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HomeMy WebLinkAboutD-2 Staff Report - Scholarship & Special Assistance ProgramsCity Scholarship and Special Assistance Programs September 16, 2024 Page 1 SCHEDULED ITEM D-2 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: NICO DE ANDA-SCAIA, DEPUTY CITY MANAGER DATE: SEPTEMBER 16, 2024 SUBJECT: OVERVIEW AND FUTURE DIRECTION CONCERNING CITY OF AZUSA SCHOLARSHIP AND SPECIAL ASSISTANCE PROGRAMS BACKGROUND: At their regular meeting of August 19th, 2024, the City Council requested that staff return at a future meeting with an update regarding the City’s two existing community benefit programs. Funded by contributions from the Vulcan Materials Company and ‘Safe and Sane Fireworks’ sales applications respectively, the ‘City of Azusa Scholarship Program’ and the ‘Special Assistance Program’ were established to offer scholarship opportunities for local community organizations and residents pursuing higher education. The initial intent behind these programs was to cultivate well-rounded community members and inspire leadership in the Azusa community. The following report provides an overview of these programs to help guide Council’s discussion. The subject actions seek direction from Council concerning the future of these community scholarship programs and funding levels. More specifically, staff is requesting whether programs should be re-instated, modified, consolidated, or funds re-directed toward other community benefit purposes with greater need and/or impact. RECOMMENDATION: Staff recommends that the City Council take the following actions: 1)Consider and provide direction regarding the ‘City of Azusa Scholarship Program’ and the City’s ‘Special Assistance Program’; and 2)Direct staff to return at a future meeting with revised program guidelines and/or policy language, as needed, to reflect program changes as directed by Council. Approved City Council September 16, 2024 City Scholarship and Special Assistance Programs September 16, 2024 Page 2 ANALYSIS: City of Azusa Scholarship Program The ‘City of Azusa Scholarship Program’ was approved by City Council in 2016 and was made possible through a financial contribution from the Vulcan Materials Company as a condition of their development agreement with the City. The Program was established to provide financial assistance to qualified Azusa residents pursuing a post-secondary education. Per program guidelines, a total of six scholarships were awarded annually across two categories – three to high school seniors and three to adult learners – with $1,000 for the first place and $500 for each of the remaining positions, totaling $4,000 per cycle. Eligible applicants must be residents of the City for at least one year prior; be first-time students in higher education with no previous college credit; have maintained a minimum grade point average of 2.75; provide proof of acceptance to an accredited college, university or trade school; have verified financial need; and demonstrated leadership in their school or in the community. Scholarship funds could be applied only toward tuition, student fees, room and board, and books. An Ad-Hoc Committee of the City Council was established with the task of evaluating applications and making award recommendations, with support and coordination from staff of the Economic and Community Development Department. As of September 2024, the available balance of this scholarship fund account is $66,800.00. This program has not been active since approximately 2019 due to impacts of the Covid-19 pandemic. City of Azusa Special Assistance Program The City’s ‘Special Assistance Program’ was established to support community-based organizations, local non-profits, and campus recognized clubs by providing financial assistance for youth and community enrichment activities. The funds are intended to help organizations develop programs and support participation in educational programs, including extracurricular activities, sporting competitions, the arts, and certain cultural activities. Eligible organizations can apply annually for one scholarship up to $200, with the application requiring a detailed program description and responses to questions about the organization’s mission, activities, and greater community benefit. In the past, the Special Assistance Program has supported a range of initiatives across Azusa, including funding for Gladstone High School’s JROTC Program to acquire specialized equipment for the school’s color guard and other community activities, Gladstone High School’s Baseball Team to purchase essential sports safety equipment, and the Azusa High School Cross Country Program to cover costs related to recognizing student athletes. Unfortunately, due perhaps in part to the award amount of this scholarship and/or other factors, few applications have been submitted for this scholarship over the past couple of years. City Scholarship and Special Assistance Programs September 16, 2024 Page 3 This program is managed by the City Manager’s Department – Neighborhood Services Division, and is funded by donations paid annually to the City as part of the 4th of July ‘safe and sane’ fireworks booth sales vendor application process. As of September 2024, the available balance of this scholarship fund account is $32,947.90. FISCAL IMPACT: Pending further direction from the City Council, there is no additional fiscal impact to the City at this time. The City of Azusa Scholarship Program has a current fund balance of $66,800.00 (Trust Account #50-08-000-146-2719). The City’s Special Assistance Program has a current available balance of $32,947.90 (Trust Account #50-08-000-141-2718). These funds are included as part of the City’s FY 2024-25 Budget, and any scholarship awards granted as part of these two programs are drawn solely from the existing trust accounts. Prepared by: Reviewed by: Taleen Nazarian Nico De Anda-Scaia Management Analyst Deputy City Manager Fiscal Review by: Reviewed and Approved: Talika Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: 1) City of Azusa Scholarship Program Description and Application 2) Special Assistance Program Description and Application City of Azusa Scholarship Program The City of Azusa has established a scholarship fund to provide financial assistance to qualified residents who wish to pursue post-secondary education. The City of Azusa Scholarship was created to assist high school seniors and first time 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 applicant’s school of choice upon receipt of registration verification to an accredited college, university or trade school 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 be a resident of Azusa for a minimum of one (1) year; Must be a high school senior; A minimum cumulative GPA of 2.75; Demonstrate leadership at school or in the community; Provide evidence of acceptance to an accredited college, university or trade school; and Proof of financial need. Attachment 1 Page 2 of 10 Qualifications for Adult Advancement Applicant Must be a first time freshman with no previous college credit; Must be a resident of Azusa for a minimum of one (1) year; Be at least nineteen (19) years of age; Demonstrate involvement in the community; Provide evidence of acceptance to an accredited college, university or trade school; and Proof of financial need. Requirements All applicants awarded a scholarship must meet the following requirements: 40 Hours of Community Service 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 acknowledging work was completed and must complete the community service within one (1) year of receipt of the scholarship. Proof of Acceptance to Accredited College, University or Trade School All applicants awarded a scholarship will be required to provide proof of acceptance to a n accredited college, university or trade school. A receipt of registration verification is required before any funds are disbursed directly to the applicant’s school of choice. If evidence is not provided the scholarship is forfeited. Proof of Adjusted Gross Income All applicants awarded a scholarship will be required to provide proof of the most recent tax return with adjusted gross income. Pay stubs alone are not an adequate form of information. If evidence is not provided the scholarship is forfeited. Proof of Residency Scholarship recipients must have been residents of the City of Azusa for at least one (1) year. Awardees will be required to provide proof of residency. Two (2) proofs must be provided dated one (1) year prior to the application due date. Proofs must be under the applicants name or parent’s name if the applicant is a dependent student. Acceptable proofs of Azusa residency include but are not limited to: Tax returns giving Azusa as the home address Pay check stub Checking or saving account statements Utility Bill Driver’s License or Identification Passport Basis for Selection Applicants will be selected based on the following items: Academic Achievement; Dedication to extracurricular activities and or community involvement; One-page essay; Interview; and Financial need. Page 3 of 10 Each application will be evaluated and ranked based on the applicant’s academic achievement, community involvement or extracurricular activities, interview and financial need. 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. Disbursement of Award The City will distribute funds directly to the applicant’s school of choice upon receipt of registration verification to an accredited college, university or trade school. GENERAL SCHOLARSHIP PROGRAM CONDITIONS: a.The City reserves the right to withdraw or cancel the Scholarship Program at any time without prior notice. b.The City reserves the right to postpone the Scholarship Program at any time. c.The City reserves the right to seek clarification of information submitted in response to the Scholarship Program Application. d.The City reserves the right to modify the Scholarship Program as it deems necessary. e.Any material misrepresentations made by the applicant(s) will void the application and eliminate the applicant from further consideration. f.The City reserves the right to take all reasonable and appropriate steps to recover diverted funds. For More Information Questions regarding this scholarship application should be submitted to: Carina Campos City of Azusa 213 East Foothill Boulevard Azusa, CA 91702 (626)812-5102 ccampos@ci.azusa.ca.us Page 4 of 10 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 Page 5 of 10 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. Page 6 of 10 Future Career Plans What are your career goals and how do you intend to achieve them? College, University or Trade School of which you intend to enroll: College, University or Trade School Name City State Semester Major Have you been accepted? If yes, include a copy of letter of acceptance. Yes No Page 7 of 10 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. Page 8 of 10 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 2016. 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. 2016 State Income Limits Members in household Annual Income Less Than 1 $48,650 2 $55,600 3 $62,550 4 $69,450 5 $75,050 6 $80,600 7 $86,150 8 $91,700 Page 9 of 10 Financial Information If applicant is awarded, a most recent tax return with adjusted gross income for 2016 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 2016. Check the income bracket that applies to your household to certify the annual income is less than what is listed. In 2015 or 2016, 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 2016 State Income Limits Members in household Annual Income Less Than 1 $48,650 2 $55,600 3 $62,550 4 $69,450 5 $75,050 6 $80,600 7 $86,150 8 $91,700 Page 10 of 10 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 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: Attachment 2 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.