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HomeMy WebLinkAboutE-12 Staff Report - Finding of Public Benefit AHS JROTCSpecial Assistance Program September 9, 2024 Page 1 CONSENT ITEMS E-12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TALEEN NAZARIAN, MANAGEMENT ANALYST DATE: SEPTEMBER 16, 2024 SUBJECT: FINDING OF PUBLIC BENEFIT AND APPROVAL OF SPECIAL ASSISTANCE PROGRAM APPLICATION AND FUND DISBURSEMENT ON BEHALF OF THE AZUSA HIGH SCHOOL JROTC PROGRAM. BACKGROUND: The City’s Special Assistance Program was established to support local community-based organizations, non-profits and campus-recognized clubs that serve a public benefit to the community at-large. The Program has a complete set of guidelines and criteria for awarding financial assistance to organizations in the form of small donations that encourage enrichment programs and opportunities for Azusa residents. The City receives funds for this program each year from the sale of ‘Safe and Sane Fireworks’, as each participating community and non-profit organization engaged in fireworks booth sales donates $250 as part of their vendor application. The proposed action will approve a Special Assistance Program application for expenditures in the amount of $200 to the Azusa High School Junior Reserve Officers' Training Corps (JROTC) Program to help offset costs associated with educational field trip costs, including admission costs along with transportation expenses. RECOMMENDATION: Staff recommends that the City Council take the following actions: 1) Approve $200 of Special Assistance funds to the Azusa High School JROTC Program for expenses related to student educational field trip costs, admission and transportation; and 2)Make a finding that the community at large will receive a public benefit from the expenditure of funds for the recommended items. Approved City Council September 16, 2024 Special Assistance Program September 9, 2024 Page 2 ANALYSIS: Community groups and organizations often request funding assistance from the City for special programs or services they provide to the community. The Special Assistance Program was 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, and to financially assist community groups and organizations in developing programs diversifying experiences for the community or seeking participation in educational programs. Eligible community groups and organizations can apply for funding of up to $200. The City has received a $200 request from the Azusa High School JROTC Program to help cover expenses related to field trip admissions and transportation for the approximately 100 students enrolled in the program during the 2024-2025 school year. The Program aims to “build a better citizen” by fostering leadership, teamwork, self-awareness, and community service. A key aspect of the Program involves enriching participants through visits to educational and historical institutions, offering enriching and valuable learning experiences beyond the classroom. The Program also relies on parent and alumni support to supplement school resources and provide additional guidance. Staff recommends approval of the application and an expenditure in the amount of $200 in accordance with Special Assistance Program guidelines. These actions approve a finding of public benefit and recommended expenditure of $200 to the Azusa High School JROTC Program. FISCAL IMPACT: A trust account (50-08-000-141-2718) was established to administer donations that the City receives from non-profit and community-based organizations engaged in annual sales of ‘safe and sane fireworks’. The donations received in this trust account are specifically reserved for funding requests from the Special Assistance Program. The current available balance on the stated account is $32,947.90 and upon Council approval, Staff will appropriate $200 from this account for the recommended action. 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) Application from Azusa High School JROTC Program 2) Description and Overview of the Special Assistance Program 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: 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.