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2016-06-14 Grant Committee MinutesMINUTES OF THE SPECIAL VERNON COMMUNITY FUND GRANT COMMITTEE MEETING OF THE CITY OF VERNON HELD TUESDAY, JUNE 14, 2016, AT 10:30 A.M. IN THE CITY HALL COUNCIL CHAMBER, LOCATED AT 4305 SANTA FE AVENUE, VERNON, CALIFORNIA MEMBERS PRESENT: Michael Gavina, Juliet Goff, Rafael Gonzalez, Leticia Lopez and Lawrence Cooper MEMBERS ABSENT: Jessica Maes and Steve Veres Chairperson Gavina called the meeting to order at 10:31 a.m. and also led the flag salute. Chairperson Gavina announced that there were no changes to the agenda. PUBLIC COMMENT Chairperson Gavina announced that this was the time allotted for public comment and inquired whether anyone in the audience wished to address the Committee. The public will also be given a chance to comment on matters which are on the posted agenda during Committee deliberation on those specific matters. No public comment provided. Committee Member Lopez was introduced. PRESENTATIONS 1. Summary of Interim Grant Report for fiscal year 2014/2015 and 2015/2016 Fran Jemmott, Jemmott Rollins Group, provided the presentation. Ebony Jones, Jemmott Rollins Group, briefly updated the Committee on that status of the grants that have been expended. Chairperson Gavina wanted to know more about the grant that was denied. Ms. Jemmott explained it was a County project to set up a youth boxing club, it was denied because it would have given grant funds to a County government and duplicated service in other grants that were handed out. Committee Member Goff arrived at 10:42 a.m. Committee Member Gonzalez wanted to make the distinction between giving a grant directly to the County verses giving a grant to a third party who partners with the County. Ann Marie-Jones, Jemmott Rollins Group, clarified as to the reports that were being produced. James Hull, Jemmott Rollins Group, briefly reported on the grant totals. Mr. Hull explained he would provide annual figures at a later date. GRANT AWARDING 2. Award of Fiscal Year 2015/2016 Docket IV Vernon CommUNITY Fund Grants. Recommendation: A. Find that the award of the grants proposed in this staff report 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. Special Vernon CommUNITY Fund Grant Committee Meeting Minutes June 14, 2016 Page 2 of 5 B. Award Fiscal Year 2015/2016 Docket IV grants totaling $187,000 to the four applicants identified below at the amounts recommended: Applicant Original Amount Requested Amount Recommended Proposed Term CicLAvia $50,000 $40,000 1 year LA Family Housing $150,000/2 years $75,000 1 year Big Citizen HUB $50,000 $50,000 1 year Coalicion de Latinos Americanos (CODELA) $235,000/ 2 years $22,000 1 year Ms. Jones reported on the first grant applicant, CicLAvia. Committee Member Goff voiced her opposition in supporting the CicLAvia grant application. Committee Member Gonzalez asked if the City was recognized as a sponsor in the May event and views CicLAvia as more than a one day event. Ms. Jones spoke about the ongoing activities and partnerships CicLAvia brings to the community. Ms. Jones also stated that the City was not recognized for the May event. Committee Member Goff explained her hesitation in granting funds to CicLAvia at this time. A discussion of process in handling the grant applicant ensued between Chairperson Gavina, City Clerk Maria Ayala, and Economic Development Manager Alex Kung. Committee Member Goff asked if the allocated amount could be earmarked for the next fiscal year docket. Ms. Jemmott explained that the usual process would be a denial of the grant and the grant applicant would resubmit in the next fiscal year. Committee Member Goff clarified that the Committee would not need to distribute the possible allocated funds. Committee Member Cooper asked if the funds would disappear if not used this fiscal year. Ms. Jemmott informed the Committee that they would. Director of Public Works, Water and Development Services Derek Wieske informed the Committee of a potential future CicLAvia event. Committee Member Cooper expressed interest in the events but also was wary of funding past events. Committee Member Gonzalez recommended getting future clarification on what CicLAvia plans to do with the grant funds if awarded. City Administrator Carlos Fandino clarified that the funds would indeed roll over, not be lost, and be reallocated next fiscal year. Ms. Jemmott suggested requesting additional feedback from CicLAvia on how this grant would be implemented into their operating budget. Committee Member Goff requested to see their plan. Committee Member Gonzalez asked about having a special meeting to hear a revised grant application. Mr. Kung stated the fiscal years end was impending and a special meeting might not be feasible. It was moved by Cooper and seconded by Goff to deny the grant for CicLAvia, roller over allocated grant funds to next grant (cycle) fiscal year, and have CicLAvia resubmit application for future event. Motion carried, 4-1. Noes: Gonzalez Special Vernon CommUNITY Fund Grant Committee Meeting Minutes June 14, 2016 Page 3 of 5 Ms. Jones reported on the second grant applicant, LA Family Housing. Committee Member Goff wanted to know how the Committee was going to be recognized. Ms. Jones stated that they would be recognized in newsletters, events, and possibly signage. Committee Member Goff asked if a member would be encouraged to attend events. Ms. Jones stated that it could be one of the options. Fred MacFarlane, Senior Advisor to the City Administrator, briefly spoke about publicity opportunities and site visits. Committee Member Gonzalez wanted to know if the CommUNITY Fund was part of the Southern California Grant Makers, if not, would they be interested in joining. Deputy City Attorney Brian Byun recommended agendizing this topic for a future meeting. Director of Finance William Fox suggested adding the manner in which the Committee receives recognition be part of the application process. A dialogue ensued about recognition and strategic plans between Ms. Jemmott, Chairperson Gavina, and Committer Member Goff. Deputy City Attorney Byun recommended the discussion topic be agendized for a future meeting. It was moved by Goff and seconded by Gonzales to approve the grant for LA Family Housing. Motion carried, 5-0. Ms. Jones reported on the third grant applicant, Big Citizen HUB. Committee Member Goff asked about the way the students would be recognized. Ms. Jones answered that a possibility of a t-shirt was in the works. Committee Member Gonzalez inquired about the coverage area of the grant. Ms. Jones responded that the partnership was relationship-based and distribution priority was in the southeast. It was moved by Gonzales and seconded by Goff to approve the grant for Big Citizen HUB. Motion carried, 5-0. Ms. Jemmott reported on the fourth grant applicant, Coalicion de Latinos Americanos (CODELA). Committee Member Goff asked how the committee would be recognized. Ms. Jemmott explained that the recognition would be limited. Committee Member Gonzalez explained that these types of organizations, with limited capacity, would be more prevalent in the southeast region. Ms. Jemmott acknowledged that although these organizations were run by community members, they did have an understanding of non-profit finance. It was moved by Cooper and seconded by Goff to approve the grant for Coalicion de Latinos Americanos (CODELA). Motion carried, 5-0. NEW BUSINESS 3. Approval and Adoption of the Proposed Vernon CommUNITY Fund Capital Grants Program Recommendation: A. Find that approval of the Vernon CommUNITY Fund Capital Grants program proposed in this staff report is exempt from California Environmental Quality Act (“CEQA”) review, because it is a continuing administrative activity that will not Special Vernon CommUNITY Fund Grant Committee Meeting Minutes June 14, 2016 Page 4 of 5 result in direct or indirect physical changes in the environment, and therefore does not constitute a “project” as defined by CEQA Guidelines section 15378; and B. Approve and adopt the proposed Vernon CommUNITY Fund Capital Grants Program Ms. Jemmott reported on the proposed. Committee Member Cooper wanted clarification on the notification of a successful bid. Ms. Jemmott explained that this was a prioritizing process where initial bids would be selected. A lengthy discussion between the Committee, Ms. Jemmott, Director Fox, and Manager Kung ensued about the, timeline of the capital grants application period, method of selecting organizations, and the type of capital grants that should be selected. It was moved by Cooper and seconded by Goff to approve and adopt proposed Vernon CommUNITY Fund Capital Grants Program. Motion carried, 5-0. 4. Development of a Scholarship Fund Recommendation: A. Hold a discussion regarding the development of a scholarship fund; and B. Authorize the formation of a subcommittee to further consider and possibly develop a scholarship fund. Chairperson Gavina reported on the proposed. Committee Member Gonzalez recommended a joint effort with other organizations. Committee Members Cooper and Goff expressed support for the idea of a scholarship fund. A subcommittee on scholarships was formed to include the following members: Chairperson Gavina and Committee Members Cooper and Lopez. Committee Member Gonzalez left the meeting at 12:02 p.m. 5. Discussion and Potential Recommendations to City Council Regarding Amending the Allocation of the Funding Ratio and the Prioritization of Funding Areas for the Vernon CommUNITY Fund Recommendation: A. Find that the discussion and potential action(s) in this staff report is exempt from California Environmental Quality Act (“CEQA”) review, because it is a continuing administrative activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a “project” as defined by CEQA Guidelines section 15378; and B. Hold a discussion to propose amending the allocation of the funding ratio and the prioritization of funding areas for the Vernon CommUNITY Fund; and C. Provide direction to staff regarding any recommendations to the City Council to amend Ordinance No. 1218 that could allow up to 50% of available grant dollars in each quarterly docket budget, excluding capital, to be directed toward previous grant awardees; and D. Provide direction to staff regarding any recommendations to the City Council to amend Ordinance No. 1218 to prioritize grant applications focusing on the following areas: Special Vernon CommUNITY Fund Grant Committee Meeting Minutes June 14, 2016 Page 5 of 5 a. Open Space/Parks/Environment/Environmental Health b. Family Services/Community Services c. Youth Programming Economic Development Manager Alex Kung reported on the proposed. Ms. Jemmott briefly spoke about returning grantees and the three areas of focus. Manager Kung suggested broadening the ordinance to allow for flexibility. Committee Member Goff concurred. Chairperson Gavina asked whether the 50% of available grant dollars meant 50% had to be new grants at all times. Committee Member Goff clarified. Chairperson Gavina also inquired if they would be leaving themselves at risk for only renewing grant applicants. A dialogue about ordinance procedure and grant policy ensued between Chairperson Gavina, Committee Member Goff, Committee Member Cooper, and Deputy City Attorney Brian Byun. Deputy City Attorney Byun clarified that funding decisions do not have to be made on the ordinance. Manager Kung suggested that direction can come from the Committee right before the Fiscal Year. The Committee reached to a consensus, and directed staff that 50% of available grant dollars in each quarterly docket budget, excluding capital grants, to be directed toward previous grant awardees. Deputy City Attorney Byun suggested prioritization be included in the grant application documents and not in the Ordinance. It was moved by Goff and seconded by Cooper to recommend to Council and Staff to not amend the Ordinance No. 1218, and allocation of available grant dollars and identified priorities be handled as a policy decision by the Committee. Motion carried, 4-0. ORAL REPORTS 6. Brief reports on activities, other brief announcements, and directives to staff. No reports were provided. 7. Next regular meeting: August 17, 2016 The next regular meeting was noted. With no further business, Chairperson Gavina adjourned the meeting at 12:27 p.m. ________________________ Michael Gavina Chairperson ATTEST: _________________________ Maria E. Ayala, CMC Secretary