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HomeMy WebLinkAbout14 - Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21Q �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report November 24, 2020 Agenda Item No. 14 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Carol Jacobs, Assistant City Manager - 949-644-3313, cjacobs@newportbeachca.gov PREPARED BY: Jonathon Harmon, Recreation Manager jharmon@newportbeachca.gov Melanie Franceschini, Administrative Analyst mfranceschini@newportbeachca.gov PHONE: 949-644-3156 1949-644-3028 TITLE: Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21 ABSTRACT: Staff is submitting an update to FY 2020-21 Community Programs Grants and Special Events Grants recommendations for the City Council's review. The community programs and special event grants were approved by City Council on June 23, 2020. Due to the COVID-19 pandemic and uncertainty surrounding future events and community programs, staff are providing an update of which events and community programs have taken place and have been given grant funds thus far. As requested by the Mayor and City Council, the Newport to Ensenada Yacht Race (NOSA) and Orange County Coastkeeper organizations are providing more information on their event/program to support a request of grant funds. RECOMMENDATION: 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) Award $10,000 in grant funds to NOSA and $6,000 in grant funds to OC Coastkeeper based on the additional information these applicants have provided; and c) If approved for grant funds, authorize staff to execute a six-month agreement with OC Coastkeeper and a one-year Signature Event Grant Agreement with NOSA. 14-1 Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21 November 24, 2020 Page 2 FUNDING REQUIREMENTS: The FY 2020-21 approved budget included $60,000 for the Community Programs Grants, which were expensed to the City Council's City Grants budget, Account 01005005- 821006. The Community Programs Grants monies were fully expensed in the amount of $54,000, as approved by City Council. Currently, the remaining $6,000 is not allocated to any community program (Attachment A). If approved, OC Coastkeeper would be funded with the remaining $6,000. The FY 2020-21 approved budget also included $300,000 for the Special Event Grants, allocated as $45,000 in the City Council's Special Events Support budget, Account 01005005-821016 and as $255,000 in the City Manager's Office's Signature Events budget, Account 01020202-821017. The Community and Charitable Events category has $20,200 remaining of the allocated $39,800. The Signature Events money has been fully expensed in the amount of $255,000 (Attachment B). If a grant allocation to NOSA is approved, funding would come from the remaining amount remaining in the Community and Charitable Events category. DISCUSSION: Community Programs Grants On June 23,2020, the City Council approved and awarded Community Programs Grants monies to 10 applicants, allocating $54,000 out of $60,000 allocated for the Community Programs Grants in FY 2020-21. In addition, the Council also approved Community Room fee waivers for the San Diego Blood Bank and Speak Up Newport. At the meeting, given that $6,000 of the Community Programs Grants monies remained unallocated, the City Council expressed interest in receiving additional program information from Orange County Coastkeeper, an applicant whose beach clean-up program was not originally recommended due to duplicate efforts already occurring in the City by staff and other local organizations. Staff reached out to OC Coastkeeper, who proposed an alternate program for the City to consider supporting the creation of a docent program located near the Santa Ana River and Lifeguard Tower #74. With this program, OC Coastkeeper will train docents on how to share information to interested beach visitors about the nearby sensitive dune habitat, the local rules that help protect that habitat and vulnerable species that depend on it. The docents would be trained volunteers from the community and local colleges. A staff committee comprised of Assistant City Manager Carol Jacobs, Library Services Director Tim Hetherton, Recreation Supervisors Susie DiGiovanna and Cody Huson, and Homeless Coordinator Natalie Basmaciyan reconvened to review and evaluate OC Coastkeeper's proposal. The committee recommends awarding $6,000 to OC Coastkeeper. 14-2 Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21 November 24, 2020 Page 3 The entirety of the $54,000 originally allocated by the City Council has been successfully expensed to all 10 applicants. As for the Community Room fee waivers, the San Diego Blood Bank has used the Community Room for one day and booked a second day use, out of the allocated three day value; meanwhile, Speak Up Newport has been unable to use the Community Room for any of their ten requested forums due to the COVID-19 limits on social gatherings. Speak Up Newport is hopeful that some social gatherings may be allowed in early 2021, giving them the opportunity to have an in-person event in the Community Room before the end of FY 2020-21. Special Events Grants On June 23, 2020, the City Council approved and awarded grants for 13 Community and Charitable events. Due to state and local safety guidelines, six of these events did not take place. The Lobsterfest is the only event in this category that has taken place this fiscal year. Their event was held on private property, thus did not need a special event permit or waiver of City fees. Six events still have a date pending this fiscal year and may request fee waivers if their event is approved to take place under state and local guidelines. In the Signature Events category, Komen Walk has taken place under modifications. Additionally, three events are planning to take place under modifications to adhere to state and local safety guidelines. Three events in this category have a date pending in this fiscal year. The Newport to Ensenada Yacht Race did not receive an allocation for FY 2020-21. Their FY 2019-20 event was cancelled after they received the $10,000 grant. Staff allocated last year's payment to this upcoming fiscal year's event. NOSA has provided more information and is requesting funding in the amount of $15,000 for the 2020-21 Fiscal Year (Attachment C). Staff is recommending a $10,000 grant be awarded, consistent with the funding allocation provided to NOSA for the past several years, from the remaining Community and Charitable events funding source for FY 2020-21. =1ki1V1-Tel kiIMI=1ki11CTE AVAIA►ITS 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). 14-3 Community Programs Grants and Special Events Grants Updates for Fiscal Year 2020-21 November 24, 2020 Page 4 ATTACHMENTS: Attachment A — FY 2020-21 Community Programs Grants November Update Attachment B — FY 2020-21 Special Events Grants November Update Attachment C — Letter from NOSA Requesting FY 2020-21 Grant Funds 14-4 ATTACHMENT A FY 2020-21 COMMUNITY PROGRAMS GRANTS Newport Beach City Council - November 24, 2020 t Grant Applicant Contact HQ City Client Base Total # of Clients Unallocated Funds Intended Use of Grant Beach Residents Amount Expensed Served Allocated in FY21 Recommended Remaining $6,000 Advocates for Grandparent - Susan Hoffman Newport Grandparents 450-525 Ongoing Support Groups, 55 % $3,000 $3,000 N/A $0 Grandchild Connection Beach Education, Counseling Balboa Island Museum and Historical Newport Residents and Preserving the history and culture Society Shirley Pepys Beach visitors to NB 35,000 of Newport Beach and Balboa 75% $10,000 $10,000 N/A $0 Island Newport Bay Conservancy Larissa Macias Newport Newport Beach 1,150 Webcam livestream program for g0 % $1,000 $1,000 N/A $0 Beach Community Back Bay Osprey Newport Residents and an Continue the oral history interviewo Newport Beach Historical Society Bernie Svalstad 1,500 project highlighting history from 95% $5,000 $5,000 N/A $0 Beach visitors to the prespective of aging citizens Newport Beach Sister City Connie Skibba Newport Newport Beach 300-500 Cultural programs and 100% $2,000 $2,000 N/A $0 Association Beach Community educational enhancement Newport Swim lessons and water safety Newport -Mesa Family YMCA Joe Jimenez Residents of NB 125 for men/women, children and o 100 / $3,000 $3,000 N/A $0 Beach infants Our Lady Queen of Angels Church - Patrick Lauder Newport Homeless and low 1,225 Financial help for the homeless 25/ $12,500 $12,500 N/A $0 Helping Hands Beach income and low income individuals Costa Employment coaching, training, Second Chance OC Deb Johnson Homeless 5 mentoring and case management 100% $5,000 $5,000 N/A $0 Mesa for homeless individuals Someone Cares Soup Kitchen Shannon Costa Homeless and low 1,200 Soup kitchen for homeless and 9/ $7,500 $7,500 N/A $0 Santos Mesa income low income Employment skills training, 40 Newport -based youth Youth Employment Services (YES) Wendy Weeks Costa Youth ages 16-24 40 personal finance, money and 39 Newport -based $5,000 $5,000 N/A $0 Mesa management education, job employers (7%) counseling and job referrals Creation of a docent program to Orange County Coastkeeper Raymond Costa Orange County 1,000 educate visitors on local sensitive 100% $0 N/A $6,000 N/A Hiemstra Mesa habitats near the Santa Ana Rive mouth and Lifeguard Tower #74 Total $54000 $54,000 $6,000 $6,000 # or % of Newport Recommended Amount Amount Grant Applicant Contact HQ City Client Base Total # of Clients Intended Use of Grant Beach Residents in FY 2020-21 Amount Expensed Recommended Remaining Served 3 days use of the San Diego Blood Bank dba Southern Cherryl Castro- 462 Newport Requesting Fee waiver for 1 Day Used California Blood Bank Lector San Diego Southern Calfomia Beach Donors community room for blood drive, 100% Community Room ($1,113.50 Value) N/A 2 Days Use which benefits Hoag Hospital Newport Newport Beach Requesting use of the community Fee waiver for Speak Up Newport Edward Selich 1,500 room for 10 forums regarding 90% 0 Forums N/A 10 Forums Beach Community Community Room civic issues 14-5 ATTACHMENT B # Event Type ]I Event IF WEEK . REMAINING/ New Event FUND SOURCE BUDGET FY21 ALLOCATED UNUSED Community & Charitable Events - Serve or benefit locally based organizations and causes City Council - Community and Charitable $45,000 $39,800 $20,200 and/or provide recreational, cultural, social benefits to residents. Event Community & Charitable Event Gourmet by the Bay, Back Bay Bash 2020 Newport Bay Conservancy Signature Events - Large-scale events, based in Newport Beach, that promote Newport Beach City Manager's Office/Economic $255,000 $255,000 $0 regionally, attract visitors, and provide measurable, economic benefits to the City. Development -Signature Event Corona del Mar Chamber of Commerce 9/12/2020 NO $12,750 $300,000 $294,800 $20,200 # Event Type ]I Event IF WEEK . EVENTTOOK -. Support Remaining C2 Community & Charitable Event Fourth of July Parade & Picnic Balboa Peninsula Point Association 7/4/2020 NO $0 $0 C1 Community & Charitable Event Gourmet by the Bay, Back Bay Bash 2020 Newport Bay Conservancy 8/1/2020 NO $1,000 $1,000 C3 Community & Charitable Event Annual Corona del Mar Scenic 5K Corona del Mar Chamber of Commerce 9/12/2020 NO $12,750 $12,750 C4 Community & Charitable Event Lobsterfest at Newport Beach Lobsterfest at Newport Beach 9/20/2020 YES $2,000 $2,000 C5 Community & Charitable Event Balboa Island Carnival & Taste of Balboa Balboa Island Improvement Association 9/26/2020 NO $2,700 $2,700 C6 Community & Charitable Event Corona del Mar Sand Castle Contest Newport Beach Chamber of Commerce 10/4/2020 NO $650 $650 C7 Community & Charitable Event Annual Corona del Mar Christmas Walk Corona del Mar Chamber of Commerce 12/1/2020 Date Pending $5,000 $0 C8 Community & Charitable Event Balboa Island Tree Lighting and Snow Day Balboa Island Improvement Association 12/5/2020 NO $1,100 $1,100 C9 Community & Charitable Event Newport Beach Garden Tour Sherman Library and Gardens 5/8/2021 Date Pending $500 $0 C12 Community & Charitable Event Field of Honor Exchange Club of Newport Harbor 5/15/21 - 5/31/21 Date Pending $2,800 $0 C13 Community & Charitable Event Annual Newport Classic Surf Contest Newport Harbor Surf Team 5/21/21 - 5/22/21 Date Pending $1,500 $0 C10 Community & Charitable Event Balboa Island Parade Balboa Island Improvement Association 6/5/2021 Date Pending $9,300 $0 C11 Community & Charitable Event Wooden Boat Festival Balboa Yacht Club 6/12/2021 Date Pending $500 $0 Community & Charitable Events Total $39,800 $20,200 S2 Signature Event Komen Orange County MORE THAN PINK Walk Susan G. Komen Orange County 9/20/2020 YES $10,000 $0 Signature Event Newport Beach Christmas Boat Parade Newport Beach Chamber of Commerce 12/16- 12/20/2020 YES $50,000 $0 Signature Event Newport Beach Restaurant Week Winter Event Newport Beach Restaurant Association 1/4/2021 YES $9,000 $0 Signature Event Hoag Classic Hoag Charity Sports, Inc. 3/1-3/7/21 Date Pending $15,000 $0 S5 Signature Event Newport -Mesa Spirit Run Newport -Mesa Spirit Run 3/14/2021 Date Pending $21,000 $0 S8 Signature Event Newport to Ensenada Yacht Race Newport Ocean Sailing Association 4/23 - 4/25/21 Date Pending $0 $0 S9 Signature Event Newport Beach Film Festival Newport Beach Film Festival 8/2020 and 4/2021 YES $150,000 $0 Signature Events Total $255,000 $0 14-6 ATTACHMENT C Newport Ocean Sailing Association November 4, 2020 Mr. Jonathon Harmon, MPA Recreation Manager Recreation & Senior Services Department City of Newport Beach Dear Mr. Harmon, As you know, the 2020 Newport to Ensenada Race was cancelled due to COVID-19. This was the first time in the 73 -year history of the event that a start had to be called off. The Race has been a spring tradition, kicking off the sailing season in Newport Harbor, and a long time Signature Event for the City. The City Council has historically approved grants to NOSA to help offset the expenses of running the Race. During the June City Council meeting we learned the Race for 2021 was not recommended for grant support, indicating the funds received for the cancelled 2020 event should be carried over to the 2021 event. Though we appreciate the logic this does not reflect reality. We were less than 60 -days from the start of the 2020 event, which requires a full year of planning, promotion, and coordination, when it was cancelled. This was also a year where we produced a new Website, which features the city of Newport Beach as the event's key supporter and increased pre -race publicity and social media efforts well in advance of the event. Even with the grant from the City, NOSA suffered considerable losses due to refunds to competitors for the cancelled event, fixed overhead, dated apparel, and marketing material costs which cannot be recouped. This in addition to lost sponsor revenue. The net result, a projected 2020 end -of -year deficit of $18,164. To go into the 2021 event without the support of the City's Signature Event grant will place a serious burden on the organization. We would appreciate the City Council's further consideration to award NOSA the requested $15,000 grant for this Signature Event. This will help to help maintain the quality of the event in the best interest of the city as outlined in the addendums to this letter. NOSA is committed to the return of this historic event in 2021, along with continuous promotion of Newport Beach, and its sailing community and heritage. The 2021 Race has been announced and has been met with enthusiasm from competitors and the community alike. Thank you, Bill Gibb Commodore Newport Ocean Sailing Association 14-7 16 A5413T RRCEINFO PAST RACES SPONSORS MEDIA Sr9PE 87 STipporl nor Sponsors! 0&0 1, SIM 4 Heineken NOVAMAR 6,ahiaCnrinthianYac1ht Club The Mary Conlin Company, Inc Balboa Yacht Club Lido Isle Yacht Club Storm Trysai@ CI u 6 Hotel Lucerna Latest News The 2D21 Race is On! PR0TURr5M0 of Ensenada To B=I FS Newport Harbor Yacht Club Long Beach Yacht Club S1v haandalay and windjammer Crvrses Hotel Coral and Marina Notice Board aRIDOE SPONSORS FLAG SPONSORS R►40 SUPPORTING SPONSORS Ruby's Diner Sempra International Dana PoInLYacht Club Del Rey Yacht Club CDM BuiWers Hyatt Regency Newport Beach NOSA ALumni Doug Campbell Awarded Joseph R. Munro Memorial Trophy for Service A Despite ongoing uncertainties on the path to nomtal%ilowlntg COVIO 1'+ restrictions, the t'%L"Wport Ocean Salting Ass0xiauan nasanrpDwcCd one ilk Nevowr Saking Associationrhe 2020-2M hoarc certainty - the 73rd Newport to Enser ma Irnernatlonai Yacht Race WL. at iM an—i—.1tiru3 yesirrclay and honored 3ono-time hoani rmmhRr. start off the Balboa Pier .April 23, 2021. committee rhair and 30 -year vodfn— r3rxrrT Camphell fm his servile to 1 he arganixation Notice of Race documents posted 10/27/20 Registration for the 2021 Newport to Ensenada Rate open 10127120 Credits given for the cancetted 2020 race can he applied to 2421 race fees Newpurim Ensenada Yash! Rase ItlaMs, tlN M'" Newpoh W snannp Iho x[ 1hat'Irs3 Go Nr 2071 WpS: Ttdfrrl367oCPU AhDW..hm Walker if x, *1 4a Mu6L. 14-8 IYC Newport Ocean Sailing Association Newport Ocean Sailing Association 2021 Newport to Ensenada Race Economic Impact to the City of Newport Beach Submitted May 18, 2020 The Newport to Ensenada Race is an annual Newport Beach event that that kicks off the spring/summer sailing and boating season. NOSA, as an organization, runs the event, promotes awareness for the sport, and advocates safety, and seamanship. People within the City of Newport Beach, Orange County, Southern California and beyond anticipate this annual event, with activity in and around Newport Harbor swelling during the week long run up to the start. People travel to Newport Beach from all over the World to be a part of the race, either as crew, boat owner or spectator. The Newport to Ensenada Race brings visitors and new residents to the area all year round, making it difficult to quantify the actual economic impact and city revenue generated, but the more inclusion and support from the city directly benefits the event, and will foster greater participation and increased tourism. The following are points of economic interest to the City of Newport Beach: • Approximately 60% of the race entries come from outside of Orange County. • The Newport to Ensenada Race currently draws 200 boats per year, each with an average crew of eight sailors. This translates to a minimum of 1,600 people with 960 of them coming from out of the area. • Average stay for out -of -area crew is two nights at a daily spend rate (hotel, food, entertainment) of $178 x 960 = $170,880 • Visiting boats stay on average three nights in Newport Harbor prior to the start of the race. 120 boat x $60 per night x 3 nights = $21,600 • It is estimated an additional 4,000 — 6,000 people visit Newport Beach during race week and partake in dining (breakfast/lunch/dinner), and retail shopping. At an average two meal spend rate of $SO per person x 4,000 — 6,000 people = $200,000 - $300,000 Total economic impact to Newport Beach during race week: $392,480 - $492,480 In addition to the direct economic impact from the Newport to Ensenada Race, the City of Newport Beach realizes millions of positive consumer impressions through print, digital and broadcast media coverage of the event. 14-9 Newport Ocean Sailing Association 2021 Projected Budget Income Entry Fees $ 50,000 Sponsor Income $ 25,000 Advertising Income $ 2,000 Clothing Sales $ 7,000 Total Income $ 84,000 General Expenses Trophies $ 4,000 Race Brochure $ 3,000 YB Tracking $ 10,000 Advertising Print $ 1,500 Support Vessels $ 1,000 Badges & Apparel $ 1,200 Travel & Meals $ 5,000 Newport Beach Activities $ 5,000 Participation Pennants $ 1,000 Ensenada Port Fees $ 2,000 Total General Expenses $ 33,700 Committee Expenses Headquarters $ 250 Packets $ 250 Seminar $ 250 Race Scoring $ 6,000 Finish Line $ 3,000 Trophy $ 1,000 Start Line $ 500 Race Operations $ 250 Information & Press $ 2,500 Total Committee Expenses $ 14,000 Other Expenses Regatta Liability Insurance $ 1,000 Dignitaries $ 1,500 Hospitality $ 1,000 Hotel $ 5,500 Shipping $ 500 Printing $ 1,000 Total Other Expenses $ 10,500 Administrative Support Executive Secretary $ 9,500 Office Supplies $ 500 Telephone $ 1,200 5/18/2020 14-10 Newport Ocean Sailing Association 2021 Projected Budget Utilities $ 500 Memberships $ 850 Board Meeting Rent $ 4,000 Storage Rent $ 5,000 Website $ 1,200 Donations $ 500 Annual Meeting $ 500 Insurance $ 5,250 Accountant $ 1,000 Computer Equipment $ 1,000 Total Administrative Expenses $ 31,000 Total Expenses $ 89,200 Projected Income/Loss $ (5,200) 5/18/2020 14-11 Newport Ocean Sailing Association Project Budget 2020 Budget Varience YTD or Estimated EOY Income $4,800 (3,868) $932 Entry Fees $30,000 (19,305) $10,695 Sponsor/Grant Income $35,000 (25,000) $10,000 Advertising Income $1,800 (1,800) $0 Clothing Sales $5,000 (2,531) $2,469 Total Income $71,800 (48,636) $23,164 General Expenses Trophies $4,800 (3,868) $932 Race Brochure $2,500 (2,500) $0 Sailing Instructions $1,000 (1,000) $0 Advertising Print $1,250 0 $1,250 Support Vessels $1,850 (1,850) $0 Badges & Apparel $1,200 (1,200) $0 Travel & Meals $4,000 (3,425) $575 Newport Beach Activities $4,800 (4,800) $0 Participation Pennants $1,000 (1,000) $0 Ensenada Port Fees $2,000 (2,000) $0 Race Tracking / YB 6,675 $6,675 PayPal Fees 1,001 $1,001 Total General Expenses $24,400 (13,967) $10,433 Committee Expenses Headquarters $500 (500) $0 Packets $300 (300) $0 Seminar $100 (100) $0 Sponsorship $1,000 (1,000) $0 Finish Line $1,000 (1,000) $0 Trophy $1,000 (1,000) $0 Start Line $1,000 (1,000) $0 Race Operations $800 (800) $0 Information & Press $2,500 (2,500) $0 Total Committee Expenses $8,200 (8,200) $0 Other Expenses Regatta Liability Insurance $1,000 (242) $758 Dignitaries $1,500 (1,166) $334 Hospitality $900 (900) $0 Hotel $5,500 (5,500) $0 Sponsorship Expense $400 (400) $0 Sponsorship Commission $10,500 (10,500) $0 6/19/2020 14-12 Newport Ocean Sailing Association Project Budget 2020 Printing $1,600 (1,600) $0 Clothing Expense & Shipping 16,743 $16,743 Total Other Expenses $21,400 (20,308) $1,092 Administrative Support Executive Secretary $7,000 2,480 $9,480 Office Supplies $450 50 $500 Telephone $900 300 $1,200 Utilities $500 0 $500 Memberships $850 375 $1,225 Board Meeting Rent $4,000 (3,855) $145 Storage Rent $4,100 0 $4,100 Website $1,200 6,800 $8,000 Donations $500 (500) $0 Annual Meeting $500 0 $500 Insurance $4,700 (1,647) $3,053 Accountant $1,000 0 $1,000 Computer Equipment $500 (400) $100 Total Administrative Expenses $26,200 3,603 $29,803 Total Expenses $80,200 $41,328 Projected Loss -$8,400 -$18,164 6/19/2020 14-13