HomeMy WebLinkAbout14 - Community Programs and Special Event Grants Recommendations for Fiscal Year 2024-25TO:
FROM
CITY OF
NEWPORT BEACH
City Council Staff Report
June 11, 2024
Agenda Item No. 14
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Tara Finnigan, Assistant City Manager - 949-644-3001,
tinnigan@newportbeachca.gov
PREPARED BY: Melanie Franceschini, Management Analyst - 949-644-3028
mfranceschini@newportbeachca.gov
Brian Cordeiro, Recreation Manager - 949-644-3156
bcordeiro@newportbeachca.gov
TITLE: Community Programs and Special Event Grants Recommendations
for Fiscal Year 2024-25
ABSTRACT:
Pursuant to City Council Policy A-12, the City of Newport Beach annually awards
Community Programs Grants to local organizations that serve or provide programming
for Newport Beach residents, and Special Event Grants to provide financial assistance to
Newport Beach based community events, deeming these grants to be beneficial to
residents' quality of life.
RECOMMENDATIONS:
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) Pursuant to City Council Policy A-12, find that the organizations listed below provide
community services or programs that serve residents and are beneficial to residents'
quality of life and authorize the allocation of $55,811 of the Community Programs
Grants in the following manner:
Community Programs Grant Applicant Recommendation
Balboa Island Museum and Historical Society $10,000
Boys & Girls Club of Central Orange Coast $4,500
Newport Bay Conservancy $6,000
Newport Sea Base — Boy Scouts of America $4,000
Orange Coast College Foundation Marine Program $4,000
Pacific Marine Mammal Center $5,000
Share Ourselves $5,000
Southern California Blood Bank $5,193
Speak Up Newport $7,858
Wake Up Newport $4,260
Total $ 55,811-1
14-1
Community Programs and Special Event Grants Recommendations for FY 2024-25
June 11, 2024
Page 2
c) Waiver of City Council Policy A-12 regarding $75,000 to be expended each fiscal year
for the Community Programs Grants, in favor of a reduction to $60,000, matching the
proposed FY 2024-25 budget;
d) Pursuant to City Council Policy A-12, find that the special events listed below are
community, social or athletic events that are beneficial to residents' quality of life, and
authorize the allocation of $300,000 of Special Event Grants in the following manner:
Community & Charitable Events
Recommendation
4t" of July Parade and Picnic
$527
Andersen Deans Port of July
$527
Annual Corona del Mar Christmas Walk
$5,500
Annual Corona del Mar Scenic 5k
$12,750
Annual Easter Egg Hunt
$527
Annual Newport Classic Surf Contest
$1,098
Balboa Island Parade
$9,800
Balboa Island Summer Concert Series
$1,098
Balboa Island Tree Lighting and Snow Day
$527
Car Show
$6,369
CdM Home Tour
$500
Christmas for a Cause
$527
Corona del Mar Sandcastle Contest
$527
Field of Honor
$1,500
July 4t"-7t" Community Celebration for 100 Years
$1,098
Walk for Patrick Turner
$527
Wooden Boat Festival
$1,098
World Wildlife Day Celebration
$500
Total
$45,000
Signature Events Recommendation
Hoag Classic $25,000
Newport Beach 4-Man Volleyball Invitational $10,000
Newport Beach Christmas Boat Parade and Ring of Lights $50,000
Newport Beach Film Festival $120,000
Newport -Mesa Spirit Run $30,000
Newport to Ensenada International Yacht Race $10,000
Susan G. Komen More than Pink Walk Orange County $10,000
Total $255,000; and
e) Authorize the Recreation & Senior Services Director to sign one-year grant
agreements with Signature Event organizers.
14-2
Community Programs and Special Event Grants Recommendations for FY 2024-25
June 11, 2024
Page 3
DISCUSSION:
City Council Policy A-12 Discretionary Grants (Attachment A) provides:
Community Programs Grant shall be expended from the General Fund in the amount of
$75, 000 each fiscal year. The City Manager's Office shall review all requests for
Community Programs Grants and shall forward recommendations for funding to the City
Council for final approval. At the time of the City Manager's presentation of any
Community Programs Grants award proposals to the City Council, the City Manager shall
show which entities, if any, have received funds from the Community Programs Grant,
Special Event Grant, District Discretionary Grant, Culture and Arts Grant, or CDBG Social
Services Fund during the same fiscal year.
The City Manager or designee shall follow these priorities when recommending
Community Programs Grants:
A. Local groups located within the City and offering programs to City residents;
B. Regional groups located in Orange County and offering programs to City
residents;
C. Groups located in California and offering programs to City residents; and
D. Groups that have not received funding from any City source for three (3)
consecutive years or more.
Groups not offering programs or services to local residents shall not be eligible for support
from the City.
Special Event Grants are intended to allow meritorious community, social or athletic
events to offset some or all of their City fees for their event. Doing so should decrease
costs to the event organizer so that beneficiaries can see even greater benefit from any
fundraising associated with the events. The City Manager or designee shall, in
consultation with the City Council, establish a threshold amount for the proposed City
budget that reflects adequate support for these events. The City Manager may divide the
funding into more than one category to ensure that different types of events are fairly
measured with peer events. The City Council shall consider and approve the Special
Event Grant allocation by recipient.
The City reserves the right to audit the expenditures of these funds within a year of receipt.
In April 2024, a news release was sent out to the community and the news media
announcing the City Council's intent to award Community Programs Grants and Special
Event Grants for FY 2024-25. In addition, an email was sent to interested parties and
information was posted on the City's website and social media channels. The City
received 14 applications eligible for Community Programs Grants, 18 applications eligible
for Community and Charitable Event grants, and seven applications eligible Signature
Event grants.
14-3
Community Programs and Special Event Grants Recommendations for FY 2024-25
June 11, 2024
Page 4
The applications are available for the City Council's and public's review upon request at
the City Clerk's office at the Newport Beach Civic Center, 100 Civic Center Drive,
Bay 2E.
Community Programs Grants
A staff committee comprised of Library Services Director Melissa Hartson, Recreation
Supervisors Anne Doughty and Cody Huson, Homeless Services Manager Natalie
Basmaciyan, and Water Conservation Coordinator Shane Burckle reviewed and
evaluated each of the applications. The applications were evaluated based upon how well
each fit the priorities referenced earlier in this report. Staff also met with three
councilmembers to review the recommendations. Attachment B lists those recommended
for grant funding, which totals $55,811.
In a shift from years prior, the City will no longer provide room fee waivers for the use of
the Civic Center Community Room. Organizations requesting use of the Community
Room will be provided with a monetary credit in the exact amount of the City fee for the
requested room reservation. The monetary credit grant amount does not include funding
for other fees associated with renting the room; the organizations will still be responsible
for fees such as the administration/reservation fee, cleaning fee, security deposit and
security fee, if applicable.
A brief summary of each grant application, including each organization's client base, the
intended use of the grants, the amount requested by the applicants, and the funding
recommendations are included in Attachment B. The attachment also lists the applicants
not currently recommended for funding and the reasoning behind the denial of funding.
Additionally, staff is requesting the waiver of City Council Policy A-12, as it calls for the
expenditure of $75,000 toward the Community Programs Grant each fiscal year. The
proposed new fiscal year budget allocates $60,000 for Community Programs Grants, and
the current allocation proposal totals $55,811.
Special Events Grant
The City's Special Events Grants are broken down into two categories:
1. Community and Charitable Events — Events that serve or benefit locally based
organizations and causes and/or provide recreational, cultural, social benefits
to Newport Beach residents as one-time yearly events. Newport Beach or
Orange County based nonprofit organizations and events that serve the
Newport Beach community specifically, receive priority in funding. Grants are
in the form of a monetary credit toward City fees. If an awardee incurs fees
higher than the grant award, they owe the City the difference.
2. Signature Events — Large-scale events, based in Newport Beach that promote
Newport Beach regionally, attract visitors and provide measurable, economic
benefits to the City of Newport Beach. Signature event grant recipients are
required to enter into a City Grant Agreement with the City's terms and
conditions. All agreements include right to audit language and must include
measurable objectives and performance measures for evaluating the event's
marketing and economic impact.
14-4
Community Programs and Special Event Grants Recommendations for FY 2024-25
June 11, 2024
Page 5
A staff committee comprised of Recreation Manager Brian Cordeiro, Recreation
Supervisor Molly Patience, and Budget Analyst Matt Chong reviewed and evaluated the
applications received. The applications were evaluated based upon how well each fit the
program's eligibility, qualifications and evaluation criteria.
A summary of the grant applications, the amount allocated last fiscal year, and the staff
funding recommendations are included in Attachment C.
Community and Charitable Event Grants are awarded at set, not -to -exceed levels that
correlate to the amount of City fees the applicant is expected to pay. To determine funding
recommendations, staff used historical data from previous years' events to determine
what an event would pay in City fees. The staff committee incorporated the information
from the application evaluation and assigned funding recommendations accordingly. The
FY 2024-25 recommendations for Community and Charitable Event Grants are based
solely on the waiver of City fees. All applicants who met the program's criteria this year
are recommended for funding.
Signature Event Grants are awarded at set, not -to -exceed levels based upon an
evaluation of the event budget, an estimate of related City fees, and the estimated
economic benefits to the City having the event based in Newport Beach. Staff considered
these elements and assigned funding recommendations that will provide cash grants to
offset event expenditures, which may include City fees. Staff also met with three
councilmembers to review the recommendations prior to today's meeting.
FISCAL IMPACT:
The proposed FY 2024-25 budget includes sufficient funding for the Community
Programs Grants. They will be expensed to the City Grants account under the City
Council, 01005005-821006. Grant recommendations for the Community Programs
Grants total $55,811.
The proposed budget also includes sufficient funding for the Special Events Grants. They
will be expensed to the Special Event Support account under the City Council, 01005005-
821016 and the Signature Event account under the City Manager's Office, 01020202-
821017. Grant recommendations for Community and Charitable Events Grants total
$45,000 and grant recommendations for the Signature Events Grants total $255,000.
ENVIRONMENTAL REVIEW:
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.
14-5
Community Programs and Special Event Grants Recommendations for FY 2024-25
June 11, 2024
Page 6
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).
ATTACHMENTS:
Attachment A — City Council Policy A-12
Attachment B — FY 2024-25 Community Programs Grants Recommended Funding
Attachment C — FY 2024-25 Special Events Grants Recommended Funding
Attachment D — Grant Guidelines
14-6
ATTACHMENT A
A-12
DISCRETIONARY GRANTS
It shall be the policy of the City Council that the City of Newport Beach's ("City')
budget specifically allows the City Council to, at any time during the year, direct revenue
towards worthy projects or programs which the City Council deems beneficial to Newport
Beach's resident's quality of life. The City Council notes that it has multiple tools at its
discretion to assist non-profit agencies, community groups, community events, or
enhancement projects within the City. These tools are:
A. Community Programs Grants from the General Fund;
B. Special Event Grants from the General Fund;
C. "District Discretionary Grant Account" from the General Fund;
D. Culture and Arts Grant pursuant to Council Policy I-10; and
E. Federal Community Development Block Grant (CDBG) Social Service Funds.
These funds shall be provided in the following manner:
(CDBG) Social Services funds shall be allocated according to standards set by the federal
government and appropriated at least once each year. The level of funding offered for
social services in Newport Beach shall be based upon federal formulas and the specific
amount of CDBG revenue allocated to the City in any one fiscal year. The Community
Development Department shall administer these funds after City Council approval of the
funds' expenditure.
Community Programs Grants shall be expended from the General Fund in the amount of
$75,000 each fiscal year. The City Manager's Office shall review all requests for
Community Programs Grants and shall forward recommendations for funding to the
City Council for final approval. At the time of the City Manager's presentation of any
Community Programs Grant award proposals to the City Council, the City Manager shall
show which entities, if any, have received funds from the Community Programs Grant,
Special Event Grant, District Discretionary Grant, Culture and Arts Grant, or CDBG Social
Services Fund during the same fiscal year.
1
14-7
A-12
The City Manager or designee shall follow these priorities when recommending
Community Programs Grants:
A. Local groups located within the City and offering programs to City residents;
B. Regional groups located in Orange County and offering programs to City
residents;
C. Groups located in California and offering programs to City residents; and
D. Groups that have not received funding from any City source for three (3)
consecutive years or more.
Groups not offering programs or services to local residents shall not be eligible for
support from the City.
Special Events Grants are intended to allow meritorious community, social or athletic
events to offset some or all of their City fees for their event. Doing so should decrease
costs to the event organizer so that beneficiaries can see even greater benefit from any
fundraising associated with the events. The City Manager or designee shall, in consultation
with the City Council, establish a threshold amount for the proposed City budget that
reflects adequate support for these events. The City Manager shall establish an
administrative policy for these grants. The City Manager may divide the funding into
more than one category to ensure that different types of events are fairly measured with
peer events. The City Council shall consider and approve the Special Event Grant
allocations by recipient.
The City reserves the right to audit the expenditure of these funds within a year of receipt.
District Discretionary Grant Accounts. At the start of the fiscal year, the City Manager shall
provide an account for each Council District within the City Council's Budget division
known as the District Discretionary Grant Accounts. The City Council shall set a funding
level of these Accounts during the budget process preceding the June adoption of the
City's budget. Each City Council Member shall have, at his or her discretion, the ability
to allocate their District's funding to uses, projects, or community entities that benefit the
City as a whole or the City Council Member's district specifically. Any expenditure from
these Accounts must have an identifiable public benefit.
Requests to expend these funds should be directed by each City Council Member to the
Finance Director. Expenditures will be reported to the City Council annually. The report
will include a brief description and the public benefit associated with each expenditure.
2
14-8
A-12
At the conclusion of the fiscal year in which the District Discretionary Grant Accounts
received appropriation, all unencumbered funds in the Accounts shall be deposited in
the City's General Fund Reserve Account.
History
Adopted F-22 - 7-8-1985
Amended F-22-10-28-1991
Amended F-22-1-24-1994 (changed to A-12)
Amended A-12 - 5-22-2001
Amended A-12 - 6-22-2010
Amended A-12 - 9-27-2011
Amended A-12 - 5-12-2015
Amended A-12 - 4-9-2019
3
14-9
ATTACHMENT B
FY 2024-25 COMMUNITY PROGRAMS GRANTS Attachment B
Newport Beach City Council - June 11, 2024
Preserving the history and culture
Newport Beach
of Newport Beach and Balboa
Balboa Island Museum and Historical
TiffanyNewport
Hoey
Residents and
72040
Island through educational
75%
$10,000
$25,000
$10,000
No
No
Society
Beach
Visitors
,
programs and oral histories.
Funds will also support new
exhibits and staffing,
Supporting the STEM
Yes - $25,730 for
Boys & Girls Club of Central Orange
Travis Whitten
Newport
Central Orange
36,875
programming provided through
99�
N/A
$10,000
$4,500
No
Career
Coast
Beach
Coast Community
the purchase of materials for the
Development
curriculum and staffn .
Program
Supporting the conservation of
Newport Beach and
Newport Bay, through the
Newport Bay Conservancy
Marsh Sabo
Newport
Surrounding
11,250
purchase of clean-up supplies,
75%
$6,000
$6,000
$6,000
No
No
Beach
Community
marketing and outreach
materials. Funds will also support
staffing.
Newport
Newport Beach and
Supporting the purchase of
Newport Sea Base - Boy Scouts of
Wendy Chien
Beach 8
Surrounding
358
program supplies to expand and
11 %
$4,000
$10,000
$4,000
No
No
America
Orange
Community
improve existing programming
and increase engagement.
Newport
Newport Beach and
Presenting the Professional
Orange Coast College Foundation
Gregory
Gregory
Beach &
Surrounding
2,000
Mariner Training Center to the
100%
$2,000
$4,000
$4,000
No
No
Marine Program
Costa Mesa
Community
community through open houses,
advertisement, recruitment and
use of the simulator.
Orange County
15 of 56 rescued
Supporting animal rescue, rehab
Pacific Marine Mammal Center
Alma Chu
Laguna
Coastal Marine
animals in 2024 so
and release expenses, including
27%
N/A
$8,000
$5,000
No
No
Beach
Mammals
far were in
equipment, medication, food,
Newport Beach
testing and staffing.
Introducing the school -based
center nter near Rea
Newport Beach and
Elementary School which
Share Ourselves
Deborah
Newport
Costa Mesa
600
Provides behavioral health
20%
N/A
$5,500
$5,000
No
No
Reynolds
Beach
students and family
58 mi= inclusive of mental
members
health, peer counseling,
dmg/alcchol awareness, nutrition
counseling and support for eating
disorders, smokingcessation.
HoagandCounty
Requesting 4 days (8 hours)
Community
Room waiver
Community Room
$5,193 for the
Southern California Blood Bank
Cherry) Castro-
San Diego
Orange County
1,761
rentals of the community room
100 %
for 4 days (8
for days (8 hours)
Community Room
No
No
Lector
Hospitals
for blood drive, which benefits
hours each
Monetary Value:
Reservation
Hoag Hospital.
day).
$5,193
Community
Community Room
Speak Up Newport
Edward Selich
Newport
Newport Beach
2,400
Requesting use of the community
room, NBN filming and IT
90%
Room waiver
for forums
for 10 forums (3.5
hours each), NBN
$7,858 for the
Community Room
No
Nforumshours
Beach
Community
asmicas for 10 forums (3.5 hours
(3.5.5
filming and IT
Reservation and IT
each) regarding civic issues.
each).
services - Monetary
Services
Value: $19,548
Community Room
Requesting use of the community
Friends Room
for 12 forums (2
$4 260 for the
Wake Up Newport
Steve
Newport
Newport Beach
1 000
room, NBN filming for 12
80
waiver for 12
hours each) and
Community Room
No
No
Rosansky
Beach
Community
forums (2 hours each) regarding
forums (2
NBTV firming -
Reservation
civic issues.
hours each).
Monetary Value:
$15,950
Community Programs $60,000
Total $55,811
Remaining Fun
Grant Budget
Recommendetl
14-10
FY 2024-25 COMMUNITY PROGRAMS GRANTS - NOT RECOMMENDED FOR AWARD Attachment B
Newport Beach City Council -June 11, 2024
Grant Applicant Contact e City Client Base Total # of Clients Intended Use of Grant Beach Residents Grant R c'd Requested co--ts
Served
Coastal Corridor Alliance (Banning
Melanie
Newport
Orange County
Purchase of binoculars, field
Ranch Conservancy)
Schlottereck
Beach
Community
2,000
guides and supplies for Coastal
33%
N/A
$5,000
Proposed location is difficult to access and navigate.
Discovery Tour expansion.
Introducing the Shell String
Orange County Coastkeeper
Kaysha Kenney
Costa
Newport Beach
N/A - new
Program to Newport Beach
100 %
$0
$10,000
Program is not established and is very niche.
Mesa
Residents
programming
residents for the restoration of
oysters in the bay.
Supporting the Day of Rest and
Our Lady Queen of Angels Church -
Newport
Homeless and Low
Special Request programming
Does not complement current City strategy to
Helping Hands
Patrick Lauder
Beach
Income Individuals
1,292
that funds gift cards, motel stays,
25%
$0
$12,500
assisting individuals in need.
in Newport Beach
overdue utility/rent payments,
clothing, backpacks and toiletries.
Prior funding focused on water safety and swim
Newport
Newport -Mesa
Scholarship fund for low income
lessons. Current funding request is to provide
Newport -Mesa YMCA
Kendra Crusco
Beach
Community
1,068
families and individuals to obtain
50%
$3,000
$60,000
membership and programming for those that cannot
membership or programming.
afford the YMCA in the form of scholarship, an
income subsidy for the organization.
These applicants have not received District Discretionary or CDBG funding
Totals
$3,000
$87,500
14-11
FY 2024-25 Special Events Support Program Funding Recommendations
Attachment C
New Events
FUND SOURCE
BUDGET
FY 2023-24
REMAINING
FY 2022-23
Community & Charitable Events
City Council: 01005005-821016
$45,000
$45,000
$0
$45,000
Signature Events
CMO/Economic Dev: 01020202-821017
$255,000
$255,000
$0
$255,000
$300,0001
$300,000
$0
$300,000
Community & Charitable Events
C1
World Wildlife Day Learn From Wildlife Celebration
Wildlife Jewels
$500
C2
Annual Easter Egg Hunt
Balboa Peninsula Point Association
$527
C3
July 4th-7th Community Celebration for 100 Years
American Legion Post 291
$1,098
C4
Andersen DEANs Port of July
Andersen Deans Foundation
$510
$527
C5
4th of July Parade & Picnic
Balboa Peninsula Point Association
$510
$527
C6
Balboa Island Summer Concert Series
Balboa Island Improvement Association
$1,063
$1,098
C7
Car Show
Our Lady of Mount Carmel Catholic Church
$510
$6,369
C8
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
$510
$527
C9
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
$5,500
$5,500
C10
Christmas for a Cause
Bayside Church Orange County
$510
$527
C11
Walk for Patrick "Patty" Turner
Patrick's Purpose Foundation
$510
$527
C12
CDM Home Tour
CDM High School PTA
$500
$500
C13
Field of Honor
Exchange Club of Newport Harbor
$1,500
$1,500
C14
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
$1,063
$1,098
C15
lBalboa Island Parade
Balboa Island Improvement Association
$9,800
$9,800
C16
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
$12,750
$12,750
C17
Wooden Boat Festival
Balboa Yacht Club
$500
$1,098
C18
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
$510
$527
Community & Charitable Events Total
$45,000
Signature Events
qV_
j .-.
S1
Newport Beach 4-Man Volleyball Invitational
Newport Beach Volleyball
$10,000
S2
Komen Orange County MORE THAN PINK Walk
Susan G. Komen Orange County
$10,000
$10,000
S3
Newport Beach Film Festival
Newport Beach Film Festival
$140,000
$120,000
S4
Newport Beach Christmas Boat Parade
Newport Beach Chamber of Commerce
$50,000
$50,000
S5
Newport -Mesa Spirit Run
Newport -Mesa Spirit Run
$30,000
$30,000
S6
Hoag Classic
Hoag Charity Sports, Inc.
$15,000
$25,000
S7
Newport to Ensenada Yacht Race
Newport Ocean Sailing Association
$10,000
$10,000
Signature Events Total
$255,000
Community & Charitable and Signature Events Combined Total
$3007000
Covers City Fees Only
Deny/Not Eligible
City Fees & Cash
14-12
ATTACHMENT D
City Community Programs Grants
The City budgets a total of $60,000 annually to provide qualifying organizations with
financial grants to enhance services or programs. Under direction of City Council Policy
A-12, the City Manager's Office reviews all requests for the Community Programs Grant
and prioritizes the following when making a funding recommendation:
• Local groups located within the city and offering programs to Newport Beach
residents;
• Regional groups located in Orange County and offering programs to Newport
Beach residents;
• Groups located in California and offering programs to Newport Beach residents;
• Groups that have not received funding from any City source for three consecutive
years or more.
Please note, groups not offering programs or services to local residents shall not be
eligible for support from the City.
If your organization is interested in applying for a Community Programs Grant for fiscal
year 2024-25, please read the program overview, eligibility, and criteria, and then
complete the online application.
In addition to filling out the online application, applicants are required to upload the
following:
• A copy of the most recent annual financial report and proposed budget;
• A current Statement of Information filed with the Secretary of State (sample);
• A current W-9 (blank form);
• A signed Declaration of Grantee (and supporting documentation, if organization
works with minors)
Successful applicants will be expected to sign a grant agreement (sample) and submit
all necessary forms as required prior to grant funds being released. Applications that do
not meet the requirements may be subject to revocation of the grant.
There is no guarantee that the City will be able to provide all, part, or any of the financial
support requested by each applicant. Thus, applicants should not make commitments
on the expectation of receiving City support. Recurring programs do not automatically
receive funding. All applications received by the deadline will be evaluated based on the
eligibility, qualifications, evaluation criteria and requirements as outlined.
Recommendations will be forwarded to the City Council for final review and approval.
The City Council can approve, amend, or deny any staff recommendation.
The deadline for applications (including all required attachments) is Tuesday,
April 23, 2024 at 5 p.m. Late submissions will not be accepted.
14-13
Application Guidelines:
Community Program Grants Overview
The City of Newport Beach (City) recognizes there are many organizations in the
community that provide valuable programs and services to Newport Beach
residents. The Community Programs Grant provides financial support to organizations
that serve the community through ongoing programs addressing social issues and/or
provide community enrichment adding to the quality of life in Newport Beach. The
opportunity to apply will open at 8 a.m. on Tuesday, April 2, 2024. The application
deadline is Tuesday, April 23, 2024 at 5 p.m. Late submissions will not be
accepted.
Eligibility Criteria
To be eligible to receive City support, applicants must demonstrate that:
1. The organization is located within the city of Newport Beach and offers programs
to assist Newport Beach residents.
2. The organization is regionally located and offers programs to assist Newport
Beach residents.
3. The organization is located in California and offers programs to assist Newport
Beach residents.
Ineligibility
The City will not provide financial support to:
• Programs that do not serve a significant number of Newport Beach residents.
• Do not align with current City Council priorities.
• Organizations that have not fulfilled previous City grant obligations.
• Individuals.
Qualification Criteria
To qualify to be considered to receive a City Community Programs Grant, all
applications must comply with the following:
1. Are submitted online, on time, and are 100-percent complete. Late, incomplete,
or applications that do not fully comply with the instructions will not be
considered.
2. Demonstrate how the grant will be used to benefit/support the Newport Beach
community.
3. Demonstrate how many Newport Beach residents have been served in the past.
4. If there is no direct connection to Newport Beach, how does the service benefit
Newport Beach.
14-14
5. Demonstrate strong fiscal management of the organization.
Evaluation Criteria
Applications will be reviewed and evaluated based on the following criteria:
1. The grant will address social issues in the community, particularly in which there
is currently a crisis.
2. The grant will address social issues within the County, in which there is currently
a crisis.
3. The grant will address social issues in which are not in crisis and benefit the
community.
4. The grant will provide community enrichment adding to the quality of life in
Newport Beach.
Other Requirements:
Successful applicants will be expected to sign a grant agreement within 30 days of
award and submit all necessary documentation as required. Applications that do not
meet the requirements may be subject to revocation of the grant.
Applying for a Grant
1. Fill out the online application.
2. Attach the following required materials: a) A copy of the most recent annual
financial report and proposed budget; b) A current Statement of Information filed
with the Secretary of State; c) A current W-9; and d) A signed Declaration of
Grantee (and required supporting documents, if working with minors).
3. The deadline for applications (and all required attachments) is Tuesday, April
23, 2024 at 5 p.m.
Additional Information
There is no guarantee that the City will be able to provide all, part, or any of the financial
support requested by each applicant. Thus, applicants should not make commitments
on the expectation of receiving City support. Recurring programs do not automatically
receive funding. All applications received by the deadline will be evaluated based on the
eligibility, qualification, evaluation criteria and requirements as outlined.
Recommendations will be forwarded to the City Council for final review and approval.
The City Council can approve, amend or deny any recommendation.
Please be advised that if your organization is the recipient of a Community Programs
Grant, it will be required to enter into a grant agreement with the City of Newport Beach.
Funds cannot be released until the City and Grantee have both signed the agreement.
Also note, that if the organization supports youth, fingerprinting is required of all staff
that work with children. (See below for a sample grant agreement.)
14-15
It is anticipated that the award of the fiscal year 2024-25 Community Programs Grants
will be awarded at the June 11, 2024 City Council meeting.
Special Event Grant Applications
FY 2025 Special Event Support Program Information
The City of Newport Beach (City) recognizes the social and economic benefits
associated with special events. The opportunity to apply will open at 8 a.m. on
Tuesday, April 2, 2024. The application deadline is Tuesday, April 23, 2024, at 5
p.m. This application period is for events that take place July 1, 2024, through
June 30, 2025.
The Special Event Grants provide financial support to two categories of Newport Beach -
based events:
1. Community and Charitable - Serve or benefit locally based organizations and
causes and/or provide recreational, cultural, social benefits to Newport Beach
residents. Newport Beach -based nonprofit organizations and events that serve
the Newport Beach community specifically. These events pay or incur City of
Newport Beach fees through the Special Event Permit process.
2. Signature Events - Large-scale events, based in Newport Beach, that promote
Newport Beach regionally, attract visitors, and provide measurable, economic
benefits to the City. Signature events must demonstrate the following:
• The event does or can attract visitors from throughout Southern California
(Los Angeles, San Diego, Riverside and San Bernardino) and ideally, the
Southwestern United States.
• It must have at least 3,000 participants.
• The event organizers have a strategic, measurable marketing plan and can
immediately produce the plan and metrics from past years (if applicable)
upon the City's request.
• Event organizers must clearly demonstrate how the event will provide
substantive and measurable economic benefits to the City by supporting
tourism, generating hotel room nights, supporting local business, and
providing measurable exposure.
Applying for a Grant
Applications are available online beginning Tuesday, April 2, 2024 at 8 a.m.
This call for applications is for special events that will be held in Newport Beach
between July 1, 2024, and June 30, 2025.
The deadline for applications (and all required attachments) is Tuesday, April 23,
2024, at 5 p.m.
14-16
Types of Special Event Support
A. Community and Charitable — Grants will be awarded and set at levels that correlate
to the amount of City fees the applicant is expected to pay. Successful applicants will be
awarded grants in the form of credits toward their City fees. The City does not provide
cash to these grant awardees. Grants awarded may, but should not be expected to
cover all of an event organizer's costs/fees associated with City oversight. If an awardee
incurs fees higher than the grant award, they will owe the City the difference. If the
awardee's costs are lower than was projected during the grant award process, the City
will retain the difference.
The application review process will consider the size and scope of the event and how
well it meets the program's evaluation criteria. The City may require an agreement with
grant awardees in this category. All agreements will include right to audit language and
that the organizer submit an event conclusion report, which includes the event's balance
sheet and income statement.
B. Signature Events — Grants will be available at set, not -to -exceed levels based upon
an evaluation of the event budget, the estimate of City fees, and the estimated
economic benefits to the City. Funding support may be assigned to an event at a level
between $10,000 and $150,000. The City's financial support should represent no more
than 25 percent of the overall event expenditure budget. All agreements will include
right to audit language. All signature events will be required to submit objectives and
performance measures from the previous year's event with the application. This will
assist in evaluating the event's marketing and economic impact.
Eligibility Criteria
To be eligible to receive City support, applicants must demonstrate that:
• The entire Community and Charitable event takes place within Newport Beach.
All, or a majority of, the Signature event takes place within Newport Beach.
• The event is scheduled to take place between July 1, 2023, and June 30, 2024,
and the exact date(s), time(s) and location (within Newport Beach) have been
determined.
• The event is not financially dependent on receiving City support.
• The event is sponsored, hosted and organized by a Newport Beach or Orange
County -based non-profit organization or a Newport Beach community or
neighborhood organization.
• The applicant has no outstanding debt due to the City of Newport Beach.
• The event does not need to be free of charge but should be accessible to the
entire community/public.
Ineligibility
The City will not provide financial support to:
14-17
• Events that benefit for -profit enterprises.
• Events that serve a political purpose or are sponsored by political organizations.
• Event organizers and organizations that have not fulfilled previous City
sponsorship or special event obligations or have an outstanding debt to the City
of Newport Beach.
• Individuals.
• Invitation -only events; those not open to the general public.
Qualification Criteria
To qualify to be considered to receive City special event support, all applications must
comply with the following:
• Are submitted online, on time, and are 100 percent complete. Applicants who do
not fully comply with the instructions will not be considered.
• ALL events must include a copy of the complete event budget, which clearly
states the anticipated revenues and expenditures. Potential City support should
not be listed as a revenue line item.
• Must demonstrate strong financial management over the event, including cost
effectiveness.
• Only one event per application; however, there is no limit to the number of
applications an organization can submit.
• Signature Event applications must provide a post -event report on measurable
objectives and performance numbers at the conclusion of their event.
Evaluation Criteria
A. Community & Charitable Events
Applications will be reviewed and evaluated based on the following criteria:
• The event serves, involves, and / or promotes Newport Beach, its residents,
schools and/or businesses.
• The event directly or indirectly benefits the Newport Beach community by
supporting its schools, cause -related or non-profit organizations; offering
educational, cultural or arts experiences; or providing recreational or social
activities.
• The event benefits a Newport Beach or Orange County -based non-profit
organization or Newport Beach community or neighborhood organization.
• The event pays City fees.
B. Signature Events
Applications will be reviewed and evaluated based on the following criteria:
• The event delivers substantive and measurable economic benefits to the City.
14-18
• The event organizers utilize strategic and measurable marketing practices in
planning and implementing the event. These measurables will be included on the
application and a post -event performance report will be required at the
conclusion of your event.
• The event enhances the quality of life within Newport Beach with cultural, social
or educational activities of interest to the community.
• The event attracts visitors to Newport Beach from the regional market (Southern
California and ideally, the Southwestern United States).
• The event promotes Newport Beach as a highly desirable place to live, visit, work
and recreate.
• The event directly or indirectly benefits or promotes Newport Beach businesses.
• The submitted post -event measurable objectives and performance measures
must demonstrate how the event will provide substantive and measurable
economic benefits to the City.
Other Requirements:
Successful applicants —under both Community and Charitable and Signature events —
will be expected to follow the City's separate, Special Event Permit Process and submit
all necessary forms, insurance and fees as required. Applications that do not meet the
requirements and are not submitted within the specified deadlines risk forfeiting their
City Special Event support.
Signature Event Recipients Only:
Signature event grant recipients must agree to provide the event's financial statements
and allow the City to conduct its own review of them, if requested.
Additional Information
There is no guarantee that the City will be able to provide financial support to the
applicant.
Recommendations will be forward to the City Council for final review and approval. The
City Council can approve, amend, or deny any recommendation.
City co -sponsored events that do not have associated City permit or related fees, or
events hosted by City support groups (such as the Friends of the Library or the Newport
Beach Public Library Foundation) of which the City Council or City Manager has
approved waiving City permit or related fees, do not have to apply for a Special Event
Support grant.
14-19