Conejo Open Space Foundation
AN AGREEMENT FOR
COMMUNITY ENVIRONMENTAL ENHANCEMENT GRANT
BETWEEN THE CITY OF THOUSAND OAKS AND
CONEJO OPEN SPACE FOUNDATION
THIS AGREEMENT is made and entered into this 1stday of March 2023 by and between the CITY OF THOUSAND OAKS, a municipal corporation ( herein referred to as " City"), and CONEJO OPEN SPACE FOUNDATION, ( herein referred to as " Grantee"). Pursuant to City Council action on February 14, 2023, City awarded Grantee a Community Environmental Enhancement Grant CEEG) totaling $4,500.00 for 2023 COSF Speaker Series.
This Agreement, therefore, sets forth the terms and conditions for this Community Environmental Enhancement Grant Award effective March 1, 2023 and ending February 29, 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 SERVICE
The service to be performed by Grantee is as follows: speaker series outreach, advertisements in the Acorn and on Facebook, and speaker honorarium. Grantee warrants that funds granted by this Agreement shall be used solely for 2023 COSF Speaker Series and as generally described in Section B Organization and Project Information” of Grantee’s application attached as Exhibit “ A.” If the Project/Program/Event 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 program of community benefit within the City of Thousand Oaks.
b) Grantee agrees to follow all guidelines established in Application Criteria included as Exhibit “A”
c) Grantee agrees to complete and submit the Performance Report attached as Exhibit “B” and detailed in Section 5 below.
2. GRANT PAYMENT
a) The total amount payable to Grantee or Fiscal Sponsor by City for services under this Agreement SHALL NOT exceed the sum of 4,500.00 (herein "Not to Exceed Amount"), as part of the City of DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
ATTACHMENT #2
Thousand Oaks Community Grant Program.
b) The Project/Program/Event funded under the term of this Agreement shall occur between March 1, 2023 and February 29, 2024. If the project/program/event 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 program through written amendment to this Agreement.
Following execution of this Agreement, City will issue a check in the amount of 4,500.00 payable to the following Grantee or Fiscal Sponsor, as listed on the submitted W-9 approved with the application:
Conejo Open Space Foundation
P.O. Box 2113
Thousand Oaks, CA 91358
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 services 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 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 DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
performing the services 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 Program 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 Program/project/event, 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 service. 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 service(s) described in Section 1 above.
7. UNEXPENDED FUNDS
These Community Environmental Enhancement Grant funds are provided for the program described in Section 1 above. If the program 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.
8. RELATION OF THE PARTIES
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’ DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
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 program 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 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.
DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
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
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.
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 to City.
14. TERMINATION BY CITY
City may terminate without cause by notifying Grantee in writing upon 30 calendar days’ notice, any portion of or all services 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,
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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 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 services 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 services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.
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 DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
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 services and contains all of the covenants and agreements between the parties with respect to said services. Any modifications of this Agreement will be effective only if it is in writing and signed by the party to be charged.
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: Conejo Open Space Foundation
Steven F. Johnson
403 W. Hillcrest Drive
Thousand Oaks, CA 91360
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 DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
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.
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
Andrew P. Powers, City ManagerElayne Haggan, Secretary, Conejo Open Space Foundation
GRANTEE: ATTEST:
Steven F. Johnson, Treasurer, Conejo
Open Space Foundation
Laura B. Maguire, City Clerk
APPROVED AS TO FORM
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
Attachments: Exhibit “A” – Application Criteria and Grantee’s Application Exhibit “B” – Performance Report Form
CMO:483-15\sm\I:\Community Grants\2023 Grant Cycle\Environmental\Agreements\01 2023 CEEG Agreement MD.docx DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
C ity .. of. .
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)
gJ Community Environment Enhancement Grant ( CEEG)
Community Events Grant ( CEG)
Community Social Services Grant ( CSSG)
ORGANIZATION NAME: Conejo Open Space Foundation
GRANT DEADLINE ( from City website): 5: 00pm, Thursday, December 15, 2022 Completed applications must be submitted electronically to TOgrants@toaks. org 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 homeoaae ( www. toaks. oro/ Grantsl.
Benefit to the All grant funding must be used solely to promote or support projects, events or Community services that benefit a cross- section of Thousand Oaks residents. Each grant is a different type of projecUprogram/ event, but all must benefit Thousand Oaks residents in some manner.
i:gJ Nonprofit Status All Community Grant applicants must be a 501 ( c)( 3) or have a Fiscal Sponsor Section Fl ( submit Section F - Fiscal Sponsorship)
81 Funding Request CEEG - Minimum $ 2, 000, Maximum $ 4, 500 Meets Grant CEG - Minimum $ 500, Maximum $ 8, 500 ( Matching funds required) Allocation CSG - Minimum $ 2, 000, Maximum $ 10, 000 ( Matching funds required) Requirements CSSG - Minimum $ 2, 000, Maximum $ 10, 000 i:gJ Organization and Organization information, project proposal, and how organization proposes to Program/ Project/ meet the grant goals.
Event Information
Section Bl
i:gJ Program/ Project/ Section C. i. must clearly identify all sources of funding/ income for proposed Event Budget ( Section Program/ ProjecU Event.
C) Section C. ii. must clearly identify all expenses for Program/ ProjecUEvent.
Grant Funds expenditures must be labeled with " GF"
For CEG and CSG, Matching Funds must be labeled with " MF" Grant funds may only be used for those items specifically listed in the Prooram/ ProiecUEvent budaet.
181 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 reauire a hiqher level of insurance as a condition of the orant.
481- 15/ C:\ Users\ tg662403\ Box\ Tania Garcia\ COSF\ City of TO Grant\ 3Community Grants Application. Conejo Open Space Foundation. 12· 14• 22. docx Exhibit “A” – ApplicationCriteriaandGrantee’sApplication DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
Yes Property Owner
IZl
Authorization
N/ A (
Section E)
IZl Community
Yes Environmental
D Enhancement Grant
N/ A ( CEEG ) specific
criteria
Y es Community Events
IZl
Grant ( CEG) Specific
N/ A
Criteria
If the program/ project/ event is on someone else' s property, authorization from the property owner stating approval of the project MUST BE included with the application.
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. Programs/ projects/ 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 proorams/ oroiect/ events.
Y es
IZl
N/ A
Community Sports
Grant ( CSG) Specific
Criteria
1. Funded activities must take place within the boundaries of the City of Thousand Oaks
2. 100% matching funds required.
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.
Y es
IZl
N/ A
Community Social
Services Grant
CSSG) Specific
Criteria
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 oroups in Thousand Oaks.
Grant Agreement 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 fundralslnq activities.
Matching Funds CEG and CSG require 100% match to the City' s grant.
Salary/ Wages
Up to 20% of the grant award may be used for grant program/ project/ event administration if it is identified as part of the program/ project/ event budget in the orant 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 prevailino waoes 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 for past orants were submitted.
Minors Adult supervision must be provided for all minors.
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Ci t~' of'
APPLICATION FOR
COMMUNITY GRANT
Complete Required Sections A- D
Complete Sections E & Fas applicable
A. GENERAL INFORMATION:
NAME OF ORGANIZA TION/ GROUP ( use legal name): Conejo Open Space Foundation ADDRESS ( no P. O. Box please): 403 W. Hillcrest Drive, Thousand Oaks, CA 91360 IS ORGANIZATION/ GROUP A REGISTERED NON- PROFIT?
D NO - Provide Organization' s Fiscal Sponsor name: _
N O TE : If u s in g a F isca l S p o n s o r a ls o co m p lete S ec tio n F IZI YES - Provide Non- Profit Federal Tax I.D. Number: 77- 0403732 IS ORGANIZATION A CVUSD SCHOOL OR BOOSTER? [ 8J No Yes* If Yes, please complete the Section E Property Ow ner A uthorization and Section F Fiscal Sponsor PROJECT/ PROGRAM/ EVENT TITLE: 2023 COSF Speaker Series BRIEF DESCRIPTION: Held quarterly since 2019, the free COSF Speaker Series is an evening lecture series that serves the Conejo Valley community and beyond by exploring environmental topics such as local wildlife and native plants, regional geology, open space history, and our human connections to the land. Presenters have included climate authority Dr.
Sean Anderson as well as wildlife experts Dr. Dan Cooper, Dr. Seth Riley, Dr. Jessica Sanchez, and the National Wildlife Federation' s regional executive director Beth Pratt. The goal is to educate our local community on topics relevant to them in the Conejo Valley.
Project/ program/ event Location: ( com plete Sect ion E if pro perty ow ner is other than applicant):
Speaker Series events are virtual and held via Zoom
Grant Amount Requested: $ 4500 Total Project/ program/ event Cost: $ 5320 Estimated Dates for using funds ( if event, specific event date): Generally held the first Wednesday of March, June, September and December.
Will Minors work on the project? IZI No Yes
If yes, will adult supervision be provided? No Yes lZI N/ A ORGANIZATION APPLICATION CONTACT INFORMATION:
Name and Title: Steven F. Johnson, Treasurer
Phone Number: ( 805} 279- 4665
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E- mail Address: sfjohnson@gmail. com
PAYEE NAME/ ADDRESS - ( if using Fiscal Sponsor, please list Fiscal Sponsor information; OR if CVUSD school or booster project, please list: CVUSD, 750 Mitchel Road, Newbury Park, CA 91320):
Payee' s Legal Name ( must match W9): Conejo Open Space Foundation Mailing Address to Mail Check ( must match W9): 403 W. Hillcrest Drive, Thousand Oaks, CA 91360
TWO ( 2) AUTHORIZED GRANT AGREEMENT SIGNERS ( or SIGNATORIES) Please use full legal name, full title, and verify spelling. Two ( 2) signatories are required.
If CVUSD School/ Booster, please list Dr. Victor Hayek, Deputy Superintendent, Business Services, vhayek@coneiosd. org, as one of the required signers.)
Name
1. Steven F. Johnson
2. Anne Russell
Title
Treasurer
Email Address
sfjohnson@gmail. com
President cowlesnews@aol. com
B. ORGANIZATION AND PROGRAM/ PROJECT/ 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)
Preserve, Promote, and Protect the Open Space. The Conejo Open Space Foundation COSF) is a 501 ( c)( 3) non- profit, all- volunteer corporation formed in 1995 to promote, support and help maintain the open space and trail system of the Conejo Valley, and to educate visitors as to their roles as custodians and protectors of the open space and the environment.
We support and help fund ongoing programs sponsored by the Conejo Open Space Conservation Agency ( COSCA). We are funded through individual, business, and corporate donations and grants. Funds received by COSF are highly leveraged through the extensive use of unpaid community volunteers and other in- kind donations. We have served the Conejo Valley community for 27 years.
Educate. We volunteer to protect and preserve our precious open space. One great way to do this is by educating the youth of our community. Through our partnership with COSCA, Trail Education Days invites Conejo Valley 4th graders to attend a special day enjoying our open space. First, they are treated to a naturalist- led hike where they learn about plants, wildlife, trail etiquette and many other valuable ways to understand our natural spaces. Then, they have the opportunity to learn from partners sharing their expertise on other ways to use our trails in special educational sessions. The students leave with a new appreciation for all that is in our open spaces. But adults learn from us, too, through our educational Speaker Series events held each year focusing on various local topics that impact our environment and give our attendees active tools for bettering our outdoor spaces.
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Fundraise. The Conejo Open Space Foundation raises funds for many outdoor projects, such as the Wallis- Annenberg Wildlife Crossing at Liberty Hills, our trail safety bike bells, and Trails Education Days. Our ability to help these projects, allows for better community education overall and allows us to make an even bigger impact through our partners.
Volunteer. The Conejo open space wouldn' t be the same without the hundreds of people who give their time and energy. Volunteers and local businesses throughout the Conejo Valley engage in corporate trail clean- up days, trail work days, and many other stewardship activities. Most recently the COSF team in partnership with COSCA park rangers took groups of SAGE Publications, Amgen and Takeda Pharmaceutical employees on trail clean- up adventures which increased awareness of the importance of the open space in our community.
2. Provide a detailed description of the proposed project, event, or program. Include how your project meets the goals of the grant you are applying for. ( 20 points maximum) The free COSF Speaker Series is an evening lecture series that serves the Conejo Valley community and beyond by exploring environmental topics such as local wildlife and native plants, regional geology, open space history, and our human connections to the land.
Presenters have included climate authority Dr. Sean Anderson, professor from California State University Channel Islands, as well as wildlife experts Dr. Dan Cooper, Dr. Seth Riley, Dr. Jessica Sanchez, and the National Wildlife Federation regional executive director, Beth Pratt. The Speaker Series is designed to encourage listeners of all ages to greater understanding, appreciation of, arid commitment to the Conejo Valley Open Space. We build awareness of our natural resources and unique biodiversity and what each one of us can do to protect and steward it.
Each Speaker Series event is held virtually and provides access to many who might otherwise not have the ability to attend, especially as lingering COVID concerns inhibit many.
Topics always have local relevance and are chosen so there are impactful take- aways for our listeners. We want our attendees to be able to bring back practices to their homes, such as learning how they can humanely haze coyotes to keep them from entering their property.
The events may include a single informative speaker or a panel of experts; attendees always have the opportunity to ask questions and engage. Feedback from participants has been very positive and the value they find in the educational components and the takeaways is proof the events are functioning as a tool to help bring environmental awareness to our community.
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 will they be served? ( 10 points maximum)
The COSF Speaker Series targets everyone in the broader Conejo Valley. Our goal is to reach as many individuals in our community as possible and ensure they know the open spaces are available and accessible to them. We have reached a large population of our senior community and because of the virtual format, we have reached many other constituents including our local teenage mountain bikers and those involved in helping our
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underserved families like Adelante Comunidad Conejo. The goal is to enhance our family outreach to include young children and provide interactive virtual opportunities for young children in the Speaker Series events and beyond.
Since the pandemic, all our Speaker Series have taken place via a Zoom virtual format.
Because the virtual format has been very popular and allows for greater access, we have continued this method. What we have learned is that it means that many of our elderly who are concerned about health issues, can still actively participate in each of these informational events. W e also noticed that it decreases the costs of the event and makes it more accessible for those who might not be able to afford transportation to the event itself. Additionally, all of our Speaker Series events are recorded and posted at www. cosf. org within a week of our event. That means they remain available to the community on an ongoing basis. We have also offered other organizations to share the videos with their constituents, which has allowed us an even broader reach and greater awareness.
4. What percentage of the individuals who will benefit from the service funded by this grant are Thousand Oaks residents? ( 15 point maximum)
W hile not all our participants enter their location data, we have information from about 46% of our attendees. This data shows that 57% of those attendees are from Thousand Oaks. The remaining attendees are from various other surrounding cities, keeping in mind that these individuals are likely utilizing the trails systems in the City of Thousand Oaks.
5. Only answer whichever one of these questions is applicable for your program ( 15 point maximum)
i. Is the project/ event/ program new? If so, describe the plan in place for implementing the program, e. g., Who will do what and what is the timeline, how will you measure impact or program outcomes, etc. ?
OR
ii. Is this continuation of an existing/ on- going program? If so, provide information to show its impact, outcomes, and successful track record.
The COSF Speaker Series was first held in 2019 and because of the success then has continued to be an active program for our community. It is COSF' s intention to continue to make this an annual program providing high- value educational opportunity for the Conejo Valley.
With just four years of the Speaker Series in place, we have limited data, but we can already see a continued interest and participation rate. In January 2022, we provided a survey to our constituents asking for specific feedback regarding the Speaker Series. Note our survey was sent to 1, 499 constituents and 500 or 33% opened the email. 104 individuals clicked on the survey and we received 70 total submissions, a slightly above average response rate. What we learned through this survey is that over 50% of our Speaker Series attendees have participated in two or more of our Speaker Series events, with 25% of them participating in three or more. This demonstrates that our attendees appreciate the events and want to return
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for further education. One of the main reasons participants stated that they didn' t attend again was because they were unaware of the other events which tells us we need to invest more in marketing and outreach. It is our hope that this grant will give us the financial support to do so.
In addition, we feel it' s important to share that our virtual format continues to be the preferred method for these events with more than half stating that they preferred or are open to continued virtual events. We also were able to glean from our survey that another 16% of our constituents watched the recordings of the events because they had a conflict with the actual event date. The topics and content are important to them and they are willing to seek our offered alternatives when date conflicts arise.
The survey also provided us critical feedback regarding Speaker Series topics and preferred day/ time for the events. This information was the driving factor for our theme for the 2022 Speaker Series.
6. For the Community you serve, describe the need for the proposed project/ program and include any data that identifies and supports that need. ( 15 point maximum) The above survey data tells us that education in these environmental areas is wanted and needed and that our local community is interested in big topics like wildfire protection, wildlife and human interactions, and how to keep our trails accessible, safe and clean. The question- and- answer sessions that follow each of our Speaker Series reveals the need for this type of education as attendees often pose questions regarding what they can do to help. We also hear from our partners in the Conejo Open Space Conservation Agency and the Conejo Recreation and Park District of the challenges they experience with trail users and how continued education and increased awareness is desperately needed.
7. How will the Community be made aware of this project ( marketing tools)? How will the target population identified in # 3 learn about your project/ program/ event? ( 15 point maximum) COSF takes advantage of whatever marketing tools we can afford to reach the greater Conejo Valley region. We advertise in the Thousand Oaks Acorn, we list in hyperlocal media such as Patch and Next Door, and we use paid, targeted Facebook exposure. We also support our events heavily with our own social media on Facebook, Twitter, lnstagram and our own website ( www. cosf. org). When appropriate, we ask our speakers to let their followers know as well. We also publicize the event in our COSF quarterly newsletter, which reaches over 1700 constituents. And at times we use direct email marketing to promote the events and ask our partner organizations to help advertise or share with their constituents.
PROPOSED CAPITAL IMPROVEMENTS INFORMATION
Grant applications for a specific capital improvement project MUST include authorization from the property owner ( if different than 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.
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PR O VIDE ANY A DD ITI ONAL INFO RMATION THAT YO U FEEL W O ULD BE HELPFUL TO THE REVIEW CO MM ITT EE:
As an all- volunteer, local non- profit designed to help our local open spaces, CO SF' s mission to educate and help prom ote, protect and preserve our natural lands is an impressive one that we accomplish with minim al resources. Because we have low overheard, we are able to take funds like this grant and utilize them to their m axim um capacity for the real m ission of helping to educate our community. Ultimately, our goal is to reach every person in the Conejo Valley and to give them the opportunity to continue to keep Thousand O aks and our Conejo Valley neighbors beautiful and with a thriving and healthy environment accessible to all. W e are all lucky to live in such a beautiful location with ample green space that is accessible to most of us right outside our back doors. COSF knows the value of this and wants to forever play an important role in maintaining this special place. And as a small, all- volunteer organization, your grant dollars w ill go far with us and m ake real, m eaningful impact. Thank you for your consideration of the CO SF 2023 Speaker Series. W e encourage you all to join us for our next educational event and take a little bit of know ledge back hom e with you.
C. PRO G RA M/ PRO JECT/ EVENT BUDGET
Item ize Program/ ProjecV Event income and expenditures ( attach quotes if available), indicating exactly what items the gra nt funds will be used for. Grant funds m ay only be used for those items specifically included in this budget.
i. Funding/ Incom e Sources fo r specific Program / Project/ Event List all com munity support, govern m ent grants, donations, interest earn ings, individual donations, fund ra isers, and other sources of income. Funding/ Income is specific to the Pro gra m, Project, or Event.
DO N O T LI ST YO U R ORGANIZATIO NAL BUDG ET.
Note: For CEG and CSG specify which funding source( s) are m atching funds ( label MF).
Funding Sources for Program / Project/ Event
C O SF funding only to- date*
N O TE: CO SF funding is based on generous gifts
from our constituents thro ughout the year.
Am ount
5320
Total Income $ 5320
ii. Expenses fo r Program / Project/ Event
Li st ALL expenses associated with the pro posed Program/ ProjecV Event. Expenses are specific to the Pro gra m/ Project/ Event. DO NOT LI ST YO UR O RGANIZATIO NAL EXPENSES.
Note: Applicants m ust indicate which item s will be purchased with grant funds by labeling the expense " G F". Only those items m arked " G F" will be considered eligible gra nt fund expenses.
Item ized Expenses fo r program , project, or event
4 Speaker Series x Thousand Oaks Acorn Ad
4 Speaker Series x Facebook O utreach
4 Speaker Series x Speaker Honorarium
Total Expenses
Am ount
3580
140
1600
5320
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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: -= Cc.=oc.:.,;nc::e""· o=-=O;,,:;.;:;:i..:...===....:..-=:.:.:.;;=.;;;;..:..
Authorized Signature* ~~:.. 4,,L =+--~.,.- 4..........,~~~- 4---- 1._..:.l_l1i=..:...M..::.· ....:::...,_/....:{.....:/2.,:;...::;_+------ Signature Policy: The City will accept actual signatures. scanned signatures, or a digital signature from DocuSign or Adobe. The application must be signed to be deemed complete.
Special Note to CVUSD Schools/ School Booster Clubs: The City and CVUSD have agreed that your program/ project/ event will be coordinated through the District. Please reach out to the CVUSD Planning Division early in the application process to discuss your proposal with CVUSD administrators. In order to submit a complete application before the deadline, 1.) Tim McCabe, CVUSD Director, Planning & Construction, will need to sign SECTION E, PROPERTY OWNER AUTHORIZATION; and 2.) Since all CVUSD projects will be paid through the district, Dr. Victor Hayek, Deputy Superintendent, Business Services, will need to sign SECTION F, FISCAL SPONSOR AUTHORIZATION. Dr. Hayek will also be one of the required authorized grant signers identified at the top of page 4 of the application. If awarded a grant, funding will be sen'! to CVUSD Fiscal Services. Grantees will work with Debbie Hanna, Planning Specialist, Planning & Facilities regarding all aspects of grant implementation, including quotes/ proposals and performance reports.
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PerformanceReportisdueto yourgrantmanagerwithin 30 daysof completionof Program/Project/Event.
Requiredelementsof the PerformanceReportincludesubmissionof this completedform, anexpenditure log, andcopiesof receipts. If needed, additionalinformationandattachmentsmaybesubmitted. Picturesare alwaysappreciated (JPEGorPNGpreferred).
Grantyour organizationreceived:
CommunityEnvironmentEnhancementGrant (CEEG)
CommunityEventsGrant (CEG)
CommunitySportsGrant (CSG)
CommunitySocialServicesGrant (SSG)
1. OrganizationName:
2. Nameof Program/Project/Event:
3. Date(s) of Program/Project/Event:
4. HowmanyThousandOaksresidentsdid this grantbenefit?
ForSocialServices, how manylow- incomehouseholdswereserved?)
5. Describehow this grantbenefitedthe ThousandOakscommunity?
6. Werethe grantgoalsandexpectedoutcomesmet? Pleaseprovideanysupportingdata. If the goalswerenot met, pleaseexplain.
7. Fromwhat sourcesdid your organizationreceivematchingfundsor in-kinddonations (Required for CEGandCSGgrants)?
Source Amountof Funds
8. Didyourorganizationusethe fundsprovidedper the agreementwith the CityofThousandOaks? Yes No
9. Didyour organizationattacha detailedexpenditurelog identifyingeachProgram/Project/Event expenditure?
Yes No
10. Didyourorganizationattacha copyof receiptsfor eachProgram/Project/Eventexpenditure? Yes No
I certify that the abovestatementsandprovidedattachmentsareaccurate.
Signature: Date:
Name: Title
EXHIBIT “B” PERFORMANCEREPORTFORM
DocuSign Envelope ID: D90870DF- 7964- 4950- B832- 98E93C682AAD Contract No. 13229-2023
DocuSign Envelope ID: 8281 F3B7- F657- 48A7- 9D4A- 75A048109DCC Project Name: Conejo Open Space Foundation
FIRST AMENDMENT TO AGREEMENT FOR
COMMUNITY ENVIRONMENTAL ENHANCEMENT GRANT
BETWEEN THE CITY OF THOUSAND OAKS AND
CONEJO OPEN SPACE FOUNDATION
Contract No. 13229- 2023
THIS FIRST AMENDMENT to the Agreement for Community Environmental Enhancement Grant entered into between the CITY OF THOUSAND OAKS, a municipal corporation, ( hereafter " City") and CONEJO OPEN SPACE FOUNDATION (" Grantee"), entitled Agreement for Community Environmental Enhancement Grant and dated March 1, 2023 ( herein " Contract") is made this 1st day of February 2024.
RECITALS
A. Term of Contract, currently, and as may have been previously amended, provides for an end date of February 29, 2024.
B. Grantee is unable to complete all the grant requirements contemplated by the Contract within this timeframe and is requesting an extension to complete their tasks.
C. City is amendable to giving Grantee an extension of the Contract in order to complete the proposed project while keeping all other terms intact.
AGREEMENT TO AMEND
NOW, THEREFORE, the undersigned parties to Contract agree to amend Contract as described below:
Part 1. The termination date of the Contract is extended for a period of three months and the introduction and Section 2(b) of the Contract are hereby amended such that all references in the Contract to February 29, 2024 are hereby replaced with May 29, 2024.
Part 2. All terms used in Part 1 above shall have the meanings ascribed thereto in Contract. Except as amended in Part 1 above, all other sections, terms, obligations, duties, clauses, and provisions of Contract shall remain the same.
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DocuSign Envelope ID: 8281 F3B7- F657- 48A7- 9D4A- 75A048109DCC IN WITNESS WHEREOF, the parties execute this First Amendment to Contract as of the date set forth above.
GRANTEE
DocuSigned by:
By: Elayne Haggan, Secretary
Title: Open Space Foundation
rr11DocuSigned
by:
1^
By: William Miller, President
Title: Conejo Open Space Foundation
CITY OF THOUSAND OAKS
DocuSigned by:
Andrew P. Powers, City Manager
ATTEST
DocuSigned by:
Laura B. Maguire, City Clerk
APPROVED AS TO FORM
Office of the City Attorney
DocuSigned by:
BBB98 Z^6EF644 .
Tracy Friedl, Assistant City Attorney
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