Item No. 9
AGENDA REPORT
DATE: March 24, 2025
TO: Honorable Mayor and City Council
FROM: Ana V. Sauseda, Director of General Services/City Clerk ,Al/5' SUBJECT: Community Activity Grant Program (CAG) Guidelines and Funding Levels for CAG and Non -Department Not -for -Profit Organizations for Fiscal Year (FY) 25/26 RECOMMENDATION:
That the City Council:
1. Approve the CAG Application Review Ad -Hoc Committee (Committee) recommendation to amend the FY 25/26 guidelines to designate the Scherer Community & Nutrition Center as the only City facility made available to accommodate in-kind/fee waiver requests; and
2. Approve the Committee's recommendation to maintain the appropriations of $40,000 for in- kind/fee waivers and $20,000 for financial requests for the FY 25/26 CAG cycle; and
3. Approve the Committee's recommendation to appropriate funding for FY 25/26 to Non - Department Not -for -Profit organizations as outlined in the staff report.
BACKGROUND/DISCUSSION:
The CAG program was established in 2010. Council implemented the CAG program to support the efforts of local non-profit 501(c) agencies/organizations that provide valuable services, programs and/or events to Yucaipa residents; ensure that projects/programs that benefit the community were funded; and to enhance the overall accountability and justification of how City funds were spent. The overall intent of the CAG program was not to sustain local ongoing programs or services but to supply the "seed money" to support the creation and launch of new programs, services and/or events in the community.
Since the creation of the CAG program, the guidelines have been reviewed and refined annually, as necessary, by the City Council. The purpose is to afford the City Council with an opportunity to review the CAG program and direct staff as appropriate. The current CAG guidelines adopted by Council for the FY 24/25 grant cycle, are as follows:
Groups/Programs that are Ineligible?
• Organization is not an established 501(c).
• Organization is located in another community.
• New proposed program, service, or event that is already being provided for in the community. • Program/event will take place in another community.
• Programming for and rental of the Equestrian Center, and the Uptown Park facilities. • Programming for and rental of the Yucaipa Perfoirning Arts Center (YPAC), apart from the Yucaipa High School (YHS) Music and Art Department (production equipment and personnel ineligible).
Requirements and Funding Limitations
• Applicants requesting financial support are required to match the financial award by 100%.
For example, if the cost for the proposed program and/or service is $1,000, the applicant's request of $500 must be matched by the same amount
• The application must be complete and contain applicant information, amount of request, proof of eligibility, clear statement of need, target population, program description/scope, outcome measurement, applicant background, experience in program area, and financial capabilities/budget is required to ensure grant funds are used to subsidize and not supplant the program.
• The grant program will be reviewed on a yearly basis during the budget process to analyze funding availability for the upcoming fiscal year. If Council determines that the budget priorities have changed and funds need to be reallocated, the grant amount may be increased, decreased or deemed unavailable for that fiscal year. • Grant applications requesting financial support will have a firm deadline. • Applications will not be considered when grant funds are depleted. • Grant applications requesting in -kind support will be reviewed and considered as received until funds are depleted.
• Grant awarded funds must be spent during the grant awarded fiscal year.
The awarded grant recipients must submit a detailed follow-up financial accountability report within one month following the event/project in order to remain eligible for future funding.
On November 27, 2023, the Council adopted Resolution No. 2023-46 creating the CAG Application Review Ad -Hoc Committee for the purpose of having the Committee review and consider applications submitted by local non -profits requesting financial and/or in -kind support and present the recommendations to the entire City Council for approval.
At its meeting on March 10, 2025, the CAG Application Review Ad Hoc Committee with the exception of Councilmember Beaver, met and is recommending the following for City Council consideration and approval:
• Fiscal Year 2025/2026 Budget funding levels to remain the same. o $20,000 for financial grant requests
o $40,000 for in-kind/fee waiver requests
• Amend the guidelines for FY 25/26 designating the Scherer Community & Nutrition Center as the only City facility made available to accommodate in-kind/fee waiver requests.
• Approve the Non -Department Not -for -Profit proposed funding allocations for FY 25/26 as outlined in the staff report.
The CAG program guideline options (or combination of options) for Council to consider for FY 25/26, include, but are not limited to:
Options:
A. Accept the Committee's recommendation to maintain the funding levels in the amounts of $20,000 for financial awards and $40,000 for in-kind/fee waiver awards and amend the current guidelines designating the Scherer Community & Nutrition Center as the only City facility made available to accommodate in-kind/fee waiver requests.
B. Amend the current guidelines and/or funding levels.
C. Eliminate the CAG program and allocate no funding for local, non-profit organizations.
D. Other possibilities, as may be suggested by Council.
City Council direction pertaining to the CAG program guidelines will be implemented during the FY 25/26 CAG cycle and funding levels will be included in the draft FY 26 Budget. If approved by City Council, the FY 25/26 CAG Program will be announced, and applications will be brought before Council in June for review and consideration.
In addition to the CAG, in 2015, the City Council approved allocating funds for certain community organizations through the budget process versus the CAG program since the program(s)/event(s) were held on an annual basis and benefit City services. The community organizations and program(s)/event(s) that are currently funded in the FY 25 Budget include:
Organization
Non -Department Not -for -Profit Funding Allocations
Program/Event
Current Proposed
Funding Funding
FY 24/25 FY 25/26
Contingency
Operations
$ 20,000
20,000
FSA Redlands
Yucaipa Outreach Prog.
$ 5,000
5,000
FSA Riverside/Moreno Valley
Senior Nutrition Prog.
$ 8,500
8,500
Interfaith
Food for the Needy
$ 3,000
3,000
Rotary Club
Christmas Parade
$ 1,000
1,000
YAPS
Spay & Neuter Voucher Prog.
$ 10,000
10,000
Yucaipa/Calimesa Veterans Committee
Veterans Day Ceremony
$ 500
500
Total Funding
$ 48,000
$48,000
Community programs funded through the budget process versus the CAG will be included in the draft FY 26 Budget for Council consideration.
The Committee also discussed the Non -Department Not -for -Profit Funding Allocations at their March 10th meeting and is recommending the following for City Council consideration and approval:
• FY 26 Budget funding levels to remain the same.
The Council's options, include, but are not limited to:
Options:
A. Accept the Committee's recommendation to maintain the current allocations as listed in the Non -Department Not -for -Profit Funding Allocations table above.
B. Amend the current allocations.
C. Eliminate the allocations all together.
D. Other possibilities, as may be suggested by Council.
FISCAL IMPACT:
The fiscal impact is dependent on the direction provided in relation to Recommendation 2. and 3. of this item.
Attachment(s):
1. Awarded CAG's 2010 to Current (financial only)
Approved by:
ATTACHMENT 1
Community Activity Grant - TRACKER
Fiscal Yrs 2olo/n through 2023/24
FY zo,o/u FY zon/, FY 2ouh3 FY z0,3h4 FY 2014h5 FY so15h6 FY 2016/17 FY 20,7h8 FY 2o,8/19 FY 20100 FY zozo/z, FY 2021/22 FY 2022/23 FY 2023/24 FY 2024/45 Grand Total Applicant
4th of July Celebration
Committee
Description of Event(s)
4th of July Celebration
$6,000
Financial Awards
$6,000
Audio Vision Radio Reading
Svcs For The Blind, Inc.
Radio Reading Services for the Blind
$3,000
$3,000
$6,000
Family Promise of
Yucaioa/Calimesa
Operational Expenses
$2,000
$2,000
Family Service Association of
Redlands
Yucaipa Outreach Project (also
Budgeted - Non -Department, Not -for -
Profit Funding Account)
$5,000
$4,000
$2,000
$5,000
$3,587
$3,500
$2,000
$2,500
$27,587
Roof for Storage Shed
$1,000
$1,000
Gardenworksforkids
Children's Garden
$2,500
$2,500
$1,875
$2,000
$1,500
$10,375
Autism Patio Cover
$1,000
$1,000
Mesa View Middle School
Destination Imagination Global Finals
$1,500
$1,500
Redlands Bicycle Classic, Inc.
Yucaipa Circuit Race
$165
$165
Rotary Club of Yucaipa
Christmas Parade
$700
$700
Smiles For Seniors
Foundation
Low Income Senior Assistance
$5,000
$4,000
$4,000
$4,000
$4,000
$3,587
$2,800
$3,000
$3,000
$29,800
Spartans FC
YVYSO/Spartans Cup
$1,300
$1,800
The Well Outreach Center
Our Neighbors Clothing Closet
Program
$1,000
$2,000
$3,000
Valley Elementary School
Leadership Day Event
$1,000
$750
$1,000
$1,500
$4,250
Yucaipa Animal Placement
Society (YAPS)
EZ-UP Tents and Tables
$1,200
$1,200
Yucaipa BMX
BMX Park Upgrades
$9,53o
$3,000
$12,580
Yucaipa Community
Foundation
Install Brick Pavers in Support of the
Arts
$4,000
$4,000
Yucaipa Elks Lodge #2389
Elks National Hoop Shoot Free Throw
Program
$1,000
$1,000
$1,300
$960
$1,000
$3000
$1,200
$500
$500
$6,460
Yucaipa/Calimesa Family
Assistance
Various Improvements
$2,500
$1,875
$2,500
$2,000
$1,680
$8,555
Yucaipa High School
YHS Baseball Team to travel to NC for
NHS! Invitational
$1,000
$1,000
Yucaipa Pickleball Inc.
Clinics and Play
$2,450
$2,820
$5,270
Yucaipa Valley Gem & Mineral
Society
Youth Classess for Sciences,
Silversmithing, Faceting, etc.
$2,500
$1,875
$4,375
Community Activity Grant - TRACKER
Fiscal Yrs 2cno/n through 2023/24
FY zoio/u FY zon/u FY 21312/13 FY 2013/14 FY 2014/15 FY 2oi5/h6 FY 2016/17 FY 2o,7/h8 FY 2o18/19 FY 2o19/zo FY zozo/zi FY zozl/zz FY 2022/23 FY 2023/24 FY 2024/25 Grand Total Applicant
Description of Event(s)
Teaching Children About History
Program
$4,850
Financial Awards
$4,850
Yucaipa Valley Historical
Society
Decades Book
$2,500
$2,500
Firestation Museum
$3,500
$3,500
Yucaipa Valley Lions Club
4th of July Celebration
$500
$500
Yucaipa Valley Welfare, Inc.
Security Cameras
$2,500
$2,500
Yucaipa Valley Wine Alliance
American Viticultural Area
$3,035
$3,035
Yucaipa Youth Basketball
2023/24 Basketball Season
$1,000
$1,000
Yucaipa Womans Club
Facility Improvements
$5,000
$10,000
$9,500
$6,500
$5,500
$4,000
$6,840
$3,935
$2,951
$3,500
$2,050
$3,000
$62,776
Fiscal Year Totals
$11,500
$3,000
$6,350
$11,000
$19,580
$14,500
$17,500
$17,500
$17,500
$17,500
$17,435
$17,500
$17,500
$17,500
$219,278
Figures are rounded to the nearest dollar