CC 2014-09-23_08.d. Community Service Grant Processl '-<i
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MEMORANDUM
TO: CITY COUNCIL
FROM: STEVJ;N ADAMS, CITY MANAGER r
SUBJECT: CONSIDERATION OF COMMUNITY SERVICE GRANT PROCESS
DATE: SEPTEMBER 23, 2014
RECOMMENDATION:
It is recommended the City Council approve the proposed Community Service Grant·
process and direct staff to proceed.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City Council approved $20,000 in the FY 2014-15 Annual Budget for community
service grants. There will be some increased staffing requirements in order to
administer the progra_m.
BACKGROUND:
During consideration of the last Community Development Block Grant (CDBG)
funding recommendations, the City Council directed staff to make changes to the
program in the future. The City has 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 been gradually decreased, which has made the process cumbersome·for 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. This will make it easier to fund smaller grants, as
well as expand the eligibility for other community service related type of agencies and
programs.
ANALYSIS OF ISSUES:
The primary objectives of creating the process are to establish appropriate criteria
and a'n effective and impartial selection process. It is recommended that applications
be distributed in October with a deadline for submittal in November. Staff would then
prepare the materials to be considered by a review panel in January and presented
Item 8.d. - Page 1
CITY COUNCIL
CONSIDERATION OF COMMUNITY SERVICE GRANT PROCESS
SEPTEMBER 23, 2014
PAGE2
to the City Council for consideration at the January 27, 2015 meeting. Grants are
recommended to be in amounts of not less than $250.
Under the recommended criteria, in order to apply an organization must:
• Operate as a non-profit 501 c3;
• 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.
It is proposed to establish a Community Service Grant Review Panel. The panel will
review all applications and develop recommendations for consideration by the City
Council. In order to designate a panel knowledgeable in community needs and to
avoid the need to establish a separate committee, it is recommended that each City
board, commission and committee with functions serving the entire community
designate one member to serve on the Community Service Grant Review Panel. As
a result, the panel would consist of:
• One member of the Architectural Review Committee
• 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 Planning Commission
A copy of the proposed program description and application is attached. The
applic~tion will be provided on the City's website for applicants to complete online.
ALTERNATIVES:
The following alternatives are presented for consideration:
-Approve staff's recommendations;
Further simplify the process by designating the Parks and Recreation
Commission as the review panel since they address community services;
Change the process so the Council appoints a dedicated review panel;
Do not designate a review panel and have staff present recommendations to the
City Council;
Modify the eligibility criteria; or
Provide staff other direction.
Item 8.d. - Page 2
CITY COUNCIL
CONSIDERATION OF COMMUNITY SERVICE GRANT PROCESS
SEPTEMBER 23, 2014
PAGE3
ADVANTAGES:
The recommendation will provide 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 help fund efforts of organizations
that can address these needs more effectively than developing programs offered by
City government.
DISADVANTAGES:
The program will require staff time, increased cost, and will still not address the full
needs of many worthwhile efforts and organizations.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted in front of the City Hall on Thursday, September 18, 2014
and on the City's website on Friday, September 19, 2014.
Attachments:
1. 2015 Community Service Grant Program Description and Application
Item 8.d. - Page 3
CITY OF ARROYO GRANDE
2015 COMMUNITY SERVICE
GRANT PROGRAM
DESCRIPTION OF PROGRAM:
The City's 2015 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
benefitting its citizens. Grants awarded will be in minimum amounts of not
less than $250. Funding is limited for Grant Year 2015.
ELIGIBILITY STANDARDS:
To be eligible to apply for grant monies under the City's 2015 Community
Service Grant Program, a community organization must satisfy the following
standards: 1) operate as a non-profit 501 c3; 2) serve the Arroyo Grande
community; 3) use funds provided to directly provide a social service,
educational, cultural, beautification or recreation program or project to Arroyo
Grande residents and/or businesses; 4) not restrict participants based upon
race, religion, gender, sexual orientation, marital status, national origin,
ancestry, disability, medical condition, or age; and 5) not use grant monies for
specifically 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.
APPLICATION PROCESS:
I. Completion of Application Form
All interested non-profit organizations must complete the attached
application form, including:
ATTACHMENT 1
Item 8.d. - Page 4
• Name and address of the non-profit organization (applicant is required
to list the local branch if it represents a national or statewide
organization).
• Description of community services provided.
• Relationship of non-profit organization to the community.
• Current membership figures and approximate number of City of
Arroyo Grande residents served by the non-profit organization.
• Amount offunds requested.
• Proposed project and budget plan for the use of the grant funds.
• Proof of 501 (c)(3) status with a copy of the letter from the IRS.
• Past two years financial statements including the current year with
balance sheets, profiUloss statements and indicating the percentage
of revenue that is used for administration, salaries and program
costs. (Please denote what salaries are directly related to
administration and/or program costs.)
• Applicants are requested to provide information on their annual
sources of revenue received.
• Any applicant who received grant funds from the City in the past is to
indicate when the funds were received, the amount of funds received
and document how the funds were utilized.
• In addition to the original application, please submit 11 additional copies:
double-sided, 3-hole punched and paper clipped.
11. Application Deadline
I
Completed application forms along with supplemental documents must be
submitted by 5:00pm, Friday, November 14. 2014 addressed to:
City of Arroyo Grande
Attention: Community Service Grant Committee
300 E. Branch Street
Arroyo Grande, California 93420
Ill. Evaluation of Applications and Selection Process
Following the application deadline, the City Council's appointed Community
Service Grant Committee will review and consider proposals from
community groups. Applications received from public education institutions
will be reviewed by the City's Cultural Recreation Committee. Applicants
may be asked to attend a public meeting to address the Committee, answer
questions, clarify their use of funds, etc. All proposals will be evaluated to
ascertain which non-profit organizations best meet the needs that the City
seeks to satisfy. Factors to be considered include, but are not limited to, the
following:
Item 8.d. - Page 5
A. The non-profit organization's responsiveness in clearly stating the
benefits to be derived by the residents of the City of Arroyo
Grande, if grant funds are awarded;
B. The number of City of Arroyo Grande residents by age group served
by the non-profit organization; geographic area(s) and total number of
clients served by the non-profit organization;
C. The non-profit organization's history of providing community services to
the residents of the City of Arroyo Grande; and
D. The non-profit organization's financial need for grant funds to
service the City of Arroyo Grande residents.
IV. Award of Funds
Following the Community Service Grant Committee's screening
process, the Committee will present its recommendations to the City
Council. The City Council will review the Committee's report and
consider award of funds to selected non-profit organizations. In all
cases, the City Council retains sole and absolute discretion in
administering this program, including which applicants will be awarded
funds and the total level of funding in each instance.
V. Execution of Agreement
Non-profit organizations selected to receive funds will be required to
sign and execute an agreement with the City of Arroyo Grande (see
attached sample agreement). NOTE: If award of funds is made, a
recipient non-profit organization will be required to expend grant monies
prior to the close of the 2015 calendar year.
VI. For more information, contact City Hall at 473-5400.
Item 8.d. - Page 6
CITY OF ARROYO GRANDE
COMMUNITY SERVICE GRANT PROGRAM
APPLICATION FORM
2015
Please complete the following sections (use additional sheets as necessary):
Ill. NAME AND ADDRESS OF NON-PROFIT ORGANIZATION: (must be the local branch)
II. GRANT APPLICANT REPRESENTATIVE'S NAME, ADDRESS AND TELEPHONE
NUMBER:
(must be the Executive Director or their designated representative)
I. DESCRIPTION OF COMMUNITY SERVICES PROVIDED:
IV. LIST AREA(S) SERVED BY NON-PROFIT ORGANIZATION: (include brief description of
the relationship of your non-profit organization to the residents of the City of Arroyo Grande)
Item 8.d. - Page 7
V. NUMBER OF CITY OF ARROYO GRANDE RESIDENTS SERVED BY NON-PROFIT
ORGANIZATION: (broken down by age groups if available)
IX. AMOUNT OF FUNDS REQUESTED:
VIII. PROPOSED USE AND BUDGET PLAN FOR GRANT FUNDS: (indicate if any of the grant
funds will be used for any other purpose than those designated such as overhead, national
office, administrative salaries)
VII. ADDITIONAL DOCUMENTATION: (if you have received funds in the past, please indicate
the amount of funds received (indicate what year) and how the funds were utilized)
VI. SUPPLEMENTAL DOCUMENTATION:
D Past two year's financial statements, including the current year with the balance sheets
and the profit/loss statements.
D Information indicating the percentage of revenue received that is used for administration,
salaries, and program costs.
D Breakdown and description of non-profit organization's sources of revenue.
D Proof of 501 (c)(3) status with a copy of the letter from the IRS.
D Copy of the non-profit organizations Board of Directors, Officers and an organization
chart.
Item 8.d. - Page 8
X. CERTIFICATION:
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 2015 Community Service Fund Program including, but not limited to, maintaining non-
discriminatory policies, practices and intent. I also, on behalf of our non-profit organization,
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.
Signature:
Executive Director or Designee
Board of Director or Officer
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