2021-02-02_9.a AGCSGP CommitteeMEMORANDUM
TO: PLANNING COMMISSION
FROM: ANREW PEREZ, ASS OCIATE PLANNER
SUBJECT: CONSIDERATION OF PLANNING COMMISSION APPOINTMENT TO
THE ARROYO GRANDE COMMUNITY SERVICE GRANT
COMMITTEE
D ATE: FEBRUARY 2, 2021
SUMMARY OF ACTION:
Appointing a member to represent the Commission on the Arroyo Grande Community
Service Grant Committee will provide community input regarding future City Council
allocation of grant money.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City Council approved $50,000 for the 2020-21 Arroyo Grande Community Service
Grant program. There is no other fiscal impact other than staff time related to
administering the program.
RECOMMENDATION:
It is recommended the Planning Commission appoint one Commissioner and one
alternate to serve as a representative on the Arroyo Grande Community Service Grant
Committee.
BACKGROUND:
During consideration of the 2014 Community Development Block Grant (CDBG)
funding recommendations, the City Council directed staff to make changes to the
program in the future. The City historically funded social service agencies through
CDBG funds. In addition, the City has funded ADA access barrier removal projects
from both CDBG funds and Local Sales Tax funds. However, CDBG funding has
gradually decreased, while monitoring and reporting requirements have increased,
creating a process that is cumbersome for the administration of small social service
agency grants. As a result, it was decided to utilize the full amount of CDBG funds to
pay for ADA access barrier removal projects in the future. City funds previously used
to pay for ADA access barrier removal projects were then shifted to pay for social
service requests, making it easier to fund smaller grants as well as expand the eligibility
for other community service related type of agencies and programs.
Item 9.a - Page 1
PLANNING COMMISSION
CONSIDERATION OF APPOINTMENT TO THE ARROYO GRANDE COMMUNITY
SERVICE GRANT COMMITTEE
FEBRUARY 2, 2021
PAGE 2
In March 2017, the Community Service Grant Program was subsequently renamed as
the Arroyo Grande Community Service Grant Program (AGCSGP).
ANALYSIS OF ISSUES:
The Fiscal Year 2020-21 budget allocates $20,000 to the Community Service Grant
Program. At its regular meeting on August 25, 2020, City Council directed that an
additional $5,000 previously allocated to the Tourism Business Improvement District
be redirected to the Community Service Grant Program. During the COVID-19 crisis,
many non-profit service organizations have been unable to conduct their regular
fundraising events, which they rely on to be able to continue providing important
services to the community. Due to the impact of the COVID-19 pandemic and the
limited fundraising opportunities for non-profit organizations during this time, City
Council authorized $25,000 of CARES Act revenue to be allocated to the Community
Service Grant Program bringing the total funding for this year’s Community Service
Grant Program to $50,000.
The Council approved a process for the AGCSGP by which applications are available
in late October with a deadline for submittal in December. Staff would then convene
the Arroyo Grande Community Service Grant Committee (Committee) in late January
or early February with recommendations from that Committee presented to the City
Council for consideration in March. Grants are recommended to be in amounts of not
less than $250.
Per the AGCSGP criteria, an organization must satisfy the following requirements in
order to apply for funding:
• Operate as a non-profit 501c3;
• Serve the Arroyo Grande community;
• Use funds provided to directly provide a social service, educational, cultural,
beautification or recreation program or project to Arroyo Grande residents and/or
businesses;
• Not restrict participants based upon race, religion, gender, sexual orientation,
marital status, national origin, ancestry, disability, medical condition, or age; and
• Not use grant monies specifically for religious activities.
Council also established criteria for the AGCSGP Committee. In past years, the
Committee consisted of:
• One member of the Planning Commission
• One member of the Historical Resources Committee
• One member of the Parks and Recreation Commission
• One member of the Traffic Commission
• One member of the Architectural Review Committee
Item 9.a - Page 2
PLANNING COMMISSION
CONSIDERATION OF APPOINTMENT TO THE ARROYO GRANDE COMMUNITY
SERVICE GRANT COMMITTEE
FEBRUARY 2, 2021
PAGE 3
• One member of the Downtown Parking Advisory Board
In November 2018, the City Council adopted Ordinance No. 695 to disband the
Historical Resources Committee, Parks and Recreation Commission, and Traffic
Commission to address staffing and budgetary shortfalls and to streamline City
practices. Because these committees and commissions were disbanded, Council
approved updates to the Committee criteria in February 2020. The criteria for
Committee membership now reads as follows:
The Arroyo Grande Community Service Grant Committee shall consist
of one designated representative from each of the City’s current Council
created committees, commissions and boards, and one member from
the Chamber of Commerce Board of Directors.
Based on the City’s current commissions, committees and boards, this year, the Arroyo
Grande Community Service Grant Committee would consist of one member from the
Planning Commission, one member from the Architectural Review Committee, one
member from the Downtown Parking Advisory Board, one member from the Arroyo
Grande Tourism Business Improvement District Board, as well as the addition of one
member from the Chamber of Commerce Board of Directors.
A copy of the proposed program description and application is attached. The deadline
to submit applications was on November 25, 2020.
ALTERNATIVES:
The following alternatives are presented for the Commission’s consideration:
1. Appoint one Commissioner and an alternate; or
2. Provide staff other direction.
ADVANTAGES:
Participation on the Committee will help ensure an impartial and effective process to
award grants to community service organizations in order to address unmet needs in
the community. The overall objective of the program is to help fund efforts of
organizations that can address these needs more effectively than developing programs
offered through the CDBG program.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Item 9.a - Page 3
PLANNING COMMISSION
CONSIDERATION OF APPOINTMENT TO THE ARROYO GRANDE COMMUNITY
SERVICE GRANT COMMITTEE
FEBRUARY 2, 2021
PAGE 4
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. 2020-21 Arroyo Grande Community Service Grant Program Description and
Application
Item 9.a - Page 4
ARROYO GRANDE COMMUNITY SERVICE GRANT PROGRAM
GRANT APPLICATION
FISCAL YEAR 2020-21
PROGRAM DESCRIPTION
The 2020-21 Arroyo Grande Community Service Grant Program is intended to provide monetary grants
to eligible community non-profit organizations. The City recognizes the value of such groups, which
provide specialized social service, educational, cultural, beautification and recreation programs and projects
that benefit Arroyo Grande citizens. Grants awarded will be in minimum amounts of not less than $250.
Funding is limited to $50,000 for Grant Year 2020-21.
ELIGIBILITY STANDARDS
To be eligible to apply for grant monies under the City's 2020-21 Community Service Grant Program,
a community organization must satisfy the following standards:
Operate as a non-profit 501c3;
Serve the Arroyo Grande community;
Use funds to directly provide* a social service, educational, cultural, beautification or recreation
program or project to Arroyo Grande residents and/or businesses;
Not restrict participants based upon race, religion, gender, sexual orientation, marital status,
national origin, ancestry, disability, medical condition, or age; and
Not use grant monies specifically for religious activities.
* "Directly provide" means that the community non-profit organization conducts the social service(s) or
cultural program(s) itself rather than through a separate entity to which it sub-awards grant monies.
Please provide all required information and attachments.
Incomplete applications will be disqualified.
APPLICATION PROCESS AND DEADLINE:
All interested non-profit organizations must complete an application form, including the following:
1.Attachment A: Cover Sheet
a.Organization/Agency Name (applicant is required to list the local branch if it represents a
national or statewide organization)
b.Program or Service Title
c.Executive Director and Program Contact Person (if different)
d.Physical Address and Mailing Address (if different)
e.Phone Number
f.Email Address(es)
g.Amount of funds being requested
h.If applicable, funds received in prior year (or most recent year when funds were
received)
i.A brief (50 words or less) description of the proposed program or service
j.Indicate if your organization has been affected by COVID-19
ATTACHMENT 1
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COMMUNITY SERVICE GRANT APPLICATION 2020-21
2.Attachment B: Program/Service Information
a.Briefly describe your organization and its mission.
b.How is the program or service beneficial to Arroyo Grande residents?
i.How is local need for this program/service determined?
ii.Approximate number of City of Arroyo Grande residents served by the non-profit
organization.
c.Describe your organizational capacity to successfully carry out the proposed activities
(i.e. past performance and history of the organization will be considered to assess the
agency’s prospects for achieving its goals and objectives).
3.Attachment C: Scope of Work or Work Plan and Budget Worksheet
4.Attachment D: Signed Agreement with the City of Arroyo Grande (to be fully executed upon
grant award).
5.Proof of 501(c)(3) status with a copy of the letter from the IRS and signed certification
statement.
Wednesday, November 25, 2020 addressed to:
City of Arroyo Grande
Community Development Department
Camilla Karamanlis, Program Analyst
300 E. Branch Street
Arroyo Grande CA 93420
OR SUBMITTED ELECTRONICALLY TO
ckaramanlis@arroyogrande.org
Applications are encouraged to be submitted electronically.
Electronic signatures are accepted.
For questions please contact:
Camilla Karamanlis
Program Analyst
(805) 473-5448
ckaramanlis@arroyogrande.org
Completed applications forms, along with supplemental documents must be submitted by 5:00 p.m.,
Please download and save this application packet to your computer. This is a fillable PDF, and applicants are
encouraged to complete this packet electronically. Alternatively, applicants may print and complete this
packet by hand, and either scan and submit electronically to the email address above or mail the hard copy to
the above listed address. Due to COVID-19, we are not accepting applications in person.
Item 9.a - Page 6
COMMUNITY SERVICE GRANT APPLICATION 2020-21
ATTACHMENT A: COVER SHEET
Organization/Agency Name:
(local branch)
Mailing Address:
City: State: Zip:
Physical Address:
(if different from Mailing Address)
City: State: Zip:
Fund Amount Requested: $
Previous Funds Received? □ Yes □ No If Yes, Most Recent
Year Received:
Most Recent Amount
Received:
Tax ID Number:
Please describe how your organization has been affected by COVID-19 (e.g. How has funding
been impacted? Has your mission changed/expanded to address needs brought on by the virus?):
Executive Director:
Email Address:
Phone Number:
Grant Program Contact:
(if different from Executive Director)
Email Address:
Phone Number:
Program or Service Title:
Brief description of the proposed program or service (50 words or less):
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COMMUNITY SERVICE GRANT APPLICATION 2020-21
ATTACHMENT B: PROGRAM/SERVICE INFORMATION
Organization Description (include summary of community services provided):
Mission Statement:
Area(s) Served by Organization:
How is the program or service beneficial to Arroyo Grande residents?
Number of Arroyo Grande Residents Served:
How is local need for this program or service determined?
Describe your organizational capacity to successfully carry out the proposed activities.
Number of Full Time Staff: Number of Part Time Staff:
Number of Volunteers:
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COMMUNITY SERVICE GRANT APPLICATION 2020-21
ATTACHMENT C: SCOPE/WORK PLAN AND BUDGET WORKSHEET
Scope of Work or Work Plan
When completing this worksheet, refer to the following questions:
A.What are the objectives? What is the program or service aiming to accomplish?
B.How will those goals be achieved, and in what timeframe?
C.What is the evaluation methodology for measuring results? How can results be quantified and
observed?
D.Results should be meaningful, measurable, and demonstrate the difference the proposed
project makes, or is intended to make, in the lives of the people within the program or receiving
the service.
E.Output results show the amount of work performed or services received.
F.Outcomes show the quality of the performance and answer the questions: who is better off by
providing this program or service? What percentage of residents are assisted or are benefitting
from this program or service?
Program/Service
Objectives:
Major Tasks to Complete
(to achieve associated goal) Timeline Evaluation
Methodology
Program/Service OUTPUTS:
Program/Service OUTCOMES:
Item 9.a - Page 9
COMMUNITY SERVICE GRANT APPLICATION 2020-21
Budget Worksheet
Complete this Worksheet for the specified program or service.
PROGRAM/SERVICE PROPOSED EXPENSES
Line Item Proposed Cost Grant Amount Requested
Personnel Costs
Other Salaries & Fees
1.
2.
Equipment
Supplies / Materials
Travel / Transportation
Promotion / Publicity
Other Expenses:
1.
2.
TOTALS:
PROGRAM/SERVICE PROPOSED INCOME
Other Funding
Available Grant Amount Requested
Arroyo Grande Community Service Grant Amount
Requested
Other Funding Sources:
Other Public Grants
Private Foundations
Corporation Contributions
Concessions / Ticket Sales
Promotion Sales / Advertisements (Other
Cash)
TOTALS:
Item 9.a - Page 10
ATTACHMENT D
ARROYO GRANDE COMMUNITY SERVICE GRANT FUNDS AGREEMENT
THIS ARROYO GRANDE COMMUNITY SERVICE GRANT FUNDS AGREEMENT
(“Agreement”), is made and effective as of ____________, 2021 (the “Effective Date”),
by and between the City of Arroyo Grande, a municipal corporation (“Grantor”), and the
___________________, a non-profit 501(c)(3) corporation (“Grantee”).
RECITALS
WHEREAS, Grantor has established the Arroyo Grande Community Service Grant
Program to provide grant funding to local, non-profit 501c3 corporations that provide
public service programs; and
WHEREAS, on _______________, 2021, the Arroyo Grande City Council held a
public hearing to consider the applications for the Arroyo Grande Community Service
Grant Program;
WHEREAS, Grantee is a local, non-profit 501c3 corporation that provides a public
service program and was approved by the City Council for participation in the 2021 Arroyo
Grande Community Service Grant Program.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth
herein, the parties agree as follows:
1. TERM
This Agreement shall commence on the Effective Date and shall remain and
continue in effect until all requests for reimbursement described in Section 3 are
processed, or unless sooner terminated pursuant to the provisions of this Agreement.
2. SERVICES
(a) The Arroyo Grande Community Service Grant Program Application,
attached hereto as “Exhibit A” and incorporated herein by this reference, identifies the
description of community services to be performed by Grantee during the implementation
of this Agreement. Grantee agrees that any funds received from Grantor may only be
used to provide the community services set forth in Exhibit A.
(b) Grantee agrees to the following requirements in administering the
community services set forth in Exhibit A:
(1) Grantee will at all times during the duration of this Agreement operate
as a non-profit 501c3 corporation in good standing;
(2) Provide services benefiting the City of Arroyo Grande;
(3) Use funds provided by Grantor to directly provide a social service,
educational, cultural, beautification or recreation program or project to
Arroyo Grande residents and/or businesses;
(4) Grantee will conduct or provide the community services itself rather than
through a separate entity;
Item 9.a - Page 11
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(5) Grantee will not restrict participants based upon race, religion, gender,
sexual orientation, marital status, national origin, ancestry, disability
medical condition, or age; and
(6) Grantee will not use funds provided under this Agreement specifically
for religious activities.
3. PAYMENT OF GRANT FUNDS
(a) Grantee must maintain receipts for expenditures made in furtherance of the
community services provided for in Exhibit A. Grantee must also prepare and submit to
the City a report describing the relationship between the expenditure and the tasks and
activities identified in Exhibit A. This report and the receipts described herein shall be
submitted to the City with each request for reimbursement.
(b) Grantee is eligible for reimbursement for approved expenditures in an
amount not to exceed a total of $________.
(c) All requests for reimbursement must be received by Grantor prior to June
30, 2021.
4. REIMBURSEMENT FOR IMPROPER EXPENDITURES
If at any time it is determined by Grantor that funds provided for under this
Agreement have been used by or on behalf of Grantee in a manner or for a purpose not
authorized by this Agreement, Grantee hereby obligates itself, at the Grantor’s request,
to pay to the Grantor an amount equal to one hundred percent of the amount improperly
expended. This obligation shall survive termination of this Agreement.
5. STATUS
Nothing in this Agreement is intended nor shall be construed to create an
employer-employee relationship or a joint venture relationship between Grantor and
Grantee. Neither Grantee nor any of Grantee’s agents, employees or contractors are or
shall be considered to be agents or employees of Grantor in connection with the
performance of Grantee’s obligations under this Agreement.
6. TERMINATION FOR CAUSE
If Grantor determines that the Grantee has requested reimbursement for purposes
that are not permitted or are prohibited under the terms and provisions of this Agreement,
or if the Grantor determines that the Grantee has failed to fulfill its obligations under this
Agreement in a timely and professional manner, or if the Grantee is in violation of the
terms of this Agreement, then Grantor shall have the right to terminate this Agreement
effective immediately upon giving written notice to Grantee.
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7. INDEMNIFICATION
Grantee agrees to accept responsibility for loss or damage to any person or entity,
and shall defend, indemnify and hold harmless Grantor, its officers, employees and
agents from any and all claims and demands, liability, damages, costs, expenses,
judgments (including, but not limited to attorney fees and expert witness costs) that may
be asserted by any person or entity, including Grantee, arising out of or in connection with
the performance by Grantee hereunder and/or the use of the City of Arroyo Grande
Community Service Grant fund monies.
8. COMPLIANCE WITH LAW
Grantee agrees to comply with all City of Arroyo Grande, Federal and State laws
and regulations applicable to Grantee. In particular, Grantee agrees to comply with the
terms and conditions contained in the City of Arroyo Grande 2017 Arroyo Grande
Community Service Grant Program, which is attached hereto as Exhibit “B” and
incorporated herein by this reference.
9. ASSIGNMENT
Grantee shall not assign the performance of this Agreement, nor any part thereof,
without the prior written consent of Grantor.
10. GOVERNING LAW
Grantor and Grantee understand and agree that the laws of the State of California
shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement
and also govern the interpretation of this Agreement. Any litigation concerning this
Agreement shall take place in the superior or federal district court with jurisdiction over
the City of Arroyo Grande.
11. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, either oral or written, are
merged into this Agreement and shall be of no further force or effect. Each party is
entering into this Agreement based solely upon the representations set forth herein and
upon each party’s own independent investigation of any and all facts such party deems
material.
12. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the
mutual written consent of all of the parties to this Agreement.
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13. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Grantee warrant and
represent that he/she has the authority to execute this Agreement on behalf of the
Grantee and has the authority to bind Grantee to the performance of its obligations
hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
the day and year first above written.
GRANTOR GRANTEE
By:____________________________ By: ___________________________
Whitney McDonald, City Manager
Attachments:
Exhibit A- Arroyo Grande Community Service Grant Program Application
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COMMUNITY SERVICE GRANT APPLICATION 2020-21
I.SUPPLEMENTAL DOCUMENTATION:
Proof of 501(c)(3) status with a copy of the letter from the IRS.
II. CERTIFICATION:
I certify on behalf of _________________________________ non-profit organization,
that I have read, understand and agree that the aforesaid information is accurate, factual
and current. I understand that an award of funds, if granted, will be for the sole use as
reflected in this application form. I further certify that as a condition of receiving funds, an
agreement with the City of Arroyo Grande, in a form and content provided by the City of
Arroyo Grande, will be signed and executed by a duly authorized representative of said
non-profit organization.
I am aware of and certify that our non-profit organization will adhere to all City
regulations regarding the 2020-21 Community Service Grant Program including, but
not limited to, maintaining non-discriminatory policies, practices and intent. I also, on
behalf of our non-profit organization, agree to indemnify, defend, and hold harmless
the City of Arroyo Grande relative to any and all liability that may arise as a result of
the use of the City of Arroyo Grande Community Service Grant Fund monies.
Date: _______________ Signature: ______________________________
Executive Director or Designee
______________________________
Board of Director or Officer
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