HomeMy WebLinkAboutC-1,2 Community Assistance and Scholarship ProgramsPage 1 of 3
STUDY SESSION ITEMS
C-1 and C-2
MEMORANDUM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: CARINA CAMPOS, ADMINISTRATIVE INTERN
DATE: JANUARY 25, 2016
SUBJECT: DISCUSSION REGARDING THE ESTABLISHMENT OF A COMMUNITY
ASSISTANCE PROGRAM AND A SCHOLARSHIP PROGRAM
SUMMARY:
The City receives request for funding assistance from various non-profit organizations and
community based groups 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. 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. In addition to developing a Special Assistance Program, Staff has drafted a separate
Scholarship Program to provide financial assistance to eligible high school students and adults
who are looking to continue their education by attending an accredited college or university. A
description of both programs is outlined below. Staff is seeking comments and direction from the
City Council on both programs.
1.Special Assistance Program
Community groups often request funding assistance from the City for special projects or services
they provide to the community. Currently, the City has no formal policy for considering requests
INFORMATION ITEM
PRESENTED
1/25/2016
Special Meeting
Page 2 of 3
for funding assistance from non-governmental organizations. In an effort to establish a structured
and fair distribution of funds, Staff has developed a Special Assistance Program setting
eligibility and evaluation criteria necessary to receive funding. The following are key elements of
the proposed program:
Objective • Assist community groups by providing financial contribution
• Assist individuals to meet costs associated with participation in
community activities
Eligibility • Non-profit 501(c) organization
• Joint powers authority/organization
• Maximum funding request of $500
Evaluation • Performance record
• The service/program benefits
• Residents involvement in the organization/group
• Sustainability of organization
• Demonstrated need
While the City does not formally budget for requests for community assistance, there is an
established source of funding that can be used to fund requests received under the proposed
Special Assistance Program. The City currently collects a $250 donation from each non-profit
organization or community based organization engaged in the selling of “Safe and Sane
Fireworks” in lieu of charging these organizations for the City’s cost related to the cleanup of
streets and parks following the Fourth of July. The monies collected from the issuance of
fireworks stand permits is set aside in a “Scholarship Fund” and has historically been used to
fund requests for community assistance. There is currently a balance of $18,695 in this fund.
2. Scholarship Program
As a condition of their development agreement with the City, Vulcan Materials Company was
required to make $75,000 initial contribution to a scholarship fund and a $0.05 (five cents) per
ton of construction grade aggregate sold from the site once mining operations begin to support
the scholarship fund on a continuing basis.
Staff recommends a Scholarship Program be established to award funds to eligible high school
and adult applicants. The scholarship is designed to assist high school seniors and adults
advancing in their career who demonstrate a financial hardship. The vision of the scholarship is
to create future leaders committed to the betterment of the community through citizenship,
integrity and community involvement. Scholarship recipients are required to complete a
minimum of forty (40) hours of community service to the City and/or community-based
organization. The following is a summary of the program elements:
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Requirements • Completed application
• Two (2) reference letters
• One (1) sealed transcript
• One-page essay
Qualifications for High School
Senior Applicant
• Must reside in Azusa
• Must be a high school senior
• A minimum cumulative GPA of 3.0
• Demonstrate leadership at school or in the
community
• Provide evidence of acceptance to an
accredited college or university
• Proof of financial need
Qualifications for Adult
Advancement Applicant
• Must reside in Azusa
• Be at least nineteen (19) years of age
• Demonstrate involvement in the community
• Provide evidence of acceptance to an
accredited college or university
• Proof of financial need
Basis for selection • Scholastic standing
• Extracurricular activities/community
involvement
• One-page essay
• Interview
• Financial need
CONCLUSION:
Staff recommends that the City Council review and provide input on both the Scholarship Fund
and Special Assistance programs. Once Staff has received input from the Council, both programs
will be revised as appropriate and placed on a future City Council agenda for Council action.
Attachments:
1. Special Assistance Program Application
2. Scholarship Program Application
SPECIAL ASSISTANCE PROGRAM
Introduction
The Azusa City Council is committed to building a stronger and better community by
increasing opportunities for community groups to further reach individual goals and
achievements that benefit the community as a whole.
The Special Assistance Program has been developed to:
Assist community groups by providing a grant to help meet urgent or unforeseen
costs; and
Assist individuals to meet costs associated with participation in community
activities such as sporting competitions, arts and cultural activities and self-
development initiatives that benefit the community.
The Special Assistance Program is aimed at providing grant funding of up to $500.
Applicants are required to demonstrate why they need the requested amount. Special
Assistance grants are offered throughout the year; however, applicants are restricted to
one application per fiscal year per organization.
Policy Statement
The City Council of the City of Azusa has determined that a special assistance fund
shall be set aside each fiscal year for the purposes of allocation to community groups
and organizations that provide special activities, programs or services to the citizens of
the community.
Who can apply?
To be eligible to receive a Special Assistance grant the applicant must meet ONE of the
following conditions:
1. The applicant is a non-profit entity organized under the Model Non-Profit
Corporation Act and designated as an exempted organization as defined
by Internal Revenue Code Section 501(c); or
2. The applicant is a joint powers authority/organization which provides a
service which would otherwise be provided by the City of Azusa.
The City of Azusa WILL NOT consider applications for grant funding from any of the
following:
1. A private individual for his/her own use;
2. A private for-profit entity or organization;
3. A political, politically affiliated or political action organization;
ATTACHMENT 1
4. Private/Parochial Schools; or
5. 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.
How much can I apply for?
The Special Assistance Program provides small grants of up to $500 per organization.
Submitting an application does not guarantee that funding will be allocated and
applications may not be funded in full.
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
already provides funding or where the request comes from an applicant reque sting
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 record of performance in providing similar services in
the past;
2. Whether the applicant’s service/program directly benefits the City;
3. Whether residents of Azusa are directly involved in the organization/group
as members of the Board of Directors or as program administrators;
4. Sustainability of the organization; and
5. Demonstrated need for the assistance being requested.
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.azusa.gov/specialassistanceprogram/. Completed grant applications must be
mailed or hand delivered to:
City of Azusa
Special Assistance Program
213 E. Foothill Blvd
PO Box 1395
Azusa, California 91702
For More Information
If you have questions or need further information about the Special Assistance Program
please contact the Office of the City Manager at 626 -812-5238.
Application Page 1
SPECIAL ASSISTANCE PROGRAM APPLICATION
(Please Print or Type)
PROJECT INFORMATION
Amount Requested: $ (Maximum allowable $500)
Project Name:
Project Start Date: Project End Date:
ORGANIZATION INFORMATION
Legal Name of Applicant Organization:
W ebsite:
Contact Name: Title/Position:
Contact Person’s Email Address
Mailing Address:
Telephone: Year Organization Founded:
Number of Paid Staff: Number of Volunteers:
Geographic Area(s) Served:
Is this organization incorporated in California as a non-profit organization?
Yes No Effective Date:
If "yes":
Date of incorporation as a non-profit:
Federal identif ication number:
State identif ication number:
If "no":
Name of sponsoring organization:
Federal identification number:
State identif ication 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 Council Member during the past 12
months? Yes_ No_ If Yes, briefly describe:
This application has been authorized by the organization’s:
Executive Committee Board of Directors Members-at-Large
Application Page 2
PROJECT DESCRIPTION
How will your organization use the funding awarded? Describe the project, project objectives, those
served (including number of people who would benef it from this project), geographic area serviced by
the project, and number of volunteers involved. Include equipment or services that would be purchased
and why. Include a detailed budget and a schedule of significant activities related to this project. You
may attach a maximum of one double-spaced typewritten page of information. (Please type or print
legibly.)
Application Page 3
PAST PROJECT BENEFITS
If your organization received City of Azusa funding in the previous year, please explain and show
how Azusa residents benef ited.
Application Page 4
SIGNATURE PAGE
W e hereby certify the information contained in this application is true to the best of our knowledge and
belief.
PREPARED
BY:
NAME and TITLE (Please Print or Type)
SIGNATURE:
PRESIDENT or
AUTHORIZED OFFICER:
NAME and TITLE (Please Print or Type)
SIGNATURE:
ORGANIZATION N AME:
MAILING
ADDRESS:
TELEPHONE: EMAIL ADDRESS:
DATED THIS of ,
(Date) (Month) (Year)
Mail Completed Applications to: City of Azusa
Special Assistance Program
P.O. Box 1395
Azusa, CA 91702-1395
Or Deliver in Person to: City of Azusa
City Hall
213 E. Foothill Blvd.
Azusa, CA
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City of Azusa Scholarship Program
The City of Azusa has established a scholarship fund to provide financial assistance to
Azusa residents who wish to pursue post-secondary education.
The City of Azusa Scholarship was created to assist high school seniors and adults
advancing in their career through six (6) scholarship opportunities. Applicants who
reside in the City of Azusa meeting all the requirements will be eligible to receive an
award of up to $1,000. The scholarships may be awarded as follows:
Opportunity 1 High School Senior (1) - $1,000; (2) - $500
Opportunity 2 Adult Advancement (1) - $1,000; (2) - $500
Applicants are eligible to apply to one (1) of the two (2) scholarship opportunities. The City will
send awards directly to the student’s school of choice upon receipt of registration verification to an
accredited college or university to assist in tuition, fees, room & board and books.
Mission
The mission of the City of Azusa Scholarship is to support aspiring graduating high school students
and young adults looking to achieve a higher education by providing financial assistance.
Vision
The vision of the City of Azusa Scholarship is to provide opportunities for Azusa youth to pursue a
college education and in turn create future leaders committed to the betterment of the community
through citizenship, integrity and community involvement.
Guidelines
Applications can be obtained online at www.ci.azusa.ca.us or at City of Azusa Human Resources
office. Applications must be filled out completely. Any incomplete applications will be disqualified
from the application process.
All applicants must submit the following:
Completed Application;
Two (2) reference letters;
One (1) sealed official transcript for graduating high school seniors only; and
One-page essay.
Qualifications for High School Senior Applicant
Must reside in Azusa;
Must be a high school senior;
A minimum cumulative GPA of 3.0;
Demonstrate leadership at school or in the community;
Provide evidence of acceptance to an accredited college or university; and
Proof of financial need.
ATTACHMENT 2
Page 2 of 9
Qualifications for Adult Advancement Applicant
Must reside in Azusa;
Be at least nineteen (19) years of age;
Demonstrate involvement in the community;
Provide evidence of acceptance to an accredited college or university; and
Proof of financial need.
In addition, all applicants awarded a scholarship will be required to provide a minimum of forty
(40) hours of community service to the City and/or a community-based organization. Applicants
will be required to provide a statement of proof that the work was completed and must complete
the community service within one (1) year of receipt of the scholarship.
Basis for Selection
Applicants will be selected based on the following items:
Scholastic standing;
Dedication to extracurricular activities and or community involvement;
One-page essay;
Interview; and
Financial need.
Each application will be evaluated and ranked based on the applicant’s academic achievement,
community involvement or extracurricular activities, financial need and special circumstances.
Applications will be reviewed by the Scholarship Selection Committee consisting of members of the
City Council and City Staff. All decisions of the committee will be final.
For More Information
Questions regarding this scholarship application should be submitted to:
Carina Campos
City Manager’s Office
City of Azusa
213 East Foothill Boulevard
Azusa, CA 91702
(626)812-5102
ccampos@ci.azusa.ca.us
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City of Azusa Scholarship Application
Application Procedure:
Application must include two (2) reference letters and one (1) sealed official
transcript for graduating high school seniors only. Please submit application packets
to City of Azusa, City Clerk’s Office, Attn: City of Azusa Scholarship 213 East Foothill
Blvd., Azusa, CA 91702.
I am applying for:
High School Senior Scholarship
Adult Advancement Scholarship
Applicant Information
First Name Middle Name Last Name
Street Address
City State Zip Code
Phone Number
Current School
* If you are an Adult Advancement applicant and are not currently enrolled in school, provide your
most recent school.
School Name
Street Address
City State Zip Code
Phone Number
Grade Level Cumulative GPA Graduation Date
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Honors and Awards
List any honors or awards you have been presented. List the title of the award, date and institution
that provided the award.
Extracurricular Activities
List all activities and years in which you have participated. Include any leadership positions held.
Examples of activities include and are not limited to: clubs, sports, school publications, plays, arts,
hobbies and community involvement.
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Future Career Plans
What are your career goals and how do you intend to achieve them?
College or University of which you intend to enroll:
College or University Name
City State
Semester Major
Have you been accepted? If yes, include a copy of letter of acceptance.
Yes No
Page 6 of 9
One-page Essay:
Choose two (2) of the following questions and answer each question with 300 words or less. Be
sure to clearly label your work.
1. Identify a need in the community and offer a solution/plan that involves citizenship,
integrity, and community involvement.
2. Tell us how you use citizenship, integrity and community involvement in your life and how
you can teach these traits to others.
3. To what extent are good citizenship, integrity and community involvement needed in a
community?
4. Identify an individual in your community and explain how he or she upholds citizenship,
integrity and community involvement.
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Financial Eligibility
The City of Azusa Scholarship is designed to help applicants in
families with limited financial resources. Applicants must live in a
household that fits the state income limits for 2015.
If you are a High School Senior applicant, provide your parent
or legal guardian information.
If you are an Adult Advancement applicant and are
dependent student, provide your parent or legal guardian
information. If not, continue to the Family Members section.
Parent or Legal Guardian Name Last Name
Street Address
City State Zip Code
Phone Number
Family Members
Please list all family members in your household below, including yourself.
Full Name and Relationship
1.
2.
3.
4.
5.
6.
7.
8.
2015 State Income Limits
Members
in
household
Annual
Income Less
Than
1 $47,850
2 $54,650
3 $61,500
4 $68,300
5 $73,800
6 $79,250
7 $84,700
8 $90,200
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Financial Information
If applicant is awarded, a most recent tax return with
adjusted gross income for 2015 will be required. Pay stubs
alone are not an adequate form of information.
Applicants must live in a household that fits the state income
limits for 2015. Check the income bracket that applies to
your household to certify the annual income is less than
what is listed.
In 2014 or 2015, did anyone in your household receive:
(Check all that apply.)
Supplemental Security Income
Supplemental Nutrition Assistance Program (SNAP)
Free or Reduce Price School Lunch
Temporary Assistance for Needy Families (TANF)
Special Supplemental Nutrition Program for Women, Infants, and Children (WIC)
Not Applicable
I, understand that misrepresentation of information subjects
the applicant to being disqualified. I hereby certify that all of the above information is correct to the
best of my knowledge.
Signature Date
FOR MINORS
I, parent or legal guardian of
understand that misrepresentation of information subjects the applicant to being disqualified. I
hereby
certify that all of the above information is correct to the best of my knowledge.
Signature Date
2015 State Income Limits
Members
in
household
Annual
Income Less
Than
1 $47,850
2 $54,650
3 $61,500
4 $68,300
5 $73,800
6 $79,250
7 $84,700
8 $90,200
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Application Checklist
Completed Application
Two (2) reference letters
One (1) sealed official transcript for graduating high school seniors only
One-page essay
I certify that to the best of my knowledge the information in this application is true and factual.
Signature Date
We appreciate the time that you have taken to submit an application.
Completed applications should be submitted to:
City of Azusa
City Clerk’s Office
Attn: City of Azusa Scholarship
213 East Foothill Boulevard
Azusa, CA 91702