TO:Andrew P. Powers, City Manager
FROM:Ingrid Hardy, Assistant City Manager
DATE:March 19, 2024
SUBJECT: FY 2023-24 Community Grant Agreement Amendments with Conejo Valley Unified School District and Conejo Open Space Foundation
RECOMMENDATION:
1. Approve First Amendment to Community Sports Grant (CSG) Agreement with Conejo Valley Unified School District (CVUSD) on Behalf of Thousand Oaks High School (TOHS) Softball (Contract No. 13514-2024) to replace original project and allow previously granted funds to be used for a new Locker Room Project.
2. Approve Second Amendment to Community Environmental Enhancement Grant (CEEG) Agreement with Conejo Open Space Foundation (COSF) (Contract No. 13229-2023) to revise original project and allow previously granted funds to be used for an environmental education event.
3. Authorize the City Manager or designee to execute the Amended Community Grant agreements with the Grantees.
4. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal administrative staff costs associated with executing contracts and compliance monitoring are included in the Adopted FY 2023-24 General Fund Budget.
BACKGROUND:
Community Sports Grant (CSG)
The CSG is a competitive community grant program that provides financial support
FY-2023-24 Community Grant Agreement Amendments with CVUSD & COSF March 19, 2024
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2 for capital projects or equipment purchases that benefit sports or fitness-related teams/groups within City limits. On December 5, 2023, City Council approved FY 2023-24 CSG Grant Agreement 13514-2024 (Attachment #1) in the amount of $2,500 for CVUSD on behalf of TOHS Softball for the replacement of outdated softball equipment. Funds were disbursed following City Council approval.
TOHS Softball notified the City that the majority of the equipment they planned to purchase with grant funds had been donated by another source. As a result, they no longer need to purchase the equipment contemplated in their grant application and are unable to spend all the grant funds as awarded. At the same time, the school has identified an empty classroom the team can utilize as their new locker room. Since the classroom is empty, CVUSD and the team need to purchase equipment to transform the space into a locker room. CVUSD is supportive of the locker room project. They request that the grant funds be redirected to outfit the empty classroom for use as a softball locker room.
Community Environmental Enhancement Grant (CEEG)
The CEEG is a competitive community grant program that provides financial support for community beautification, environmental projects, and environmental public education and outreach. On February 14, 2023, City Council approved FY 2022-23 CEEG Agreement 13229-2023 in the amount of $4,500 for COSF for the 2023 COSF Speaker Series. Funds were disbursed following City Council approval.
COSF notified the City that the proposed speaker series evolved over the grant period to include an in-person event not contemplated at the time of the grant application. They request that the approved project be expanded to include costs associated with hosting both virtual and in-person environmental education events.
On February 1, 2024, a First Amendment was approved to allow the grantee an extension of time. Since this action only extended the contract period it was executed administratively. The grantee now seeks City Council approval of a second amendment to expand the original scope to include their revised activities (Attachment #2).
DISCUSSION/ANALYSIS:
Community Sports Grant
TOHS Softball’s $2,500 CSG grant was specifically approved for equipment replacement. Under the agreement, the grantee is not entitled to use their grant funds for any purpose other than what was described in their application, and they would be required to return any unused funds. Because the outfitting of a locker room is a different program from what was approved, allocating the unspent funds FY-2023-24 Community Grant Agreement Amendments with CVUSD & COSF March 19, 2024
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2 to the locker room project requires City Council approval of the First Amendment to FY 2023-24 CSG Grant Agreement 13514-2024.
Community Environmental Enhancement Grant
The Conejo Open Space Foundation’s CEEG grant was specifically approved for an all-virtual speaker series. Under the agreement, the grantee is not entitled to use their grant funds for any purpose other than what was described in their application, and they would be required to return any unused funds. Because an in-person environmental education event is a different program from what was approved, allocating the unspent funds to an in-person event requires City Council approval of the Second Amendment to FY 2022-23 CEEG Agreement 13229- 2023.
Staff believes that both of the requested changes to the grant projects meet the Community Grant Program requirements and are consistent with the purpose of the respective grants. Therefore, staff recommends City Council approval of the First Amendment to CSG Agreement 13514-2024 with CVUSD on behalf of TOHS Softball and the Second Amendment to CEEG Agreement 13229-2023 with COSF to allow grant funds to be expended on the expanded projects.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts, Youth and Senior Programs).
PREPARED BY: Sarah Mailes, Community Services Analyst
Attachments:
Attachment #1 - CSG Grant Agreement for CVUSD on behalf of TOHS Softball (Contract No. 13514-2024)
Attachment #2 – CEEG Grant Agreement for Conejo Open Space Foundation (Contract No. 13229-2023)
CMO: 483-10\wl\H:\COMMON\City Council\Council Items\2024 Staff Reports\031924\031924 CSG First Amendment to CVUSD for TOHS Softball and CEEG Second Amend to COSF