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Type:
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Agenda Item
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Status:
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Passed
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Title:
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Review of Calendar Year 2023 Grants and Consideration of 2024 Community Events and Neighborhood Grant Program Applications
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REPORT TO SUBCOMMITTEE
SUBJECT
Title
Review of Calendar Year 2023 Grants and Consideration of 2024 Community Events and Neighborhood Grant Program Applications
Report
BACKGROUND
This fiscal year, City Council allocated $34,000 to support community and neighborhood events through the Community Events and Neighborhood Grant Program (CENGP). Community Events receive $21,000 and Neighborhood Grants receive $13,000.
The Community Event and Neighborhood Grant Distribution Subcommittee (Subcommittee) provides funding recommendations. The Subcommittee consists of three members of the City Council tasked with conducting an annual grant review that includes: 1) reviewing the grant application process; 2) recommending changes to City Council for approval; 3) reviewing grant applications; and 4) presenting recommended funding levels to City Council for approval.
At the August 18, 2023 Subcommittee meeting, the following recommendation was presented and approved:
1) Approve 2023 Community Events and Neighborhood Grant Applications, Guidelines and Updates
The Subcommittee met to review and approve the grant application materials for Calendar Year 2024. Staff provided one virtual technical assistance and Q & A session for each program (Community Events and Neighborhood Grant) during the open application period, with one attendee in the Neighborhood Grant session.
The application period was open between September 6 and October 20, 2023. Outreach included contacting grantees and applicants for the last three years, local non-profits, neighborhood associations, and community partners. Additionally, multiple City communication channels shared CENGP application information, including the News Center on the City website, City Council announcement, Update Sunnyvale, and Recreation E-newsletter.
The purpose of this report is to review the grant applications received for the 2024 funding cycle and seek direction from the Subcommittee on the recommended funding for each. The Subcommittee is scheduled to present its recommendations to City Council in January 2024.
EXISTING POLICY
Council Policy 7.2.1, Community Engagement - Goals and Policies
Goal B: Achieve a community in which all community members can be actively involved in shaping the quality of life and participate in local community and government activities.
Goal C: Create a strong, positive community identity, rich in cultural diversity.
Council Policy 7.2.18, Special Events
D. Community Event Program
The City may fund community events through this program.
ENVIRONMENTAL REVIEW
The action considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
DISCUSSION
2023 Grant Cycle Update
The 2023 grant cycle was from January 1 to December 31, 2023. The table below highlights the organizations that received funding and their estimated requested reimbursement.
|
Neighborhood Association |
Grant Award |
Reimbursement |
|
Bidweller's Association |
$1,500 |
$1,425.45 |
|
Charles Street Gardens |
$1,250 |
Pending |
|
Cumberland South |
$600 |
$600 |
|
Heritage District |
$1,500 |
Pending |
|
Lakewood Village Neighborhood Association |
$1,500 |
Pending |
|
Murphy District |
$1,250 |
Pending |
|
Ortega Park |
$1,500 |
$1,500 |
|
SunnyArts |
$1,500 |
$1,500 |
|
Sunnyvale Neighborhood of Arbor Including La Linda (SNAIL) |
$1,500 |
$1,500 |
|
Valley Forge Neighborhood Group |
$900 |
$851.80 |
|
Neighborhood Grants Total |
$13,000 |
$7,377.25 |
|
Community Event |
Grant Award |
Reimbursement |
|
Duo Duo Animal Welfare Project |
$4,000 |
Pending |
|
South Asian Cultural Association (SACA) |
$6,000 |
Pending |
|
South Asian Cultural Association (SACA) |
$2,500 |
$0 |
|
San Miguel PTA |
$1,000 |
$1,000 |
|
Sunnyvale Downtown Association (SDA) |
$2,000 |
$2,000 |
|
Sunnyvale Downtown Association (SDA) |
$2,000 |
$2,000 |
|
Sunnyvale Downtown Association (SDA) |
$1,500 |
$1,500 |
|
Sunnyvale Downtown Association (SDA) |
$2,000 |
Pending |
|
Community Events Total |
$21,000 |
$6,500 |
|
|
Grant Award |
Reimbursed |
Pending |
|
Neighborhood Grants |
$13,000 |
$7,377.25 |
$5,500 |
|
Community Events |
$21,000 |
$6,500.00 |
$12,000 |
|
CENGP TOTAL |
$34,000 |
$14,877.25 |
$17,500 |
2024 Grant Application Summary
For the 2024 grant cycle,15 applications for neighborhood grants and 11 applications for community events were received.
|
Neighborhood Association (NA) |
Project |
Funding Requested |
|
Bidwell Resident NA |
Neighborhood Street Fair |
$1,500 |
|
Charles Street Garden |
CA Native Showcase |
$1,500 |
|
Cherry Chase NA |
Outreach & Community Engagement |
$1,500 |
|
Cherryhill NA |
Ready, Set, Climate Action |
$1,500 |
|
Cumberland South NA |
July 4 Parade & Potluck |
$1,225 |
|
Heritage District |
The Heritage Arches |
$1,500 |
|
Lakewood Village NA |
LVNA Events |
$1,500 |
|
Murphy District |
Summer Block Party |
$1,500 |
|
Ortega Park NA |
Neighborhood Programs & Social |
$1,500 |
|
Panama Park NA |
Improve Outreach |
$998 |
|
San Miguel NA |
National Night Out |
$600 |
|
SNAIL NA |
National Night Out |
$1,500 |
|
SunnyArts NA |
Community Building, Security & Giving Back |
$1,500 |
|
Valley Forge |
Block Party |
$900 |
|
Wrightmont Corners |
Little Library |
$717 |
|
TOTAL REQUESTED |
$19,440 |
|
Community Event |
Event |
Funding Requested |
|
Cupertino Symphonic Band |
Spring Concert 2024 |
$936 |
|
Ellis PTA |
International Festival |
$1,680 |
|
Hamara Family Charitable (HRFC) |
Navaratri Garaba 2024 (Indian Folk) |
$3,000 |
|
San Miguel PTA |
Multi-Cultural Night |
$1,000 |
|
South Asian Cultural Association (SACA) |
Diwali 2024 |
$10,000 |
|
South Asian Cultural Association (SACA) |
Holi 2024 |
$5,000 |
|
Sunnyvale Downtown Association (SDA) |
Jazz & Beyond |
$3,500 |
|
Sunnyvale Downtown Association (SDA) |
Dining & Dancing |
$2,000 |
|
Sunnyvale Downtown Association (SDA) |
Holiday Tree Lighting |
$3,500 |
|
Sunnyvale Downtown Association (SDA) |
Summer Series |
$3,500 |
|
Sunnyvale Downtown Association (SDA) |
Wine Stroll |
$3,500 |
|
TOTAL REQUESTED |
$37,616 |
|
|
Funding Requested |
|
Neighborhood Grants Requested |
$19,440 |
|
Community Events Requested |
$37,616 |
|
TOTAL CENGP FUNDING |
$57,056 |
Staff has no funding recommendations. Instead, below are two options for the Subcommittee’s consideration. The first option funds each application at a percentage based on available funding. The second option takes into consideration the details in the application and other factors such as new event or applicant, projected number of attendees, and number of households in each Neighborhood Association, etc.
Option #1 - Percentage-Based Funding Approach.
Option #1 funds most Community Events at 75% and Neighborhood Associations at 70%. The two Community Event applicants that require tickets as part of their events were not recommended for funding, as event ticket sales are not allowed under this grant’s policies. Lastly, the Holi event is funded at 60%, not 75%. They were awarded a grant in 2023; however, SACAS was unable to host a 2023 Holi event.
Murphy District’s Neighborhood Grant application is funded at 57%, not 70%. Their application did not include an event budget, which is required.
|
Community Event |
Event |
# of Attendees Expected |
Request |
Fund @ 75% |
|
Cupertino Symphonic Band |
Spring Concert 2024 |
150-300 |
$936 |
$702 |
|
Ellis PTA |
International Festival |
over 500 |
$1,680 |
$1,260 |
|
Hamara Family Charitable (HRFC) |
Navaratri Garaba 2024 (Indian Folk) |
Didn't provide |
$3,000 |
$0 |
|
San Miguel PTA |
Multicultural Night |
200-250 |
$1,000 |
$750 |
|
South Asian Cultural Association of Sunnyvale (SACAS) |
Diwali 2024 |
3,000+ |
$10,000 |
$7,500 |
|
South Asian Cultural Association of Sunnyvale (SACAS) |
Holi 2024 |
800+ |
$5,000 |
$3,000 |
|
Sunnyvale Downtown Association (SDA) |
Jazz & Beyond |
200-300 |
$3,500 |
$2,625 |
|
Sunnyvale Downtown Association (SDA) |
Dining & Dancing |
Didn't provide |
$2,000 |
$1,500 |
|
Sunnyvale Downtown Association (SDA) |
Holiday Tree Lighting |
300 |
$3,500 |
$2,625 |
|
Sunnyvale Downtown Association (SDA) |
Summer Series |
600-800/week |
$3,500 |
$2,625 |
|
Sunnyvale Downtown Association (SDA) |
Wine Stroll |
600 |
$3,500 |
$0 |
|
|
|
Total: |
$37,616 |
$22,587 |
|
Neighborhood Association (NA) |
District |
# of Households |
Event |
# of Attendees Expected |
Request |
Fund @ 70% |
|
Bidwell Resident NA |
2 |
40 |
Neighborhood Street Fair |
Didn't Provide |
$1,500 |
$1,050 |
|
Charles Street Garden |
2 |
97 |
CA Native Showcase |
Didn't Provide |
$1,500 |
$1,050 |
|
Cherry Chase NA |
1 |
2500 |
Outreach & Community Engagement |
200/event |
$1,500 |
$1,050 |
|
Cherryhill NA |
1 |
856 |
Ready, Set, Climate Action |
Didn't Provide/800 items for households |
$1,500 |
$1,050 |
|
Cumberland South NA |
1 |
400 |
July 4 Parade & Potluck |
250+ |
$1,225 |
$856 |
|
Heritage District |
2 |
686 |
The Heritage Arches |
240-580 |
$1,500 |
$1,050 |
|
Lakewood Village NA |
6 |
1638 |
LVNA Events |
newsletter to 1638 residents |
$1,500 |
$1,050 |
|
Murphy District |
5 |
250 |
Summer Block Party |
Didn't Provide |
$1,500 |
$857 |
|
Ortega Park NA |
3 |
2586 |
Neighborhood Programs & Social |
100+ families |
$1,500 |
$1,050 |
|
Panama Park NA |
3 |
1050 |
Improve Outreach |
Didn't Provide |
$998 |
$698 |
|
San Miguel NA |
5 |
750 |
National Night Out |
90+ |
$600 |
$420 |
|
SNAIL NA |
5 |
1,600 |
National Night Out |
Didn't Provide |
$1,500 |
$1,050 |
|
SunnyArts NA |
3 |
256 |
Community Building, Security & Giving Back |
Didn't Provide |
$1,500 |
$1,050 |
|
Valley Forge |
1 |
48 |
Block Party |
66 |
$900 |
$630 |
|
Wrightmont Corners |
1 |
110 |
Little Library |
Didn't Provide |
$717 |
$502 |
|
|
|
|
|
Total: |
$19,440 |
$13,413 |
Option #2 - Application Factor(s) Funding Approach.
Option #2 takes into consideration the details of each application and other factors such as new events or applicants, projected attendees, and the number of households in neighborhood associations. Again, the two Community Event applicants that require tickets as part of their events were not recommended for funding, as event ticket sales are not allowed under this grant’s policies.
|
Community Event |
Event |
# of Attendees Expected |
Request |
Based on Application Review |
|
Cupertino Symphonic Band |
Spring Concert 2024 |
150-300 |
$936 |
$700 |
|
Ellis PTA |
International Festival |
over 500 |
$1,680 |
$1,000 |
|
Hamara Family Charitable (HRFC) |
Navaratri Garaba 2024 (Indian Folk) |
Didn't provide |
$3,000 |
$0 |
|
San Miguel PTA |
Multicultural Night |
200-250 |
$1,000 |
$900 |
|
South Asian Cultural Association of Sunnyvale (SACAS) |
Diwali 2024 |
3,000+ |
$10,000 |
$8,150 |
|
South Asian Cultural Association of Sunnyvale (SACAS) |
Holi 2024 |
800+ |
$5,000 |
$0 |
|
Sunnyvale Downtown Association (SDA) |
Jazz & Beyond |
200-300 |
$3,500 |
$3,000 |
|
Sunnyvale Downtown Association (SDA) |
Dining & Dancing |
Didn't provide |
$2,000 |
$1,750 |
|
Sunnyvale Downtown Association (SDA) |
Holiday Tree Lighting |
300 |
$3,500 |
$3,500 |
|
Sunnyvale Downtown Association (SDA) |
Summer Series |
600-800/week |
$3,500 |
$3,000 |
|
Sunnyvale Downtown Association (SDA) |
Wine Stroll |
600 |
$3,500 |
$0 |
|
|
|
|
|
|
|
|
|
Total: |
$37,616 |
$22,000 |
|
Neighborhood Association (NA) |
District |
# of Households |
Event |
# of Attendees Expected |
Request |
Based on Application Review & Size of NA |
|
Bidwell Resident NA |
2 |
40 |
Neighborhood Street Fair |
Didn't Provide |
$1,500 |
$500 |
|
Charles Street Garden |
2 |
97 |
CA Native Showcase |
Didn't Provide |
$1,500 |
$1,200 |
|
Cherry Chase NA |
1 |
2500 |
Outreach & Community Engagement |
200/event |
$1,500 |
$1,200 |
|
Cherryhill NA |
1 |
856 |
Ready, Set, Climate Action |
Didn't Provide/800 items for households |
$1,500 |
$1,200 |
|
Cumberland South NA |
1 |
400 |
July 4 Parade & Potluck |
250+ |
$1,225 |
$1,000 |
|
Heritage District |
2 |
686 |
The Heritage Arches |
240-580 |
$1,500 |
$1,200 |
|
Lakewood Village NA |
6 |
1638 |
LVNA Events |
newsletter to 1638 residents |
$1,500 |
$1,200 |
|
Murphy District |
5 |
250 |
Summer Block Party |
Didn't Provide |
$1,500 |
$500 |
|
Ortega Park NA |
3 |
2586 |
Neighborhood Programs & Social |
100+ families |
$1,500 |
$1,200 |
|
Panama Park NA |
3 |
1050 |
Improve Outreach |
Didn't Provide |
$998 |
$800 |
|
San Miguel NA |
5 |
750 |
National Night Out |
90+ |
$600 |
$500 |
|
SNAIL NA |
5 |
1,600 |
National Night Out |
Didn't Provide |
$1,500 |
$1,200 |
|
SunnyArts NA |
3 |
256 |
Community Building, Security & Giving Back |
Didn't Provide |
$1,500 |
$1,200 |
|
Valley Forge |
1 |
48 |
Block Party |
66 |
$900 |
$500 |
|
Wrightmont Corners |
1 |
110 |
Little Library |
Didn't Provide |
$717 |
$600 |
|
|
|
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Total: |
$19,440 |
$14,000 |
Attached is a summary of the 2024 Community Event and Neighborhood Grant Program applicants, along with all completed grant applications. For privacy reasons, the applicant and project team personal information have been redacted.
The Subcommittee’s recommendations for grant distribution are based on the $36,000 allocated for CENGP within the FY 2024/25 General Fund financial plan in project 835490 - Community Events & Neighborhood Grants. For the 2024 CENGP cycle, there are no staff recommendations. The total grant distribution amount available is $36,000.
FISCAL IMPACT
CENGP funding is included in project 835490 - Community Events & Neighborhood Grants with sufficient funding to cover the $36,000 for 2024 grants recommended for funding. Funding is planned annually across the General Fund 20-year financial plan.
PUBLIC CONTACT
Public contact was made through posting of the Subcommittee agenda on the City’s official notice bulletin board, on the City’s website, and the availability of the agenda and report in the Office of the City Clerk.
ALTERNATIVES
1. Recommend funding levels as outlined in Option #1 above.
2. Recommend funding levels as outlined in Option #2 above.
3. Take other action as determined by the Subcommittee.
RECOMMENDATION
Recommendation
There are no staff recommendations for the 2024 CENGP cycle.
Staff
Prepared by: Angela Chan, Youth and Family Resources Manager
Reviewed by: Damon Sparacino, Superintendent of Recreation Services
Reviewed by: Michelle Perera, Director of Library and Recreation Services
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Reserved for Report to Council
2. 2023 Neighborhood Grantee Summary
3. 2023 Community Event Grantee Summary
4. 2024 Neighborhood Grant Applications Packet
5. 2024 Community Events Grant Applications Packet
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