REPORT TO COUNCIL
SUBJECT
Title
Review and Approve Recommendations from the Community Event and Neighborhood Grant Distribution Subcommittee and Approve Budget Modification No. 56 in the Amount of $926 to Appropriate Funding to the Community Services Program budget from the Council Service Level Set Aside.
Report
SUMMARY OF SUBCOMMITTEE ACTION
On June 5, 2018, the Community Events and Neighborhood Grant Distribution Subcommittee (“Subcommittee”) met to review FY 2018/19 grant applications and to develop funding recommendations for consideration by the full City Council on June 26, 2018. The Subcommittee members, reappointed in January 2018, include Councilmember Smith serving as Chair, Vice Mayor Klein and Councilmember Melton.
The budgeted amount available for allocation in FY 2018/19 through the Community Events Grant Program (CEGP) is $10,500 and $6,500 for the Neighborhood Grant Program (NGP). This year, seven CEGP applications were received for a combined funding request of $27,818. Eleven NGP applications were received for a combined funding request of $8,920. The Report to Subcommittee and Draft Minutes from the June 5, 2018 Subcommittee meeting are included as Attachments 1 and 2.
At the review meeting, staff also provided the Subcommittee with a recap of grant reimbursements for FY 2017/18. In speaking with the grantees, staff confirmed that not all NGP grants would be fully expended. It is anticipated that there will be a remaining minimum balance of $557.45. Staff reported that due to updated building code requirements, the Sunnyvale Downtown Association (SDA) will incur $1,482.75 in unanticipated costs related to stages for the 2018 Summer Series and Jazz & Beyond events. Given that the Council had previously supported these two events with funding, the time sensitivity of the SDA events and the value added by SDA in terms of activity in the downtown, staff proposed that the Subcommittee consider a recommendation to re-distribute the remaining FY 2017/18 funds to partially offset the costs associated with the new code requirements, and to recommend that funds from the FY 2017/18 Council Service Level Set Aside Fund be used to offset any remaining balance.
The Subcommittee reviewed the staff report and made a series of motions that resulted in the following recommendations to the City Council:
1. Approve FY 2018/19 Community Event Grants in the amount of $10,500, itemized as follows:
Organization Event Recommended Grant
Silicon Valley Bicycle Coalition Bike to Work Day 2019 $1,000
Sunnyvale Downtown Association 2018/2019 Special Events* $6,100
SV Historical Society & Museum Assoc. 10-Year Anniversary $3,000
Sunnyvale Urban Forest Advocates Sunnyvale Urban Forest Festival $ 400
* SDA submitted grant applications for four of their 2018/2019 community events including Holiday Tree Lighting, Jazz & Beyond Festival Series, Magic of Sunnyvale & Wine Stroll and Summer Series. The Subcommittee recommends approving a single grant in the amount of $6,100 to SDA with eligible expenses to include those items identified in any of the four grant applications submitted.
2. Approve FY 2018/19 Neighborhood Grants in the amount of $6,500, itemized as follows:
Neighborhood Group Event/Project Recommended Grant
Cherry Chase NA Fostering Cultural & Social Interaction $1,000
Cumberland South NA Annual 4th of July Parade & Potluck $ 700
Hazelhead Association Hazelhead Association Events $ 450
Lakewood Village NA LVNA Picnic 2018 $1,000
Parkington Avenue Group Neighborhood Block Party $ 500
SNAIL NA National Night Out $1,000
Stevens Creek NA Donate & Dump & Neighbors Night Out $ 250
SunnyArts NA SunnyArts Community Pride Building $ 650
Traditions of SV Cultural Potluck and Block Party $ 500
Valley Forge Group Valley Forge Block Party $ 450
3. Approve that the remaining balance from the FY 2017/18 NGP, expected to be a minimum of $557.45, be allocated to SDA to augment the unanticipated costs related to the updated building code requirements for their event stages.
4. Approve an additional allocation of a maximum of $925.30 from the Council Service Level Set Aside Fund to reimburse SDA for the remaining balance of the unanticipated costs related to the updated building code requirements for their event stages.
ENVIRONMENTAL REVIEW
The action being 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 it 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.
FISCAL IMPACT
Subcommittee recommendations #1 and #2 are included in the FY 2018/19 Recommended Budget in the General Fund, Program 626650 - Community Services.
As Recommendation #3 can be funded from existing balances in the Community Services Program, only approval of the reallocation is required. Budget modification No. 56 has been prepared to appropriate an additional $926 for FY 2017/18 to the Community Event Grant budget from the Council Service Level Set Aside funding to fund Subcommittee Recommendations #4.
Budget Modification No. 56
FY 2017/18
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Reserves |
|
|
|
|
Project 829630 - Council Service Level Set Aside |
$99,100 |
($926) |
$98,174 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Program 626 - Community Services Program |
$9,025,258 |
$926 |
$9,026,184 |
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. Approve the Council Subcommittee recommendations for the FY 2018/19 Community Event Grants and Neighborhood Grants funding as detailed in the draft minutes of June 5, 2018 Subcommittee meeting (Attachment 2) and Funding Worksheets (Attachments 3 and 4).
2. Allocate an additional amount of $557.45 from the Community Services Program budget to the Sunnyvale Downtown Association.
3. Approve Budget modification No. 56 for FY 2017/18 in the amount of $926 to the appropriate funding to the Community Services Program budget from the Council Service Level Set Aside.
4. Take other action as determined by City Council.
STAFF RECOMMENDATION
Recommendation
Staff makes no recommendation.
Staff
Prepared by: Alisha Rodrigues, Community Services Coordinator II
Reviewed by: Cynthia E. Bojorquez, Director of Library and Community Services
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Report to Subcommittee, 18-0485, June 5, 2018 (without attachments)
2. Draft Minutes of the Subcommittee Meeting of 6/5/2018
3. CEGP Funding Worksheet
4. NGP Funding Worksheet