DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 Thousand Oaks High School on behalf of Softball Boosters
AN AGREEMENT FOR COMMUNITY SPORTS GRANT
BETWEEN THE CITY OF THOUSAND OAKS AND
THOUSAND OAKS HIGH SCHOOL ON BEHALF OF SOFTBALL BOOSTERS THIS AGREEMENT is made and entered into this 1stday of January 2024 by and between the CITY OF THOUSAND OAKS, a municipal corporation ( herein referred to as " City"), and THOUSAND OAKS HIGH SCHOOL ON BEHALF OF SOFTBALL BOOSTERS, ( herein referred to as " Grantee"). Pursuant to City Council action on December 5, 2023, City awarded Grantee a Community Sports Grant ( CSG) totaling $ 2,500. 00 for TOHS Softball Equipment and Batting Cage Improvements.
This Agreement, therefore, sets forth the terms and conditions for this Award effective January 1, 2024, and ending December 31, 2024. Grantee will be responsible for administering the following agreement terms in a manner satisfactory to the City and consistent with any standards required as a condition of providing these funds. By signing this document, City and Grantee agree as follows:
1. DESCRIPTION OF GRANT ACTIVITY
The grant activity to be performed by Grantee is as follows: purchase of outfield batting cage, batting mat for cage, batting cage netting, flood lights for batting cages, game changer camera, field tarp, pitching mounds, bullpen, softballs, hitting tees, travel hitting nets, and pitching machine. Grantee warrants that funds granted by this Agreement shall be used solely for TOHS Softball Equipment and Batting Cage Improvements and as generally described in " Section B Organization and Project Information" of Grantee' s application attached as Exhibit " A." If the Grant activity that is to be funded under this Agreement is canceled or substantially altered, Grantee agrees to notify the City and to be subject to the City' s request to refund the grant amount in full or in part.
a) Grantee warrants that funding is for a grant activity of community benefit within the City of Thousand Oaks.
b) Grantee agrees to follow all guidelines established in Application Criteria included as Exhibit " A". Grantee shall also provide matching funds in an amount equal to the grant award.
c) Grantee agrees to complete and submit the Performance Report attached as Exhibit " B" and detailed in Section 5 below.
Contract No. 13514- 2024
ATTACHMENT #1
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1
2. GRANT PAYMENT
a) The total amount payable to Grantee or Fiscal Sponsor by City for grant activity under this Agreement SHALL NOT exceed the sum of 2, 500. 00 ( herein " Not to Exceed Amount"), as part of the City of Thousand Oaks Community Grant Program.
b) The Grant activity funded under the term of this Agreement shall occur between January 1, 2024 and December 31, 2024. If the grant activity is not completed within said term, Grantee shall return the full grant award to the City unless the parties have extended the term or amended the grant activity through written amendment to this Agreement.
Following execution of this Agreement, City will issue a check in the amount of 2,500. 00 payable to the following Grantee or Fiscal Sponsor, as listed on the submitted W- 9 approved with the application:
Conejo Valley Unified School District
750 Mitchell Road
Newbury Park, CA 91320
3. PERMITS AND LICENSES
Grantee, at its sole expense, will obtain and maintain during the term of this Agreement, all appropriate permits, licenses and certificates that may be required in connection with the performance of the grant activity under this Agreement.
4. HOLD HARMLESS AND INDEMNITY
a) Hold Harmless for Grantee' s Damages. Grantee holds the City, its elected officials, officers, agents and employees, harmless from all Grantee' s claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Grantee, to Grantee' s employees, to Grantee' s volunteers, contractors or subcontractors, whether damages, losses, injuries or liability occur during the work required under this Agreement, or occur while Grantee is on City property, or which are connected, directly or indirectly, with the Grantee' s performance of any activity or work required under this Agreement.
b) Defense and Indemnity of Third - Party Claims/ Liability. Grantee shall investigate, defend, and indemnify the City, its elected officials, officers agents and employees, from any claims, lawsuits, demands, judgments, and all liability including, but not limited to, monetary or property damage, lost profit, personal injury, wrongful death, general
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 liability, automobile, infringement of copyright/ patent/ trademark, or professional errors and omissions arising out of, directly or indirectly, an error, negligence, or omission of the Grantee or Grantee' s volunteers, contractors, subcontractors, or the willful misconduct of Grantee or Grantee' s volunteers, contractors, subcontractors, in performing the grant activity described in, or normally associated with, this type of contracted work. The duty to defend shall include any suits or actions in law or equity concerning any activity, product or work required under this Agreement, and also include the payment of all court costs, attorney fees, expert witness costs, investigation costs, claims adjusting costs and any other costs required for and related to such litigation.
c) No Waiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by the City, or the deposit with the City, of any insurance certificates or policies described in Section
13. 5. PERFORMANCE REPORTS
Grantee agrees to submit a performance report on the use of grant funds to support the grant activity using the form attached hereto ( Exhibit " B"). This report shall be completed and submitted within 30 days of expending grant funds, or the end date of the grant activity, whichever is later. If the performance report is not submitted, City may request reimbursement of all or part of the grant funds and Grantee will not be eligible to apply for future Community Grant funding.
6. GRANT MONITORING
City' s representative may visit Grantee' s offices or program site to evaluate grant activity. Pursuant to the terms of Section 10 below, Grantee will allow City' s representative to inspect and audit records demonstrating that funds were expended for approved costs to deliver the grant activity described in Section 1 above.
7. UNEXPENDED FUNDS
These funds are provided for the grant activity described in Section 1 above. If the grant activity ceases before all funding is expended, if the funds are not used for the authorized purpose, or if the funds are not properly expended within the term required, and no amendment has been made to the Agreement, the remaining funds shall be returned or reimbursed to the City.
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1
8. RELATION OF THE PARTIES/ CONFLICT OF INTEREST
a) The relationship of the parties to this Agreement shall be that of independent contractors and that in no event shall Grantee be considered an officer, agent, servant or employee of City. Grantee shall be solely responsible for any workers' compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
b) Grantee shall be responsible for understanding and complying with the requirements of CA Government Code section 84308, which prohibits parties to a contract as well as their agents from contributing more than $ 250 in aggregate to an elected official or officer of the City for the 12 months prior to award of the contract, and 12 months following the award. Where applicable, Grantee shall disclose any post award contributions prior to seeking an amendment to this Agreement.
9. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Grantee of the payment and acceptance by the City of a final report prepared by Grantee made under this Agreement shall operate as and be a release of the City from all claims and liabilities for compensation to for anything done, furnished, or relating to such Grantee' s work or services. Approval or payment by the City shall not constitute, nor be deemed, a release of the responsibility and liability of Grantee, its volunteers, employees, subcontractors, agents and for the accuracy and competency of the information provided and/ or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the City for and defect or error in the work prepared by Grantee, its volunteers, employees, subcontractors, or agents.
10. AUDIT OF RECORDS
At any time during normal business hours and as often as it may deem necessary, the Grantee shall make available to a representative of the City for examination of all its records with respect to all matters covered by this Agreement and will permit City to audit, examine and/ or reproduce such records. Grantee will retain such financial records, time sheets, work progress reports, invoices, bills and grant activity records for at least two years after termination or final payment under this Agreement.
11. WAIVER: REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party' s right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach or cover any other period, other than any default or breach and/ or period of time specified. All the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
12. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this Agreement shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
13. INSURANCE
a) Grantee shall, at Grantee' s sole cost and expense and throughout the term of this Agreement and any extensions thereof, carry workers' compensation statutory benefits when applicable, as required by law. Grantee shall also, at Grantee' s sole cost and expense and throughout the term of this Agreement and any extensions thereof, carry: General Personal Injury/ Property Damage Liability insurance and Automobile Liability insurance with liability limits of not less than $ 1, 000, 000 each claimant, and 2,000, 000 each occurrence for the injury or death of a person or persons, and property damage ( which policy may have an aggregate annual limit, but in an amount of no less than 1, 000, 000).
b) All insurance policies shall be issued by a financially responsible company or companies authorized to do business in the State of California. City, its elected officials, officers and employees, shall be named as an additional insured. Grantee shall provide City with copies of certificates ( on certificate form or an Accord form, as modified per City direction) for all policies, with the appropriate named additional insured coverage, and an endorsement that they are not subject to cancellation without 30 days prior written notice
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 to City.
c) Grantee shall require and verify that all contractors and subcontractors maintain, at a minimum, insurance meeting all the requirements stated herein.
14. TERMINATION BY CITY
City may terminate without cause by notifying Grantee in writing upon 30 calendar days' notice, any portion of or all grant activity agreed to be performed under this Agreement. In the event termination is for cause, no notice period need be given.
In such event, Grantee shall be paid only to the extent required by law.
15. AUTHORIZATION
Each party has expressly authorized the execution of this Agreement on its behalf to bind each party, and its respective administrators, officers, directors, districts, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint ventures, insurance carriers, and any others who may claim through it, to this Agreement.
16. MODIFICATIONS
Any amendment, modification, or variation of the terms of this Agreement or the use of the funds granted hereby shall be in writing and shall be effective only upon the mutual written approval of the City Manager, or his or her designee, and Grantee.
17. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
18. NON - APPROPRIATION OF FUNDS
Payments due and payable to Grantee for current grant activity are within the current budget and within an available, unexhausted and unencumbered appropriation of City funds. In the event City has not appropriated sufficient funds for payment of Grantee grant activity beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1
19. MITIGATION OF DAMAGES
In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
20. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California. Should litigation occur, venue shall be in the Superior Court of Ventura County.
21. NONDISCRIMINATION
The Grantee shall comply with the federal Americans with Disability Act, Public Law 101-336, and observe the disability discrimination prohibitions of such laws in the performance of the work required under this Agreement.
22. CAPTIONS
The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.
23. ENTIRE AGREEMENT BETWEEN PARTIES
Except for Grantee' s proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of grant activity and contains all of the covenants and agreements between the parties with respect to said grant activity . Any modifications to this Agreement will be effective only upon written amendment signed by both parties.
24. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: City Manager' s Office, Sarah Mailes
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362
TO GRANTEE: Thousand Oaks High School on behalf of Softball
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 Boosters, Andrea Neale
2323 N. Moorpark Road
Thousand Oaks, CA 91360
Conejo Valley Unified School District
750 Mitchell Road
Newbury Park, CA 91320
25. SIGNATURES
a) Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
b) Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image ( i.e. files with . pdf, . tiff or . jpeg extensions), such signature shall create a valid and binding obligation of the party executing ( or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
c) Digital/ Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce ( ESIGN) Act and the California Uniform Electronic Transactions Act ( UETA) and are produced using a City - approved method. The presence of an electronic signature on this document shall be construed as the parties' consent to do business electronically.
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.
GRANTEE: CITY OF THOUSAND OAKS
DocuSigned by: DocuSigned by:
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V'IA L
Bnanfiercer, Directorof School, High n rews. owers, City Manager School Education, Conejo Valley Unified
School District
GRANTEE: ATTEST:
DocuSigned by: DocuSigned by:
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3554B' 91 45
CityClerkIm c a e, Director, Planning and Laura aguire, Construction, Conejo Valley Unified
School District
APPROVED AS TO FORM
Office of the City Attorney
n
Tracy Friedl, Assistant City Attorney
Attachments: Exhibit " A" — Application Criteria and Grantee' s Application Exhibit " B" — Performance Report Form
Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 88634B2A- 8138- 56CE9245A8F1 d Grantee' s Application 5LkbM-IfW IDI) gC
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City of -
Thou .,(- III)(;( 11 -S
COMMUNITY GRANT
GUIDELINE CHECKLIST
Use this form to verify ALL grant requirements are met and application is complete. Read guidelines, check boxes, and submit as cover for application. Grant your organization is applying for:
Community Sports Grant (CSG) O Community Events Grant (CEG) Community Environment Enhancement Grant ( CEEG) El Community Social Services Grant (CSSG) ORGANIZATION/ GROUP NAME: TOHS Softball Boosters
GRANT DEADLINE ( from City website): 10/ 19
Completed applications must be submitted electronically to TOgrants(ci]taaks.orq by the deadline. A confirmation e-mail verifying receipt will be sent during business hours to all applicants. If Applicant does not receive a confirmation receipt, Applicant should assume the City did not receive the application. Applicant takes full responsibility to ensure the City receives the application before the deadline. Late Applications will not be accepted.
A copy of the resolution and agreement template, including insurance requirements may be downloaded from the Community Grant homepage ( www. tpaks.png1G.rants).
W Benefit to the All grant funding must be used solely to promote or support projects, events Community or services that benefit a cross- section of Thousand Oaks residents. Each grant is a different type of project/ program/ event, but all must benefit Thousand Oaks residents in some manner.
M Nonprofit Status All Community Grant applicants must be a 501(c)(3) or have a Fiscal Section F) Sponsor ( submit Section F — Fiscal Sponsorship) N Funding Request Meets CSG — Minimum $ 2,000, Maximum $ 7,500 (Matching funds required) Grant Allocation CEEG — Minimum $ 2, 000, Maximum $ 4, 500 Requirements CEG — Minimum $ 500, Maximum $ 8,500 (Matching funds required) CSSG — Minimum $ 2, 000, Maximum $ 10, 000
Organization and Organization information, project proposal, and how organization proposes Project/ Program/ Event to meet the grant goals.
Information Section B
Project/ Program/ Event Section C.i. must clearly identify all sources of funding/ income for proposed Budget ( Section C) Project/ Program/ Event.
Section C.H. must clearly identify all expenses for Project/ Program/ Event.
Grant Funds expenditures must be labeled with " GF"
For CEG and CSG, Matching Funds must be labeled with WF" Grant funds may only be used for those items specifically listed in the Project/ Pro ram/ Event budget.
C Insurance The Insurance Affidavit must be submitted by each applicant. If applicable, a Section D)
request for modification/ waiver of insurance approval must also be submitted. If the proposed activity increases the liability, the City reserves the right to require a higher level of insurance as a condition of the grant. _ If the Project/ Program/ Event is on someone else' s property, authorizationYes Property Owner Authorization from the property owner stating approval of the project MUST BE included NIA Section E with the application.
NYe Community Sports
1. Funded activities must take place within the boundaries of the City of S Grant ( CSG) Specific
Thousand Oaks.
2. 100% matching funds required.
481- 15/ I:\ Community Grants\ Grant Master Forms\ Current working drafts\ Community Grants Application 9. 18, 2023. docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 N/A 1Criteria
Yes Community
Environmental
FAA Enhancement Grant
CEEG ) specific criteria
Yes Community Events
Grant ( CEG) Specific
N/ A Criteria
UYes
N/ A
Community Social
Services Grant ( CSSG)
Specific Criteria
Grant Agreement
3. Grant funds can be used for updating sports facilities or purchase of equipment to enhance a sports program. Uniforms are not covered under CSG funding.
4. For projects on CVUSD and CRPD property, grant funding will be paid directly to the property owner by City for payment to the contractor on behalf of Grantee.
1. Funded activities must take place within the boundaries of the City of Thousand Oaks.
2. Grant funds can be used for materials, supplies and general support for community sustainable environmental beautification or enhancement projects.
1. Projects/ Programs/ Events must take place within the City of Thousand Oaks, except for school performance groups representing the City of Thousand Oaks at competition events outside of the City.
2. Grants in support of team events may not exceed $ 100 per individual team member.
3. 100% matching funds required.
4. Grant funds can only be used for community visual or performing arts and/ or cultural Projects/ Programs/ Events.
5. All CSSG programs/ projects/ events must take place and be completed betweenJuly 1, 2024 - June30, 2025.
1. Funded activities must serve Thousand Oaks residents only
2. Agencies will be ranked for funding consideration in the following three 3) categories ( in priority order):
a. Programs providing unduplicated, essential services meeting identified and priority community needs of lower -income families/ households within Thousand Oaks.
b. Existing program with a successful track record providing needed services to predominantly lower -income families/ households. c. New or existing programs that address recognized needs for all income groups in Thousand Oaks.
d. All CSSG programs/ projects/ events must take place and be completed between July 1, 2024 - June 30, 2025.
Organizations selected to receive grant funds will be required to enter into a written grant funding agreement with the City and provide proof of required insurance Non - eligible Uses Funding is NOT eligible for a purpose that is religious or political in nature and may not be used for fundraising activities. Additionally, funding is NOT eligible for transportation or transportation - related activities.
Matching Funds I CSGandCEGrequire100% match to the City' s grant.
Salary/ Wages Up to 20% of the grant award may be used for grant Project/ Program/ Event administration if it is identified as part of the Project/ Program/ Event budget in the rant application.
Prevailing Wages Under California Labor Code Section 1720 the granting of public funds may subject this project to the payment of prevailing wages. Acceptance of the grant requires the grantee to indemnify the City against any claims that prevailing wages are owed from the project.
Consecutive requests Funding in consecutive cycles is acceptable if a clear public benefit is demonstrated, previous use of funds was within the grant guidelines, and if all performance reports foi past qrants were submitted.
Minors Adult supervision must be provided for all minors.
APPLICATION FOR
481- 15/ I:\ Community Grants\ Grant Masterrorm5\ Curren COMMUNITY GRANT Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 s
City ( if
id CO) I' k,
A. GENERAL INFORMATION:
Complete Required Sections A - D
Complete Sections E & F as applicable
NAME OF ORGANIZATION/ GROUP ( use legal name): TOHS Softball Boosters ADDRESS ( no P.O. Box please): 2323 N. Moorpark Rd., Thousand Oaks, CA 91360_ IS ORGANIZATION/ GROUP A REGISTERED NON- PROFIT?
NO - Provide Organization' s Fiscal Sponsor name:
NOTE: If using a Fiscal Sponsor also complete Section F o YES - Provide Non - Profit Federal Tax I. D. Number: 95- 6153775 PROJECT/ PROGRAM/ EVENT TITLE: _ Equipment and Batting Cage Improvements-_ _ BRIEF DESCRIPTION: _ TONS Softball Boosters proposes to upgrade the Batting Cages and buy new equipment for the program.
Project/ Program/ Event Location: ( complete Section E if property owner is other than applicant):
TOHS Softball Fields 2323 N Moorpark Rd, Thousand Oaks, CA 91360 Grant Amount Requested: _ $ 2500—_ Total Project/ Program/ Event Cost:.$ 5017 Estimated Date(s) for using funds (if event, specificeventdate): _ Nov 2023 - Jan 2024 Anticipated number of participants: 10 volunteers
Will Minors work on the project? M No Yes
If yes, will adult supervision be provided? No Yes N/ A ORGANIZATION APPLICATION CONTACT INFORMATION:
Name and Title: Andrea Neale. Treasurer
Phone Number: 805- 657- 2130
E- mail Address: afeider9( a-)vahoo. com
PAYEE NAME/ ADDRESS — ( if using Fiscal Sponsor, please list Fiscal Sponsor information; FOR CVUSD Schools please list: CVUSD, 750 Mitchel Road, Newbury Park, CA 91320):
Payee' s Legal Name ( must match W9):. _ - CVUSD _
Mailing Address to Mail Check ( mustmatchW9): 750MitchelRoad, NewburyPark, CA91320
481-15/I:\ Community Grants\Grant Master Forms\Current working drafts\ Community Grants Application 9.18.2023.docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 TWO ( 2) AUTHORIZED GRANT AGREEMENT SIGNERS ( or SIGNATORIES) Please use full legal name, full title, and verify spelling. Two 2 signatories are required, one of which must be the , Fiscal Sponsor, where applicable. For CVUSD Schools please list the Director of School as one of the required signers.)
Name
1 Andrea Neale
2 B(ZIQ.Yi I(Yac cr
Title
Treasurer
Email Address
Afeider9@yahoo. com
Qtrccivr, h M kc br* kwit rr ee G t" cjovsd. url
B. ORGANIZATION AND PROJECT/ PROGRAM/ EVENT INFORMATION:
Remember each grant has specific requirements. See Guidelines Checklist and Resolution)
1. Describe the organization' s primary purpose and/or mission, including how long it has been serving this community. ( 10 points maximum)
TOHS Softball Boosters strive to raise money for the year -long Girls Softball program at Thousand Oaks High School. The money we raise pays for coaches, uniforms, equipment, and tournaments.
2. Provide a detailed description of the proposed Project/ Program/ Event. Include how your proposed grant activity meets the goals of the grant you are applying for. ( 20 points maximum)
Our equipment and batting cages are old, and unsafe. We would like to replace the aging equipment to better serve our growing program. Our batting cage has holes and is not secured properly. We hope to replace the netting and upgrade the area.
3. Identify the target population who will receive services/ benefit from proposed grant funding, e. g., unduplicated low-income, underserved, special needs, youth, seniors, artists, etc.
How many will be served? How will they be served? ( 10 points maximum) We service female athletes and their families. We expect to have 35 players for the 2024 season, which is a 30% increase in athletes when compared to previous years. The grant will take the burden off of the families and will provide our female athletes with safe equipment and batting cages.
4. What percentage of the individuals who will benefit from the Project/ Program/ Event funded by this grant are Thousand Oaks residents? ( 15 point maximum; for CSSG must serve 100% Thousand Oaks residents to receive points)
100% of the families live in Thousand Oaks.
5. Only answer whichever one of these questions is applicable for your Project/ Program/ Event ( 20 point maximum)
481-15/ I:\ Community Grants\Grant Master Forms\ Current working drafts\ Community GrantsApplication 9.18.2023.docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 i. Is the Project/ Program/ Event new? If so, describe the Project/ Program/ Event plan and how your organization will implement the plan. For example, who will do what How will you measure impact or outcomes, etc.? Provide a detailed timeline for project/program/ event implementation.
The grant will pay for new equipment and upgrades to the batting cages as soon as the funds are received. We will purchase the equipment and netting. Volunteers will do the upgrades to the batting cages. The Varsity Head Coach, Heather Spohr will monitor the progress and provide updates to the Boosters on a monthly basis.
OR
ii. Is this continuation of an existing/ on- going project/ program/ event? If so, provide information on past community grant -funded activities to show its impact, outcomes, and successful track record. If you have a currently funded grant, please provide the status of the program/ project/event, including an estimate of the percentage of completion ( at the time of this application), and whether your organization anticipates meeting the expected outcomes.
s. Why does the community your organization serves need the proposed Project/ Program/ Event? Describe the need and provide any data that identifies and supports that need. ( 15 point maximum)
The TOHS Softball Boosters has been unable to invest in new equipment for several years due to lack of funding. Our batting cages are unsafe with netting that has several holes and is not secure. We also hope to provide lighting to the area.
7. What is the organization' s plan to make the residents of the City of Thousand Oaks and/or target population aware of this Project/ Program/ Event (e.g. marketing tools)? How will the target population identified in # 3 learn about your Project/ Program/ Event? ( 10 point maximum).
We will document the progress on Instagram with pictures and posts.
PROVIDE ANY ADDITIONAL INFORMATION THAT YOU FEEL WOULD BE HELPFUL TO THE REVIEW COMMITTEE:
PROPOSED CAPITAL IMPROVEMENTS INFORMATION
If your organization is applying to use grant funds for capital improvement, construction, or any work that modifies/ adds a physical component to a property, applicant MUST include authorization from the property owner ( if different than the applicant) stating approval of the project. ( complete Section E), PLEASE NOTE: Prevailing Wages - Under California Labor Code Section 1720 the granting of public funds may subject this project to the payment of prevailing wages. Acceptance of the grant requires the grantee to indemnify the City against any claims that prevailing wages are owed from the project.
481- 15/ I:\ Community Grants\ Grant Master Forms\ Current working drafts\ Community Grants Application 9. 18. 2023. docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 C. PROJECT/ PROGRAM / EVENT BUDGET
Itemize Project/ Program/ Event income and expenditures ( attach quotes if available), indicating exactly what items the grant funds will be used for. Grant funds may only be used for those items specifically included in this budget.
I. Funding/ Income Sources for specific Project/ Program/ Event List all sources of community support, government grants, donations, interest earnings, individual donations, fundraisers, and other sources of income. Fundinq/ Income is specific to the Program_ / Project/ Event. DO NOT LIST YOUR ORGANIZATIONAL BUDGET. 0 For CEG and CSG specify which funding source( s) are matching funds ( label " MF").
Funding Sources for Project/ Program/ Event Amount
Ci V Community Grant Funds ( amount requested in application) $ 2500_.
Fall and Winter Youth Softball Camp $ 2517
Total Income $ 5017
ii. Expenses for Project/ Program/ Event
List ALL expenses associated with the proposed Project/ Program/ Event. List only expenses specific to the Proiect/ Program/ Event. DO NOT LIST YOUR ORGANIZATIONAL EXPENSES__ Be specific when listing Project/ Program/ Event costs. For example, if applicant is proposing to purchase equipment, separately list each type of equipment and the quantity needed. Applicant may use additional page( s) as necessary.
Each expense must indicate if the applicant plans to use Grant Funds ( label "GF") to purchase. Only those items labeled " GF" will be considered eligible grant fund expenses. Any expense not labeled GF" must be paid for by Applicant using other funding sources.
Itemized Expenses for Project/ Program/ Event Amount
Outfield Battinq Cape 1, 345
Patting- Mat for. Cage 599
Batting Cage Netting 378
Flood lights far Batting Cage area - Solar Powered 270
Game Changer Camera and Mount for Varsity Field 450
Field - Fa9p 80
2 Pitching Mounds 110
Home Plate for Bullpen 109
New Equipment — 24 Balls 176
481- 15/ I:\ Community Grants\ Grant Master Forms\ Current working drafts\ Community Grants Application 9. 18. 2023. docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 New Equipment — 4 hitting tees $ 360
NPw F_. I.li ment — 5 Bownet Travel Hitting Nets $ 480
New Equipment — Lit Flight Pitchinq Machine $ 660
Total Expenses $ $ 5, 017
SIGNATURES/ CERTIFICATION
As the authorized representative of the organization applying for the Community Grant, I hereby agree to the terms, conditions, and guidelines of the grant program. I understand that not all applicants will receive grants and that the information I submit must be true and accurate to the best of my knowledge, Final performance reporting will require documentation of actual expenditures and the grant may be reduced for unexpended funds.
Organization: TOHS Softball Boosters
Authorized Signature* Ad, n d. rr ai. ro iie. mxz: z eann Print Name/ Title: Andrea Neale, Treasurer
Signature Policy: The City will accept actual signatures, scanned signatures, or a verified digital signature from DocuSign or Adobe. Electronic signatures that are NOT clearly certified will not be accepted. The application must be signed to be deemed complete.
Special Note to CVUSD Schools/ School Booster Clubs:
1) Clarification on which entity should apply:
a. When the project/program/event is put on by the booster club itself, then the booster club will be the grant applicant. The grant agreement will be between the City and the Booster Club. The Booster Club will provide insurance. Example:
i. The High School Dance Booster Club puts on/ hosts an entire competition. b, When the project/program/event is "on behalf of a team/school" then the Booster Club will work with the school administration/ CVUSD to complete this application, including SECTION G CVUSD PROGRAM/ PROJECT/ EVENT AUTHORIZATION. The School will be the applicant on behalf of the Booster Club. The grant agreement will be between the City and CVUSD/the school on behalf of the Booster Club. Examples:
i. The High School Tennis Booster Club proposes to refurbish the Courts. ii. The High School Track & Field Booster Club proposes to replace needed sports equipment.
iii. The High School Dance Booster proposes to use grant funds to pay the competition entry fee for the dance team to compete.
2) Capital Improvement Projects
If a school is applying for a Sports or Environmental Enhancement Grant which involves any physical change or addition to a school campus/ CVUSD property, please reach out to the CVUSD Planning Division early in the application process to discuss your proposal with CVUSD administrators. Then Tim McCabe, CVUSD Director, Planning & Construction, will need to sign SECTION E, PROPERTY OWNER AUTHORIZATION.
D. INSURANCE AFFIDAVIT — must be completed by ALL applicants The Applicant certifies that at the time of agreement ( should this Applicant organization be awarded funds) the Applicant can meet the following requirements:
Coverage Minimums [ ifY9s,JIf No, Please follow the Instructions Please I below.
481- 15/ I:\ Community Grants\ Grant Master Forms\ Current working drafts\ Community Grants Application 9. 16.2023. docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 General Personal InjurylProperty Damage
Liability insurance with liability limits of not
Icss than $ 1, 000, 000 each claimant, and
2, 000, 000 each occurrence for the injury or
deathof a personor persons.*
Property damage ( which policy may have an
aggregate annual limit, but in an amount of no
less than $ 1, 000, 000).*
3. Automobile Liability insurance with liability
limits of not less than $ 1, 000, 000 each
claimant, and $ 2, 000, 000 each occurrence for
the injury or death of a person or persons.*
4. Workers' compensation statutory benefits
where applicable, as required by law.
Initial
If the Applicant cannot meet all the insurance
requirements of this grant as outlined to the
left, Applicant must attach a written request
for a modification or waiver of the insurance
requirements. This request for modification
or waiver should include all pertinent
reasons, information, and documentation
supporting a modification or waiver of the
insurance requirement for the City's
consideration, identify current coverage
amounts ( if available) and MUST BE
SUBMITTED BEFORE OR WITH
APPLICATION.
If no Workers' Compensation statutory
n benefits are required by law, the applicant
I
Ik may complete the Workers' Comp waiver,
Attachment D1 and submit it before or with
the aDDlication.
Certificate Requirements
Please
Initial
a. Applicant will provide a Certificate of Not Applicable. To be eligible for grant Insurance Form ( Acord Form 25 or similar) /' funding, the applicant must provide. and name the City as the certificate holder S
and have the City identified with the following J
wording: " City of Thousand Oaks, its officers,
officials, employees, agents, and volunteers"
b. Applicant will provide an Additional Insured _ _ NotApplicable. Tobeeligibleforgrant Endorsement Form ( Form CG 20 10 11 85 or funding, the applicant must provide. similar). Additional Insured Endorsement form
must have the City identified with the following
wording: " City of Thousand Oaks, its officers,
officials, employees, agents, and volunteers"
Note: this form is in addition to the Acord.
The City reserves the right to require a higher level of insurance as a condition of the grant if the proposed activity increases the liability risk.
I understand:
1. If a waiver is not approved by Clty, I will be notified and will have five business days to submit a new waiver or certify that the organization will be able to meet requirements:
and,
2. If an acceptable Certificate of Insurance AND Additional Insured Endorsement form, is not provided within two weeks of grant approval notification, the grant may not be funded.
Organization Legal Name: - 1"o S
Authorized Signature*: AZ —
PrintName/Title: Laot SVw 60mbr Pvn Dale:
Signature Policy: The City will accept actual signatures, scanned signatures, or a verified digital signature from DocuSign or Adobe. Electronic signatures that are NOT clearly certified will not be accepted. The application must be signed to be deemed complete.
E. PROPERTY OWNER AUTHORIZATION
Does the Applicant own the property where the proposed Project/ Program/ Event will take place?
481-15/I:\Community Grants\ Grant Master Forms\Current working drafts\ Community Grants Application 9.18.2023.docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 Yes ( Nothing further is needed for Section E)
Nn ( Section F mnst he completed in its antirpty)
Name of Applicant:-
CVUSD--Brief Project/ Program/ Event Description: Batting Caqe Upgrades and New Equipment Name and/ or Complete Physical Address of Project Location:
TOHS
2323 N. Moorpark Rd., Thousand Oaks, CA 91360_
NOTE: If a proposed program/project involves any physical change or addition to a property that is owned by an entity other than the Applicant, it is strongly recommended the Applicant reach out to the property owner EARLY in the application process to discuss the proposal.
Projects that alter CVUSD infrastructure require approval from the Director of Planning and Construction at the District Office ( 805) 498- 4557 ext. 7541 Projects that alter CRPD infrastructure require approval from CRPD administrators ( 805) 495- 6471 Project Authorization
I have read and understand the proposal and agree to the terms, and I hereby grant authorization/ consent for the Project/ Program/ Event to take place on the affected property listed above, by parties deemed necessary for the completion of the project, including but not limited to, employees, contractors, and/ or volunteers as described in the grant application.
I understand and accept that the Project/ Program/ Event may involve solicitation of funds, labor, and/ or purchasing from retail and service vendors. If applicable, I understand and agree that hired or volunteer work crews may alter, prepare, install, and/or construct the project on the above -referenced property.
By signing this Property Owner Authorization, the undersigned is affirming his or her authority to permit such a project at the above - referenced property and to provide access to Grantee' s organization so that the project may be completed in a timely manner.
I, ( name) Tim McCabe title). pkec. otr. Plannina & Construction, CVUSD Support and authorize the Community Grant Project proposal submitted by the Applicant.
D
Authorized Signature*:, mnr «•.,- h. r;: Tnu+ Date: t-Vt 179, 023 Phone: _$ 05- 49$- 4557 _ XT 7541Email . I cCabQCnng_1aUSD. Org Property Owner Organization: Signature
Policy: The City will acceptactual signatures, scanned signatures, or a verifieddigital signaturefrom DocuSignor Adobe.
Electronicsignatures that are NOTclearlycertifiedwill not be accepted. The applicationmust be signedto bedeemedcomplete.
Page
9 481.
15/ I:\ CommunityGrants\ Grant Master Forms\ Current working drafts\ CommunityGrants Application9. 18.2023,docx Contract No. 13514-2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 F. FISCAL SPONSORSHIP AUTHORRATION
Will a Fiscal Sponsor receive the funds on behalf of the Applicant for the Project/ Program/ Event? No (Nothing further is needed for Section F)
Yes ( Section F must be completed in its entirety)
Name of Applicant: [ 04'
c)
SoL+YWI f os ors
Brief Project/ Program/ Event Description:
ep vc [ t and hat i
nq
Cage ii- yqLadej7`
I, the authorized representative of the Fiscal Sponsor, have read and understand the proposal and agree to the terms. I hereby agree that the below -named organization shall act as fiscal sponsor and accept responsibility for receiving funds on behalf of Applicant. I understand that I must provide proof of non-profit status and provide W-9 or fill out a Vendor Tax ID Form, as well as evidence of insurance when requested. I also understand that my signature will be necessary on the grant agreement once a grant has been awarded.
I, ( name) Dr Victor Hayek __, ( title) DputV S.uperintendant, CVIIS Support and authorize the Community Grant Project proposal submitted by the Applicant.
Authorized Signature*:- Date: Oct 17, 2023
Phone: & 51 qqr1 '— +GCj9 _ Email Vha lek C Co e ol s l . oro Fiscal Sponsor Organization ( Use Legal Name): 06Rf- L& VOJI- . A Uk_re hff)l f Fiscal Sponsor Federal Tax I.D. Number ( must match W9):
Mailing Address ( must match W9):
Signature Policy: The City will accept actual signatures, scanned signatures, or a verified digital signature from DocuSign or Adobe. Electronic signatures that are NOT clearly certified will not be accepted. The application must be signed to be deemed complete.
481-15/I:\ Community Grants\Grant Master Forms\ Current. working drafts\ Community Grants Application 9.18.2023.docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 G. CVUSD PROGRAM/ PROJECT/ EVENT AUTHORIZATION
Name of Booster Club initiating Project/ Program/ Event: _ TOHS Softball Boosters Name of Booster Club contact person: Andrea Neale
Phone number and email of Booster Club contact person:_ 805- 657- 2150, afeider9@yahoo. com Name of
School: TOHS
Name of School Contact Person; Eric Bergmann
Phone number and Email of School Contact Person: 805- 495- 7491 ebergmann@conejousd. org Name of Project/ Program/ Event Description: Battinq Cage Ur) rades and New Equipment Grant Amount Requested: _$ 2500 Total Project/ Program/ Event Cost: _$ 5017_ Booster Club
I, _ Andrea Neale ( print name of authorized Booster Club Representative), the TOHS Softball Boosters_, ( Booster Club Title), have read and understand the proposal and agree to the terms on behalf of the Booster Club. The Booster Club hereby agrees:
1. To work cooperatively with CVUSD/the School and the City to complete all steps required to successfully implement the grant.
2. For the Community Sports Grant and the Community Event Grant, the booster club shall be responsible for providing CVUSD/ the School the required matching funds in the amount equal to the actual grant award.
I _ _
Authorized Booster Club Signature"' A,)" Date: 10/ 17/ 2023... ..,r4 .
Phone: 805- 267- 6469 Email TOHSSoftballBoosters@gmail. com School Principal
i,"(_ tY1tf h1 ( print name), the principal at the above -named school within the Conejo Valley Unified School District, Support and authorize this Community Grant Project proposal.
Principal Signature*: ru- ! 3¢? araz
Date: 10/ 17/ 2023
Phone 01 Email _ yraon & — - eI D - CVUSD
Director of Schoolprint
name), the Directorof Schoolfor the above -named school within the ConejoValley Unified School District, Support and authorizethis CommunityGrant Projectproposal.
Director
of SchoolSignature*: lju Date: 10/ 17/ 2023Page
11 481-
15/ I;\ CommunityGrants\ Grant Master Forms\ Current working drafts\ CammunityGrants Application9. 1B.2023.docx Contract No. 13514-2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 G. CVUSD PROGRAM/ PROJECT/ EVENT AUTHORIZATION
Name of Booster Club initiating Project/ Program/Event: _TOHS Softball Boosters Name of Booster Club contact person: Andrea Neale
Phone number and email of Booster Club contact person:_ 805- 657- 2150, afeider9@yahoo. com Name of
School: TOHS
Name of School Contact Person: Eric Bergmann
Phone number and Email of School Contact Person: 805- 495- 7491 ebergmann@conejousd. org Name of Project/ Program/ Event Description: Battin_q_ Caqe Upgrades and New Equipment Grant Amount Requested: _$ 2500 Total Project/ Program/ Event Cost: _$ 5017_ Booster Club
I, _ Andrea Neale ( print name of authorized Booster Club Representative), the TOHS Softball Boosters_, ( Booster Club Title), have read and understand the proposal and agree to the terms on behalf of the Booster Club. The Booster Club hereby agrees:
1. To work cooperatively with CVUSD/the School and the City to complete all steps required to successfully implement the grant.
2. For the Community Sports Grant and the Community Event Grant, the booster club shall be responsible for providing CVUSD/ the School the required matching funds in the amount equal to the actual grant award.
Authorized Booster Club Signature*: 49Q6?4 ItAad . Date: 10/ 17/ 2023 Phone: 805- 267- 6469 Email TOHSSoftballBoosters@gmail. com School Princlpal
I, LQ,120P. M" ( print name), the principal at the above -named school within the Conejo Valley Unified School District, Support and authorize this Community Grant Project proposal.
Princip4-tdMW ! j° t i tfz _ _
Date:_ 10/ 17/ 2023
Phone
Email -- Q D ai. L)
rJ
CVUSD Director of School
I, _ _( print name), the Director of School for the above -named school within the Conejo Valley Unified School District, Support and authorize this Community Grant Project proposal.
Director of School Signature «. . Date: 10/ 17/ 2023
481- 15/ I:\ Community Grants\ Grant Master Forms\ Current working drafts\ Community Grants Appllcatlon 9. 18.2023. docx Contract No. 13514- 2024
DocuSign Envelope ID: 791549A9- 8863- 4B2A- 8138- 56CE9245A8F1 City of EXHIBIT " B" PERFORMANCE REPORT FORM
Thousand Oaks
The Performance Report is due to your grant manager within 30 days of completion of the Program/ Project/ Event. Required elements of the Performance Report include submission of this completed form, a detailed expenditure log, and copies of receipts. If needed, additional information and attachments may be submitted. Pictures are always appreciated ( JPEGor PNG preferred).
Grant your organization received:
Community Environment Enhancement Grant ( CEEG)
Community Events Grant ( CEG)
Community Sports Grant ( CSG)
Community Social Services Grant ( SSG)
1. 2.
3. 4.
5 Organization Name:
Name of Program/ Project/ Event:
Date( s) of Program/ Project/ Event:
How many Thousand Oaks residents did this grant benefit? For Social Services, how many low- income households were served?) Describe how this grant benefited the Thousand Oaks community?
6. Were the grant goals and expected outcomes met? Please provide any supporting data. If the goals were not met, please explain.
7. From what sources did your organization receive matching funds or in -kind donations ( Required for CEGand CSGgrants)?
Source Amount of Funds
8. Did your organization use the funds provided per the agreement with the City ofThousand Oaks? Yes No
9. Did your organization attach a detailed expenditure log listing each Program/ Project/ Event expenditure? Does the list also identify which expenditures were purchased with grant funds? Yes No
10. Did your organization attach a copy of receipts for each grant - funded Program/ Project/ Event expenditure?
Yes No
that the above statements and provided attachments are accurate.
Signature: Date:
Name: Title
Contract No. 13514- 2024