HomeMy WebLinkAboutC-8082-7E - Grant Agreement for Special Event Support Program FY 24-25 - Hoag Classic Golf Special EventGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
HOAG CHARITY SPORTS
This Grant Agreement ("Agreement") is entered into this 30th day of July, 2024
("Effective Date"), by and between the City of Newport Beach, a California municipal
corporation and Charter City ("City"), and Hoag Charity Sports, a California nonprofit
corporation located at 19772 MacArthur Boulevard, Suite 110, Irvine CA 92612
("Grantee"). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non-profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to the residents' quality of life.
B. Grantee requested a grant from the City for the Hoag Classic ("Grant Proposal")
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents' quality of life.
D. The City Council approved a grant in the amount of Twenty Five Thousand
Dollars and 00/100 ($25,000.00) ("Grant Funds") to Grantee pursuant to certain
conditions regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Twenty Five Thousand
Dollars and 00/100 ($25,000.00) as requested by Grantee in the Grant Proposal
attached hereto as Exhibit A and incorporated herein by reference, or such other amount
as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee on or before June 30, 2025.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until June 30, 2025, unless terminated earlier as provided
herein.
3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED
TO THE RECEIPT OF GRANT FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions ("Approved
Uses"):
Hoag Charity Sports Page 1
3.1.1. The Grant Funds shall be expended solely for the purposes provided
in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would violate
City, state or federal statutory or decisional law such as regulations affecting non-profit or
tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the
Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
3.3. Grantee shall conduct background checks for all of its volunteers and
employees who work with minor children in relation to any project described in Grantee's
Grant Proposal. To the extent applicable, Grantee shall provide the City certification that
it has complied with this requirement prior to the receipt of Grant Funds.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds.
Grantee shall maintain the Books and Records in accordance with Generally Accepted
Accounting Principles. Grantee shall make available to City such Books and Records
upon City's request.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
right to audit Grantee's accounting procedures and internal controls of Grantee's financial
systems as they relate to the Grant Proposal and to examine any cost, revenue, payment,
claim, other records or supporting documentation resulting from any items set forth in this
Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at
mutually agreed upon reasonable times and in conformance with generally accepted
auditing standards. Grantee agrees to fully cooperate with any such audit(s).
Hoag Charity Sports Page 2
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records/documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may
also require Grantee to submit: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the
assets and liabilities associated with the Grant event. All reports, including a post -event
evaluation, shall be due to the City no later than forty-five (45) days following the
conclusion of the event. In the event that an independent audit is conducted, Grantee
shall forward a copy of the audited report to the City for review, including any Management
Letter, Report on Internal Controls, or Reportable Conditions letter generated during the
course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes including
proper oversight of all assets, budget preparation, and timely reporting including budget -
to -actual -comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past
three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed -
upon testwork procedures to provide City assurance that City sponsored event profits did
not subsidize the funding of Political Action Committees (PACs) and event proceeds were
adequately segregated from funds used to support PACs. Agreed upon procedures may
include a review of a detail list of the past three (3) years of PAC contributions and
expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC -related expenses; and
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available upon
request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
Hoag Charity Sports Page 3
5. USE OF GRANT FUNDS
5.1. The Grant Funds shall be used solely by Grantee for the Approved Uses and
for no other use. In the event that the Grant Funds are not used for the Approved Uses
or are not expended by or before June 30, 2025, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non-sectarian purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers, and
employees (collectively, the "Indemnified Parties") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a "Claim"; collectively, "Claims"), which may arise from or in any manner relate (directly
or indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or
omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence orwillful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorney's fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
constitute approval for Grantee or any of Grantee's employees or agents, to be the agents
or employees of City. Grantee shall have the responsibility for and control over the means
of performing the Approved Uses, provided that Grantee is in compliance with the terms
of this Agreement. Anything in this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee shall follow the desires of City with respect to
the results of the Approved Uses.
Hoag Charity Sports Page 4
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the
services to be performed under this Agreement, directly or indirectly, by operation of law
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
Attn: Recreation and Senior Services Director
City of Newport Beach
100 Civic Center Drive
Newport Beach, CA 92660
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Scott Easton
Hoag Charity Sports
19772 MacArthur Blvd Suite 110
Irvine, CA 92612
10.TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent with
the terms, conditions and restrictions in this Agreement. In such event, City shall give
Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall
be entitled to terminate this Agreement if Grantee has not cured the default within the
thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement
if the default cannot be cured through corrective action. If terminated for cause, Grant
Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an
annual basis, and as such is subject to non -renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at any time
with or without cause upon seven (7) days written notice to Grantee, any remaining Grant
Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
Hoag Charity Sports Page 5
10.3. Specific Performance. Grantee agrees that the City has the legal right, and all
necessary conditions have been satisfied, to specifically enforce Grantee's obligations
pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter enacted.
11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
11.4. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
11.5. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
11.7. Amendments. This Agreement may be modified or amended only by a written
document executed by both Grantee and City and approved as to form by the City
Attorney.
11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
of this Agreement shall continue in full force and effect.
11.9. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
11.10. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age or any other impermissible basis under law.
Hoag Charity Sports Page 6
11.11. No Attorneys Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON NEXT PAGE]
Hoag Charity Sports Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
.✓Aaron C. Harp
City Attorney -Ac
ATTEST:
Date: �•
r
By.
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: i 2
G
on and Senior Services Director
GRANTEE: Hoag Charity Sports, a
California nonprofit corporation
Date:
Signed in Counterpart
Bv.
Robert Braithwaite
Chief Executive Officer
Date:
LA
Signed in Counterpart
Andrew Guarni
Chief Financial Officer
[END OF SIGNATURES]
Attachment: Exhibit A - Grant Proposal
Hoag Charity Sports Page 8
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: P2.9
Aaron C. Harp n . 3 _2y
City Attorney -A c
ATTEST:
Date:
Bv:
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
By:
Sean Levin
Recreation and Senior Services Director
GRANTEE: Hoag Charity Sports, a
California nonprofit corporation
Date:
By: rG►,� ----
Ro ert Braithwaite
Chief Executive
/Officer
Date:
By:�2
Andrew Guarni
Chief Financial Officer
[END OF SIGNATURES]
Attachment: Exhibit A - Grant Proposal
Hoag Charity Sports Page 8
Exhibit A
Hoag Charity Sports Page A-1
Special Event Support Application - Signature Events
Reference #
9344214
Status
Complete
Login Usemame
RichThomas
Login Email
rthomas@toshibaclassic.com
Name of Applicant Organization:
Hoag Classic Newport Beach
First Name
Scott
Last Name
Easton
Title / Affiliation:
Executive Director - Hoag Classic Newport
Beach
Full Mailing Address of Organization:
19772 MacArthur Blvd, Suite 110
Phone Number
949 887 9648
Email Address
seaston@hoagclassic.com
Type of Nonprofit Entity:
501(c)3
State of California Entity Number (if applicable):
CA
Part A - Officer Title
President
Part A - Officer Name
Robert Braithwaite
Part B - Officer Title
• Secretary
• Chief Financial Officer
Part B - Officer Name
Andrew Guarni
Entity Address (if different from applicant):
1 Hoag Drive, Newport Beach 92663
Name of Event:
Hoag Classic Newport Beach
Event Date(s):
March 17-23, 2025
Is this an annual event?
Event location(s)/venue(s) in Newport Beach:
yes
Newport Beach Country Club, One Clubhouse
Drive, Newport Beach, CA 92660
Is at least 51 percent of this event - in its entirety Yes
- within Newport Beach?
Media Impressions:
Type of event (Check one):
Total Participants
Overall Marketing Impact
- 2.5 billion impressions across all channels (Live
TV broadcast, television commercials, social
media, local Public Relations & Community
Advertising, Paid Advertising and Digital
Promotions
- 1,900,000 engagements
- 12,770,000 video views
• Other
• Charitable - PGA TOUR Professional Golf
Tournament
Have you previously received City support for Yes
this or any other event sponsored by your
organization?
If yes, please list the event(s), year(s) and
amount(s):
Approximate impact on Newport Beach
businesses:
Hoag Classic, 2024, $15,000 (Signature)
Hoag Classic, 2023, $15,000 (Signature)
Hoag Classic, 2022, $15,000 (Signature)
Hoag Classic, 2020, $15,000 (Signature)
Hoag Classic, 2019, $15,000 (Signature)
Toshiba Classic, 2018, $15,000 (Community)
We have a direct positive impact on the Airport,
Hotels, Restaurants, and Shops with the visitors
for the tournament, and we have an indirect
impact on all of the businesses in Newport Beach
by showcasing the community on the
international broadcast which promotes visitors
to the community throughout the year.
We also try and use local businesses as much as
possible and create a community feel for the
event in as many ways as we can. There is no
doubt we have a positive impact on well over 500
Is there a fee to enter the event? If yes, what is
the amount of the fee?
Portion of money raised or made donated:
Describe what, if any, portion of the event is
FREE to the public.
Local Community Businesses.
We keep our General Admission Gallery Pass
very affordable, so it is an event that can be
enjoyed by everyone in the community, and
attainable to anyone who wants to be part of it.
General Admission tickets costs $30,
Wednesday - Sunday
We work very hard to contribute back to our
community in many charitable ways, and 100%
of tournament profit is donated to Hoag Hospital
and other Orange County youth, educational and
military charities.
The overall event is not free, but we provide
many opportunities to attend free of charge and
we keep the event very affordable, while
continuing to do more and more things to be
relevant to everyone in the community. We have
added many lifestyle types of events around the
golf tournament. We have food, music, cars and
other elements of the event that community
members can find interesting, even if they are
not a golf fan.
In addition, we have over 700 volunteers from
Newport Beach and surrounding communities
volunteering time, because they believe in our
cause. They receive complimentary admission to
the tournament on days when they are not
scheduled to volunteer and are part of the proud
history of this event. This event's foundation is
built on the community standing up and
volunteering to support and create this event to
benefit Hoag Hospital and highlight Newport
Beach.
We also promote a very popular and successful
Military Appreciation Day where all active duty,
Brief Description of Event (150-word maximum,
include any anticipated impacts such as road
closures, traffic control, amplified sound and if
any portion of the event will be on public property
such as parks, streets, sidewalks):
reserve, national guard, retired and veteran
military members and two of their guests will be
admitted free of charge on Saturday, March 22nd
and receive a free meal compliments of the
tournament.
On Sunday, March 23rd, all students ages 18
and under will be admitted free of charge and
can participate in Junior Clinics provided free to
the youth in attendance from ours and
surrounding communities.
Additionally, all children ages 12 and under are
admitted free of charge with a paying adult all
week long.
For one week each year, the international
spotlight shines on the Newport Beach
Community. Thousands of people descend upon
Newport Beach to participate in the finest stop on
the PGA Champions Tour, The Hoag Classic.
With 25 years of history, this event continues to
build on its community focus. Now entering its
fifth year as the Hoag Classic, we are proud to
showcase one of Newport Beach's finest
institutions, while supporting it as well. The
partnership provides an unparalleled opportunity
to give back to the health and vitality of our
community, by supporting Hoag.
The Hoag Classic consists of an internationally
televised, professional competition with events
throughout the week including the "Community
Breakfast", "Legends Pro -Am", "Military
Appreciation" and "Student Day".
The Hoag Classic prides itself on conducting
everything within Newport Beach and strives to
In 250 words or less, explain how your event will
meet or exceed any or all of the seven Signature
Event Evaluation Criteria (see Special Event
Support Program Overview):
be an event the community can be proud of,
whether they are golf fans or not.
Hoag Charity Sports produces the Hoag Classic
Newport Beach benefiting Hoag Hospital's world
renown Institutes and local military, educational,
and children's charities.
We have 25 years of history showcasing
measurable and substantive results for the
Newport Beach Community, from charitable
giving, community awareness, tourism and
travel, community participation and involvement,
and many others.
We have and will continue to provide post event
performance reports highlighting the strategic
and measurable marketing practices put into
practice every year.
The Hoag Classic is televised to over 330 million
households in 190 countries internationally,
highlighting Newport Beach as a desirable place
to live, visit, work, and recreate. This exposure
provides immeasurable benefits and residually
impacts the community throughout the year.
The Hoag Classic enhances the lives of our
residents with cultural, social, and educational
activities for the community, and attracts visitors
from across the region to fill hotel rooms,
restaurants and businesses, providing an influx
of dollars into our economy. An independent
study by Economics Research Associates
suggested our economic impact on Newport
Beach and surrounding communities at almost
$30 million.
In 2023, over 3,500 hotel room nights were
booked as a result of the Hoag Classic which
also equated to restaurant reservations and
shopping sprees. Anecdotally, it's no coincidence
that in 2019, Gulfstream recorded its second
highest grossing sales day in its history on Friday
of the Hoag Classic.
By adding Newport Beach to the Hoag Classic's
name in 2024, the visibility and positive impact
on our community will be greater than ever.
The request for City support must include a list of No
other City entities or groups (e.g., City Arts
Commission, a Business Improvement District,
Library support group, etc.) from which the
applicant is seeking financial support. Are you
seeking financial support from other City
entities?
If you answered yes above, please list the
entities or groups and the amount of financial
support requested from each:
As your organization's representative, please
verify the below by checking the corresponding
boxes and then type your name in the field
below.
N/A. The Hoag Classic has not requested
financial support from any other City entities.
• I acknowledge that, if awarded funding, my
organization will have to enter into a grant
agreement with the City.
• I have read the updated City of Newport Beach
Special Event Support Program Overview,
including the eligibility, qualification and
evaluation criteria.
• I acknowledge that submission of this
application does not guarantee the event will
receive City support.
• I have attached a complete event budget
showing anticipated revenue and expenses
(attach using link below). Note: Your application
will be deemed incomplete if a budget is not
included with your application.
• Grantee shall conduct background checks for
all of its volunteers and employees who work
Name:
Attach a copy of the complete event budget.
Last Update
Start Time
Finish Time
IP
Browser
Device
Referrer
with minor children in relation to any project
described in Grantee's Grant Proposal. To the
extent applicable and if requested, Grantee
shall provide the City certification that it has
complied with this requirement prior to the
receipt of Grant Funds.
Scott Easton
Hoag_Classic_Budget_2024.pdf (134 KB)
2024-04-23 00:13:50
2024-04-22 23:16:51
2024-04-23 00:13:50
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