2014-11-12 Grant Committee Agenda Packet (Special)California Public Records Act ("PRA"): In compliance with the PRA, the documents pertaining to agenda
items, including attachments, which are presented to the Vernon CommUNITY Fund Grant Committee in open
session are available for public inspection. They may be inspected during regular business hours in the City
Clerk's Office at Vernon City Hall, 4305 Santa Fe Avenue, Vernon, California 90058, and on the City’s website
at www.cityofvernon.org. No prior appointment is required.
Americans with Disabilities Act (“ADA”): In compliance with the ADA, if you need special assistance to
participate in a meeting, please contact the City Clerk’s office at (323) 583-8811. Notification of at least 48
hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable
arrangements can be made to provide accessibility to the meeting or service.
Agenda
Special Vernon CommUNITY Fund
Grant Committee Meeting
November 12, 2014, 12:30 p.m.
Council Chamber
City Hall, 4305 Santa Fe Avenue
Vernon, California 90058
Steve Veres, Committee Member
Jessica Maes, Committee Member
Michael Gavina, Committee Member
Yolie Flores, Committee Member
Juliet Goff, Committee Member
Vacant, Committee Member
Vacant, Committee Member
CALL TO ORDER & FLAG SALUTE
CHANGES TO THE AGENDA
PUBLIC COMMENT - At this time the public is encouraged to address the Grant Committee on any matter
that is within the subject matter jurisdiction of the Grant Committee. The public will also be given a chance to
comment on matters which are on the posted agenda during deliberation on those specific matters.
INTRODUCTORY ITEMS
1. Self-introductions by all Vernon CommUNITY Fund Grant Committee members.
2. Election of Chairperson and Vice Chairperson to serve until the next annual election in August
2015.
3. Review of the Conflict of Interest Code and Rosenberg’s Rules of Order by City Attorney’s
Office.
Special Vernon CommUNITY Fund Grant Committee Meeting
November 12, 2014
Page 2 of 3
4. Staff Explanation of Meeting Stipends pursuant to Vernon Municipal Code Section 2.160(d).
5. A Resolution of the Vernon CommUNITY Fund Grant Committee of the City of Vernon setting
the date, time and place for regular meetings.
Recommendation:
(1) Find that adoption of the proposed resolution does not constitute a “project” pursuant to section
15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”), because it
constitutes an administrative activity; and even if the adoption of the proposed resolution did
constitute a project, it would be exempt from CEQA in accordance with Section 15061(b)(3), the
general rule that CEQA only applies to projects that may have an effect on the environment; and
(2) Adopt a resolution to set the Vernon CommUNITY Fund Grant Committee (“VCF”) regular
meeting schedule to be on the third Wednesday of February, May, August, and November
(second month of each quarter) at 10:00 a.m.
MINUTES – TO BE RECEIVED AND FILED
6. Minutes of the Special Vernon CommUNITY Fund Grant Committee Meeting held on
September 16, 2014.
GRANT AWARDING
7. Award of Docket I Vernon CommUNITY Fund Grants.
Recommendation:
(1) Find that the award of the grants proposed is exempt under the California Environmental Quality
Act (“CEQA”) in accordance with Section 15061(b)(3), the general rule that CEQA only applies
to projects that may have an effect on the environment; and
(2) Award Docket I grants totaling $244,500 to the six applicants identified below at the amounts
recommended:
Applicant
Original Amount
Requested
Amount
Recommended
Proposed
Term
East Los Angeles Women's Center $54,000 $54,000 1 year
Southeast Rio Vista YMCA $150,000 $35,000 1 year
Plaza Community Services $75,000 $35,000 1 year
Rio Hondo Vernon Rotary Club $50,000 $12,500 1 year
California Children's Academy $250,000 $60,000 1 year
Boy Scouts of America LA Chapter $65,000 $48,000 1 year
Total $579,000 $244,500
Special Vernon CommUNITY Fund Grant Committee Meeting
November 12, 2014
Page 3 of 3
ADJOURNMENT
Special Agenda Authorized by the Executive Director of the Vernon CommUNITY Fund Grant Committee
By: ________________________________________
Mark Whitworth, Executive Director
I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was
posted on the bulletin board at the main entrance of the City of Vernon City Hall, located at 4305 Santa Fe
Avenue, Vernon, California, and on the City’s website, not less than 10 days prior to the meeting set forth on
this agenda. Dated this 29th day of October 2014.
By: ________________________________
Ana Barcia, Secretary
RECEIVED
ocT 2 8 20tr
CITY ADMINISTRATION
REGE[\fED
DATE:
TO:
FROM:
RE:
November 12,2014
Honorable Members of the Vernon CommUNITY Fund Grant Committee
Ana Barcia, Secretary k7
Election of Chairperson and Vice Chairperson to serve until the next annual
election in November 2015.
Recommendation
It is recommended that the Vernon CommUNITY Fund Grant Commiffee conduct its annual
election of Chairperson and Vice Chairperson pursuant to the Vernon Municipal Code.
Backsround
Section 2.160(a) of the Vernon Municipal Code states that "[t]he Grant Committee shall have a
Chairperson and Vice Chairperson, who shall be from different appointing categories pursuant to
section 2.158."
Section 2.1600) of the Vernon Municipal code states that "[t]he Grant Committee members
shall elect the Chairperson and Vice Chairperson at its first meeting and annually thereafter. No
Grant Committee member may serve as Chairperson for more than two (2) consecutive terms.
The Chairperson shall preside over all Committee meetings. The Vice Chairperson shall, in the
absence of the Chairperson, perform the duties of the Chairperson."
Fiscal Impact
There is no fiscal impact.
()cT 2 8 2014
CITY CLERK'S OFFICE
STAFF REPORT
CITY CLERK'S OFFICE
RtrGtrr\/ED
0cT 2.8 2014 STAFF REPORT
CITY CLERK'S OFFICE
November 12,2014
Honorable Members of the Vernon CommUNITY Fund Grant Committee
Ana Barcia, Secretary {b
Review of the Conflict of Interest Code and the Rosenberg's Rule of Order by
City Staff
Conflict of Interest Code
On October 7, 2014, the City Council of the City of Vernon approved Resolution No. 2014-61,
adopting a Master Conflict of Interest Code for the City of Vernon and all agencies, boards, and
commissions affiliated with the City that incorporates by reference the standard model conflict of
interest code of the Fair Political Practices Commission. A copy of which is attached herewith.
All Vernon CommUNITY Fund Grant Committee members have been advised that they must
file a statement of economic interest, commonly referred to as a Form 700, in compliance with
said Code, with the City Clerk's Office.
All members should be aware of the potential for a conflict of interest when making decisions in
their capacity as a board member of the Vernon CommUNITY Fund Grant Committee. During
the November 12,2014, meeting, Grant Committee Counsel will provide a brief overview on the
types of things Grant Committee members should be aware of as it results to potential conflicts,
and how to determine if a conflict or potential conflict exists. Grant Committee Counsel will
also go over the resources available to Board members regarding conflicts of interest, and the
procedures for recusals.
Rosenbers's Rules of Order
Pursuant to Vernon Municipal Code Section 2.1-1 "[a]ll meetings of the City Council, and of
every advisory body created by the City Council, shall be conducted in accordance with
Rosenberg's Rules of Order, latest revised edition." A copy of which is attached herewith.
City staff will address any questions or concerns regarding the rules of order during the
November 12, 201 4, meeting.
RECEIVED
ocT 2 8 201+
CITY ADMINISTRATION
CIIY CLERI('S OFFICE
DATE:
TO:
FROM:
RE:
RESOLUTION NO. 2OL4-6L
A RESOLUTION OE THE CITY COUNCIL OE THB CITY OE
VERNON ADOPT]NG A MASTER CONFLICT OF INTBREST CODE
EOR THE CITY OE VERNON AND ALL AGENCIES, BOARDS,
AND COMMISSIONS AFFILIATED WITH THB CTTY THAT
INCORPORATES BY REEERENCE THE STANDARD MODEL
CONELICT OF INTEREST CODE OE THE EAIR POLITICAL
PRACTICES COMMISSION
V{HEREAS, the Political Reform Act (Government Code Sections
81000, et seq. ) , requires state and l-ocal governmeht agehcies to adopt
and promulgate conflict of interest codes for each department of the
City; and
V{HEREAS, the Fair Political- Practices Commission (the
"FPPC"), has adopted a regulation (2 CaI. Code of Regulations Section
18730), that contains the terms of a standard confli-ct of interest
code and may be incorporated by reference as the city's code; and
WHEREAS, the standard conflict of interest code may be
amended by the FPPC after public notj-ce and hearing to conform to
amendments in the Po11tical Reform Act; and
WHEREAS, Section 4.5 of the Charter of the City of Vernon
provides that regulations pertaining to any subject or model codes may
be adopted by reference, in their original form or with amendment.s;
and
WHEREAST oo January 21, 2014, the City Council of the City
of Vernon adopted Resolution No. 20L4-0L, adopting by reference the
terms of 2 CaI. Code of Regulations Section 18730; and
WHEREAS, each of the following agencies, boards and
commissions affiliated with the City have adopted its own conflict of
interest codes: vernon Historic preservation society (*vHps,,),
Industrial Development Authority (*IDA"), Vernon Housing Commission
(*VHC"), Vernon Housing Authority (*VHA"), Successor Agency to the
Redevelopment Agency ("SA"), Oversight Board of the Successor Agency
to the Redevelopment Agency ("OB") and Sustainable Development and
Energy Efficiency Commission ("SDEEC"); and
WHEREAS, in accordance with Government Code Sections 87305
and 87306.5, the Conflict of Interest Codes have been reviewed; and
WHEREAS, the City Council of the City of Vernon has deleted,
added and/or modified certain job titles and wishes to adopt a Master
Conflict of Interest Code for the City of Vernon and all- agencies,
boards and commissions to reflect current positions for designated
employees requi-red to report financial interests under designated
disclosure categories.
NOW/ THEREEORE,
CITY OF VERNON AS EOLLOWS:
SECTION 1: The
BE IT RESOLVED BY THE CITY COUNCIL OF THE
finds and determines that
SECTION 2: The
that this action is exempt
Act (CEQA), in accordance
that CEQA only applies to
environment.
City Council- of the City of Vernon hereby
the above recitals are true and correct.
City Council of the City of Vernon finds
under the California Environmental Quality
with Section 15061 (b) (3) , the general rule
projects that may have an effect on the
SECTION 3: Effective October 1 , 20L4, the City Council of
the City of Vernon hereby adopts the Conflict of Interest Code for the
Vernon CommUNITY Fund and the Vernon Business and Industry Commission.
SECTION 4: Effective .fanuary 1, 20L5, the City Council of
the City of Vernon hereby adopts the Master of Conflict of Interest
Code, by reference, the terms of 2 CaL. Code of Regulatj-ons Section
18730, and any amendments to it duly adopted by the FPPC. That
-2-
Regulation, along with Appendix No. l, designating positions and
establishing disclosure requirements, which is attached hereto and
incorporated by reference, shall constitute the Conflict of Interest
Code of the City of Vernon.
SECTION 5: The following positions are not covered by this
Master of Conflict of Interest Code because individual-s holding these
positions must file under Government Code Section 81200, and,
therefore, are listed for informational purposes only: Mayor, City
Administrator, City Attorney, City Treasurer, Chief Administrative
Officer, City Council members, and other public officials who manage
public investments. Individuals holding the above-Iisted positions
may contact the EPPC for assistance or written advice regarding their
filing obligations if they believe that their position has been
categorized incorrectly. The FPPC makes the final determination
whether a position is covered by Government Code Section 8'1200.
SECTION 6: The City Council of the City of Vernon hereby
delegates the authority to carry out the duties of filing officer to
the City Clerk or Deputy City C1erk, and individuals holding
designated positions shalI file their statements with the City CIerk
or Deputy City Clerk, who will retain the statements and make the
statements available for public inspection and reproduction pursuant
to Government Code Section 81008.
SECTION '7 z All resolutions or parts of resolutj-ons,
specifically Resol-ution Nos. 20L4-0L, VHPS-0022t IDA-23, VHC-3, VHA-3,
SA-3, OB-9 and SDEEC-2, not consistent with or in conflict with this
Resolutj-on are hereby repealed.
-3-
SECTION 8: The City C1erk, or Deputy City Clerk, of the
City of Vernon shall certify to the passage, approval and adoption of
this resolution, and the City Clerk r or Deputy City Clerk, of the City
of Vernon shall cause this resolution and the City Clerk's, or Deputy
City Clerk's, certification to be entered in the Eile of Resolutions
of the Council of this City.
APPROVED AND ADOPTED this 7tn day of October, 2074.
Name: W. Michael McCormick
Title:Mayor t@
ATTEST:
€+tfef:e@r/ Deputy ty Clerk
Moussa, Deputy City Attorney
-4-
APPROVED
STATE OF CALIEORNIA
COUNTY OF LOS ANGELES
T,Ana Barcia , @Deputy City Clerk of the City
of Vernon, do hereby certify that the foregoing Resolution, being
Resolution No. 2014-6I, was duly passed, approved and adopted by the
City Council of the City of Vernon at a regular meeting of the City
Council duly held on Tuesday, October '1, 20L4, and thereafter was duly
signed by the Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this day of October, 20L4, at Vernon, California.
( SEAL)
)
)ss
)
a
SjLt4fJ@/ Deputy City Clerk
-5-
EXHIBIT A
APPENDIX NO. 1
The positions listed below are designated positions in the City of Vernon.
DESIGNATED POSITIONS DISCLOSURE
CATEGORIES
Deputy Citv Administrator 1,2,3
Economic Development Manager 1,2,3
Purchasins Agent 1.2,3
Deputy City Attorney t.2.3
Citv Clerk 1.2.3
Deputy Citv Clerk )1
Assistant Finance Director 1.2.3
Deputy City Treasurer 1,2,3
Purchasing Assistant 2,3
Risk Manaser t.2.3
Assistant Fire Chief 1.2.3
Fire Battalion Chief t.2.3
Fire Chief t.2.3
Fire Code Inspector t.2.3
Fire Marshal 1.2.3
Associate Electrical Engineer 2.3
Associate Resource Scheduler 2,3
Director of Gas and Electric 1.2.3
Electrical Ensineer 2.3
Electrical Resources Plannine and Development Manager 1.2.3
Gas Svstems Superintendent 1.2.3
Information Technoloey Analyst 1.2.3
Information Technology Manager 1,2,3
Resource Planner 2,3
Resource Scheduler 2,3
Supervisins Electrical Ensineer 1.2.3
Telecommunications System Engineer 1,2.3
1
Utilities Compliance Manager t.2.3
Utilities Dispatcher 2.3
Utilities Dispatcher, Senior 1.2.3
Utilities Ensineerins Manaser t.2.3
Utilities Operation Manager 1,2,3
Chief Deputy Director of Health & Environmental Control 1,2,3
Director of Health and Environmental Control 1.2.3
Environmental Specialist 2.3
Environmental Specialist. Senior t.2.3
Director of Human Resources t.2.3
Human Resources Analyst 2.3
Human Resources Analyst, Senior 1,2,3
Police Captain 1,2,3
Police Chief 1,2,3
Police Lieutenant t.2.3
Assistant Engineer r,2,3
Assistant Planner 1.2.3
Associate Engineer t.2.3
Buildine Inspeotor, Senior t.2.3
Civil Ensineer t.2.3
Deputy Director of Public Work, Water & Development Services r.2.3
Director of Public Works, Water and Development Services t.2.3
Electrical Inspector t.2.3
Plumbing and Mechanical Inspector r.2.3
Principal Civil Ensineer 1,2,3
Proiect Ensineer 1,2,3
Public Works and Water Foreman 1,2,3
Public Works and Water Superintendent 1,2,3
Public Works Foreman 1,2,3
Public Works Proiect Coordinator 1,2,3
Public Works Water Proiect Coordinator r.2.3
Stormwater and Special Proiects Analyst 1.2.3
Consultants ,t
,r"ffil
2
Chairperson 1.6
Commission Member 1,6
Consultants 1,6
Executive Director 1,6
Lesal Counsel 1.6
Secretary 1.6
Vice Chairperson 1.6
Chaimerson 1.6
Commission Counsel 1.6
Commission Director 1,6
Comrnission Member 1,6
Consultants *
Secretary :1,6
Vice Chairperson 1,6
Chaimerson 1,6
Chairperson Pro Tem 1.6
Consultants ,1.
Director 1,6
Executive Director 1,6
Legal Counsel r,6
Treasurer 7,6
Board Member 1,6
Chairperson 1,6
Vice Chairperson 1,6
Chairperson 1.6
Consultants ,B
Directors 1.6
Executive Director 1.6
Leeal Counsel 1.6
Treasurer 1,6
Vice Chairperson 1,6
r:.r iir, ri lril\txuuil+S.JUN,( \=*"tr(C)'U-Itll3l,j3J[,][-l:i:\'i,tir].urriiiili.\Etu.Nfii4sGJjiN(rr-'i :':,{,
3
Chairoerson 1.6
Committee Members 1,6
Consultants 1,6
Counsel 1,6
Executive Director 1,6
Secretary r,6
Treasurer 1.6
Vice Chairperson 1.6
Authority Counsel 1.6
Authority Director 1.6
Authority Planner 1,6
Authority Secretary 1,6
Authority Treasurer 1,6
Chairoerson 1,6
Consultants '
{.
Vice Chairperson 1,6
Chairperson 1,4, 5
Commission Counsel r,4 ,5
Commission Director 1.4.5
Commissioner r.4.5
Consultants ,1.
Secretary 1.4.5
Treasurer r.2.3
Vice Chaimerson 1.4. s
Chaimerson 1,6
Chairperson Pro Tem 1,6
Chief Financial Officer 1,6
Consultants ,1.
Directors 1,6
* Consultants who fill a "designated position" must file in the same manner as a direct
employee filling the same "designated position" would be required to file. With respect to
consultants that do not fill a "designated position" listed herein, the City Administrator shall
determine in writing if a particular consultant performs a range of duties requiring disclosure
under this Code. The City Administrator's written determination shall include a description of
the consultant's duties and a statement of the disclosure required. A copy of that determination
shall be filed with the City Clerk and a copy forwarded to the City Council.
$.Viti)R=lAKUlNiCt5riri-t\IUlixFELLtV ltui
rvii,iR{\\(0)N\t:,1$[K]1t(0)Rri(f]7.\uf.,t]lRili]$iftxR+\Y/.r\'ltt(i)]NI,!Y0.t(:IiliLlrlt'\"/,""i i;\";"j",r -' j,
Disclosure Categories
Individuals holding designated positions must report their interests according to the following
corresponding disclosure categories to which their position has been assigned. Such individuals
shall be required to disclose such interests to the extent that their economic interests may
foreseeably be affected materially by any decision made or participated in by the individual by
virtue of his or her position.
1. All Vernon Real Prope4v. All interests in real property within the City of Vernon, within
two miles of the City, or within two miles of any City controlled property. Real property
used primarily as the official's personal residence (such as a home or personal vacation
home) need not be disclosed.
2. All Vernon Investments. All investments and business positions from sources located in,
doing business in, or planning to do business in the City of Vernon.
3. All Vernon Income and Gifts. A1l income, including loans, gifts and travel payments, from
sources located in, doing business in, or planning to do business in the City of Vernon.
4. Vernon Housing Investments. lnvestments or business positions in sources which provide
services, goods, supplies, materials, equipment or machinery of the type utilized for City of
Vemon controlled housing.
5. Vernon Housing Related Income and Gifts. Income, including loans, gifts and travel
payments, from sources which:
a. Have an interest in residential property in the City, within two miles of the City, or
within two miles of residential property controlled by the City; or
b. Provide services, goods, supplies, materials, equipment or machinery of the type
utilized for City of Vernon controlled housing.
6. Board Members. All investments, business positions and sources of income (including loans,
gifts and travel payments) which are subject to the authority and/or subject matter
jurisdiction of the Board, Agency, Authority, Committee, or Commission on which the
member serves.
5
CITY OF VERNON et. al.
CONFLICT OF INTEREST CODE
The Political Reform Act of 1974, as amended (Government Code Sections 81000, et seq.),
requires state and local government agencies to adopt conflict of interest codes.
The Fair Political Practices Commission has adopted a regulation,2 Califbrnia Code of
Regulations Section 18730, which contains the terms of a standard conflict of interest code
which may be incorporated by reference and which may be amended by the Fair Political
Practices Commission after public notice and hearing to conform to amendments of the Political
Reform Act.
The terms of the standard conflict of interest code in 2 California Code of Regulations Section
18730 and any amendments thereto, along with Appendix A and Appendix B in which officials
and employees are designated and disclosure categories are established, are hereby incorporated
by reference and shall constitute the Conflict of Interest Code.
Members of the governing body shall not be financially interested in any contract made by the
governing body or in any contract they make in their capacity as members of their respective
governing body as provided in Government Code Sections 1090, et seq. A member shall not be
considered to be financially interested in a contract if his or her interest is included within a
legally reco gnized exception.
6
Rosenberg's Rules of Order
REVISED 2OII
Simplc Rulcs of Parliomcntory Proceilure for the ztst Century
By ludge Dave Rosenberg
-.-
__
\sbiqqH8
MISSION auo CORE BELIEFS
To expand and protect local control for cities through education and advocacy to enhance the quality oflife for all Californians.
VISION
To be recognized and respected as the leading advocate for the common interests of California's cities.
About the Icague of C,alifonria Cities
Established in 1898, the League of California Cities is a member organization that represents California's incorporated cities.
The League strives to protect the local authority and automony of city government and help California's cities effectively
serve their residents. In addition to advocating on cities'behalf at the state capitol, the League provides its members with
professional development programs and information resources, conducts education conferences and research, and publishes
Western City magazine.
@ 201 I League olCalifornia Cities. All rights reserved.
Asour rHE Auuron
Dave Rosenbcrg is a Superior C,ourt )udge in Yolo County. He has served as presiding judge of his court, and as
presiding judge of the Superior Court Appellate Division. He also has served as chair of the Trial Court Presiding ludges
Advisory Comminee (the committee composcd of all 58 California presiding judges) and as an a&isory member of the
California Judicial Council. Prior to his appointment to t}le bcnch, Rosenberg was member of the Yolo C-ounty Board of
Supervisorg where he scrved two terms as chair. Roscnberg also served on the Davis City C.ouncil, induding two terms
.ul mayor. He has served on the scnior staffof two governors, and worked for 19 years in private law practice. Rosenberg
has served as a member and chair of numerous state, regional and local boards. Roscnberg chaired the California State
lottery Commission, the CaliforniaVictim Compensation and Government Claims Board theYolo-Solano Air Qudity
Management District, the Yolo County Economic Development Commission, and the Yolo County Criminal Justice
C-abinet. For many years, he has taught classes on parliamentary procedure and has served as parliamentarian for large
andsmdlbodies.
II
T 7,2
Multiple Motions Before the Body.........
Majority and Super-Majority Votes 5
I
INrnooucrroN
The rules of procedure at meetings should be simple enough for
most people to understand. Unfortunately, that has not always been
the case. Virtually all clubs, associations, boards, councils and bodies
follow a set of rules - Robert's Rules of Order - which are embodied
in a small, but complex, book. Virtually no one I know has actually
read this book cover to cover. Worse yet, the book was written for
another time and for another purpose. I[one is chairing or running
a parliament, then Ro&errt Rules of Orderis a dandy and quite useful
handbook for procedure in that complex setting. On the other hand,
if onc is running a meeting of say, a five-member body with a fcw
members of the public in attendance, a simplified version of the rules
of parliamentary procedure is in order.
Hence, the birth of Rosenberg's Rules of Order.
What follows is my version of the rules of parliamentary procedure,
based on my decades of experience chairing meetings in state and
locd government. Thcr rulcs have becn simplificd for thc smallcr
bodies we chair or in which we participate, slimmed down for the
2lst Century, yet retaining the basic tenets of order to which we have
grown accustomed. Interestingly enough, Rosenberg's Rules has found
a welcoming audience. Hundreds of cities, counties, special districts,
committees, boards, commissions, neighborhood associations and
private corporations and companies have adopted Rosenberg's Rules
in lieu ofRo&ert's Rules because they have found them practical,
logical, simple, easy to learn and user friendly.
This treatise on modern parliamentary procedure is built on a
foundation supported by the following four pillars:
l. Rules should establish order. The first purposc ofrules of
parliamentary procedure is to establish a framework for the
orderly conduct oI meetings.
2. Rules should be dear. Simple rules lead to wider understanding
and participation. Complex rules create two classes: those
who understand and participate; and those who do not fully
understand and do not fully participate.
3. krles should be user frimdly. That is, the rules must be simple
enough that the public is invited into the body and feels that it
has participated in the process.
4. Rules should enforce the will of the maiority whilc protecting
the rights of the minority. The ultimate purpose of rules of
procedure is to encourage discussion and to facilitate decision
making by the body. In a democracy, majority rules. The rules
must enable the majority to express itself and fashion a result,
while permitting the minority to also express itself, but not
dominate, while fully participating in the process.
Establishing a Quorum
The starting point for a meeting is the establishment of a quorum.
A quorum is defined as the minimum numbcr of membcrs of thc
body who must be present at a meeting for business to be legally
transacted. The default rule is that a quorum is one more than half
thc body. For example, in a five-member body a quorum is three.
When the body has three members present, it can legally transact
business. If the body has less than a quorum of members present, it
cannot legally transact business. And even if the body has a quorum
to begin the meeting, the body can lose the quorum during the
meeting when a member departs (or even when a member leaves the
dais). When that occurs the body loses its ability to transact business
until and unless a quorum is reestablished.
Thc default rulc, identified above, howccr, gives wity to a specific
rule of the body that establishes a quorum. For example, the rules o[
a particular five-member body may indicate that a quorum is four
members for that particular body. The body must follow the rules it
has established for its quorum. In the abscnce of such a spccific rule,
the quorum is one more than half the members of the body.
The Role ofthe Chair
White all members of the body should know and understand the
rules of parliamentary procedure, it is the chair of the body who is
charged with applying the rules of conduct of the meeting. The chair
should be well versed in those rules. For all intents and purposes, the
chair makcs thc final ruling on the rules svery time thc chair states an
action. In fact, dl dccisions by thc chair are final unlcss orrcrrulcd by
the body itself.
Since the chair runs the conduct of the meeting, it is usual courtesy
for the chair to play a less active role in the debate and discussion
than other members of the body. This does not mean that the chair
should not participate in the debate or discussion. To the contrary, as
a member of the body, the chair has the full right to participate in the
debate, discussion and decision-making of the body. What the chair
should do, however, is strive to be the last to speak at the discussion
and debate stage. The chair should not make or second a motion
unless the chair is convinced that no other member of the body will
do so at that point in time.
The Basic Format for an Ag*da ltem Discussion
Formal meetings normally have a written, often published agenda.
Informal meetings may have only an oral or understood agenda. In
either case, the meeting is governed by the agenda and the agenda
constitutes the body's agreed-upon roadmap flor the meeting. Each
agenda item can be handled by the chair in the following basic
format:
Firsr, the chair should clearly announce the agenda item number and
should clearly state what the agenda item subject is. The chair should
then announce the format (which follows) that will be followed in
considering the agenda item.
Sccotd, following that agenda format, the chair should invite the
appropriate person or persons to report on the item, including any
recommendation that they might have. The appropriate person or
persons may be the chair, a member of the body, a staff person, or a
committee chair charged with providing input on the agenda item.
Thbil, the chair should ask members of the body if they have any
technical qucstions of clarification. At this point, members of the
body may ask clarifuing questions to the person or persons who
reported on the item, and that person or persons should be given
time to respond.
founh, the chair should invite public comments, or if appropriate at
a formal meeting, should open the public meeting for public input.
If numerous members of the public indicate a desire to speak to
the subject, the chair may limit the time of public speakers. At the
conclusion of the public comments, the chair should announce that
public input has concluded (or the public hearing, as the case may be,
is closed).
Fifih, the chair should invite a motion. The chair should announce
the name of the member of the body who makes the motion.
Sirth, the chair should determine if any member of the body wishes
to second the motion. The chair should announce the name of the
member of the body who seconds the motion. It is normally good
practice for a motion to require a second before proceeding to
ensure that it is not just one member of the body who is interested
in a particular approach. However, a second is not an absolute
requirement, and the chair can proceed with consideration and vote
on a motion even when there is no second. This is a matter left to the
discretion of the chair.
Scvatrt, if the motion is made and seconded, the chair should make
sure everyone understands the motion.
This is done in one of three ways:
l. The chair can ask the maker of the motion to repeat it;
2. The chair can repeat the motion; or
3. The chair can ask the secretary or the clerk of the body to repeat
the motion.
Eidhth, the chair should now invite discussion of the motion by the
body. Ifthere is no desired discussion, or after the discussion has
ended, the chair should announce that the body will vote on the
motion. If there has been no discussion or very brief discussion, then
the vote on the motion should proceed immediately and there is no
need to repeat the motion. If there has been substantial discussion,
then it is normally best to make sure everyone understands the
motion by repeating it.
Nintlr, the chair takes a vote. Simply asking for the "ayes" and then
asking for the "nays" normally does this. If members oI the body do
not vote, then they "abstain." Unless the rules of the body provide
otherwise (or unless a super majority is required as delineated later
in thcsc rules), then a simple majority (as defined in law or the rules
of the body as delineated Iater in these rules) determines whether the
motion passes or is defeated.
Tbnth, the chair should announce the result of the vote and what
action ( if any) the body has taken. In announcing the result, the chair
should indicate the names of the members of the body, if any, who
voted in the minority on the motion. This announcement might take
the [ollowing form: "The motion passes by a vote of 3-2, with Smith
and Jones dissenting. We have passed the motion requiring a l0-day
notice for all future meetings of this body."
Motions in General
Motions are the vehicles for decision making by a body. It is usually
best to have a motion before the body prior to commencing
discussion of an agenda item. This helps the body focus.
Motions are made in a simple two-step process. First, the chair
should recognize the member of the body. Second, the member
of the body makes a motion by preceding the member's desired
approach with the words "[ move ... "
A typical motion might be: "l move that we give a l0-day notice in
the future for all our meetings."
The chair usually initiates the motion in one o[ three ways:
l. Inviting the mcmbers ofthe body to mdre a motion, for
example, "A motion at this time would be in order."
Z Suggesting a motion to the mcmbers of the body, 'A motion
would be in order that we give a l0-day notice in the future for all
our meetings."
3. Mating thc motion. As noted, the chair has every right as a
member of the body to make a motion, but should normally do
so only if the chair wishes to make a motion on an item but is
convinced that no other member of the body is willing to step
forward to do so at a particular time.
The Three Basic Motions
There are three motions that are the most common and recur often
at meetings:
The bcsic motion. The basic motion is the one that puts forward a
decision for the body's consideration. A basic motion might be: "I
move that we creatc a fve-member committee to plan and put on
our annual flundraiser."
The motion to amend. I[a member wants to change a basic motion
that is before the body, they would move to amend it. A motion
to amend might be: "1 move that we amend the motion to have a
IO-member committee." A motion to amend takes the basic motion
that is before the body and seeks to change it in some way.
The substitute motion. I[a member wants to completely do away
with the basic motion that is before the body, and put a new motion
before the body, they would move a substitute motion. A substitute
motion might be "l move a substitute motion that we cancel the
annual fundraiser this year."
"Motions to amend" and "substitute motions" are often conflused,
but they are quite different, and their effect (ifpassed) is quite
different. A motion to amend seeks to retain the basic motion on the
floor, but modifr it in some way. A substitutc motion sceks to throw
out the basic motion on the floor, and substitute a new and different
motion for it. The decision as to whether a motion is really a "motion
to amend" or a "substitute motion" is left to the chair. So if a member
makes what that member calls a "motion to amend," but the chair
determines that it is really a "substitute motion," then the chair's
designation governs.
A "friendly amendment" is a practical parliamentary tool that is
simple, informal, saves time and avoids bogging a meeting down
with numerous formal motions. It works in the following way: In the
discussion on a pending motion, it may appear that a change to the
motion is desirable or may win support for the motion from some
mcmbers. When that happcns, a membcr who has the floor may
simply say, "I want to suggest a friendly amendment to the motion."
The member suggests the friendly amendment, and if the maker and
the person who sccondcd thc motion pcndint on the floor accepts
the friendly amendment, that now becomes the pending motion on
the floor. If eithcr the maket or thc pcrson who sccondcd rejccts thc
proposed friendly amendment, then the proposer can formally move
to amend.
Multiple Motions Before the Body
There can be up to threc motions on the floor at the same time.
The chair can reject a fourth motion until the chair has dealt
with the thrce that are on thc floor and has redved them. This
rule has practical valuc. More than three motions on the floor at
any given time is confusing and unwieldy for almost everyone,
including the chair.
When there are two or three motions on the floor (after motions and
seconds) at the same time, the vote should proceedfrsl on the lasf
motion that is made. For example, assume thc first motion is a basic
'motion to have a five-member committee to plan and put on our
annual fundraiser." During the discussion of this motion, a member
might make a second motion to "amend the main motion to have a
l0-member committee, not a five-member committee to plan and
put on our annual fundraiser." And perhaps, during that discussion, a
member makes yet a third motion as a "substitute motion that we not
have an annual fundraiser this year." The proper procedure would be
as [ollows:
Iiirt, the chair would deal with the third (the last) motion on the
floor, the substitutc motion. After discussion end dcbatc, a vote
wouldbc taken first on the third motion. If the substitute motion
passecl,it would be a substitute for the basic motion and would
eliminate it. The firct motion would be moot, as would the sccond
motion (which sought to amend the first motion), and the ection on
the agenda item would be completed on the passage by the body of
the third motion (the substitute motion). No vote would be taken on
the first or sccond motions
Scanl/., if the substitute motion failed, the chair would then deal
with the sccond (now the last) motion on the floor, thc motion
to amend. The discussion and debate would focus strictly on the
amendment (strould thc committee bc fivc or l0 membcrs). If the
motion to amend passed, the chair would then move to consider the
rnain motion (the first motion) as anrended.lf the motion to amend
failed, the chair would then move to consider the main motion (the
first motion) in its origind fonnat, not amendcd.
ftiad, the chair would now dcal with thc first motion that was placed
on the floor. The origind motion would eithcr be in its original
format (five-membet comminee), or if anrendecl,would be in its
amendcd format (IO-mcmbcr comminec). The question on the floor
for discussion and decision would be whether a committee shou]d
plan and put on the annual fundraiser.
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and
debate. Accordingly, basic motions, motions to amend, and substitute
motions are all eligible, each in their turn, for full discussion before
and by the body. The debate can continue as long as members o[the
body wish to discuss an item, subject to the decision of the chair that
it is time to move on and take action.
There are exceptions to the general rule o[ free and open debate
on motions. The exceptions all apply when there is a desire of the
body to move on. The following motions are not debatable (that
is, when the following motions are made and seconded, the chair
must immediately call for a vote of the body without debate on the
motion):
Motion to adinurn. This motion, if passed, requires the body to
immediately adjourn to its next regularly scheduled meeting. It
requires a simple majority vote.
Motion to recess. This motion, if passed, requires the body to
immediately take a recess. Normally, the chair determines the length
of the recess which may be a few minutes or an hour. It requires a
simple majority vote.
Motion to fir the time to adiourn. This motion, if passed, requires
the body to adjourn the meeting at the specific timc sct in thc
motion. For example, the motion might be: "1 move we adjourn this
meeting at midnight." It requires a simple majority vote.
I 7,t
1
Motion to hble. This motion, if passed, requires discussion of the
agenda item to be halted and the agenda item to be placed on "hold."
The motion can cont.in a specific time in ntrich the item can come
back to the body. "l move we table this item until our regular meeting
in October." Or the motion can contein no spccific time for the
return of the item, in which case a motion to take the item off the
table and bring it back to the body will have to be taken at a future
meeting. A motion to table an item (or to bring it back to the body)
requires a simple majority vote.
Motion to limit debste. The most common form of this motion is to
say, "l move the previous question" or "I move the question" or "l call
the question" or sometimes someone simply shouts out "question."
As a practical matter, when a member calls out one of these phrases,
the chair can expedite matters by treating it as a "request" rather
than as a formal motion. The chair can simply inquire of the body,
"any further discussion?" If no one wishes to have further discussion,
thcn the chair can go right to the pending motion that is on the floor.
However, if even one person wishes to discuss the pending motion
further, then at that point, the chair should treat the call for the
"question" as a formal motion, and proceed to it.
When a member of the body makes such a motion ("1 move the
previous question"), the member is really saying: "l've had enough
debate. Let's get on with the vote." When such a motion is made, the
chair should ask for a second, stop debate, and vote on the motion to
limit debate. The motion to limit debate requires a two-thirds vote o[
the body.
NOTE A motion to limit debate could include a time limit. For
example: "1 move we limit debate on this agenda item to 15 minutes."
Even in this format, the motion to limit debate requires a two-
thirds vote of the body. A similar motion is a nrotion to object to
consideration of an item. This motion is not debatable, and if passed,
precludes the body from even considering an item on the agenda. It
also requires a two-thirds vote.
Maiority and Super Maiority Votes
In a democracy, a simple majority vote determines a question. A tie
vote means the motion fails. So in a seven-member body, a vote of
4-3 passes the motion. A vote of 3-3 with one abstention means the
motion fails. If one member is absent and the vote is 3-3, the motion
still fails.
All motions require a simple majority, but there are a flew exceptions.
The exceptions come up when the body is taking an action which
effectively cuts off the ability of a minority o[ the body to take an
action or discuss an item. These extraordinary motions require a
two-thirds majority (a super majority) to pass:
Motion to limit debate. Whether a member says, "l move the
previous question," or "l move the question," or "l call the question,"
or"I move to limit debate," lt all amounts to an attempt to cut off the
ability of the minority to discuss an item, and it requires a two-thirds
vote to pass.
Motion to dose nominations. When choosing officcrs of the
body (such as the chair), nominations are in order either from a
nominating committec or from the floor of the body. A motion to
close nominations effectively cuts o[f the right oI the minority to
nominate officers and it requires a two-thirds votc to Pass.
Motion to obiect to the consideration of a question. Normally, such
a motion is unnecessary since the objectionable item can be tabled or
defeated straight up. However, when members of a body do not even
want an item on the agenda to be considered, then such a motion is
in order. It is not debatable, and it requires a two-thirds vote to pass.
Motion to suspend the rules. This motion is debatable, but requires
a two-thirds vote to pass. lf the body has its own rules of order,
conduct or procedure, this motion allows the body to suspend the
rules [or a particular purpose. For example, the body (a private club)
might have a rule prohibiting the attendance at meetings by non-club
members. A motion to suspend the rules would be in order to allow
a non-club member to attend a meeting o[ the club on a particular
date or on a particular agenda item.
Counting Votes
The matter of counting votes starts simple, but can become
complicated.
Usually, it's pretty easy to determine whether a particular motion
passed or whether it was defeated. If a simple majority vote is needed
to pass a motion, then one vote more than 50 percent o[ the body is
rcquired. For examplc, in a five-memberbody, if the vote is three in
favor and two opposed, the motion passes. If it is two in favor and
three opposed, the motion is defeated.
If a two-thirds majority vote is needed to pass a motion, then how
many rffirmativc votes rre required? The simple rulc of thumb is to
count the "no" votes and double that count to determine how many
"yes" votes are needed to pass a particular motion. For example, in
a seven-member body, if hvo members vote "no" then the "yes" vote
oIat least four members is required to achieve a two-thirds majority
vote to pass the motion.
What about tie votes? In the event of a tie, the motion always fails since
an affirmative vote is required to pass any motion. For example, in a
five-monbcr body, if thc note is trto in fevor and two opposcd, with
one member absent, the motion is defeated.
Vote counting starts to become complicated when members
vote "abstain" or in the case of a written ballot, cast a blank (or
unreadable) ballot. Do these votes count, and i[so, how does one
count them? The starting point is always to check the statutes'
In California, flor example, for an action of a board of supervisors to
be valid and binding, the action must be approved by a majority of the
board. (California Government Code Section 25005.) Typically, this
means three of thc five mcmbcrs of the board mut vote affirmatively
in favor of thc action. A votc of 2- l rrould not be sufficient. A vote of
3-0 with two absentions rrould be suficient. In general law cities in
7-zT
California, as another example, resolutions or orders for the payment of
money and all ordinances require a recorded vote of the total members
of the city council. (California Government Code Section 36936.) Cities
with charters may prescribe their own vote requirements. Local elected
officials are alvrrys wdl-advised to consult with their local agcncy
counsel on how state law may affect the vote count.
After consulting state statutes, step number lwo is to check the rules
of the body. If the rules of the body say that you count votes of"those
present" then you treat abstentions one way. However, if the rules of
the body say that you count the votes of those "present and voting,"
then you treat abstentions a different way. And if the rules of the
body are silent on the subject, then the general rule of thumb (and
default rule) is that you count all votes that are "present and voting."
Accordingly, under the "present and voting" system, you would NOT
count abstention votes on the motion. Members who abstain are
counted for purposes of determining quorum (they are "present"),
but you treat the abstention votes on the motion as if they did not
exist (they are not "voting"). On the other hand, ifthe rules of the
body specifically say that you count votes of thosc "preseirt' then 1ou
DO count abstention votes both in establishing the quorum and on
the motion. In this event, the abstention votes act iust like "no" votes.
How does this vork in practice?
Hue are afew 60mples.
Assume that a five-member city council is voting on a motion that
requires a simple majority vote to pass, and assume further that the
body has no specifc rule on counting votes. Accordingly, the &feult
rule kicks in and we count all votes o[ members that are "present and
voting." If the vote on the motion is 3-2, the motion passes. If the
motion is 2-2 with one abstention, the motion fails.
Assume a fve-mcmbcr city council voting on a motion that reguires
a hvo-thirds majority vote to pass, and further assume that the body
has no specific rulc on counting votcs. Agein, thc default rule applies.
I[ the vote is 3-2, the motion fails for lack of a two-thirds majority. If
the vote is 4-1, the motion passes with a clear two-thirds majority. A
vote of three "yes," one "no" and one "abstain" also results in passage
of the motion. Once again, the abstention is counted only for the
purpose of determining quorum, but on the actual vote on the
motion, it is as if the abstention vote never existed - so an effective
3- I vote is clearly a two-thirds majority vote.
Now, change the scenario dightly. Asrume the seme five-member
city council voting on a motion that requires a two-thirds majority
vote to pass, but now assume that the body DOES harrc a specific rule
requiring a two-thir& vote of members 'present.- Undcr this specific
rule, we must count the members present not only for quorum but
also for the motion. [n this scenario, any abstention has the same
force and effect as if it were a "no" vote. Accordingly, if the votes were
three "yes," one "no" and one "abstain," then the motion fails. The
abstention in this case is treated like a"no" vote and effective vote o[
3-2 is not enough to pass two-thirds majority muster.
Now, exactly how does a member cast an "abstention" vote?
Any time a member votes "abstain" or says, "l abstain," that is an
abstention. However, i[ a member votes "present" that is also treated
as an abstention (the member is essentially saying, "Count me for
purposes of a quorum, but my vote on the issue is abstain.") In fact,
any manifestation of intention to vote either "yes" or "no" on the
pending motion may be treated by the chair as an abstention. If
written ballots are cast, a blank or unreadable ballot is counted as an
abstention as well.
Can a member vote "absent" or "count me as absent?" Interesting
question. The ruling on this is up to the chair. The better approach is
for the chair to count this as if the member had Ieft his/her chair and
is actually "absent." That, of course, affects the quorum. However, the
chair may also treat this as a vote to abstain, particularly if the person
does not actually leave the dais.
The Motion to Reconsider
There is a special and unique motion that requires a bit of
explanation all by itself; the motion to reconsider. A tenet o[
parliamentary procedure is findity. After vigorous discussion, debate
and a vote, there must be some closure to the issue. And so, after a
vote is taken, the matter is deemed closed, subject only to reopening
if a proper motion to consider is made and passed.
A motion to reconsider requires a majority vote to pass like other
garden-variety motions, but there are two special rules that apply
only to the motion to reconsider.
First, is the matter of timing. A motion to reconsider must be made
at thc meeting where the itcm lvas first voted upon. A motion to
reconsider made at a later time is untimely. (The bodS however, can
always vote to suspend the rules and, by a two-thirds majority, allow
a motion to reconsider to be made at another time.)
Second, a motion to reconsider may be made only by certain
members of the body. Accordingly, a motion to reconsider may be
made only by a member who voted in the majority on the original
motion. If such a member has a change of heart, he or she may
make the motion to reconsider (any other member of the body
- including a member who voted in the minority on the original
motion - may second the motion). If a member who voted in the
minority seeks to make the motion to reconsider, it must be ruled
out of or&r. The purposc of this rulc is findity. lf a membcr of
minority could make a motion to reconsider, then the item could be
brought back to the body again and again, which would defeat the
purposc of 6ndity.
If the motion to reconsider passes, then the original matter is back
before the body and a new original motion is in order. The matter may
be discussed and &bated as if it were on the floor for the first time.
7-I
Courtesy and Decorum
The rules o[order are meant to create an atmosphere where the
members of the body and the members of the public can attend to
busincss efficicntly, fairly end with full participation. At the samc
time, it is up to the chair and the members of the body to maintain
common courtesy and decorum. Unless the setting is very informal,
it is dweys bcst for onty onc pcrrcn at a timc to have thc floor, and
it is alvrela bcst for evcry speakcr to bc first rccognizcd by the chair
before proceeding to speak.
The chair should always ensure that debate and discussion of an
agenda item focuses on the item and the policy in question, not the
personalities of the members of the body. Debate on policy is healthy,
debate on personalities is not. The chair has the right to cut off
discussion that is too personal, is too loud, or is too crude.
Debate and discussion should be focused, but free and open. In the
interest of time, the chair may, however, limit the time allotted to
speakers, including members of the body.
Can a member of the body interrupt the speaker? The general rule is
"no." There are, however, exceptions. A speaker may be interrupted
for the following reasons:
Privilege. The proper interruption would be, "point of privilege."
The chair would then ask the interrupter to "state your point."
Appropriate points of privilege relate to anything thatwould
interfere with the normal comfort of the meeting. For example, the
room may be too hot or too cold, or a blowing fan might interfere
with a person's ability to hear.
Order. The proper interruption would be, "point of order." Again,
the chair would ask the interrupter to "state your point." Appropriate
points of order relate to anything that would not be considered
appropriate conduct of the meeting. For example, if the chair moved
on to a vote on a motion that permits debate without allowing that
discussion or debate.
Appeal. If the chair makes a ruling that a member of the body
disagrees with, that member may appeal the ruling of the chair. If the
motion is seconded, and after debate, if it passes by a simple majority
vote, then the ruling of the chair is deemed reversed.
C-all for orders ofthe day. This is simply another way of saying,
"return to the agenda." I[ a member believes that the body has drifted
from the agreed-upon agenda, such a call may be made. It does not
require a vote, and when the chair discovers that the agenda has
not been followed, the chair simply reminds the body to return to
the agenda item properly before them. If the chair fails to do so, the
chair's determination may be appealed.
Yhthdraw a motion. During debate and discussion of a motion,
the maker of the motion on the floor, at any time, may interrupt a
speaker to withdraw his or her motion from the floor. The motion
is immediately deemed withdrawn, although the chair may ask the
person who seconded the motion if he or she wishes to make the
motion, and any other member may make the motion if properly
recognized.
Specid Notes About Public Input
The rules outlined above will help make meetings very public-
friendly. But in addition, and particularly for the chair, it is wise to
remember three special rules that apply to each agenda item:
Rule One: Tell the public what the body will be doing.
krle Two: Keep the public informed while the body is doing it.
Rule llree When the body has acted, tell the public what the
body did.
I 7-
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RECEIVED
ocT 2 8 20r{
CITY ADMINISTRATIONRECEIVED
CITY CLERt('S OFFICE
DATE:
TO:
FROM:
RE:
STAFF REPORT
CITY CLERK'S OFFICE
November 12,,2014
Honorable Members of the Vernon CommUNITY Fund Grant Committee
Ana Barcia, Secretary V,
A Resolution Setting Forth the Date, Time and Place for Regular Meetings of
the Vernon CommUNITY Fund Grant Committee
Recommendation
lt is recommended that the Grant Committee:
l.Find that adoption of the proposed resolution does not constitute a "project" pursuant to
section 15378(bX2) of the Guidelines to the California Environmental Quality Act
("CEQA"), because it constitutes an administrative activity; and even if the adoption of
the proposed resolution did constitute a project, it would be exempt from CEQA in
accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects
that may have an effect on the environment; and
Adopt a resolution to set the Vernon CommUNITY Fund Grant Committee ("VCF")
regular meeting schedule to be on the third Wednesday of February, May, August, and
November (second month of each quarter) at 10:00 a.m.
Background
On February 4,2014, the Vernon City Council adopted Ordinance No. 1218 which established
the Vernon CommUNITY Fund Grant Committee ("Committee"). Pursuant to Vernon
Municipal Code 2.162, the Committee shall have regular meetings at least twice per year, on
dates and at times established by a resolution of the Committee.
At each meeting, the Committee shall review grant proposals, consider the recommendations of
the Executive Director, and determine whether to award grants based upon the requirements set
forth in Ordinance No. 1218.
City staff is recommending the Committee adopt a resolution establishing quarterly meetings on
the third Wednesday of February, May, August, and November at 10:00 a.m., to be held in the
Vernon City Council Chambers, beginning February 18,2015. The Executive Directorhas the
ability to set special meetings with proper lO-day notification pursuant to the Vernon Municipal
Code.
2.
Fiscal Impact
There is no fiscal impact.
RESOLUTION NO. VCF-
A RESOLUTION OF THE VERNON COMMUNITY FUND GRANT
COMMITTEE OF THE CITY OE VERNON SETTING THE DATE,
TIME AND PLACE FOR REGULAR MEETINGS
WHEREAS, on Eebruary 4, 2014, the City Council of the City
of Vernon adopted Ordinance No. l2l8 establishing the Vernon CommUNITY
Fund Grant Committee (the "Committee") i and
VIHEREAS, the Committee desires to set by resolution the
date, time and place of regTular meetings of the Committee.
NOW, THEREEORE, BE IT RESOLVED BY THE VERNON COMMUNITY FUND
GRANT COMM]TTEE OE THE CITY OF VERNON AS FOLLOWS:
SECTION 1: The Vernon CommUNITY Fund Grant Committee
hereby finds and determines that the above recital-s are true and
correct.
SECTION 2: Effective November 12, 2014, the Vernon
CommUNITY Eund Grant Committee hereby establ-ishes a regular schedule of
meetings to be held quarterly in the City Council Chambers at 4305
Santa Fe Avenue, Vernon, California, on the third Wednesday of the
months of February, Mdy, August and November at the hour of 10:00 a.m.
If a regular meeting of the Commission is schedul-ed to fall on a
recognized holid.y, said meeti-ng shall be cancelled.
SECTION 3: The Secretary of the Commission shal-l certify to
the passage, approval and adoption of this Resolution, and the
Secretary shall cause this Resol-ution and the Secretary's certification
to be entered in the FiIe of Resolutions of the Committee.
APPROVED AND ADOPTED this 12th day of November, 2014.
Name:
Title:Chairperson / Vice Chairperson
ATTEST:
Ana Barcia, Secretary
Counsel
2
STATE OE CALIEORNIA )
) ss
couNTY oE LOS ANGELES )
T, Ana Barcia, Secretary of the Vernon CommUNITY Eund Grant
Committee of the City of Vernon, do hereby certify that the foregoing
Resolution, being Resolution No. VCF- , was duly passed, approved
and adopted by the Vernon CommUNITY Eund Grant Committee of the City
of vernon at a special meeting of the committee dury herd on
vfednesday, November 72, 2014, and thereafter was duly signed by the
Chairperson or Vice Chairperson of the Committee.
Executed this day of November, 2074, dt vernon, california.
Ana Barcia, Secretary
( SEAL)
3-
MINUTES OF THE SPECIAL VERNON COMMUNITY FUND
GRANT COMMITTEE MEETING OF THE CITY OF VERNON HELD
TUESDAY, SEPTEMBER 16, 2014, AT 12:30 P.M. IN CONFERENCE
ROOM NO. 3, SECOND FLOOR OF CITY HALL, LOCATED AT 4305
SANTA FE AVENUE, VERNON, CALIFORNIA
MEMBERS PRESENT: Michel Ybarra, Steve Veres, Joaquin Castaneda, Jessica Maes, and
Michael Gavina
MEMBERS ABSENT: Yolie Flores (entire meeting) and Juliet Goff (entire meeting)
The meeting was called to order at 12:32 p.m.
PUBLIC COMMENT
It was announced that this was the time allotted for public comment. No members of the public
were present, no comments were made.
TRAINING
1. Jemmott Rollins Group will provide orientation to Grant Committee members on
the Vernon CommUNITY Fund website and procedures for review and
recommendation of grants.
Fran Jemmott of Jemmott Rollins Group (JRG) commenced the training.
Self-introductions of the present Grant Committee members and staff were made.
City Administrator Mark Whitworth reported on the Vernon CommUNITY Fund (VCF) history
and creation. Committee Member Veres further reported on Vernon’s opportunity to assist
surrounding communities.
Jemmott explained the Committee’s purpose and reported on the process and use of the Vernon
CommUNITY Fund website.
In response to Veres, Jemmott reported on the announcement and outreach conducted. Veres
recommended that schools and governmental agencies be included in the notification process.
In response to Committee Member Castaneda, Jemmott described the oversight and requirements
established to prevent potential misappropriation of funds.
In response to Veres’ inquiries and concerns, Jemmott advised that the grant agreement letter,
that all grant recipients will be required to sign, will include specific requirements regarding
acknowledgment of the Vernon CommUNITY Fund contribution (including use of the VCF
logo).
In response to Committee Member Ybarra, Jemmott clarified the application review process,
including the different steps performed by City staff, JRG, and the Committee.
Castaneda and Veres sought clarification and expressed concerns related to balancing the role of
ambassador and advocate for the VCF. Jemmott made recommendations on how to handle the
situation and advised that potential applicants should be referred to JRG.
In response to Veres’ concerns regarding the public review and grant award process, Jemmott
advised that the Committee is advocating for principles that the VCF was created to address.
Deputy City Administrator Kristen Enomoto reported on fund availability and ordinance
requirements for disbursement.
Availability for potential future meeting dates was established.
Special Vernon CommUNITY Fund Grant Committee Meeting Minutes
September 16, 2014
Page 2 of 2
Committee Member Gavina recommended the development of an overall strategy to help guide
the decision-making process.
Castaneda requested a rubric to aid the decision-making process.
With no further business, the meeting was adjourned at 2:30 p.m.
________________________
Chairperson
ATTEST:
_________________________
Ana Barcia
Deputy City Clerk
STAFF REPORT
VERNON CommUNlTY FUND GRANT COMMITTEE
DATE:
TO:
FROM:
RE:
November 12,2014
Honorable Vernon CommUNITY Fund Grant Committee
Mark C. Whitworth, Executive Di
Award of Docket I Vernon Comm
Recommendations
It is recommended that the Grant Committee:
1) Find that the award of the grants proposed in this staff report is exempt under the Califomia
Environmental Quality Act (CEQA) in accordance with Section 15061(b)(3), the general
rule that CEQA only applies to projects that may have an effect on the environment.
2) Award Docket I grants totaling $244,500 to the six applicants identified below at the
amounts recommended:
Applicant
Original Amount
Reouested
Amount
Recommended
Proposed
Term
East Los Angeles
Women's Center $54,000 $54,000 I year
Southeast Rio Vista
YMCA $150,000 $35,000 I year
PlazaCommunity
Services $75,000 $35,000 I year
Rio Hondo Vernon
Rotarv Club $50,000 $12,500 1 year
California Children's
Academy $250,000 $60,000 I year
Boy Scouts of
America LA Chapter $65,000 $48,000 1 year
Total s579,000 $244,500
Background
As one of the key elements of the City's good govemance reforms, the City Council created the
Vernon CommLINITY Fund ("VCF") to provide grants to charitable and governmental entities for
projects and programs that benefit those residing and working in Vernon. Given the exclusively
industrial nature of Vernon, the City Council determined that the VCF was in best interest of the
City and its residents, businesses, and workers.
On September l, 2013, the City retained the services of Jemmott Rollins Group, Inc. ("JRG") to
provide consultation, guidance, research and specialized administrative support services to the City
Administrator and City staffrelated to the VCF. JRG has extensive experience in non-profit grant-
making and gants management and specialized knowledge of ethics principles goveming the grant-
making process.
On February 4, 2014, the City Council adopted Ordinance No. l2l8 to establish the Vernon
CommUNITY Fund Grant Committee ("Grant Committee") and provide the basic guidelines and
operational procedures for said Committee and its officers, including those related to the allocation
of funds and the processes for reviewing and ranking applications and awarding grants.
Fiscal Year 2014-2015 Fundine
Pursuant to Vernon Municipal Code Section2.164, the City Council appropriated $1,000,000 to the
VCF for fiscal year 2014-2015. The Grant Committee is required to allocate frrnds in accordance
with the following formula:
1) No less than 25%o of fwrds available in any fiscal year shall be awarded to proposals to
expend frrnds on capital projects with a projected useful life of 10 years or more, or
otherwise reserve such funds for such projects to be awarded in the future.
2) The remainder of available fi.rnds in any fiscal year may be awarded to proposals to expend
funds on direct services. No single grant of this type shall be in an amount less than $5,000
or more than S250,000.
a) The Grant Committee may award multi-year grants. For such grants, allfunds
necessary to fund the entire grant must be available to the Committee in the year of
the award. The total amount of any grant may not exceed $250,000, regardless of the
number of years over which the grant funds are to be spent. The Grant Committee
shall reserve sufficient funds to ensure that the grant can be fully funded without the
appropriation of additional City funds in future years.
In consideration of the minimum required set aside for capital projects, the total maximum amount
of grant funds available for award to proposals for direct services during fiscal year 2014-2015 is
$750,000. As such, JRG and City staff recorlmend the Grant Committee award a maximum of
$250,000 in grants for direct services at each of three quarterly meetings proposed to occur this
fiscal year, including this meeting. This will assure the availability of resources throughout the year
and a level playing field for applicants.
Criteria for Rankins Grant Proposals
Pursuant to Vemon Mturicipal Code Section2.166, no grant shall be awarded unless doing so serves
a municipal purpose of the City, and the Executive Director and Grant Committee must rank all
proposals from eligible applicants using the following factors:
l) The extent to which the funds will promote the health, safety, and welfare of persons
residing or working within the Vernon Area.
2) The benefit anticipated to accrue to the Vemon Area.
3) The extent to which the public will appreciate that the benefits of the proposed actions were
a direct result of the fi.rnding provided by the City of Vernon.
4) Evidence that the frrnds will be used by an organization with suffrcient capacity to do the
work, and will be used effectively and without inefficiencies, waste or fraud.
5) For proposals for capital projects, the ability and commitment to fund the maintenance and
repair of the project over the long term.
Docket I Grant Applications
As previously indicated, the first grant docket for the VCF contains six applications for review,
deliberation, and award by the Grant Committee. A11 applicants meet the eligibility requirements
set forth in Section 2.165 of the Vernon Municipal Code and all applications were thoroughly vetted
by JRG and City staff using the aforementioned ranking criteria.
Based on the application criteria, JRG's due diligence findings and the amount of frrnding available,
the total amount of grant funding recommended for Docket I is $244,500.
JRG staff has prepared a written summary for each grant application describing its merits and
potential risks, which is attached hereto as Exhibit A. These materials and recommendations are to
be used only as guiding documents for the Grant Committee's deliberation. The Grant Committee
is expected to debate the content of each application at its November 12, 2014 meeting. The full
applications are publicly available and can be accessed online at
or at the City Clerk's Office at Vemon City Hall.
Grant Agreement
Upon award of grants by the Grant Committee, each grant recipient shall be required to execute a
Grant Agreement in substantially the same form as attached hereto as Exhibit B. The Grant
Agreement sets forth the terms and conditions of the grant, including the amorurt and purpose(s) of
the grant, written reporting requirements, the refurn of any unused portion, and requirements
respecting the use of the VCF logo.
Fiscal Impact
The total recommended grant award amount of $244,500 is included in the 2014-2015 City Budget
and is within the recommended quarterly allocation of $250,000 for this fiscal year.
Attachments
Exhibit A
Grant Application Summaries
Grant Recommendation Form
East Los Angeles Women's Center
Type of Organization:Community, Health and Human Services
YearFounded: I tgli
Number of Board Members: r 6
Annuat Budget: I St,sao,tts
Brief Narrative Description of the
East Los Angeles Women's Center (ELAWC) strives to promote a place of safety, health and personal well-being to all women,
girls and their families. The organization provides counseling to domestic violence victims, AIDS/HlV education and life skills
training. EI.AWC focuses on providing Los Angeles' Latino population with equal access to health services and support in order
to help communities become free from violence and abuse.
Staff
Summary of Request (Narrative):
EIAWC requests funding to serve 75 women over a 12 month period by offering trusted and confidential interventions and
helping enhance well-being for women and their families. With funds from the VCF, ELAWC will continue to provide individual
counseling and therapeutic interventions for its clients. VCF funding will also support workforce development by enrolling
women in job training and financial literacy classes.
ELAWC is a well-established direct service provider in the East Los Angeles area. The organization has a broad base of support
from governmental agencies and private foundations. Although the cost/benefit analysis indicates the cost per family will be
high, ELAWC anticipates this initial investment will reduce the future costs of supporting women and families involved with
domestic violence.
'"""1h#*
Amount Requested:S54,ooo
Documents reviewed
X Audit/lRS Form 990
X Board Member/Volunteer Staff List
X Organizational Budget
X Proposal Budget
X Proposal fits with the mission/purpose of VCF
Population(s) served:Families
Beneficiaries and/or potential impact on the non-
profi t/governmenta I !andscape :
Victims of domestic violence in East l-A will have minimized
barriers of access to health care, financial services, and social-
economic advancement.
Cost/Benefit:5720lfamily serued
Fund this proposal?X Yes
No
Recommended Amount: I SS+,OOO over l year
Suggested revision(s) to proposalfiund amount, if applicable:
Staff recommends EI-AWC reapply for renewal funding at the end of its first grant term.
Staff reviewer:Poursha Jackson
Signed:Date: 8127 /2OL4
Grant Recommendation Form
YMCA of Metropolitan Los Angeles-Southeast Rio Vista YMCA
Type of Organization: I Health/Human Services/Sports and Recreation
Year Founded: I fggz
Number of Board Members: | 58
Annuat Budget: I St,3ss,tso (Southeast Rio
Vista Branch)
Brief Narrative of the
The main mission and focus of the YMCA is to build community by utilizing a multi-pronged approach including youth
development programs, healthy living programs and the promotion of social service. Based in Maywood, the Southeast Rio
Vista YMCA is a new facility, having just opened one year ago. The YMCA provides a number of enrichment services for
communities in southeast l-A, including: fitness classes, obesity prevention programs, senior services, swimming lessons,
English Language Learner classes, civic/community engagement programs, parent support seruices and computer classes.
Staff
Summary of Request (Narrative):
The Southeast Rio Vista YMCA is requesting generaloperating support to sustain the new branch. Much of the YMCA's income
derives from membership and program fees; however, many of the members of the Southeast Rio Vista YMCA require either
partial or full scholarships to join the YMCA and/or participate in its programmed activities. General operating support to the
YMCA will support staffing, program development and overhead costs for the facility. As the only YMCA branch in the Vernon
area, the Southeast Rio Vista YMCA currently offers 23 unique programs ranging from a Diabetes Prevention Program to a
summer day camp for over 1,500 members.
The Southeast Rio Vista YMCA is currently running a deficit in its annual budget. Staff believes this initial grant may be of
assistance to the organization when seeking additional funding from other sources.
Amount Requested:s150,000
Documents reviewed
_x_ Audit/lRS Form 990
_x_ Board Member/Volunteer Staff List
_x_ Organizational Budget
_x_ Proposal Budget
-x- Proposa! fits with the mission/purpose of VCF
Population(s) served:Families, children/youth, seniors
Beneficiaries and/or potential impact on the non-
profi t/governmenta! !andsca pe :
Supporting a relatively new athletic facility and community
center in southeast Los Angeles can ease the strain on other
community resources and provide another outlet for youth
recreation.
Cost/Benefit: | -SgA/attendee (Serves 1,694 attendees/members)
Fund this proposal?x Yes
No
Recommended Amount: I SAS,OOO over l year
Suggested revision(s) to proposal/fund amount, if applicable:
Staff recommends providing general operating support to the Southwest Rio Vista YMCA for one year at 535,000 with a strong
encouragement to apply for a renewal at the conclusion of the initial grant term based on performance. Staff recommends a
reduced grant size due to the amount of funding available for the first round of grantmaking in 2014.
Staff reviewer:Hayley Roberts
Signed:Date: _lOJ _L7J 20L4
Grant Recommendation Form
Plaza Community Services
Type of Organization: I Community Service/Health and Human Services
Year Founded: I 1905
Number of Board Members: | 9
Annuat Budget: i Ss.slt
Brief Narrative Description of the
Plaza Community Services (PCS) envisions itself as a network of workforce and human development centers across the Los
Angeles area. PCS takes a wraparound approach to providing human services by providing programming to address housing,
mental health, drug and alcohol abuse, parenting education, employment, health and education.
All of the PCS centers are based in south or east Los Angeles; they estimate that they serve approximately 11,000 families
annually. Recently, PCS opened two new childcare facilities in East Los Angeles in order to provide more childcare and
education options in this area.
Staff Analysis
PCS is requesting funding for the A Trabajar! program. A Trabajar! collects donations of gently used clothing from individuals
throughout LA County and distributes them to PCS clients. Each week every client can select up to five items of clothing to
take home. PCS will also coordinate deliveries of used clothing to partner organizations throughout the city. A separate
section of work appropriate business attire is maintained for the use of PCS clients also enrolled in job search and training
programs.
Project support for the A Trabajar! program will be used for efforts to publicize the program to both potential donors and
clients. VCF grant funds will also contribute to the salaries of trained social workers hired to assist clients with their search for
long-term employment and receive referrals to other programs if necessary.
Currently the ATrabajar! program only operates out of PCS' East LA center, located in Boyle Heights. However, the program's
clients come from all over the southeast Los currently serves approximately 200 families
of
week.
Amount Requested:s75,ooo
Documents reviewed
X Audit/lRS Form 990
X Board Member/Volunteer Staff List
X Organizational Budget
X Proposal Budget
X Proposal fits with the mission/purpose of VCF
Population(s) served:Adults, families
Adult residents of unincorporated East Los Angeles,
particularly from the Boyle Heights area, would be the main
beneficiaries of a proiect support grant from the VCF.
Beneficiaries and/or potential impact on the non-
profi t/governmental landscape:
Cost/Benefit:-Sz for each family served annually
Fund this proposal?X Yes
No
Recommended Amount: I S3S,OOO over l year
Suggested revision(s) to proposalltund amount, if applicable:
Staff recommends the VCF grant cover costs directly related to staffing the A Trabajar! program as noted in the submitted
program budget. This grant amount will cover the cost of direct client assistance, staff salaries, insurance, training and
transportation for staff working on A Trabajar! Staff recommends Plaza Community Services apply for a grant renewal at the
end of its first grant term.
Staff reviewer:Hayley Roberts
Signed:Date: 9/5l2OL4
Grant Recommendation Form
Rio Hondo - Vernon Rotary Club Foundation
Type of Organization:Community Service
Year Founded: I ZOOO
Number of Board Members: r 5
Annual Budget: I SgZ,gaS
Brief Narrative Description of the
Rio Hondo-Vernon Rotary Club Foundation is the fund-raising arm of the Rio Hondo-Vernon Rotary Club. lt was incorporated
in 2006 to provide funds to help advance community activities and causes. Although there are only 5 members of the board,
there are about 40 members of the rotary club - approximately 15 are very active in fund-raising activities.
Their main service activities include: providing books to local elementary schools, supporting the local lnteract Club (junior
Rotary club at high school), proving food and toys to needy families, and awarding scholarships to local high school students
on their way to college.
Staff
Summary of Request (Narrative):
The foundation is requesting S50,000 to fund three projects: books/literacy (535,000), college scholarships (S10,000) and
transportation for junior Rotarians' service projects (55,000). The foundation would like to provide 500 books to 13
elementary schools in the Vernon CommUNlTY Fund service area; 20 students with college scholarships; and provide
transportation to three service projects for the Bell High School lnteract Club.
Members of the Rio-Hondo Vernon Rotary Club Foundation are dedicated to the organization's mission. All of the
organization's budgetary expenses are dedicated to program costs. However, the size ofthe grant request exceeds the
organizational budget, indicating capacity and fundraising issues for the Rotary Club Foundation.
Amount Requested:s50,ooo
Documents reviewed
X Audit/lRS Form 990
X Board Member/Volunteer Staff List
X Organizational Budget
X Proposal Budget
X Proposal fits with the mission/purpose of VCF
Population(s) served:Elementary and high school students at 21 schools in the
Vernon CommUNlTY Fund area
Beneficiaries and/or potential impact on the non-
profi t/governmental landscape:
This grant will allow the foundation to expand three projects:
books/literacy, schola rships a nd tra nsportation for junior
Rotarians service projects. More schools will get books, more
students will get scholarships for college and the junior
Rotarians at Bell High school will have transportation to three
servrce
Cost/Benefit: I SSOO/stuOent for scholarship; -S2700/school for books; -S1700/service project
Recommended Amount: I Srz,Soo over l yearFund this proposal?X Yes
No
Suggested revision(s) to proposa!/fund amount, if applicable:
Considering their current budget, staff recommends granting $tZ,5OO to the foundation for one year, with the option of
renewal. Staff also recommends a matching grant requirement, meaning the Rio Hondo-Vernon Rotary Club Foundation will
have to raise the same amount of funding from sources other than the Vernon CommUNlTY Fund.
Staff reviewer:Fran Jemmott
Signed:Date:8127/20t4
Grant Recommendation Form
California Children's Academy
Type of Organization:Child Care, Health/Human Services
Year Founded: I June 7,797L
Number of Board Members: t 5
Annuat Budget: I Ss,ss+,sss
Brief Narrative of the
The California Children's Academy provides comprehensive child care services to eligible low-income families that allows
parents to receive state-subsidized pre-school and child care while they work. The agency also employs about 25 staff from
the surrounding community. Almost 100 children are cared for year-round in a building that is rent-free and owned by the
City of Los Angeles. Since L974, more than 4,000 children from the communities of Boyle Heights, Bell, Maywood, Commerce
and Huntington Park have been served at this site. Childcare and learning activities focus on nurturing and supporting the
children and their families through socialization, education and health promotion. Children are taught how to establish
friendships and acceptance of all cultures and ethnicities as well as healthy diets in preparation for entering kindergarten.
Staff
Summary of Request (Narrative):
The original application requested capital improvements amounting to 5250,000 on the building which is not owned by the
agency. The application also provided general "guesstimates" of the costs rather than competitive bids from licensed
contractors. While the building is routinely inspected and deemed safe by oversight agencies, it has not had any substantive
improvements since 1974. Staff discussed the merits of the application with CCA's executive team, including the facilities
manager, and proposed an alternative. lt was agreed that the Children's Academy would benefit from a general support grant
that would allow them to upgrade some equipment for classrooms and play areas and would also support development of a
plan for capital improvements by a qualified architect/engineer. The plan could then be presented to the City of Los Angeles
for consideration of capital improvements that could be matched or otherwise supported by the Vernon CommUNlTY Fund.
Amount Requested:s250,000
Documents reviewed
_x_ Audit/lRS Form 990
_x_ Board Member/Volunteer Staff List
_x_ Organizational Budget
_x_ Proposal Budget
_x_ Proposal fits with the mission/purpose of VCF
Population(s) served:lnfants and young children up to five years and their families
Beneficiaries and/or potential impact on the non-
profit/governmenta! !andsca pe :
Children who receive these services tend to be better
prepared and perform better in school; develop protective
health factors: and so on to become model citizens.
Cost/Benefit: I $ltlchild (based on an attendance of 3,500 kids per week)
Recommended Amount: I S0O,OOO over l yearFund this proposal?
_x_ Yes
_No
Suggested revision(s) to proposal I fund amou nt, if a pplicable :
Children's Academy agreed to accept a general operating grant to support their services and to help them develop a more
robust application for capital improvements in the next or subsequent grant periods.
Staff reviewer:Fran Jemmott
Signed:Date: _10_,/ _27J _2074-
Grant Recommendation Form
Boy Scouts of America, Los Angeles Area Council
Type of Organization:Community Service
Year Founded: I fgfS
Number of Board Members: r 35
Annual Budget: I SS,SSt,9a8
Brief Narrative of the
The Boy Scouts of America, Los Angeles Area Council operates as part of the larger Boy Scouts of America (BSA) to provide
developmental support, counseling and activities to youth in the Los Angeles area. BSA Los Angeles Area Council endeavors to
provide viable options to high-risk, high-need neighborhoods by offering urban scouting experiences that include camping
trips, hiking and interactive educational programs.
Staff Ana
Summary of Request (Narrative):
The Boy Scouts of America, LA propose to provide inner-city youth with the opportunity to experience nature and build social
and practical skills by supplying camperships, counseling and troop activities. Proposed grant activities include camping trips,
fiscal responsibility and workforce readiness instruction and providing scouts with an opportunity to earn badges by
demonstrating proficiency in specific areas. These activities would inherently promote physical fitness and overall wellness.
The balance on the submitted program budget shows a total of 548,206 for one "Cub Pack"/"Scout Troop" unit comprised of
50 children. Funding from VCF would enable to the Boy Scouts to serve an additional 140 children, according to the budget.
Amount Requested:S65,ooo
Documents reviewed
X Audit/lRS Form 990
X Board Member/Volunteer Staff List
X Organizational Budget
X Proposal Budget
_)! Proposal fits with the mission/purpose of VCF
Population(s) served:Children, adolescents & teens (ages 4-15) in the LA County
area.
Beneficiaries and/or potential impact on the non- | the proposed program could potentially benefit up to 100
profit/governmental landscape: I children in the southeast Los Angeles area.
Cost/Benefit: I 5250 - SSOO per child (for 60-100 children/adolescents)
Fund this proposal?X Yes
No
Recommended Amount: I S+a,OOO over l year
Suggested revision(s) to proposal/fund amount, if applicable:
The proposal as currently written does not specify the percentage of children from the "Vernon area" currently enrolled in the
Boy Scouts program. lnformation about this is still forthcoming. Staff recommends restricting funding to the support of
children from the Vernon area as defined in the eligibility requirements.
Staff reviewer:James Hull
Signed:Date: 9/11/2Ot4
Exhibit B
Grant Agreement
On [INSERT DATE] the Vernon CommUNlTY Fund (Grantor) awarded a grant to [INSERT ORGANIZATION]
(Grantee) in the amount of SilNSERT AMOUNTI to support the following purposes: To support [INSERT
oRGANTZATTON MTSSTON AND PROJECT DESCRTPTTONI
Grantor and Grantee agree to the following terms and conditions of the grant:
1. Scope of Work:
Please refer to the workplan approved by the Vernon CommUNlTY Fund Grant Committee. Grantee shall
use the grant solely for the purposes stated above, and Grantee shall repay to Grantor any portion of
the amount granted which is not used for those purposes. Any changes in the purposes for which grant
funds are spent must be approved in writing by Grantor before implementation.
2. Amount of Grant:
S[INSERT AMOUNT], payable upon the Vernon CommUNlTY Fund's receipt of this executed Grant
Agreement.
3. Conditions of Agreement:
Grantee agrees to the following conditions:
A. Reports. Grantee shall submit written reports to The Vernon CommUNlTY Fund as follows:
o A narrative report describing in detail the use of the granted funds, compliance with the terms
of the grant and the progress made toward achieving the purposes of the grant. A financial
report detailing all expenditures resulting from the grant.
o A copy of materials (if applicable) produced as part of the grant.
The schedule for such reports is:
Final report: [INSERT DATE]
Please submit your report using your FluidReview account. lf you have any questions about the grant
report, please reach out to Hayley Roberts, Senior Program Associate, The Vernon CommUNlTY Fund by
email at or call her at 323.351.1198.
B. Expenditure of Grant Funds. Any funds not expended in accordance with the terms of this agreement
must be returned to Grantor. Grantee shall not use any portion of the funds granted herein to engage in
any Brassroots or direct lobbying, to intervene in any political campaign on behalf of or in opposition to
any candidate for public office, to fund union activity, to induce or encourage violations of law or public
policy, to cause any improper private benefit to occur, nor to take any other action inconsistent with
Section 501(cX3) ofthe lnternal Revenue Code.
C. PATRIOT Act. Grantee agrees that it will use the grant funds in compliance with all applicable anti-
terrorist financing and asset control laws, regulations, rules and executive orders, including but not
limited to the USA Patriot Act of 2001.
D. Return of Funds. lf Grantor, in its sole discretion, determines that Grantee violates or fails to carry out
any provision of this Agreement, Grantor may, in addition to any other legal remedies it may have,
refuse to make any further payments to Grantee, and Grantor may demand the return of all or part of
the unexpended grant funds, which the Grantee shall immediately repay to Grantor.
E. Records and Audits. Grantee must maintain these grant funds in a separate fund dedicated to
charitable purposes. A systematic accounting record shall be kept by Grantee of the receipt and expense
of such funds. Grantee shall retain original substantiating documents related to specific expenditures
and make these records available for Grantor's review upon request. Grantee shall be responsible for
maintaining adequate financial records of this grant.
F. No Further Obligations by Grantor. This grant is made with the understanding that Grantor has no
obligation to provide other or additional support or grants to Grantee.
G. Subgrantees. With regard to the selection of any subgrantees to carry out the purposes of this grant,
Grantee retains full discretion and control over the selection process, acting completely independently
of Grantor. There is no agreement, written or oral, by which Grantor may cause Grantee to choose any
particular subgrantee.
H. Licensing and Credentials. Grantee hereby agrees to maintain, in full force and effect, all required
governmental or professional licenses and credentials for itself, its facilities and for its employees and all
other persons engaged in work in conjunction with this agreement.
l. Organizational and Staff Changes. Grantee agrees to provide immediate written notice to Grantor if
significant changes or events occur during the term of this Agreement which could potentially impact
the progress or outcome of the grant, including, without limitation, changes in: a) the Grantee's
executive staff or key staff responsible for achieving the grant purposes, or b) losses in funding. ln the
event that Grantee ceases its operations, Grantee shall transfer any property purchased with the grant
funds to Grantor.
J. Liability, Disclaimers and lnsurance Requirements. Grantee hereby irrevocably and unconditionally
agrees, to the fullest extent permitted by law, to defend, indemnify and hold harmless Grantor, its
officers, directors, trustees, employees and agents, from and against any and all claims, liabilities, losses
and expenses (including reasonable attorneys' fees) directly, indirectly, wholly or partially arising from
or in connection with any act or omission of Grantee, its employees or agents, in applying for or
accepting the grant, in expending or applying the funds furnished pursuant to the grant or in carrying
out the program or project to be funded or financed by the grant, except to the extent that such claims,
liabilities, losses or expenses arise from or in connection with any act or omission of Grantor, its officers,
directors, trustees, employees or agents. Grantees receiving grants in the amount of 575,000 or more
shall obtain from their insurance carriers certificates of insurance naming The Vernon CommUNlTY Fund
as additional insured.
K. ldentification of Grantor. Grant does not imply Granto/s sponsorship or endorsement. All of
Grantee's proposed external communications regarding Grantor or this grant, including approval of any
Grantor sponsorships, endorsements or use of the Grantor's logo, shall be submitted first to Grantor for
its review and approval.
L. Entire Agreement. Grantor reserves the right to withhold or suspend payments of grant funds if
Grantee fails to comply strictly with any of the terms and conditions of the Agreement. This Agreement
shall supersede any prior oral or written understandings or communications between the parties and
constitutes the entire agreement of the parties with respect to the subject matter hereof. This
Agreement may not be amended or modified, except in a written document signed by both Grantor and
Grantee.
lN WITNESS WHEREOF, the parties have executed this Grant Agreement effective on theday of
,20-
INSERT NAME], Grantee
Authorized Signature
Printed Name
Title
Date
THE VERNON COMMUNITY FUND, GTantoT
Authorized Signature
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