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HomeMy WebLinkAboutE-16 Staff Report- Special Assistance ProgramCONSENT ITEM E-16 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: CARINA CAMPOS, ADMINISTRATIVE INTERN DATE: MARCH 7, 2016 SUBJECT: APPROVE THE SPECIAL ASSISTANCE PROGRAM SUMMARY: The City receives requests for funding assistance from various community groups and organizations throughout the year. While some of these requests, especially those requests to fund programs, services and capital equipment, can be funded through the City’s Community Development Block Grant (CDBG) Program, there are a number of requests that do not qualify for CDBG funds due to the limited amount of assistance being requested or the intended use of the funds. In an effort to assist community groups and organizations ineligible for a CDBG grant, Staff has developed a Special Assistance Program to create a formal process for considering requests for funding assistance that are outside the City’s CDBG Program. This action approves a Special Assistance Program establishing a set of guidelines and criteria for awarding financial assistance to community based groups and organizations. RECOMMENDATION: Staff recommends that the City Council take the following action: 1)Approve the Special Assistance Program establishing a set of guidelines and criteria for awarding financial assistance to community based groups and organizations. DISCUSSION: Community groups and organizations often request funding assistance from the City for special programs or services they provide to the community. Currently, the City has no formal policy for considering requests for funding assistance from these organizations. In an effort to establish a process for considering funding requests from community based organizations, Staff has developed a Special Assistance Program setting eligibility and evaluation criteria necessary to receive funding. The Special Assistance Program is designed for community groups and organizations dedicated to providing educational enrichment opportunities to Azusa youth in an effort to create skilled and capable individuals in a variety of disciplines. The Special Assistance Program is designed to financially assist APPROVED COUNCIL MEETING 3/7/16 Approve the Special Assistance Program March 7, 2016 Page 2 community groups and organizations in developing programs diversifying experiences for the community or seeking their own participation in educational programs that promote scholarship such as extracurricular activities. Under the Special Assistance Program, eligible community groups and organizations can apply for funding of up to $200. Funding for the Special Assistance Program is available through a $250 donation the City receives from each non-profit organization or community based organization engaged in the selling of “Safe and Sane Fireworks.” This donation is collected in lieu of charging these organizations the City’s cost to cleanup the streets and parks following the Fourth of July festivities. There is currently a balance of $18,695 in this fund. A draft of the Special Assistance Program was presented to City Council at a Study Session on January 25, 2016 where City Council provided comments and direction. Since the Study Session, Staff has revised the Special Assistance Program to reflect City Council’s comments and recommendations. Staff recommends that the Special Assistance Program go into effect immediately. FISCAL IMPACT: There is no fiscal impact associated with the adoption of the Special Assistance Program. Prepared by: Reviewed and Approved: Carina Campos Louie F. Lacasella Administrative Intern Management Analyst Reviewed and Approved: Troy L. Butzlaff, ICMA-CM City Manager Attachments: 1) Special Assistance Program and Application ATTACHMENT 1 SPECIAL ASSISTANCE PROGRAM Introduction The Azusa City Council is committed to fostering education in the community by increasing opportunities for community based organizations and groups to further develop community programs for educational purposes. In addition, the program seeks to enrich community groups and organizations by providing funding assistance to support their participation in educational programs. The Special Assistance Program addresses the need to encourage enrichment opportunities among Azusa youth to create well rounded individuals. Mission The mission of the Special Assistance Program is to support community based organization non-profits and campus recognized clubs and organizations by providing financial assistance. Vision The vision of the Special Assistance Program is to provide enrichment opportunities to Azusa youth via participation in extracurricular programs in pursuit of becoming skilled and capable in a variety of disciplines. Purpose The Special Assistance Program has been developed to assist community based organizations and groups in the following: • Assist by providing funding assistance in developing a program that will diversify experiences for the community; • Assist by providing funding assistance to support their participation in educational programs such as extracurricular activities, sporting competitions, arts and cultural activities. The Special Assistance Program is aimed at providing grant funding of up to $200. Applicants are required to demonstrate why they need the requested amount. Applicants must clearly identify and define the long term outcome advantage of the activities being funded and how the activities further enrich education and or learning. Special Assistance grants are offered throughout the year; however, applicants are restricted to one application per fiscal year per organization. Qualifications To be eligible to receive a Special Assistance grant the applicant must identify with ONE of the following groups: Page 2 of 10 • Campus Recognized Club and Organization Club or organization must be affiliated with an educational institution in the Azusa Unified School District. • Community Based Organization A Community based organization non-profit proposing a program aimed at educational enrichment or the participation in a program for educational purposes. Funds will not be disbursed to individuals. The organization must be organized under the Model Non-Profit Corporation Act and designated as an exempted organization as defined by Internal Revenue Code Section 501(c). Requirements • If applicant organization is awarded funds to develop a program diversifying experiences for the community, the organization must provide evidence of how the funds were utilized to facilitate the developing of such program. OR • If applicant’s organization is awarded funds to participate in an educational program, the organization must be able to provide sufficient details to the City about the program to ensure funds are disbursed directly to the sponsoring organization. The City of Azusa WILL NOT consider applications for grant funding from any of the following: • A private individual for his/her own use; • A private for-profit entity or organization; • A political, politically affiliated or political action organization; • Private/Parochial Schools; or • Organizations conducting programs that discriminate against individuals or groups based on race, color, national origin, ancestry, sex, religion, age, marital status, sexual orientation, gender expression, disability or political affiliation. Disbursement of Funds The City will disburse funds directly to the affiliated organization. Checks will not be made to individuals. How much can I apply for? The Special Assistance Program provides small grants of up to $200 per organization. Submitting an application does not guarantee that funding will be allocated and applications may not be funded in full. Applicants are restricted to one application per fiscal year per organization. What will not be funded? It is the City’s policy not to fund requests from applicants for services that are normally supported by general tax dollars, represent a duplication of services which the City Page 3 of 10 already provides funding or where the request comes from an applicant requesting funds for a service in another community, which is a type of service Azusa already funds for itself. Specifically, the following requests will not be funded: • Requests for “start-up” costs, administrative costs, overhead costs, fund-raising costs, or other costs related to operating the initial service/program for which the group was organized; • Retrospective applications – if an event, service, activity or program takes place before the application is submitted it will not be considered for funding; • Requests for core staffing costs or utilities; • Requests for monetary donations or grants programs; • Programs for the sole purpose of advocating a religious faith or belief; • Celebrations for individuals; or • Requests from organizations to assist with a specific program or event which has received funding through another City of Azusa grant program in that fiscal year. How are applications evaluated for funding? In evaluating whether to award grant funding, the City Council may consider a combination of factors including, but not limited to: 1. The organization’s ability to identify and define the long term outcome advantage of the activities being funded; 2. How the organization’s participation in activities further stimulate scholarship; 3. Whether the applicant’s program directly benefits the City; 4. Whether residents of Azusa are directly involved in the group/organization as members of the Board of Directors, program administrators or participants; 5. Sustainability of the organization; and 6. Demonstrated need for the assistance being requested. Page 4 of 10 How to Apply Requests for Special Assistance grant funding are accepted throughout the year. Organizations applying for Special Assistance grant funding must complete a formal application. The application may be downloaded from the City’s website at www.ci.azusa.ca.us. Completed grant applications must be mailed or hand delivered to: City of Azusa City Manager’s Office Attn: Special Assistance Program 213 E. Foothill Blvd PO Box 1395 Azusa, California 91702 GENERAL SCHOLARSHIP PROGRAM CONDITIONS: a. The City reserves the right to withdraw or cancel the Special Assistance Program at any time without prior notice. b. The City reserves the right to seek clarification of information submitted in response to the Special Assistance Program. c. The City reserves the right to modify the Special Assistance Program as it deems necessary. d. Any material misrepresentations made by the applicant(s) will void the application and eliminate the applicant from further consideration. e. The City reserves the right to take all reasonable and appropriate steps to recover diverted funds. For More Information If you have questions or need further information about the Special Assistance Program please contact the City Manager’s Office at 626-812-5238. Page 5 of 10 Special Assistance Program Application (Please print or type) The applicant organization is requesting funding to: Develop a program that will diversify experiences for the community Participate in an educational program such as extracurricular activities, sporting competitions, arts and cultural Please identify the program Applicant Organization Information Legal Name of Applicant Organization Contact Name Title/Position Mailing Address City State Zip Code Email Address Phone Number Number of Paid Staff Number of Volunteers Year Organization Founded Is this organization incorporated in California as a non-profit organization? Yes Date of incorporation as a non-profit: Federal identification number: State identification number: No Are you planning to partner with a non-profit organization. If so, please provide the following: Page 6 of 10 Name of Non-Profit Federal identification number: State identification number: Contact Name Title/Position Mailing Address City State Zip Code Email Address Phone Number Has the organization or any members of the Board of Directors of the organization been involved with any personal business transactions valued over $500 including any business transactions, negotiations, investments or interests in real property with a Azusa City Councilmember during the past twelve (12) months? No. Yes. If yes, briefly describe: Page 7 of 10 Program Description 1. Describe the program the applicant organization is planning on either developing or participating and identify the following: • Objectives and goals • Participants • Intended audience that will benefit from the program (If applicable) • Number of volunteers Page 8 of 10 2. Why do you need the requested amount of funding? 3. Identify and define the long term outcome advantage of the activities being funded. How will the program benefit participants and or the community? Page 9 of 10 4. How will the program enrich education and/or learning? Past Program Benefits If your organization received City of Azusa funding in the previous year, please explain and show how Azusa residents benefited. This is my first time applying for funding. Page 10 of 10 We hereby certify the information contained in this application is true to the best of our knowledge and belief. Prepared by: Name Title Signature Date President or Authorized Officer: Name Title Signature Date Mail Completed Applications to: Attn: Special Assistance Program City of Azusa City Manager’s Office P.O. Box 1395 Azusa, CA 91702-1395 Or Deliver in Person to: Attn: Special Assistance Program City of Azusa City Manager’s Office 213 E. Foothill Blvd. Azusa, CA 91702-1395 For More Information If you have questions or need further information about the Special Assistance Program, please contact the City Manager’s Office at (626)812-5238.