HomeMy WebLinkAbout13 - Community Programs and Special Event Grants Recommendations for Fiscal Year 2025-26Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
June 10, 2025
Agenda Item No. 13
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Tara Finnigan, Assistant City Manager - 949-644-3001,
tinnigan@newportbeachca.gov
PREPARED BY: Brian Cordeiro, Recreation Manager - 949-644-3156
bcordeiro@newportbeachca.gov
Lorig Yaghsezian, Management Analyst - 949-644-3028
laghsezian@newportbeachca.gov
TITLE: Community Programs and Special Event Grants Recommendations
for Fiscal Year 2025-26
/_1 16"t I:7_T91 6
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 $41,100 for Community Programs Grants
in the following manner:
Community Programs Grant Applicant Recommendation
Balboa Island Museum Newport Beach $ 10,000
Corona del Mar Residents Assn $ 5,000
Newport Beach Chamber of Commerce $ 3,600
Newport Beach Historical Society $ 2,500
Orange Coast College Foundation Marina Programs $ 4,000
Sherman Foundation $ 10,000
Speak Up Newport $ 6,000
Total $ 41,100;
c) Waive the requirement in City Council Policy A-12 that $75,000 be expended each
fiscal year for Community Programs Grants;
13-1
Community Programs and Special Event Grants Recommendations for FY 2025-26
June 10, 2025
Page 2
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 for Special Event Grants in the following manner:
Community & Charitable Events
Recommendation
3rd Thursdays
$
3,610
4t" of July Parade and Picnic
$
544
2025 Fourth of July Celebration
$
1,134
Andersen Deans Port of July
$
544
Annual Corona del Mar Christmas Walk
$
6,804
Annual Corona del Mar Scenic 5k
$
13,630
Annual Easter Egg Hunt
$
544
Annual Newport Classic Surf Contest
$
1,134
Balboa Island Parade
$
10,870
Balboa Island Summer Concert Series
$
1,134
Balboa Island Tree Lighting and Snow Day
$
544
Baroque Music Festival 46t" Season Fall Preview
$
900
CdM Home Tour
$
1,173
Chili Cook -Off and Picnic at the Park
$
544
Corona del Mar Sandcastle Contest
$
544
Field of Honor
$
1,134
Newport Beach Car Fest
$
7,650
Walk for Patrick Turner
$
544
Wooden Boat Festival
$
1,134
World Wildlife Day Celebration
$
885
Total
$
55,000
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 $ 140,000
Newport to Ensenada International Yacht Race $ 10,000
Susan G. Komen More than Pink Walk Orange County $ 10,000
Total $ 245,000; and
e) Authorize the Recreation & Senior Services Director to sign one-year grant
agreements with Signature Event organizers.
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.
13-2
Community Programs and Special Event Grants Recommendations for FY 2025-26
June 10, 2025
Page 3
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 2025, information regarding the City Council's intent to award Community
Programs Grants and Special Event Grants for FY 2025-26 was posted on the City's
website and social media channels. In addition, an email was sent out to interested parties
and previous recipients. The City received 11 eligible applications for Community
Programs Grants, 20 eligible Community and Charitable Event applications, and 6 eligible
Signature Event applications.
Community Programs Grants
A staff committee comprised of Library Services Director Melissa Hartson, Recreation
Supervisors Anne Doughty and Cesar Armas, Homeless Services Manager Natalie
Basmaciyan, and Senior Engineer John Kappeler reviewed and evaluated each of the
applications. The applications were evaluated based upon how well each fit the priorities
established in Council Policy A-12.
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 is included in Attachment B. Program grants requesting use of the
Community Room are awarded in the form of a monetary credit toward the hourly room
rate. The attachment also lists the applicants not recommended for funding and the
reasoning behind staff's recommendation.
13-3
Community Programs and Special Event Grants Recommendations for FY 2025-26
June 10, 2025
Page 4
Additionally, staff is requesting the waiver of the stipulation in City Council Policy A-12
regarding the expenditure of $75,000 towards the Community Programs Grant each fiscal
year. The proposed new fiscal year budget allocates $60,000 to the Community Programs
Grant program, and the current allocation proposal totals $41,100.
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 non-profit 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.
A staff committee comprised of Recreation Manager Brian Cordeiro, Recreation
Supervisor Molly Patience and Recreation Deputy Director Justin Schmillen 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 for Fiscal Year 2025-26 are included in Attachment C.
Community and Charitable Event Grants are awarded at set, not -to -exceed levels that
correlate to the estimated 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 committee incorporated
the information from the application evaluation and assigned funding recommendations
accordingly. The FY 2025-26 recommendations for Community and Charitable Event
Grants are based solely on the waiver of City fees. All Community and Charitable Event
Grant applicants that met the program's criteria this year are being recommended for
funding. As previously stated, any fees higher than the grant award will be the
responsibility of the awardee.
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. All Signature Event Grant
applicants that met the program's criteria this year are being recommended for funding.
13-4
Community Programs and Special Event Grants Recommendations for FY 2025-26
June 10, 2025
Page 5
Staff met with three councilmembers to discuss its recommendations for the Community
Programs and Special Events Grants. The grant applications received under both
programs are available for the City Council's and public's review per request at the City
Clerk's office at the Newport Beach Civic Center, 100 Civic Center Drive, Bay 2E.
FISCAL IMPACT:
The proposed FY 2025-26 budget includes sufficient funding for the Community
Programs Grants. It will be expensed to the City Grants account under the City Council,
01005005-821006. Grant recommendations for the Community Programs Grants totals
$41,100 to be expensed to the City Council account.
The proposed budget also includes sufficient funding for the Special Events Grants. It 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
$55,000 to be expensed to the City Council account. Grant recommendations for the
Signature Events Grants total $245,000 to be expensed to the City Manager's Office
account.
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.
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 2025-26 Community Grants Recommended Funding
Attachment C — FY 2025-26 Special Events Grants Recommended Funding
Attachment D — Grant Guidelines
13-5
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
13-6
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
13-7
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
13-8
ATTACHMENT B
FY 2025-2026 COMMUNITY
PROGRAMS
GRANTS
Newport Beach City Council
Grant Applicant
Contact
HQ City
Client Base
Total # of Residents
Participating in
Intended Use of Grant
Recommended
District
CDBG
# or % of Newport
Beach Residents
FY24-25 CP
Requested
10 Community
2025-26
Discretionary
Room Rentals for
$7,858 for 3.5 Hours Each
the Session
Community (Approximate
Speak Up Newport
Edward Selich
Newport
Newport Beach
2,400
90 %
Room Value: $4,970.00)
$6,000
No
No
Beach
Community
Reservation Plus $5,000 to
and IT cover the cost of
Services NBTV services
estimated at $500
Requesting use of the community room,
each for ten
NBTV filming and IT services for 10 forums
rams
programs
(3.5 hours each) regarding civic issues.
Supporting mural art projects to enhance
Sherman Foundation
Kristie
Newport
Newport Beach
N/A - new
community identity, celebrate local artists,
100 %
N/A $10,000
$10,000
Yes: $6,267
No
Acevedo
Beach
Community
programming
attract visitors and stimulate economic
growth.
Newport Beach and
Expanding digital archives, enhancing
Newport Beach Historical Society
Bernie
Newport
Surrounding
40,000
virtual tours and conducting more oral
80%
N/A $10,000
$2,500
No
No
Svalstad
Beach
Community
histories for Newport Beach's historical
exhibits and collections.
Karen
Newport
40+at monthly and
Corona del Mar Residents Assn
Tringali
Beach
Newport Beach
200+ at signature
Supporting monthly community meetings,
100%
N/A $5,000
$5,000
No
No
events
hosting a signature Spring event featuring
city staff and speakers.
Newport Beach Chamber of
Steve
Newport
Newport Beach
Requesting use of the community room,
Community Room
Waiver for 12
Commerce
Rosansky
Beach
Community
1,000
NBTV filming for 12 forums (2 hours each)
80 %
$4,260 Forums (2 hours
$3,600
No
No
regarding civic issues.
each)
Event Participants-
Supporting exhibits, educational programs,
Balboa Island Museum Newport
Newport
Newport Beach
2,500, Visitors to
and community events at the Balboa Island
Beach
Tiffany Hoey
Beach
Residents and
Museum- 80,000,
Museum to engage Newport Beach
75%
$10,000 $25,000
$10,000
No
No
Visitors
Volunteers/Docents-40
residents in local history and foster
community connection.
Supporting open house events by offering
Newport Beach and
maritime career exploration, hands-on
Orange Coast College Foundation
Justin Dion
Newport
Surrounding
1,000
sailing experiences, and guest speaker
-
$4,000 $20,000
$4,000
No
No
Marine Programs
Beach
Community
sessions to engage Newport Beach
residents with opportunities in the maritime
industry.
Community Programs Total
$60,000 $41,100
Grant Bud et Recommended
13-9
FY 2025-2026 COMMUNITY PROGRAMS GRANTS - NOT RECOMMENDED FOR AWARD
Attachment B
Newport Beach City Council -June 10, 2025
IL
a
Expanding year-round water
sports programs in Newport
Teen Health Scott Swift
Garden
Newport Beach and
Surrounding
200
Beach by offering inclusive
kayaking, paddle boarding,
N/A
$5,000
The committee prioritized programs that focused on
Grove
Community
sailing, and boating activities that
serving the Newport Beach community.
promote community engagement,
wellness, and equitable access to
Supporting swim programs by
providing water safety and
The committee prioritized programs focused on
YMCA of Orange County
Kendra Crusco
Newport
Newport -Mesa
1,490
swimming skills, and engaging
30-40 %
N/A
$3,000
serving Newport Beach residents, particularly those
Beach
Community
community members who may
that serve a large percentage of the community.
not have access to swim
instruction.
Funding materials for art
workshops, coastal walk
Wildlife Jewels
Azi Sharif
Newport
Newport Beach
195
coordination, and educator
100 %
N/A
$6,600
The committee prioritized established programs.
Beach
involvement to engage Newport
Beach residents in wildlife
conservation and education.
Engaging Newport Beach
residents in hands-on oyster
Orange County Coastkeeper
Kaysha Kenney
Costa
Newport Beach
N/A - new
restoration by placing, monitoring,
100 %
N/A
$5,000
The committee prioritized established programs.
Mesa
Residents
programming
and collecting shell strings to
support native oyster growth and
improve bay health.
These applicants have not received District Discretionary or CDBG funding
Total
$0
$19,600
13-10
FY 2025-26 Special Events Support Program Funding Recommendations
Attachment C
New Events
FUND SOURCE
BUDGET
FY 2025-26
REMAINING
FY 2024-25
Community & Charitable Events
City Council: 01005005-821016
$45,000
$55,000
-$10,000
$45,000
Signature Events
CMO/Economic Dev: 01020202-821017
$255,000
$245,000
$10,000
$255,000
$300,000
$300,000
$0
$300,000
Community & Charitable Events
Organization
FY 0-
Allocated
.
Recommended
C1
3rd Thursdays
Visit Newport Beach
$3,610
C2
Chili Cook -Off and Picnic at the Park
Balboa Peninsula Point Association
$544
C3
Baroque Music Festival 46th Season Fall Preview
Baroque Music Festival
$900
C4
Annual Corona del Mar Scenic 5K
Corona del Mar Chamber of Commerce
$12,750
$13,630
C5
Balboa Island Parade
Balboa Island Improvement Association
$9,800
$10,870
C6
Newport Beach Car Fest
Johnny O Alzheimers and Dementia Awareness Foundation
$6,369
$7,650
C7
Annual Corona del Mar Christmas Walk
Corona del Mar Chamber of Commerce
$5,500
$6,804
C8
Field of Honor
Exchange Club of Newport Harbor
$1,500
$1,134
C9
2025 Fourht of July Celebration
American Legion Post 291
$1,098
$1,134
C10
Annual Newport Classic Surf Contest
Newport Harbor Surf Team
$1,098
$1,134
C11
Wooden Boat Festival
Balboa Yacht Club
$1,098
$1,134
C12
Balboa Island Summer Concert Series
Balboa Island Improvement Association
$1,098
$1,134
C13
Andersen DEANs Port of July
Andersen Deans Foundation
$527
$544
C14
4th of July Parade & Picnic
Balboa Peninsula Point Association
$527
$544
C15
Balboa Island Tree Lighting and Snow Day
Balboa Island Improvement Association
$527
$544
C16
Walk for Patrick "Patty" Turner
Patrick's Purpose Foundation
$527
$544
C17
Annual Easter Egg Hunt
Balboa Peninsula Point Association
$527
$544
C18
Corona del Mar Sand Castle Contest
Newport Beach Chamber of Commerce
$527
$544
C19
World Wildlife Day Learn From Wildlife Celebration
Wildlife Jewels
$500
$885
C20
ICDM Home Tour
ICDM High School PTA
1 $500
$1,173
Community & Charitable Events Total
$55,000
Signature Events
Event
.
AllocatedAme
Newport Beach Film Festival $140,000
RecommendedA
$140,000
S1
Newport Beach Film Festival
S2
Newport Beach Christmas Boat Parade
Newport Beach Chamber of Commerce $50,000
$50,000
S3
Hoag Classic
Hoag Charity Sports, Inc. $25,000
$25,000
S4
Beach Volleyball
Newport Beach Volleyball $10,000
$10,000
S5
Komen Orange County MORE THAN PINK Walk
Susan G. Komen Orange County $10,000
$10,000
S6
I Newport to Ensenada Yacht Race
I Newport Ocean Sailing Association 1 $10,0001
$10,000
Signature Events Total
$245,000
Community & Charitable and Signature Events Combined Total
$300,000
Covers City Fees Only
Deny/Not Eligible
City Fees & Cash
13-11
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 2025-26, 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 22, 2025 at 5 p.m. Late submissions will not be accepted.
13-12
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 1, 2025. The application
deadline is Tuesday, April 22, 2025 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.
13-13
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
22, 2025 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.)
13-14
It is anticipated that the award of the fiscal year 2025-26 Community Programs Grants
will be awarded at the June 10, 2025 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 1, 2025. The application deadline is Tuesday, April 22, 2025, at 5
p.m. This application period is for events that take place July 1, 2025, through
June 30, 2026.
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 1, 2025 at 8 a.m.
This call for applications is for special events that will be held in Newport Beach
between July 1, 2025, and June 30, 2026.
The deadline for applications (and all required attachments) is Tuesday, April 22,
2025, at 5 p.m.
13-15
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, 2025, and June 30, 2026,
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:
13-16
• 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.
13-17
• 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.
13-18