Agenda Item No, 15
CITY OF YUC.A,IPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Crawford, Assistant City Manage
Kimberly Metzler, Deputy City Clerk
FOR: City Council Meeting of June 26, 2023
SUBJECT: Fiscal Year 2022/2023 Accountability Reports
RECOMMENDATION:
That the City Council receive the Community Activity Grant Accountability Reports and deem the program requirements complete for Redlands Bicycle Classic — 2023 'Yucaipa Road Race, Yucaipa Elks Lodge #2389 — 2022 Hoop Shoot and Soccer Shoot, and Yucaipa Valley Lions Club -- Monthly Club Meetings.
DISCUSSION:
Pursuant to the Community Activity Grant (CAG) Guidelines, the following awarded CAG applicants have completed the CAG funded program and have submitted the Event Reporting Financial Worksheet and Event/Program Summary for Council review and approval. The following details the awarded agency, the amount granted, the actual grant amount spent, and the event reporting worksheets
Awarded
Awarded
Actual
Event/Financial
FY 2022/2023
Financial
In -Kind
Reporting
ACCOUNTABILITY
Amount
Amount
Worksheet
REPORTS
Attachment
Redlands Bicycle Classic, Inc.
N/A
$7,850.00
$7,850,00
1 2023 Yucai a Road Race
Yucaipa Elks Lodge #2389
$1,050.00
2022 Hoop Shoot and Soccer
$ l ,200.00
NIA'
returned to
2 Shoot
the City)
Yucaipa Valley Lions Club
NIA
$457.30
S457.30
3 Monthly Club Meetings
Staff has reviewed and is recommending that the City Council receive the CAG Accountability Reports and deem, if appropriate, that the program requirements have been met by Redlands Bicycle Classic — 2023 Yucaipa Road Race, "Yucaipa Elks Lodge #2389 — 2022 Hoop Shoot and Soccer Shoot, and Yucaipa Valley Lions Club — Monthly Club Meetings, 134
FISCAL IMPACT:
This item does not result in a fiscal impact.
Attachments:
Approved by:
1 — Redlands Bicycle Classic, Inc. Accountability Report 2 — Yucaipa Elks Lodge #2389 Accountability Report
3 — Yucaipa 'Valley Lions Club Accountability Report
135
ATTACHMENT 1
136
Received
City of Yucaipa Community Activity Grant City Of YL]Caipa Event Reporting Financial Worksheet
Fiscal Year 2022-2023 Grants JUN 4 6 2023
*INCLUDE BACK-UP DOCUMENTATION WITH,R,EPORT INCL UDING:
COPIES OF CHECKS, COPIES OFINVOICESIQUOTES General ServJr,es Name of Organization: Redlands Bicycle Classic, Inc. City Cleric's Departniont Contract Name: Marc Shaw
Plione Number: (909) 963-9099
Email; [email protected]
Description of Event/Project Funded: Professional bicycle racy Total Cost to Operate Event/Project: S 7f� C`Fv
,Amount Granted by City: S Section 1 (Monetary) $ 969-1--.-5` section 2 (In Kind) Justify City Grant Monetary Amount: (if applicable)
SECTION I
Description
Item # Date (Please be specific. List vendor and purpose for each disbnrsnntent I'Vialcal t);\l.1 lo fire grant amount) Amount
IL
2. $
3. $
4. $
5. $
Justify City Grant hi-Kinef
Amount: (if applicable)
SECTION 2
Description
Item # Date
(Please be specific. List vendor and purpose for each disburscnscn# relgte(l ONLY to the grant am(1unf)
Amount
1. 4/13/2023
Police services
2. 4/13/2023
Fire services
$
3. 4/13/2023
Public Works services
$
4. 4113/2023
Misc expenses
Total Disbursements (Justifying City Gtwnf Monetary and/or In-ICrrrd) Amount): $ Monetary Grant Funds Retraining: $
Noteslcom mentsladditiona
information:
PLEASE AKE STJRE TO PROVIDE BACK-UP RECEIPTS 1 PROO T TO .111STIFY AMOUNTS AWARDED BY GRANT 137
CITY OF City of Yucaipa Community Activity Grant
r �Q Event/Program Summary
Fiscal Year 2022-2023 Grants
In an attempt to assist all awarded agencies, the City has developed an Event Reporting Financial Worksheet (attached) to ensure consistent and accurate reporting of the awarded agencies use of City funding and/or in -kind services. Along with your Event Reporting Financial Worksheet, please provide the information requested below:
1. Did the event/program meet the original intended goal? Yes. The event was conducted in a safe and efficient manner, due in large part to the assistance provided by the various city departments (using in -kind funding) to cover personnel costs.
2. If funded in the future, what would the organization do differently? The Race Committee met with the city to conduct a debriefing of the event and all shared observations and suggestions for continued improvement.
3, What type of feedback did organization received from the participants? The feedback was overwhelmingly positive. They love the course through Yucaipa and Oak Glen.
Residents seemed much more happy with this year's traffic plan.
4. What other financial/in-kind contributions did the organziation seek or receive to fund the event/program (separate from City funding)?
The event received funding frorn a variety of sponsors, as well as in -kind fee waivers from the host cities.
5, List the total number of residents served.
All residents benefited, as they were able to witness a top -tier professional cycling event in their city.
Additionally, they were able to travel through town on alternate routes in an efficient manner.
Attach copies of marketing/promotional materials for the event/program.
Notes/comments/additional information:
PLEASE SUBMIT, ALONG WITH EVENT REPORTING FINANCIAL WORKSHEET, TO THE CITY CLERIC'S Or, WITHIN ONE MONTI] IaOLLOWINC THE EVENIVROCRAM
138
ATTACHMENT 2
139
City of Yucaipa Community activity Grant Received
Event Reporting Financial Worksheet City Of Yucaipa
Fiscal Year 2022-2023 Grants
INC'I,VD,-, rmCK_UPDOCUMENTATION WITH REPORPINCLUD.fN tN ZDZ3 COPIES OF CHECKS, COPIES OF INVOICESIOUO!"ES
Name of organization. YLIWI VO Elk"' k"' L 11 a {{" ral SerylceS/ Contact Name: NY) City Cleric's Departi-nerlt
Phone Number: q011. 5D , 15tC13
Email: I 1 -0
Description of EvenilProject Funded: 0 Dt
Total Cott to Operate EventlProject. S �..-
Amount Granted by City;$ 1,166. b Section 1 (Monetary) S Section 2 (In Kind) 4 Jusrify City Grant .Wonefa , Amount.' (if applicable)
SECTION I
Description
Item # Date (Please be specific. i,itit vendor and purp oe for vskeh disbumervient related ONIA to the grant an►ount) Amount
1. 42 4 c nci1 C Cn1e v r e n)-ei l S `=100
2. hot),ti su1nner $ 14:5 0
Iq ry) rvle5G v eLA I- eGlor,6,k V Wp1r1Y1e"r
3. )aii 4
4. $
Ju.4tify City Grant In -Kind A -mount: (if applicable)
SECTION 2
Description
Item # Date (Please be spec. List vendor and purlx,.0 for Vach disbursement related ONIA to the grant amotttit) Amount
3. $
4. Total Disbursements (Justifying City Grant Monetary undlor In -Kind] Amount):.$ 1,200' 1 Monetary Grunt Funds Reuling; S �.
i Noteslcotnmentsladditional
information:
PLEAS!? MAKESURFTOPROVIDF BACK-UP IRECF1PT5f PROOF OF PAYMENT TO JUST[ FV AMOUNTS AWAR )ED BY GRANT "' 140
P --
CITY 9F
City of Yucaipa Community Activity Grant
Event/Prograrn Summary
Fiscal Year 2022-2023 Grants
In an attempt to assist all awarded agencies, the City has dovelapcd an Event Reporting Financial Worksheet (attached) to ensure consistent and accurate reporting of the awarded agencies use or City funding and/or in -kind services. Along with yore Event Reporting financial Work sheet, please providc the information requested below --
1. Did the event/program meet the original intended goal? U(� E 11� pAYi~1Gj?Gi�lUM1. Gr+
2. If funded in the future, what wou
r.S
he 6 , , v- rr'kxyN4 d
3, What type of feedback did organization received from the participants'? -fyV It L)Ly2i ve. 1 Vl 1 rs bra '� c t M1 1
4. What other ri nancial/i n- kind contributions did the organiiation sock or receive to fund the event/program (separate from City Funding)?
1 1 e.> e P I kt C.IL �u
5. List the total number of residents served.
'+Ot .� k t 1
Ariaclt copies of rnarketing/prontotional materials for the event/progran3.
Notes/comments/additional information:
ti'YITII >;V1:N`r REFORT1NG FINANCIAL WORKSl1FEa' TO Tkl wrrF rn' NE mowti i�'o1 x'ffING11111? r?V1?nrrl>l�A TRA► 141
Bank of America !lf ❑nIhic BtLti ping.
Restricted Funds; Account Activity Transaction Details
Check number: C0000002641
Post date: l 0812Q22
Amount:-900.00
Type: Check
Description: Check
Merchant name: Check
7 Merchant
information:
Transaction Cash, Checks & Misc; Checks
category:
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142
Salk ofAmerica ,�
Online Banking
Restricted Funds: Account Activity Transaction Details
Check number: 00000002661
Post date: 01/20/2023
Amount:-150.00
Type: Check
Description: Check
Merchant name: Check
Merchant
information:
Transaction Cash. Checks & Misc; Checks
category:
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YCAr"4
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143
ATTACHMENT 3
144
Deceived
City of Yucaipa Community Activity Grant City of Yucaipa Event Reporting Financial Worksheet
Fiscal Year 2022-2023 Grants ����
*INCLUDE BACK(UPDOCUMENTATIONWITH REPOR2'INCLUDI glerIiServices/ COPIES OFCHECJLVS COPIES OF IN VOICES/QUOTES City Cif1'�t; [� ,��trirnent Name of Organization: YUCAIPA VALLEY LIONS CLUB
Contact Name: Jane Van Norstrand
Phone Number: 909-240-3491
Email: jat7efvan[c��aol,com
Description of Event/Project Funded: Monthly Club Meetings Total Cost to Operate Event/Project: S 457.30
Amount Granted by City: $ Section I (Monetary) s 457.30 Section 2 (In hind) Justify City Grant Alonetary Amount: (if applicable)
SECTION 1
Description
Item N Date (Please be specific. List vendor and purpose for each disbursement related ON.LY.. to the grant amount) Amount
I . $
2. $
3. $
4. $
5. $
Justify City Grant In -Kind Amount: (if applicable)
SECTION 2
Description
Item # bate (Please be specific. List vendor and purpose for cacti dishursemcnt related ONLY to the grant amount) Amount
I. Room Rental Fee Waiver $ 457.30
2. $
3. $
4. $
5. $
Total Disbursements (Jteetif }ing City Grant Mone►aty andlor In -!find) Amount): $ 457.30 Monetary Grant Funds Remaining. $ 0
Notes/comments/additional
information: We utilize the Community Center for smaller board meetings, as well as, larger general meetings. Our FY is from July 1-June 30. We meet the 3rd Monday of the month at Gpm.
PLEASE MAKE SURE TO PROVIDE. RACK-11P RECEIPTS l PRC]OF (I PAY4IENT TO JUSTIFY AMOUNTS AWARDED 6Y GRANT Pag 4r
--�-� City of Yucaipa Community Activity Grant
Event/Program Summary
Fiscal Year 2022-2023 Grants
In an attempt to assist all awarded agencies, the City has developed an Event Reporting Financial Worksheet (attached) to ensure consistent and accurate reporting of the awarded agencies use of City funding and/or in -kind services. Along with your Event Reporting Financial Worksheet, please provide the information requested below;
1. Did the event/program meet the original intended goal? Yes
Z. If funded in the future, what would the organization do differently? Continue to hold our club meetings as usual
3. What type of feedback did organization received from the participants? Good location for meetings
4. What other financial/in-kind contributions did the organziation seek or receive to fund the event/program (separate from City funding)?
None
S. List the total number of residents served.
Club meetings are for members and interested parties, however, our donations/activities benefit the needs of the general public.
Attach copies of marketing/promotional materials for the eventlprogram.
Notes/comments/additional information: The Yucaipa Valley Lions Club was chartered in 1954. Our motto is "we serve". We, currently, have 5 main areas of service: Hunger/Diabetes Awareness/Vision/Childhood Cancer/Environment. Our Fundraising and service efforts benefit a wide variety of local needs.
PLEASE SUBMIT ALONG WITH EVENT REPORTING FINANCIAL WORKS HEFT, TOT] I E C.ITY CLERK'S OFFICF,
WITHIN ONE MONTH FOLLOWING THF, UFLNT/FROGRAM
146