REPORT TO COUNCIL
SUBJECT
Title
Consideration of Action on a Request from Councilmember Jain for City Sponsorship or Other Support for GEN Grow Empower Nurture’s September 28, 2024 Diwali Celebration at Live Oak Park
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
On September 10, 2024, the City Manager received a Written Petition from Councilmember Jain requesting an item be placed on a future Council agenda to discuss a request for financial and promotional support from GEN Grow Empower Nurture (GEN) for a Diwali Celebration at Live Oak Park (Attachment 1).
Councilmember Jain brought up his Written Petition at the September 10, 2024 Council meeting and the Council approved the item for consideration at a later meeting. This report provides information for Council’s consideration of the Written Petition.
DISCUSSION
As part of the September 10, 2024 Council meeting discussion, Councilmember Jain clarified that the request for City support would include placing an event announcement on the City’s website, having GEN apply for one of the City grants available for community groups, and a Council discussion on whether the City should grant the organization funds for the event.
GEN is a 501(c)(3) non-profit organization. The organization is hosting a Family Nav Diwali Festival and Garba event at Live Oak Park on September 28, 2024. The Family Nav Diwali Festival and Garba event is described as a cultural event that will provide cultural and festival programming that includes games, shopping, food, performances, and a children entrepreneur’s village, among other things.
GEN’s Community Grant Request
GEN submitted a Special Events Application and Community Grant Application with an event budget (Attachment 2) for their event. Review and approval of Special Events and Community Grant requests are handled administratively by City staff; however, GEN’s Community Grant request is being presented for Council consideration as part of Councilmember Jain’s Written Petition to discuss GEN’s request for financial and promotional support for the Family Nav Diwali Festival and Garba event.
The City has an established special event process to coordinate approvals and logistics required for holding events on outdoor public and private property. At the time of writing this report, GEN has provided some updated event information to the City that is being reviewed by staff and is in the process of obtaining necessary insurance, licenses, and permits that the City requires before issuance of a Special Event Permit to ensure a safe and compliant community event. Staff is asking GEN to clarify some of the new information that may change aspects of the original event conditions and will continue to work with GEN to provide support on outstanding items.
The City’s Community Grant Policy (Attachment 3) establishes a standardized process to award grants to qualifying nonprofit community organizations, youth athletic groups or organizations, educational groups or organizations, or individuals, for events, activities,
and competitions that provide a public benefit for the City of Santa Clara and its residents. Community grants, subject to availability of funds, cannot exceed $10,000 per applicant, per fiscal year.
The applicant must demonstrate that the event or activity being funded by the City’s grant will satisfy all of the following criteria:
a. Provides a benefit to Santa Clara residents
b. Contributes positively to the recognition and image of the City of Santa Clara
c. If the grant is for an event, then the event will be open to the general public and does not discriminate on the basis of race, gender, religion, sexual orientation, or any other protected characteristic under state or federal law
d. Aligns with established Council goals
e. Grant funds will not be used for political or religious purposes
f. If the event or activity is a fundraising event, that the proceeds from the fundraising activity will support programs, services or events for residents of the City of Santa Clara
Under the Community Grant Policy, grant funds can be spent on the following allowable expenses: City permits, fees and services, venue, food and beverage, trash/recycling, and stage/tent rentals. Grant funds requested for food and beverage should not exceed 15% of the total grant amount or $1,500. If an applicant has received a grant for an event/activity, then the applicant is required to submit proof that the grant funds have been spent in the manner and for the purposes stated on the application within thirty (30) days after the event/activity. Grantees are required to return any unspent grant funds to the City within three days after completion of the audit.
The following expenses in GEN’s event budget are allowable under the City’s Community Grant Policy:
• City of Santa Clara permits and services
• Rental of stage, tents, booths, tables, and chairs
• Trash and waste pickup
• Portable restrooms (if required)
• Food/refreshments for participants and sweets for first 500 registrants
Should Council take action to provide a Community Grant in any amount to support GEN’s September 28th Family Nav Diwali Festival and Garba event, staff recommends requiring the grant funds to be spent and audited consistently with the Community Grant Policy. This includes requiring the grant funds be spent on the expense categories described above (City of Santa Clara permits and services, rentals, trash and waste, and/or food), grant funds spent on food and beverage do not exceed 15% of the total grant amount or $1,500, submittal of receipts and proof that the grant funds have been spent in the manner and for the purposes stated on GEN’s Community Grant Application within thirty (30) days after the event, and the return of any unspent grant funds to the City after completion of the audit.
GEN’s Request for Promotional Support
Through the Written Petition, Councilmember Jain has also requested there be discussion of promotional support for the event.
The City’s Banner Policy (Attachment 4) establishes clear guidelines for the placement of allowable publicity on City-owned property to communicate information regarding public events, events at public facilities, or to promote amenities of general interest to the community. Through the Banner Policy, display of free-standing signs on public property are presently only allowed at Civic Center Park, Central Park and Live Oak Park on special stands and on the fence of Larry J. Marsalli Park at the corner of Lafayette Street and El Camino Real and are limited to advertising local public events which are non-commercial, non-political, and of a nonreligious nature. The event must be free of charge or aimed at raising funds for a Santa Clara non-profit sponsor.
GEN submitted a free-standing sign request for Live Oak Park which has been approved. At the time of writing the report, the staff is coordinating with GEN to return their free-standing sign permit and drop off their banners.
In accordance with our City guidelines, the City does not offer promotional support to community events that are not official City events. Exceptions are only made for government agencies and official City Community Partners. Community Partners consist of a broad range of local nonprofits, government agencies, partner organizations or businesses in Santa Clara that actively support the mission of the City through its services, programs or its ongoing financial support. These partners meet the criteria of serving Santa Clara or having a Santa Clara branch and is at least one of the following: 1) Recipient of a City grant to provide social services to the community; 2) Nonprofit that operates primarily to provide financial or other support to City programs, services and/or facilities as a nonprofit; and/or 3) Other public agency that provides services of interest to residents. The City’s official Community Partners are listed on the City’s website at <https://www.santaclaraca.gov/i-want-to/get-involved/community-partners>.
Due to the quickly approaching event date, staff does not have sufficient time to assess usage of the City’s logo and other necessary elements required for an official City event. As such, staff does not recommend provision of additional promotional support for the event beyond GEN’s usage of the free-standing sign at Live Oak Park.
FISCAL IMPACT
GEN has submitted a Community Grant request for $10,000 in funding from the City. Should the Council approve a grant amount equal or less than the requested amount of $10,000, there are sufficient funds in the City’s Fiscal Year 2024/25 Non-Departmental Budget, Community Grants Program line item to cover such costs.
COORDINATION
This report was coordinated with the Parks and Recreation and Finance Departments and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
ALTERNATIVES
1. Council discussion and potential action on the request for financial and promotional support for GEN Grow Empower Nurture’s September 28, 2024 Family Nav Diwali Festival and Garba event at Live Oak Park.
RECOMMENDATION
Recommendation
Staff makes no recommendation regarding provision of financial support for GEN Grow Empower Nurture’s September 28, 2024 Family Nav Diwali Festival and Garba event at Live Oak Park. Staff does not recommend provision of additional promotional support for the event beyond GEN’s usage of the free-standing sign at Live Oak Park.
Staff
Prepared by: City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Councilmember Jain’s September 9, 2024 Written Petition
2. GEN’s Community Grant Application with Event Budget
3. Community Grant Policy
4. Banner Policy