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ATTACHMENT #1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF THOUSAND OAKS ADOPTING REVISED
CRITERIA AND GUIDELINES FOR COMMUNITY
GRANT PROGRAMS AND RESCINDING
RESOLUTION NO. 2023-064
WHEREAS, the City Council recognizes many organizations and individuals provide benefit to the community, including cultural events and activities, enhancements to recreational facilities, sports and recreation sites, educational and environmental benefits, health and safety improvements, and social services programs, and, by doing so, improve the quality of life in the City; and
WHEREAS, the City recognizes that the Community Grant programs are supported through an allocation of City funds; and
WHEREAS, Resolutions Nos. 85-205, 86-22, 95-23, 97-213, 99-32, 99- 181,2000-32, 2000-165, 2001-54, 2002-033, 2002-152, 2003-098, 2007-094, 2007-098, 2010-079, 2011-068, 2018-073, 2019-058, 2021-047, and 2023-064 previously established criteria and guidelines for granting funds for the Community Grant Programs; and
WHEREAS, the City recognizes these grant allocations are a limited community resource and creating the fairest, most efficient, sustainable and transparent process is a worthwhile goal to help ensure the best use of the funds; and
WHEREAS, the City recognizes an equitable and inclusive process to recruit and select committee members is an important and vital undertaking both for staff and the applicants; and
WHEREAS, the City Council values and respects all community members, recognizes the importance of diverse and unique viewpoints, and is committed to equitable representation; and
WHEREAS, the City established the Community Funding Review Committee on November 27, 2018; and
WHEREAS, this Resolution rescinds City Council Resolution No. 2023- 064.
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NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Thousand Oaks establishes procedures, guidelines, and criteria for the Community Funding Review Committee, and procedures, guidelines and criteria for consideration and granting of requests for funds which are set forth in Exhibit A.
SECTION 1. Establishment and Name. There is hereby formally reestablished a Community Funding Review Committee to serve as an advisory committee to the City Council.
SECTION 2. Function and Duties. The purpose of the Community Funding Review Committee is to act in an advisory capacity to the City Council relative to funding recommendations of community grants administered through the Cultural and Community Services Department.
The Functions and duties of the Community Funding Review Committee are as follows:
1) Review all eligible Community Grant Programs applications received by the City in a manner consistent with adopted procedures and criteria for each grant program (Exhibit A); and 2) Make recommendations to the City Council for Community Grant Programs awards at the close of each funding application cycle.
SECTION 3. Composition and Organization. The Community Funding Review Committee shall be comprised of nine (9) members appointed by the City Council to serve staggered terms of three (3) years, expiring at the end of the fiscal year. The process, appointments and recommendations will be ratified at a City Council meeting by a majority of City Council pursuant to Maddy Act procedures. Members shall be residents of the City but shall not be officials or employees of the City. City Council will endeavor to select community members with diverse age, race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, language, education, and/or socio-economic status on the Community Funding Review Committee to represent the community at large.
SECTION 4. Officers, Meetings and Rules. The Community Funding Review Committee shall annually elect a chairperson, a vice chairperson, and such other officers deemed necessary. Regular Community Funding Review Committee meetings shall be open to the public and agendas posted pursuant to the Brown Act. Members of said Committee are subject to the City's Code of Ethics and Conflict of Interest rules. No Committee member shall participate in the discussion of, or vote on, a request if said member is also a member, employee, immediate family member, or representative of the organization requesting funds.
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The Committee meetings shall be held at scheduled times and places as directed by Cultural and Community Services Director or their designee. Records of all meetings shall be public information.
The conduct of such meetings shall be covered by Mason's Manual of Legislative Procedure as adopted by City Council.
A majority (one-half, plus one) of the Community Funding Review Committee shall constitute a quorum. Quorum shall be determined to be a majority of members regardless of vacancies.
SECTION 5. Compensation, Expenditures and Assistance. The individual members of the Community Funding Review Committee shall receive no compensation for their services. The Community Funding Review Committee may request and receive reasonable assistance from City staff in terms of administrative help, meeting space, and professional assistance.
SECTION 6. City Manager Authority to Sign Agreements. The City Council grants the City Manager authority to execute grant agreements up to an amount identified in the City’s Purchasing Ordinance. Grant applications will have been reviewed and recommended by the Committee and approved by City Council prior to the agreement being forwarded to the City Manager for execution.
SECTION 7. Resolution No. 2023-064 is hereby rescinded.
PASSED AND ADOPTED THIS 22nd day of October, 2024, by the following vote:
Ayes:
Noes:
Absent:
__________________________
Al Adam, Mayor
City of Thousand Oaks, California
ATTEST/CERTIFY:
_____________________________
Laura B. Maguire, City Clerk
Date Attested:_________________
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APPROVED AS TO FORM:
Office of the City Attorney
______________________________
Tracy Friedl, Assistant City Attorney
APPROVED AS TO ADMINISTRATION:
______________________________
Andrew P. Powers, City Manager
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.
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EXHIBIT A
COMMUNITY GRANT PROGRAMS
Grant Application Review Criteria
A. Grant funding shall be used solely to promote or support projects, events or services that benefit a cross-section of Thousand Oaks residents.
B. Applicant must be a public agency or a non-profit organization with valid documentation or submit the funding application with the approval of a non- profit organization which has agreed to serve as the fiscal receiving agent to receive and administer the grant funding for the activity.
C. Activities or projects that are religious or political in nature are not eligible for funding, nor are transportation activities.
D. Organizations must provide supervision for minors and must provide equipment and supplies as necessary for the proposed activity.
E. Organizations must submit a complete City-provided grant application.
Where applicable, the organization's past record of use of public funds and whether previous years' funds were used for the stated purpose(s) will be considered.
F. All grant-funded activities and their related expenditures must take place within the grant agreement period.
G. The required grant performance report must be completed and submitted to the City within 30 days of expending grant funds, or the end date of the grant-funded activities, whichever is later. Failure to submit a report may result in City request to refund grant amount in full or in part and ineligibility for any future City Community Grant Programs.
H. Organizations must enter into a written grant funding agreement with the City and grant funds must be used solely for the purposes described in the grant application. If the activity to be funded is significantly altered or canceled after the grant funding agreement is signed, the organization must notify the City, and may be subject to City request to refund grant amount, in full or in part.
I. Organizations that receive grant awards must provide proof of insurance coverage prior to grant execution in an amount equal to or surpassing the minimum standards set forth by City as outlined in the Agreement.
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J. The grant funding requested by any organization may not exceed the maximum award listed in the additional criteria for the grant, nor may an organization be awarded funds in excess of their grant request.
K. Written authorization from the property owner approving the project and granting permission must be provided with the application when grant activity is proposed at a location not owned by the applicant.
L. The grant of public funds may subject a project to the payment of prevailing wage under California Labor Code Section 1720. Acceptance of this grant requires the grantee to indemnify the City against any claims that prevailing wages are owed from the project.
M. Criteria for special or additional community grants directed to Community Funding Review Committee (CFRC) by City Council shall be provided by the City Manager or his or her designee at the time of the request.
Additional Criteria for Community Environmental Enhancement Grants (CEEG) A. Funded activities must take place within the boundaries of the City of Thousand Oaks.
B. Grant funding per organization may not exceed 10% of the annual CEEG grant funding allocation. For grants awarded to an umbrella organization “on behalf” of a group, the restriction shall apply to that group and not the umbrella organization. The minimum grant award per organization is $2,000.
C. Grant funds may be used for activities that enhance the environment, beautify the community, address climate change and its impacts, provide environmental public outreach and education, and reduce waste, water usage, and electricity consumption.
D. Organizations may request consideration of up to 20% of the total grant award for grant activity administration. Compensation for general organization overhead is not provided under CEEG.
Additional Criteria for Community Events Grants (CEG)
A. Funded activities must take place within the boundaries of the City of Thousand Oaks except for school performance groups representing the City of Thousand Oaks at competition events located outside of the City.
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B. Grant funding per organization may not exceed 10% of the total annual CEG grant funding allocation. For grants awarded to an umbrella organization “on behalf” of a group, the restriction shall apply to that group and not the umbrella organization. The minimum grant award per organization is $500.
Grants in support of team events may not exceed $100 per individual team member.
C. Of the total annual CEG funding allocation, up to 90% of the funds will be recommended through the Community Funding Review Committee (CFRC) and at least 10% of the funds will be held in reserve for City Council to approve unanticipated off-cycle grant requests.
D. Organizations must provide matching funds in an amount equal to the grant award. At the time of application, organizations shall identify verifiable sources for how the grant funds will be matched.
E. Grant funds may be used for community arts and cultural activities and events. Organizations may request consideration of up to 20% of the total grant award for grant activity administration. Compensation for general organization overhead is not provided under CEG.
Additional Criteria for Community Social Services Grants (CSSG) A. Funded activities must primarily serve City of Thousand Oaks residents.
B. Grant funding per organization may not exceed $10,000 or 10% of the total annual CSSG grant funding allocation, whichever is less. For grants awarded to an umbrella organization “on behalf” of a group, the restriction shall apply to that group and not the umbrella organization. The minimum grant award per organization is $2,000.
C. Applications will be ranked for funding consideration based on the following priorities (in priority order):
1. New or existing programs providing unduplicated, essential services for lower-income families/households within the City of Thousand Oaks.
2. New or existing programs providing essential services for families/households all income groups within the City of Thousand Oaks.
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D. Organizations may request consideration of up to 20% of the total grant award for grant activity administration. Compensation for general organization overhead is not provided under CSSG.
Additional Criteria for Community Sports Grants (CSG)
A. Funded activities must take place within the boundaries of the City of Thousand Oaks.
B. Grant funding per organization may not exceed 10% of the total annual CSG grant funding allocation. For grants awarded to an umbrella organization “on behalf” of a group, the restriction shall apply to that group and not the umbrella organization. The minimum grant award per organization is $2,000.
C. Organizations must provide matching funds in an amount equal to the grant award. At the time of application, organizations shall identify verifiable sources for how the grant funds will be matched.
D. Grant funds may be used to update sports facilities or purchase equipment to enhance a sports program. Personal equipment such as uniforms, grant activity administration, and general organization overhead are not provided under CSG funding.