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Home My WebLink About1996-09-24 - AGENDA REPORTS - CMTY SERVICES GRANT PGM (2)NEW BUSINESS DATE: SUBJECT: DEPARTMENT: BACKGROUND AGENDA REPORT City Manager Approval/&//X Item to be presented b . Raquel Garcia September 24, 1996 COMMUNITY SERVICES GRANT PROGRAM Parks, Recreation and Community Services As part of the Fiscal Year 1996-97 City budget, Council approved the Community Services Grant Program for $37,500. The focus of this years' grant program was to assist non-profit organizations providing youth and family and cultural understanding programs to residents of the City. Eligible projects are in the form of one time start-up projects and program enhancements, capital expenditures and special supplies. The City received twenty-six (26) proposals for a total of $110,556 for grant award consideration. On September 6, 1996, the Community Services Grant Review Committee, composed of Councilmember JoAnne Darcy, Councilmember Janice Heidt, Steve Stark, Director of Administrative Services; Terri Maus, Assistant to the City Manager and Raquel Garcia, Administrative Assistant represented the comments of Rick Putnam, Director of Parks, Recreation and Community Services; met to evaluate proposals and provide a recommendation on grant awards to City Council. The Committee is recommending a total of $18,700 in grant funds to be awarded. The recommendation is based on the extent organizations met this year's grant criteria directed at the City's priority focus areas of Youth and Family, Cultural Understanding and the prerequisite of collaboration with other organizations. The Committee postponed decisions to award grant money to three organizations. The Committee is requesting these agencies to resubmit their applications based on the Committee's comments. Specifically, the Committee would like Cal Arts and Saugus Union School District to meet and work together to submit a joint request which will provide an arts enrichment experience to "at risk" youth in the community. Additionally, the Committee would like Valencia High School to resubmit their application for the Inside Santa Clarita program with a more clearly defined proposal which better indicates how the program will address the grant's priority focus areas and describes the collaborative efforts of the participating agencies as they relate to the implementation of the program. Several proposals did not meet the priority focus areas. Please refer to Attachment A, Organization Recommendation List. nr Agenda Item: City Council approve the Committee's recommended list of organizations and corresponding grant amounts for the Community Services Grant program for Fiscal Year 1996-97 and direct staff to implement Committee comments, execute agreements with organizations for grant funding, and retain $18,800 in grant funds as a reserve for potential funding of applications Committee has requested be resubmitted and for future grant requests. ATTACHMENT Attachment A, Organization Recommendation List Attachment B, Grant Criteria Definitions Grant application is available at City Clerk's Reader file csgrant.agn Attachment A Community Services Grant Program Organizational Recommendation List Fiscal Year 1996-97 Camautcet rn 1. Association to Teen Alert Program - Educate teens $4,367 -0- Aid Victims of when they are in an unsafe Proposal requests funding Domestic environment, and to take responsibility for services provided Violence for their actions, their safety and their outside City boundaries. relationships. Provides place to meet The City's grant program and a forum to address domestic criteria provides funding violence and date violence issues. for City residents solely. Funds awarded in 1995-96 fiscal year not expended to date. 2. Boy Scouts of Scout Camp for Disadvantaged Youth - $5,000 $2,500 America Offers summer camp opportunities to low-income families in the SCV. Will provide camp to 65 area youth. 3. California SCVAP Public Art Program - Provides $5,000 .0 - 0 -Institute Institute of the high quality arts training for 20-24 Committee would like Cal Arts/SCV Arts area youth who are considered "at Arts and Saugus Union Partnership risk". Will teach printmaking School District - School techniques in two 10 -week sessions. Arts Program to work Goals are to develop artistic skills, together and resubmit a provide alternative to gang -related joint proposal for activity and encourage self-esteem. reconsideration. 4. Cedarcreek PTA Cedarcreek School /Daycare Site $3,000 -0- 0 -Improvement Improvement - Provides irrigation and Proposal does not meet landscaping of perimeters to day care priority focus areas and center. does not meet collaboration requirement. Committee would like staff to send a letter to agency informing them about the City's "Wish List" program, and name of contact person from Rotary Club which agency can all and request possible funding. ap,�+ ` �aIIli9 *.,.�gq J� aRfl® � a`k' OSir ��` es s W!, NU, N .�W!, �k, auri °� ecg c at�orrs 5. D.A.S.H. - Moving Expense Assistance for Persons $3,000 -0- 0 - Disabled Disabled Adults with Disabilities - Provides Committee would like Seeking Housing approximately 10 people with finances request to be referred to to cover the cost of security deposits City's Community and moving fees. Development Block Grant program for consideration of pilot program funding and the development of a process for the program. 6. Educational Just Say No... Because (Empowerment $2,400 -0- 0 - Center Center for the Through Education) - Goal is to Proposal does not meet Prevention of educate youth and their families in collaboration requirement. Drug and Alcohol prevention of drug and alcohol abuse Abuse by relaying personal experiences on the physical and mental consequences involved. Followed up with videos and written materials. 7. Family Day Care Working Together Towards Literacy - $955 $830 Association of the Trains day care providers and parents Committee recommended Santa Clarita on how to develop strong readers and grant amount does not Valley encourage the love of reading in young provide for costs of food. children. Also educates on how to select good reading material, and incorporating reading into curriculum. 8. Friends of the Multicultural Awareness Through $3,000 -0- 0 - Libraries Libraries of the Human Relations - Enhances multi- Proposal does not meet Santa Clarita culturalism collection at public collaboration requirement. Valley libraries in Valencia, Newhall and Committee would like Canyon Country areas of the City. staff to send a letter to agency directing them to explore potential funding of County Library Community Facility Districts funds and informing the agency of other multicultural groups in the community they can contact and work with in the future. 2 3 OA]IiL1ELe s r S1A11 8�C 3531 a�LU a: � 9. Girl Scouts - All Things Come Full Circle - Choices - $5,000 -0- 0- Joshua Joshua Tree 10-week program to assist juvenile hall Proposal does not meet Council or other female treatment program collaboration requirement. recipients to develop personal and Proposal unclear as to social skills to help them make positive program and area to be healthy choices. Provides information served. on career planning, goal setting, decision making and resisting negative peer influences. 10. Key Club of Shoot for the Stars - Partial funding $5,000 -0- 0- Valencia High Valencia for celebrity fundraiser basketball Proposal request does not School game. Proceeds received from event meet priority focus areas will be used to establish clubs on the and purpose of grant. Valencia High School campus that educate students on consequences of drinking and driving, drugs and involvement in gangs. 11. Mad About Club MARC Outreach Program - $3,000 -0- 0- Rising Rising Crime Expands Club MARC program into Proposal is unclear as to SCV elementary schools. Program role of PTA as collaborator provides positive activities for students on project. Program plan and educates them on gangs, drugs unclear and budget not and violence. provided. 12. Miller, Geidel Early Intervention and Teen $5,000 $4,000 and Associates Support/ Outreach - Expands existing early intervention and teen support project for those in crisis situations. Replaces broken toys and provides supplies for therapeutic playroom. Expands teen outreach program by providing informational and educational material. 13. Samuel Dixon Healthy Kids Club - Addresses self- $5,000 -0- 0- Family Health Family esteem and character building of girls Proposal submitted Center, Inc. between the ages of 9 and 14. Provides requests $3,000 for a camp experience and Caring Kids salaries which are Ball. ineligible for grant funding. Agency receives City funding through CDBG program. 14, Santa Clarita Creating a Caring Environment - $2,260 $2,260 Child & Family Provides 20 new nap cots to replace Development old, worn ones, and provides three Center water and sand activity tables for Center's preschool program. 3 b ys' oir . WOM, xts� `�1+i me gel Rfl �`4Eeammilai� �. ( (p� �8'k @ �4P�YPa R 0.4 R 1 m l6NMb��°�G 49 $R� e 15. Santa Clarita Multicultural Awareness - Purchases $5,000 - 0 - InterLibrary materials to enhance multicultural Proposal does not meet Network collections at Valencia High School and collaboration requirement. LaMesa Junior High School libraries. Program plan unclear, 16. Santa Clarita Santa Clarita International Film $5,000 -0- 0 - International International Festival - Provides 7 -day international Proposal does not meet Film Festival family film festival to general public. priority focus areas. Provides community education and cultural enrichment. 17. Santa Clarita Alcoholic Beverage Control Sting - $5,000 0 - -0- Sheriff Station Sheriff Provides six 2 -way radios to Reserve Proposal does not meet Uniformed Officers to conduct sting operations on collaboration requirement. Reserve local stores and bars selling alcohol to City provides this service Company 6 juveniles. under the EASY program. 18. Santa Clarita Youth Outreach - Raises the awareness $4,375 $1,625 Valley of teens to the services of SCV Committee recommended Community Community Hotline. Works with grant amount does not Hotline counselors at high schools to provide provide for the purchase information in back -to -school packets and imprinting of key and conducts school assemblies on rings and flashlights. issues including domestic violence, With an additional $500 drugs, pregnancy, violence between provided for printing, teens and date rape. Committee requests organization to expand program to junior high schools. 19. Santa Clarita Ground -to -Air Triage - Provides $5,000 -0- 0 - Valley Valley Council ground -to -air emergency visual Proposal does not meet PTA indicators, emergency flags and storage priority focus areas. bags to every school in the SCV to use Committee would like in the event of an emergency. staff to send a letter to agency informing them of the City's "Wish List" program. 20. Santa Clarita Young Authors Conference - Provides $4,250 -0- 0 - Valley Council Valley conference to bring authors, students, Proposal does not meet PTA parents and teachers together to take collaboration requirement. part in workshops on poetry, drawing, Food and salaries are not bookmark design, book binding, book eligible expenses for cover design, calligraphy, acting, City's grant funding. drama, how to be a playwright and book sharing. rd 3- S`II1 Pt'Deb 0q a�� "',OIt3m#t•wlil�'fl`5� 21. Santa Clarita Fresh Milk Program - Provides one $5,000 -0- 0- Valley Food Valley half gallon of fresh milk to each of the Proposal requests funds Pantry 675 families (1,000 children) using the for ongoing food service service each month. program. Community Services Grant intent is to fund one-time projects. Committee member JoAnne Darcy volunteered to contact private food service organization to request donation of powdered milk product. 22. Santa Clarita. Increase Advertising and Education - $5,000 -0- 0- Valley Safe Valley Provides for a poster contest for local Proposal does not meet Rides youth to provide new posters on the collaboration requirement.. theme of "What are the costs of Committee would like drinking and driving?" Provides for a staff to send a letter custom wall map, display boards, informing agency of the easels and a copy machine. City's "Wish List" program and other possible assistance. 23. Saugus Union After School Arts Enrichment - $5,000 -0- 0- School District School Provides at-risk 4th through 6th grade Committee would like students a hands-on art instruction, Saugus Union School group support and self-appreciation. District and CalArts, Provides talent showcase. Objectives SCVAP Public Art are to decrease undesirable behaviors, Program to work together increase academic success and self- and resubmit a joint esteem. proposal to the Committee for reconsideration. 24. Single Mothers Single Mothers Outreach Newsletter - $4,964 $3,000 Outreach Produces a newsletter with articles on Telephone, utility services and issues that benefit single expenses and postage are mothers and their children. To include not included as part of topics on child care, health care, job Committee recommended training, counseling, auto maintenance, grant amount for agency. and others. 25. Toy Library and Provide Educational and Parenting $4,985 $4,485 Parent Resource Material to the Community - Expands As part of Committee Center the inventories of the Toy Library and recommended grant Parent Resource Center. Expands amount for agency, membership of both programs. funding for honor toys is Promotes programs to parents and not included. Contract to teachers. be let with parent organization. Committee Recommendation Total: $18,700 Committee Reserve: �+saass&Me. e�®�®i��y Grand Total: 37,500 +ma+�yyx i e n r e _. ,....:. .� et. e.. .mac ,s`� �&'§�wYBse6 @-a e+,eti�+3re • 26. Valencia High Inside Santa Clarita - Channel 20 T.V. $5,000 -0- 0- School and SCV School - Produces a monthly, half hour t.v. Committee would like Chamber of program to be aired on local public agency to resubmit Commerce access. Focus of the program is SCV application to Committee business, youth programs, senior with a more clearly issues, health care issues and defined proposal which discussion of key city and Santa better indicates how the Clarita Valley issues. program will address priority focus area requirements. Committee Recommendation Total: $18,700 Committee Reserve: 18.800 Grand Total: 37,500 0 City of Santa Clarita Community Services Grant 1996-97 Priority Focus Area Definitions Youth and Family can be defined as those projects which encourage healthy lifestyles for families and those efforts which focus on cultivating positive behaviors and actions from early childhood and development through adolescence. Cultural Understanding can be defined as proactive projects which address issues relating to creating and fostering a better understanding of the diversity in our community. Addressing issues such as, but not limited to; race, religion, gender, sexual orientation, age, disability or any other factor would support this priority focus area. Collaboration involves organizations coming together with a common purpose and commitment to pool their talents and resources, to work toward meeting specific needs of the community. City of Santa Clarita 23920 Valencia Blvd. Suite 120 City of Santa Clarita California 91355-2196 May 24, 1996 Phone (805)255-4910 Fax (805) 255-1996 Dear Potential Applicant: It is with great pleasure that funding is made to numerous service organizations through the City's Grant Program. Enclosed is the Community Services Grant Program application packet. In anticipation of the City Council's approval for funding of the program at similar levels as last year, the City is beginning its grant funding cycle process early. We hope this will give organizations who receive grant awards an opportunity to receive funds earlier in the year allowing far more time for organizations to work on implementing their projects. For the 1996-97 Fiscal Year, the priority focus areas for grant funding are youth and family, cultural understanding and collaborative effort with other organizations. To help you complete the application, the City will hold a grant information meeting on Thursday, June 13, 1996 at 2:00 p.m. in the Council Chambers, first floor, City Hall, 23920 Valencia Boulevard. We encourage you to attend. This workshop will give you the opportunity to ask any questions you may have about the grant program, as well as provide technical assistance to help you complete the application. The City looks forward to receiving your response. The grant application deadline is Friday, July 26, 1996 at 5:00 p.m. It is our hope that this opportunity for financial support will help to make a difference in our City by assisting organizations that work together to meet the ever-increasing needs of youth and family in our community. Good luck to you. If you have any questions about the application, please feel free to contact Raquel Garcia at (805) 255-4394. Sincerely, Ric Putnam Director Parks, Recreation and Community Services RP:gmm PRC0MMSRRV\.,.,mU& Enclosure cc: Raquel Garcia, Administrative Assistant Gina Madden, Project Technician PRINTED ON RECYCLED PAPER CITY OF SANTA CLARITA COMMUMTYSERVICES GRANT PROGRAM FY 1996/97 GRANT APPLICATION INFORMATION J. What is the City's Community Services Grant Program? The Grant Program is a community outreach program designed to assist community based, non-profit organizations, that provide social/human services to City residents. The program provides funding assistance solely for services to residents living in the City of Santa Clarita. The program has been in existence for several years; however, funding is not guaranteed from year to year. For FY 1996/97, the City has $37,500 available in grant funds. 2. How can funds be used? The intent of the program is to award grants to social service organizations to fund. one-time projects and program enhancements, capital expenditures and special supplies. Requests which fund the organization's general operations and maintenance activities are not eligible for funding. 3. Is there a limit to how much an organization can request? The City's grant awards are one-time grants. A one-time grant is funding awarded to an organization for a proposed project which does not extend beyond the annual grant cycle. In other words, the City will not fund the same project request for an organization in the following year's grant program. Grant requests may not exceed $5,000 per organization. In the previous year, grant awards averaged $2,600. Successful grant recipients must plan to expend the funds prior to June 30, 1997. Additionally, organizations which are not currently receiving City funding will be given priority. 4. Are there priority focus areas the City is interested in seeing addressed through the City's grant program? Yes, the priority focus areas for grant funding for the 1996197 fiscal year are youth and family and cultural understanding. Youth and Family can be defined as those projects which encourage healthy lifestyles for families and those efforts which focus on cultivating positive behaviors and actions from early childhood and development through adolescence. Previously awarded projects funded by the grant include: the Parent's Shelf Program, which made information on child development and parenting accessible at businesses Page 1 grnt97ap.tna .. throughout the'community; I Care About Me Program, which provided hygiene kits to needy children for reinforcement of the early establishment of good personal hygiene and to enhance self esteem: Cultural Understanding can be defied as proactive projects which address issues relating to creating and fostering a; better understanding of the diversity in our community. Addressing issues such as, but not limited to, race, religion, gender, sexual orientation, age, disability or any other factor would support this priority focus area. A previously awarded project funded by the grant was the Multicultural Awareness Program which provided additional supplies and materials on multiculturalism at all three County Libraries in the community. 5. Is there a prerequisite of the grant? 1, Yes, the CiWs grant requires organizations to collaborate with one another in addressing the City's priority focus areas. Collaboration inaolves organizations coming together with a common purpose and commitment to pool their talents and resources, and work toward meeting specific needs of the community.As part of this year's program, the organization applying for the grant is required to attach to the application letters of support from organizations collaborating on the proposed project. The letters of support prepared by collaborating organizations should inform the City as to how collaboration will occur, if the proposed project receives a grant award. A previously awarded project, the Parent's Shelf Program, could not have been successful without the collaborative efforts of another organization which assisted in the recruitment of participating businesses. Additionally, the other organization - was instrumental in evaluating the project's effectiveness and planning for the project's continuation beyond the grant's funding cycle 6. Where do I send my completed application and when is it due? Completed applications with required attachments need to be submitted to the City of Santa CZarita on or before Friday, July 26, 1996, at 5:00 p.m Applications received after that date shall not be considered for funding. Please send one (1) original and eight (8) copies to Raquel Garcia, Administrative Assistant City of Santa Clarita Parks, Recreation and Community Services Department 23920 Valencia Boulevard, Suite 120 Santa Clarita, CA 91355 Please do not bind application and remember to include all required attachments. SWaphw Page 2 7. Will there by any technical assistance available to help organizations complete the application? Yes. The City holds a grant information workshop prior to the application deadline to answer questions and to assist organizations in completing the grant application. 8. What criteria is used for grant award? The Grant Committee, in their review, will use several criteria as a guide for recommendation of proposals for grant awards. These include: extent to which the project addresses priority focus areas of Youth and Family, or Cultural Understanding, extent of collaborative effort with other organizations; extent to which this project fills an existing gap or need relating to Youth and Family, and Cultural Understanding issues and programs; extent of project cost benefit; clear and well written application and budget; and the organizations submittal of all required documents. 9. If an organization is awarded a grant, what are the contractual and reporting requirements? Upon approval of City Council, staff will send a grant agreement to the organization. Once the organization and the City sign the agreement, grant funds are released. Organizations must show appropriate insurance coverage as required by the City and a certificate of insurance naming the City as additional insured. In addition, organizations will be required to submit a year-end report of grant expenditures 30 days after the end of the fiscal year for the grant program. Organizations are required to maintain accounting records in a manner consistent with general accounting principles. Organizations are requested to provide at least two photographs of the project and its related activities. 10. Is there anything else the organization should keep in mind when applying for the City's grant program? Yes, please understand the following: a. The City can award grants to as many or as few organizations as City Council approves. b. The City may request the return of awarded grant funds not expended by June 30,1997. c. Upon review of application, City may request additional information on the proposed project and the organization. I The Committee may recommend funding levels below requested amounts by the organization. Organizations who receive less than the funding amount requested shall submit a revised project description and budget before the City agreement can be finalized. e. The City may withdraw this application or refrain from awarding grants. ar wear.' Page 3 A. CITY OF SANTA CLARITA COMMUNITY SERVICES GRANT PROGRAM GRANT APPLICATION FOR NON-PROFIT ORGANIZATIONS FY 1996/97 Title and Certification 1. Name of Applicant Organization: 2. Address: 3. Contact Person: 4. Telephone No.: 5. Proposed Project Title: 6. Project Location: 7. Grant Amount Requested: 8. Has your organization received assistance from the City in previous years? Yes No If yes, amount To the best of my knowledge, the data and information in this application is true and correct and I am authorized to file this application on behalf of the organization. Name and Title- Signature - Date: P-WOM ff9ERV\grnZ97,J.app itle-Signature- Date- PRCOMMSERV\grnL97.l.app Page 1 CITY OF SANTA CLARITA COADR)7VITY SERVICES GRANT PROGRAM B. Proposed Project Information 1. Describe proposed project, target population, number of people to be served, priority focus areas to be addressed, community goals to be accomplished, and estimated time frame for project implementation, (Limit response to space provided.) PRCOAWERV\grN97.1.app Page 2 CITY OF SANTA CLARITA CO2M UNITY SERVICES GRANT PROGRAM B. Proposed Project Information, continued 2. List collaborative efforts with other organizations for the proposed project, and other funding sources your organization has explored. (Limit response to space provided.) C. Documentation Attach the following required documents: 1. Line item budget for organization and proposed project (refer to Exhibit A). 2. 501(c) (3) verification, if applicable. 3. Proof of insurance coverage as required by the City (refer to Exhibit B). 4. Organization fact sheet/brochure. 5. Organization's most recent annual financial report or income tax return. 6. If applicable, provide affiliate name(s). 7. Letters of support from organizations collaborating on the proposed project. PRCOMMSERV\gr,U97-1.vp Page 3 EXHIBIT A COMMUNITY SERVICES GRANT PROGRAM Sample Organization and Proposed Project Line Item Budget Organization Name: Youth and Family Center Proposed Project Title: Promote Heaft iy Drug-free Lives Through Dance Performances Requested Amount: $4,200 ORGANIZATION BUDGET ORGANIZATION CURRENT YEAR BUDGET FY 96-97 REQUESTED COMMUNTIY SERVICES GRANT COMMUNITY SERVICES GRANT BUDGET LINE -ITEM DESCRIPTION PERSONNEL Salaries 100,000 ,_ .'K�"�. , •,I 5 Part Time Employees 25,000 Ys,} I Overtime 1,5004% ..ilVY;- • Heatlh and Welfare 7,500 Life Insurance 300 Long Term Disability Insurance 800 ;' '•_ _ ............................ Medicare FICA Workers Compensation 2,500 r=;, rx' . PERS 17,5004 Deferred Compensation 3,000 aE Unemployment Taxes 400 TOTAL PERSONNEL 160,000 OPERATIONS & MAINTENANCE Publications and Subscriptions 200 1,500 Educational brochures/pamphlets to be distributed at live presentations Travel and Trainning 3,000 Membership/Dues 1,200 Automobile Allowance/Mileage 5,000 Supplies 2,700 Printing 800 200 u icity flyers Postage 400 Uniforms/Costumes 0 1,000 Costumes for twenty (20) performers Contractual Services 50,000 Professional Services 15,150 Promotion and Publicity 1,000 Telephone Utilities 800 Legal Services 3,000 TOTAL OPERATIONS AND MAINTENANCE 244,650 2,700 CAPITAL OUTLAY Equipment 0 1,500 Microphones, speakers, stereo,music Furniture and Fixtures 500 TOTAL CAPITAL OUTLAY 500 .1,500 TOTAL`' 405,150 4,200 Page 4 COMMSER VftC19et96.xls - 1 EXHi81T S CITY OF SANTA CLARITA COMMUNITY SERVICES GRANT PROGRAM INSURANCE INFORMATION Please furnish proof of the following insurance coverage as required by the City: L Worker's Compensation Insurance II. Comprehensive General Liability Insurance or Commercial General Liability Insurance with appropriate coverage for A. Premises and Operations B. Contractual Liability C. Personal Injury Liability D. Products/Completed Operations Liability E. Broad Form Property Damage (if applicable) t F. Independent Contractors Liability in an amount of not less than one million dollars ($1,000,000) per occurrence (if applicable). M. Comprehensive Auto Liability Coverage of one million dollars ($1,000,000) per occurrence (if applicable). IV. Professional Liability Insurance Coverage of not less than one million dollars ($1,000,000) (if applicable). V. For additional information, please contact the City's Risk Management Officer, Terri Maus, at (805) 255-4909 for further information on insurance requirements. P2=U SExv\9rAS7-Z.gnn Page 5 CITY OF SANTA CLARITA COMMUNITY SERVICES GRANT PROGRAM GRANT APPLICATION FOR NON-PROFIT ORGANTGATIONS ' FY 1996/97 Application Checklist 1. Title and certification page signed by representative ❑ 2. Line item budget for organization and proposed project ❑ 3. 501(c) (3) verification, if applicable ❑ 4. " Proof of insurance as required by the City ❑ 5. Organization fact sheet/brochure ❑ 6. Organization's most recent annual financial report or income tax return ❑ 7. If applicable, provide affiliate name(s) ❑ 8. Letters of support from organizations collaborating on the proposed project ❑ 9." Include one (a) original and eight (8) copies of the application and required attachments ❑