
Moving forward, the amount of funds available for the program and for each applicable event will be presented for City Council consideration in June. While funding will not be approved until Council adoption, the City will calculate anticipated award amounts by early May, based on eligible applications received and the City's budget proposal at the time. All anticipated award amounts are not guaranteed and are subject to adjustments based on Council adoption. The final allocation of sponsorship funds will be determined and announced following the City’s current Fiscal Year budget adoption in June.
For detailed information regarding the program, including eligibility, fund use restrictions, evaluation criteria, application instructions and checklist, contact Shelee Loughmiller, Community & Volunteer Coordinator, [email protected] or call 707-648-8616 to schedule an appointment.
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Organization Name Organization Mission-Event Description Estimated Attendance
Estimated
Budget Total
Sponsor
Commitments
Team HOPE/Chelu
Chelu CC Car Show helps promote community engagement to support and enhance the goal of providing support to the economically challenged in the community and improving social and interpersonal relationships
.
1,500-3,000 $18,990 $2,000
confirmed
Multiple
Sponsors
Yo Ball
EIN
33-1090164
Yo Ball Sports programs bring together children and families to teach basic skills to young people in a friendly competive sports league.
100 $3,000 Multiple
sponsors
anticipated
Eric Reyes
Foundation
EIN
81-3958866
Dia Del Nino or Childrens Day event honoring children and childhood. This event ensures that at risk children have access to the resources to thrive in alignment with the Eric Reyes Foundation.
Established to engage at-risk youth through
community involvement and educational empowerment.
200-250 $5,000 Multiple
sponsors
anticipated
Vallejo Center for the
Arts
EIN
94-3153874
Multi-date arts program that engages parents, teachers and students in traditional arts and crafts that can help preserve cultural traditions within the community. The mission of the VCA is to facilitate and advocate participation in the arts, including the promotion of the rich history of the arts in Vallejo and surrounding communities, the development of educational programs, support for Vallejo arts organizations, and the celebration of our cultural diversity through the arts.
450 $13,750 Mulitple
corporate,
foundation and
individual
anticipated
Solano AIDS Coalition
EIN
36-4639664
Dios de los Muertos Hispanic Cultural event to inform and educate the community. The mission of the Solano AIDS Coalition is to provide services; education, information and assistance to those in our community affected by the HIV virus.to build community support and awareness in the fight against HIV.
1,500 $20,000 Multiple
corporate
donors
anticipated
Vallejo Parade
Association
EIN
94-0949756
To ensure that the Vallejo community continues to enjoy the longest running parade in Northern California, 2024 will be the 169th year of the parade. A family friendly celebration that brings out 1,000’s of local residents and visitors.
6,000 $10,000 Multiple
revenue
streams to
support the
event
Obtainium Works
Begun in 2012 as a way to bring art to the Vallejo area. This free event, focused on pedal powered art vehicles, the vehicles have supported other community events/parades.
700 $3,000 Multiple
revenue
streams to
support the
event
Solano County Arts
Council
EIN
94-2820160
Supporting the Monthly Vallejo Art Walk showcasing local artists in a variety of venues throughout Vallejo. The mission of the SCAC is to support artistic and cultural activities that serve traditionally underserved communities.
300-1,000 $30,869
Solano County
Arts Council
confirmed
GVRD
EIN
94-6004013
Rock the Mic Teen Empowerment Summit will provide a safe space for young people to express their creativity, network, learn new things from workshops on college expo, money management, etc. 300-600 $20,000 Multiple
revenue
streams to
support the
event
Filipino Community
of Solano County
EIN
94-1670796
Vallejo Pista Sa Nayon has been Northern California’s premier Filipino-American Festival for nearly 4 decades. The festival is commiteed to promoting cultural diversity and inclusing, fostering community spirit and celebrating the rich cultural heritage thru live performance, food, martial arts, exhibits and cultural showcases. 8000 $25,000 Multiple
corporate
sponsors and
revenue
streams to
support the
event
Boys & Girls
Empowerment
EIN
86-2375111
Boys and Girls Easter Egg Hunt designed to serve the BIPOC community in our area by creating a positive and engaging experience for families and children
200 $1,000 None stated
Vallejo Community
Access Television
EIN
41-2163669
To host the Queen’s Court stage at the Mad Hatter Holiday Festival and Parade.
N/A $3,000 None stated
Askari Sowonde
Productions
To celebrate Kwanzaa and showcase and educate the community about culture through the art of dance, song, music, and poetry.
The support of this event helps to build stronger bonds with the city and community.
350 $20,000 Anticipated
corporate
sponsor and ad
revenue
Vallejo Symphony
EIN
94-6104279
To support the musical productions by the Vallejo Symphony that celebrates 90 years in the community.
300 $50,000 Anticipated
grant awards,
donations and
ticket sales
revenue
Emmanuel Apostolic
Foundation
EIN
26-4142890
To offer a Spring Break Parking Lot Play serving youth within the South Vallejo community with no-cost activities, free lunch and health and wellness resources.
100 $2,750 Confirmed
foundation
support
Waterfront Weekend
EIN
84-1790066
To support the Oct 2024 event that raises funds for local non-profit organizations and engages community in a family friendly, safe environment.
9000 $40,000 SIGNATURE
EVENT
Watch Me Grow, Inc.
EIN
83-1372623
PROPOSAL HELD FOR FUTURE REFERENCE
1,500 $32,450 Ineligible, late
application
Miles, McNeal, &
Powell
Inspire Vallejo is a new event concept to provide high school juniors and seniors with an opportunity to participate in a design& tech challenge, art showcase/community celebration. The goal of the project is to help prepare students for their future professional lives and provide them with valuable skills.
300-350 $22,200 Confirmed
corporate and
foundation
support
Special Events Sponsorship Grant Program Application
for Festivals, Parades, and Community Celebrations
Section 1: Event and Contact Information
Event Name: Vallejo Pista Sa Nayon
Event Date(s): June 2024
Event Location: Mare Island Coal Sheds
Event Organization: Filipino Community of Solano County, Philippine Cultural Community Type: X 501(c)3 ☐ 501(c)6
Anticipated Attendance: 8,000+
Award Amount Requested: $25,000
Address: PO Box 5802, Vallejo, CA 94591
Applicant Name: Filipino Community of Solano County Attn: Jennie Mojica, VPSN Chair Phone Number: 707-315-4222
Email: [email protected], [email protected] Section 2: Event Narrative and Significance (50% of scoring weight)
2.1 In the space provided below, briefly describe the event’s nature, structure and vision and how well the event relates to your organization’s mission, purpose and goals. The description should be brief and succinct. Do not attach additional sheets.
Vallejo Pista Sa Nayon has been Northern California’s premier Filipino-American festival for nearly four decades. The yearly event invites the diverse communities of Vallejo, Solano County and the greater Bay Area to celebrate and immerse themselves in the vibrant culture of the Filipino-American community, highlighting its intertwined history with Vallejo and the former Mare Island Naval Shipyard. Pista Sa Nayon is committed to promoting cultural diversity and inclusion, fostering community spirit and celebrating the rich cultural heritage of both the Philippines and our home of Vallejo through Filipino cuisine, live performances by local artists, martial arts competition, exhibits and cultural showcases.