TO:City Council
FROM:Community Funding Review Committee
DATE:December 5, 2023
SUBJECT: Fiscal Year 2023-24 Community Sports Grant Recommendations RECOMMENDATION:
1. Approve the award of Community Sports Grants totaling $65,424.89.
2. Authorize the City Manager or designee to execute Community Sports Grants agreements with grantees.
3. Authorize expenditure in the amount of $65,424.89 from A/C #001-1120-611-5920 (SF2024, Grants and Donations) for Community Sports Grants.
4. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal administrative staff costs associated with executing contracts and compliance monitoring is included in the $100,000 grants and donations (SF2024) budget in the Adopted FY 2023-24 General Fund Budget.
BACKGROUND:
The Community Sports Grant (CSG) is a competitive grant program that provides financial support for capital projects or equipment purchases that benefit sports or fitness-related teams/groups within City limits. During the City’s FYs 2023-24 Budget process, City Council renewed its support to the program by appropriating $100,000 annually to be used for CSG.
Since 1998, the CSG has funded several projects including: Thousand Oaks Titans Cricket Club Cricket pitch, Equestrian Trails, Inc., Corral 37 safety equipment, Ride On barn renovation for disabled access, Newbury Park High School girls activity and
Fiscal Year 2023-24 Community Sports Grant Recommendations December 5, 2023
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7 weight room, Thousand Oaks High School indoor golf equipment, and Westlake High School batting cage refurbishment.
This year, the CSG provides grantees a maximum grant award of $7,500 and requires a minimum grant award of $2,000. Grant applicants must demonstrate that the requested grant funds will be matched through other sources.
CSG grant applications for FY 2023-24 were accepted from September 18, 2023, through October 19, 2023. Public outreach for the grant program took place in September and October and included news postings on the City’s website and social media channels. A grant workshop was held and recorded on September 21, 2023, for interested grant applicants. The workshop recording was posted on the City’s website. In addition, emails were sent to previous sports grant applicants and recipients, school principals, athletic directors, and booster clubs within the Conejo Valley Unified School District, and a press release was sent to local media outlets.
The Acorn published an article about the grant opportunity on October 6, 2023.
Complete program information can be found on the dedicated City Manager’s Office Grant Opportunities webpage (www.toaks.org/grants) on the City website.
A history of the CSG (previously called the Sports Facilities Endowment Fund Grant) awards for the past five years is attached for City Council reference (Attachment #1).
DISCUSSION/ANALYSIS:
There were 14 CSG applications received with a total requested amount of $74,799.89. Staff conducted an initial review of the CSG applications to confirm the applicants met minimum qualifications. No applications were rejected for non- compliance with the program requirements during staff’s initial review.
The Community Funding Review Committee (CFRC) members separately reviewed each application and scored them based on several grant-specific criteria, including the organization’s mission and background, program goals and objectives, and benefit to City residents.
Allocation Scoring Method
In May 2019, the CFRC approved an allocation method based on collated points scored on the application as shown in Table 1.
Table 1
85 – 100 points scored on application 100% of requested amount 70 – 84 points scored on application 75% of requested amount 55 – 69 points scored on application 50% of requested amount 54 or below points scored on application No funding
Fiscal Year 2023-24 Community Sports Grant Recommendations December 5, 2023
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7 On November 15, 2023, the CFRC met to discuss the scores of the applications.
Collating the committee members’ scores and using the approved allocation method in Table 1. From that review, twelve applications scored over 85 points and are recommended for 100 percent of the funding requested. One application scored between 70-84 points and is recommended for 75 percent of the funding requested.
One application scored less than 54 points and is not recommended for funding due to the proposed activity being completed prior to the start of the grant period. The total funding recommendation is $65,424.89.
The CFRC unanimously (8-0, with one member absent) recommends awarding grants in the amount of $65,424.89 to 13 programs (Attachment #2).
Next Steps
Upon City Council approval, CSG grantees will enter into agreements with the City for a one-year period effective January 1, 2024. The agreement reserves the right to request reimbursement of all or part of the funds if the funds are not provided for the program as described in the contract. Grantees will receive payment upfront and will be required to submit a Final Performance Report that demonstrates how the City funds were used to benefit the community.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts, Youth and Senior Programs).
PREPARED BY: Clyde Doheney, Community Funding Review Committee Chair
Sarah Mailes, Community Services Analyst
Attachments:
Attachment #1 – Five-Year Award History - Community Sports Grant Attachment #2 – FY 2023-24 Community Sports Grant Award Recommendations
CMO: 483-10\H:\COMMON\City Council\Council Items\2023 Staff Reports\120523\120523 Community Sports Grant CFRC Recommendations Staff Report.docx