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2018-08-15 VCFGC Agenda PacketPage 1 California Public Records Act ("PRA"): In compliance with the PRA, the documents pertaining to agenda items, including attachments, which are presented to the City Council in open session are available for public inspection. They may be inspected during regular business hours in the Office of the City Clerk at Vernon City Hall, 4305 Santa Fe Avenue; Vernon, California 90058, no appointment necessary, and on the City’s website at www.cityofvernon.org. Americans with Disabilities Act (“ADA”): In compliance with the ADA, if you need special assistance to participate in the meeting, please contact the Office of the City Clerk 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 City of Vernon Regular Vernon CommUNITY Fund Grant Committee Meeting Wednesday, August 15, 2018, 10:00 AM City Hall, Council Chamber 4305 Santa Fe Avenue Vernon, California Leticia Lopez, Chairperson Juliet Goff, Vice Chairperson Julia Juarez, Committee Member Michael Gavina, Committee Member David Juarez, Committee Member Steven Froberg, 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. MINUTES 1.City Clerk Minutes of the Regular Vernon Community Fund Grant Committee Meeting held on May 16, 2018 Recommendation: A. Receive and File 1 Regular Vernon CommUNITY Fund Grant Committee Meeting Agenda August 15, 2018 Page 2 VCFGC Minutes 05-16-2018 GRANT AWARDING 2.City Administration Award of Fiscal Year 2018/2019 Docket I 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”) because it is a government fiscal 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 even if such action were a “project,” it would be exempt from CEQA review 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 B. Award Fiscal Year 2018/2019 Docket I grants totaling $160,000 to the four applicants identified below at the amounts recommended: Applicant: Dolores Mission School Original Amount Requested: $40,000 Amount Recommended: $30,000 Proposed Term: 1 year Applicant: East Los Angeles Women's Center* Original Amount Requested: $60,000 Amount Recommended: $45,000 Proposed Term: 1 year *Returning Grantee Applicant: Holy Angels Church of the Deaf* Original Amount Requested: $50,320 Amount Recommended: $45,000 Proposed Term: 1 year *Returning Grantee Applicant: Los Angeles Center for Law and Justice* Original Amount Requested: $50,000 Amount Recommended: $40,000 Proposed Term: 1 year *Returning Grantee 1. Grant Review Committee Transmittal Report 2. FY 2018/2019 VCF Docket I Recommendation Summary 3. Form Grant Agreement DISCUSSION ITEMS AND POSSIBLE DIRECTIVES TO STAFF 2 Regular Vernon CommUNITY Fund Grant Committee Meeting Agenda August 15, 2018 Page 3 3.City Administration Vernon CommUNITY Fund Grant Committee Discussion Regarding Repeat Capital Grant Applicants Recommendation: A. Find that the action recommended in this staff report does not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”) because such recommendations constitute an administrative activity; and even if the proposed action does 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 B. Discuss and direct staff regarding potential limits to the number of times that an organization may submit an application for a Vernon CommUNITY Fund (“VCF”) Capital Grant after receiving a grant award from the VCF. NEW BUSINESS 4.City Administration Report on FY 2017/2018 Vernon CommUNITY Fund Grant Committee Activity Recommendation: A. Find that receiving this report on grants awarded by the Vernon CommUNITY Fund Grant Committee is exempt from California Environmental Quality Act (“CEQA”) review, because it is an administrative action 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. Receive and file this report, as it is being provided for informational purposes only. 1. FY 2017/2018 Service Grant Awardees List 5.City Administration Amendment No. 1 to the Capital Grant Agreement between the Vernon CommUNITY Fund and City of Bell for Renovation of Ernest Debs Park Recommendation: A. Find that the approval of the proposed amendment is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review 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 B. Approve Amendment No. 1 to the Capital Grant Agreement between the Vernon 3 Regular Vernon CommUNITY Fund Grant Committee Meeting Agenda August 15, 2018 Page 4 CommUNITY Fund and City of Bell for Renovation of Ernest Debs Park which extends the target completion date of the Ernest Debs capital project to December 31, 2018; and C. Authorize the City Administrator to execute Amendment No. 1 in substantially the same form as submitted herewith. 1. Amendment No. 1 to the VCF Capital Grant Agreement with the City of Bell 2. VCF Capital Grant Agreement with the City of Bell 6.City Administration Vernon CommUNITY Fund Pilot Scholarship Program Guidelines Recommendation: A. Find that the Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines proposed in this staff report is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review 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 B. Approve and adopt the proposed Vernon CommUNITY Fund (“VCF”) Scholarship Program Guidelines for the VCF Pilot Scholarship Program, with implementation of said guidelines subject to amendment of Article XX, Sections 2.165 and 2.166, of the Vernon Municipal Code. 1. VCF Pilot Scholarship Program Guidelines ORAL REPORTS Brief reports on activities, other brief announcements, and directives to staff. Next Regular Meeting: Wednesday, November 21, 2018 at 10:00 a.m. ADJOURNMENT 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 72 hours prior to the meeting set forth on this agenda. Dated this 9th day of August 2018. By: ________________________________ Maria E. Ayala City Clerk 4 Page 1 MINUTES OF THE REGULAR VERNON COMMUNITY FUND GRANT COMMITTEE MEETING OFTHE CITY OF VERNON HELD WEDNESDAY, MAY 16, 2018, IN COUNCIL CHAMBER OF CITY HALL LOCATED AT 4305 SANTA FE AVENUE, VERNON, CALIFORNIA CALL TO ORDER & FLAG SALUTE Chairperson Lopez called the meeting to order at 10:23a.m. Committee Member Gavinaled the flag salute. Members Present:Leticia Lopez, Juliet Goff, Julia Juarez, Michael Gavina, Steve Veres Members Absent:Sandra Villarreal,Steven Froberg CHANGES TO THE AGENDA Deputy City Clerk Matthew Ceballos announced that there were no changes to the agenda. PUBLIC COMMENT Mr. Joel Garcia, Co-Director of Self Help Graphics and Art, thankedthe City of Vernon for the general support provided to Self Help Graphics and briefly explained that the fundingprovided wasused for a programcalled “The Body of My Works Studio”. Committee Member, Steve Verez joined the meeting at 10:30 a.m. PRESENTATION 1.Vernon CommUNITY Fund Grantee Presentation -Self Help Graphics Presentation by: Joel Garcia, Co-Director Recommendation:No action required by the Vernon CommUNITY Fund Grant Committee. This is a presentation only. Deputy City Clerk Ceballosnoted that Mr. Garcia’s Public Comment was pertinent to Agenda Item No. 1. MINUTES 2.Minutes of the Regular Vernon CommUNITY Fund Grant Committee Meeting held on November 8, 2017 Recommendation:A. Receive and File 3.Minutes of the Regular Vernon CommUNITY Fund Grant Committee Meeting held on February 21, 2018 Recommendation:A. Receive and File It was moved by Gavina and seconded by Goffto approvethe Minutesof the Regular Vernon CommUNITY Fund Grant Committee Meeting held on November 8, 2017andthe minutes of the Regular Vernon CommUNITY Fund Grant Committee Meeting held on February 21, 2018. Motion carried, 5 -0. Yes:Leticia Lopez, Juliet Goff, Julia Juarez, Michael Gavina, and Steve Veres No:None Absent: Sandra Villarreal and Steven Froberg GRANT AWARDING 5 Regular Vernon CommUNITY Fund Grant Committee Meeting May 16, 2018 Page2 4.Award of Fiscal Year 2017/2018 Docket III 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”) because it is a government fiscal 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 even if such action were a “project,” it would be exempt from CEQA review 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 B. Award Fiscal Year 2017/2018 Docket III grants totaling $110,000 to the three applicants identified below at the amounts recommended: Applicant: California Latino Leadership Institute Original Amount Requested: $15,000 Amount Recommended: $15,000 Proposed Term: 1 year Applicant: Libros Schmibros* Original Amount Requested: $50,000 Amount Recommended: $35,000 Proposed Term: 1 year *Returning Grantee Applicant: Los Angeles Family Housing* Original Amount Requested: $75,000 Amount Recommended: $60,000 Proposed Term: 1 year *Returning Grantee Fran Jemmott, Jemmott-Rollins Group,called everyone's attention tothe Transmittal Report. She informed the Committee that there are three (3) grants to consider today and further explained their review process for this docket. Ms. Jemmott reported on the Los Angeles Family Housing grant request and reported how previous grants were used. Committee Member Juarez inquired about the amount of previous grant requestedby LosAngeles Family Housing and dialogue ensuedbetween staff and Committee Members regarding the previous grant and the Los Angeles Family Housinggeneral operating support services. It was moved by Gavina and seconded by Veres to approvethe grant award for the LA Family Housing in the amount of $60,000. Motion carried, 5 -0. Yes:Leticia Lopez, Juliet Goff, Julia Juarez, Michael Gavina, and Steve Veres No:None Absent: Sandra Villarrealand Steven Froberg MayaCacavas, Jemmott-Rollins Group, reportedonthe second proposed grant applicant Libros Schmibros and informed the Committee that they were returning for asecond round of funding. Veres inquired about theproposedgrant’s increasedeffectivenessand the grant applicant’s previous details compared to what they are proposing now. Ms. Jemmott, explained thecomparison of both proposals. A dialogue ensued between the staff and Committee regarding funding, sustainability and/or lack of growth of the organization if no futuregrants are available. It was moved by Chair Goff and seconded by Gavina to approvethe grant award for Libros Schmibrosin the amount of $35,000. Motion carried, 5 -0. 6 Regular Vernon CommUNITY Fund Grant Committee Meeting May 16, 2018 Page3 Yes:Leticia Lopez, Juliet Goff, Julia Juarez, Michael Gavina, and Steve Veres No:None Absent: Sandra Villarrealand Steven Froberg Ms. Jemmott advised that the final grant applicant was the California Latino Leadership Institute, at which point Ms. Julia Juarez, Committee Member, recused herself from the discussion. Ms. Jemmott reported on the grant applicant, California Latino Leadership Institute and reported on the intended use of the grant funds wereto focus on leadership, an internship program, and civic engagement. A discussion ensued between staff and Committee regarding the age range of the students that will benefit from the programs. Lisa Bach, Executive Director of the California Latino LeadershipInstitute, briefly spoke about the program and clarified thattheprogramisspecifically for 16 to 18 years oldhigh school juniors and seniors, the Institute also acceptedDACA, and all the participants are low income verified by Federal Income Tax. It was moved by Goff and seconded by Steve Veres to approvethe grant award for the California Latino Leadership Instituteinthe amount of $15,000. Motion carried, 4-0. Yes:Leticia Lopez, Juliet Goff, Michael Gavina, and Steve Veres No:None Absent: Sandra Villarreal, Steven Froberg, and Julia Juarez (Recused fromitem). Committee Member, JuliaJuarez was askedto rejoin the meeting. DISCUSSION ITEMS AND POSSIBLE DIRECTIVES TO STAFF 5.Vernon CommUNITY Fund Grant Committee Discussion Regarding Repeat Grant Applicants Recommendation:A. Find that the actions recommended in this staff report do not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”) because such recommendations constitute an administrative activity; and even if the proposed actions did constitute a project, it would be exempt from CEQA in accordance with Section 15061(b)(3), the general rule that CEQAonly applies to projects that may have an effect on the environment; and B. Discuss and direct staff regarding potential limits to the number of times that an organization may submit an application for a Vernon CommUNITY Fund (“VCF”) Direct Service Grant after receiving a grant award from the VCF. Administrative AnalystDiana Figueroa,reported on the proposed and advised that staff will proceed onfurtherdirectionof the Grant Committee. A discussion ensued between staff and the Committee concerning thechallenges, impact, and evolution of the program,as well as, thefunds, managing and acknowledgement of the funds by the organizations, fairness and equityand a possible applicant workshop. Brian Byun, Senior Deputy City Attorney, recommended to TABLE the DiscussionItem No. 5; unless there was an urgency to solidify the policy. It was moved by Veres and seconded by Goff to limit the number of times that an organization may submit an application for a Vernon CommUNITY Fund (“VCF”) Direct Service Grant after receiving a grant award from the Vernon CommUNITY Fund Grant Committeeto two (2) year on, one (1) year off with no overall cap. Motion carried, 5 -0. Yes:Leticia Lopez, Juliet Goff, Julia Juarez, Michael Gavina, and Steve Veres No:None 7 Regular Vernon CommUNITY Fund Grant Committee Meeting May 16, 2018 Page4 Absent: Sandra Villarreal and Steven Froberg Committee Member, Michael Gavina, excused himself from the meeting at 12:00 p.m. Members Present:Leticia Lopez, Juliet Goff, Julia Juarez, and Steve Veres Members Absent:Sandra Villarreal, Steven Froberg, and Michael Gavina NEW BUSINESS 6.Vernon CommUNITYFund Direct Service Grant Guidelines Recommendation:A. Find that the approval of the Vernon CommUNITY Fund Direct Service Grant Guidelines is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effecton the environment; and B. Approve and adopt the proposed Direct Service Grant Guidelines under which future direct service grant applicants will be evaluated, expanding upon the existing framework of criteria established by the Vernon Municipal Code. AdministrativeAnalystDiana Figueroa,reported on the proposed. A discussion ensued between the Staff and Committee regarding the proposed. It was moved by Vice-Chair Juliet Goff and seconded by Julia Juarez to Approve and adopt the proposed Direct Service Grant Guidelines. Motion carried, 4-0. Yes:Leticia Lopez, Juliet Goff, Julia Juarez, and Steve Veres No:None Absent: Michael Gavina, Sandra Villarreal, and Steven Froberg, 7.Vernon CommUNITY Fund Pilot Scholarship Program Guidelines Recommendation:A. Find that the Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines proposed in this staff report is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review 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 B. Approve and adopt the proposed Vernon CommUNITY Fund (“VCF”) Scholarship Program Guidelines for the VCF Pilot Scholarship Program, with implementation of said guidelines subject to amendment of Article XX, Sections 2.165 and 2.166, of the Vernon Municipal Code. Administrative Analyst Diana Figueroa, reported onthe proposed. Committee Member Verez inquired, as to howthe students will be made aware that this program is available. Analyst Figueroa explained that the issue will needfurther clarification fromthe Sub-Committee andJemmott Rollins staff. A discussion ensured between Committee and Staff regarding the program requirements,award amounts,and the program policies. 8 Regular Vernon CommUNITY Fund Grant Committee Meeting May 16, 2018 Page5 The Committee reached a consensus to TABLE Item No. 7, and agendizefor the next Vernon CommUNITY Fund Grant Committee meeting. ORAL REPORTS Ms. Jemmott reported on the Applicant Workshop held on April 18, 2018,inthe City of Vernon where18people werein attendance. She alsobrieflyreportedon the responses of a survey conducted by Jemmott -Rollins Groupof the grantee applicants. ADJOURNMENT Members Present:Leticia Lopez, Juliet Goff, Julia Juarez, Steve Veres Members Absent:Sandra Villarreal, Steven Froberg, Michael Gavina With no further business, at 12:25p.m., Chair Lopez adjourned the meeting. ________________________ Leticia Lopez Chair ATTEST: _________________________ Maria E. Ayala City Clerk 9 Vernon Community Fund Grant Committee Agenda Item Report Agenda Item No. COV-232-2018 Submitted by: Diana Figueroa Submitting Department: City Administration Meeting Date: August 15, 2018 SUBJECT Award of Fiscal Year 2018/2019 Docket I 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”) because it is a government fiscal 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 even if such action were a “project,” it would be exempt from CEQA review 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 B. Award Fiscal Year 2018/2019 Docket I grants totaling $160,000 to the four applicants identified below at the amounts recommended: Applicant: Dolores Mission School Original Amount Requested: $40,000 Amount Recommended: $30,000 Proposed Term: 1 year Applicant: East Los Angeles Women's Center* Original Amount Requested: $60,000 Amount Recommended: $45,000 Proposed Term: 1 year *Returning Grantee Applicant: Holy Angels Church of the Deaf* Original Amount Requested: $50,320 Amount Recommended: $45,000 Proposed Term: 1 year *Returning Grantee Applicant: Los Angeles Center for Law and Justice* Original Amount Requested: $50,000 Amount Recommended: $40,000 Proposed Term: 1 year *Returning Grantee Backgroud: 10 As one of the key elements of the City’s good governance reforms, the City Council created the Vernon CommUNITY 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 the best interest of the City and its residents, businesses, and workers. 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 staff related to the VCF. JRG has extensive experience in non-profit grant-making and grants management and specialized knowledge of ethics and principles governing the grant-making process. On February 4, 2014, the City Council adopted Ordinance No. 1218, as amended by Ordinance No. 1238, 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 2018/2019 Funding Pursuant to Vernon Municipal Code Section 2.164, the City Council may appropriate funds to the VCF. Through the normal budgetary process, City Council authorized an amount of $1,000,000 to the VCF for fiscal year 2018/2019. The Grant Committee is required to allocate funds for fiscal year 2018/2019 in accordance with the following formula: 1)Administrative Costs shall be determined for the fiscal year and the amount shall be allocated for payment from funds appropriated to the VCF. 2)After Administrative Costs, no less than 25% of funds available in any fiscal year shall be awarded to proposals to expend funds 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. 3)The remainder of available funds 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 $250,000. a)The Grant Committee may award multi-year grants. For such grants, all funds 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 Administrative Costs of $174,500 and 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 2018/2019 is $619,125. As such, JRG and City staff recommend the Grant Committee award approximately $154,781 in grants for direct services at each of the 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 Ranking Grant Proposals Pursuant to Vernon Municipal Code Section 2.166, 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: 11 1)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 Vernon Area. 3)The extent to which the public will appreciate that the benefits of the proposed actions were a direct result of the funding provided by the City of Vernon. 4)Evidence that the funds will be used by an organization with sufficient 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. FY 2018/2019 Docket I Grant Applications Docket I and 2018/2019 year to date information is summarized in the Grant Review Committee Transmittal Report attached hereto as Attachment 1. As previously indicated, the first VCF grant docket for FY 2018/2019 contains four applications for review, deliberation, and award by the Grant Committee. All 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 funding available, the total amount of grant funding recommended for Fiscal Year 2018/2019 Docket III is $160,000. JRG staff has prepared a written summary for each grant application describing its merits and potential risks, which is attached hereto as Attachment 2. 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 August 15, 2018 meeting. The full applications are publicly available and can be accessed at the City Clerk’s Office at Vernon City Hall, or via the City’s website www.CityofVernon.org wherein Docket I grant applicant information is posted online in “Public Meetings” under the “Vernon CommUNITY Fund Grant Committee (VCFGC)” link. 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 Attachment 3. The Grant Agreement sets forth the terms and conditions of the grant, including the amount and purpose(s) of the grant, written reporting requirements, the return of any unused portion, and requirements respecting the use of the VCF logo. Fiscal Impact: The Fiscal Year 2018/2019 Docket I total recommended grant award amount of $160,000 is included in the 2018/2019 City Budget and, although it exceeds the recommended quarterly allocation of $154,781 for direct service grants, there are sufficient funds in the overall budget for this fiscal year. The quarterly allocation available for grant awards for the remainder of the year will be adjusted accordingly. ATTACHMENTS 1. Grant Review Committee Transmittal Report 2. FY 2018/2019 VCF Docket I Recommendation Summary 3. Form Grant Agreement 12 Grant Review Committee Transmittal Report August 2018 Current Cycle: Docket IFY2018-2019 Standard Grants Total $ Amount of Grant Requests $200,320 Total Grant Budget –Current Cycle $174,500 Total # Recommended Grants 4 Average Recommended Grant Amount $40,000 Summary of Recommended Grants STANDARD GRANTS ORGANIZATION REQUESTED AMOUNT RECOMMENDED AMOUNT COMMUNITIES SERVED Dolores Mission School $40,000 $30,000 Boyle Heights East Los Angeles Women’s Center $60,000 $45,000 Bell, Boyle Heights, Commerce, Huntington Park, Maywood, Unincorporated East LA, Vernon Holy Angels Church of the Deaf $50,320 $45,000 Bell, Boyle Heights, Commerce, Huntington Park, Maywood, Vernon Los Angeles Center for Law and Justice $50,000 $40,000 Bell, Boyle Heights, Commerce, Huntington Park, Maywood, Unincorporated East LA, Vernon TOTAL RECOMMENDED AMOUNT $160,000 PreviousTotalsFY2017-2018 Total $ Amount of Grant Requests $538,428.75 Total Awarded Amount $310,428.75 Total # Grants Recommended 11 Average Recommended Grant Amount $28,200.80 13 14 15 16 17 18 19 20 21 22 23 24 25 Attachment 3 Form Grant Agreement 26 Vernon CommUNITY Fund Grant Agreement On [INSERT DATE] the Vernon CommUNITY Fund (Grantor) awarded a grant to [INSERT ORGANIZATION] (Grantee) in the amount of $[INSERT AMOUNT] to support the following purposes: To support [INSERT ORGANIZATION MISSION AND PROJECT DESCRIPTION]. Grantor and Grantee agree to the following terms and conditions of the grant: 1. Scope of Work: Grantee shall use the grant funds solely for the purposes stated below, 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. [INSERT SCOPE] 2. Amount of Grant: $[INSERT AMOUNT], payable upon the Vernon CommUNITY 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 CommUNITY Fund as follows:  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.  A copy of materials (if applicable) produced as part of the grant. The schedule for such reports is: Interim report: [INSERT DATE] Final report: [INSERT DATE] Please submit your report using your FluidReview account. If you have any questions about the grant report, please reach out to the Vernon CommUNITY Fund by phone at 323.351.1198 or by email at vernoncommunityfund@ci.vernon.ca.us. 27 Vernon CommUNITY Fund General Grant Agreement | 2 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 grassroots 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(c)(3) of the Internal 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. If 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. I. 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. In the event that Grantee ceases its operations, Grantee shall transfer any property purchased with the grant funds to Grantor. J. Liability, Disclaimers and Insurance 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 28 Vernon CommUNITY Fund General Grant Agreement | 3 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 $75,000 or more shall obtain from their insurance carriers certificates of insurance naming the City of Vernon as additional insured. K. Promotion and Publicity. Recognition of the grant brings valuable attention to the mission and activities of both Grantee and Grantor. Grantee agrees that Grantor may include information regarding Grantee and/or this grant, including the amount and purpose of the grant, any photographs or materials Grantee has provided for promotional purposes, Grantee’s logo or trademark, and/or other information or materials about Grantee’s organization and activities, in Grantor’s periodic public reports, newsletters, events, and media releases. Grantee may, subject to Grantor’s right of approval in its reasonable discretion, promote Grantor and/or this grant by: 1. Reporting on the partnership with Grantor in Grantee’s communication materials, including but not limited to, newsletters, events, media interviews, website posts, and promotional e-mails; 2. Assisting Grantor on cross-promotional events and endeavors. Grantor must review and approve all materials (including website postings) that use its name or logo, prior to production or publication. Such approval will not be unreasonably withheld. 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. [Signatures begin on next page] 29 Vernon CommUNITY Fund General Grant Agreement | 4 IN WITNESS WHEREOF, the parties have executed this Grant Agreement effective on the _____ day of ______ ____ , 2018. [INSERT NAME], Grantee Authorized Signature Printed Name Title Date CITY OF VERNON, Grantor ATTEST: By: Maria E. Ayala, City Clerk Name: Carlos R. Fandino, Jr. Title: City Administrator Date: 30 Vernon Community Fund Grant Committee Agenda Item Report Agenda Item No. COV-233-2018 Submitted by: Diana Figueroa Submitting Department: City Administration Meeting Date: August 15, 2018 SUBJECT Vernon CommUNITY Fund Grant Committee Discussion Regarding Repeat Capital Grant Applicants Recommendation: A. Find that the action recommended in this staff report does not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”) because such recommendations constitute an administrative activity; and even if the proposed action does 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 B. Discuss and direct staff regarding potential limits to the number of times that an organization may submit an application for a Vernon CommUNITY Fund (“VCF”) Capital Grant after receiving a grant award from the VCF. Backgroud: City staff and Jemmott Rollins Group (“JRG”) are seeking guidance from the VCF Grant Committee (the “Grant Committee”) on whether there should be a limit in place for how many times a returning capital grantee may submit a VCF application for additional funding. As the Grant Committee is aware, there are a number of returning grantees that are often approved for second direct service grant awards by the VCF, as they have demonstrated success in their ability to provide valuable service to the Vernon Area. The question was posed at the May 17, 2018 VCFGC meeting as to how many times grantees should be able to return to seek grant funding from the VCF, and it was concluded by the Grant Committee that there will be no limit to the number of instances that grantees apply, however, they must take a hiatus after two consecutive direct service grant awards. Similarly, capital grantees have inquired whether or not they can submit an application for an additional capital grant. As a general rule, the VCF must a) assess the effectiveness in which the VCF funds were utilized with their previous award, and b) so to ensure that the VCF is not the sole support for an organization’s sustainability. JRG and City staff evaluate grant applications in an effort to be aligned with established award criteria and Grant Committee objectives. It is important to the Grant Committee that an award for an organization be significant; however, it is also critical that an organization not develop a dependency on the VCF to sustain its needs (whether they be operational or infrastructure/facilities). Thus, there is a balance to consider when evaluating any repeat grant application. In order for City staff and JRG to recommend grant applicants that adhere to the Grant Committee’s standards, direction is being sought to determine if/when there should be a limit employed upon repeat applicants. Staff will proceed as per the direction of the Grant Committee. 31 Fiscal Impact: None. ATTACHMENTS  32 Vernon Community Fund Grant Committee Agenda Item Report Agenda Item No. COV-230-2018 Submitted by: Diana Figueroa Submitting Department: City Administration Meeting Date: August 15, 2018 SUBJECT Report on FY 2017/2018 Vernon CommUNITY Fund Grant Committee Activity Recommendation: A. Find that receiving this report on grants awarded by the Vernon CommUNITY Fund Grant Committee is exempt from California Environmental Quality Act (“CEQA”) review, because it is an administrative action 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. Receive and file this report, as it is being provided for informational purposes only. Backgroud: As one of the key elements of the City’s good governance reforms, the City Council created the Vernon CommUNITY 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 the best interest of the City and its residents, businesses, and workers. On February 4, 2014, the City Council adopted Ordinance No. 1218, as amended by Ordinance No. 1238, 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 2017/2018 Funding Pursuant to Vernon Municipal Code Section 2.164, the City Council may appropriate funds to the VCF. Through the normal budgetary process, City Council authorized an amount of $600,000 to the VCF for fiscal year (“FY”) 2017/2018. The Grant Committee was required to allocate funds for fiscal year 2017/2018 in accordance with the following formula: 1)No less than 25% of funds available in any fiscal year shall be awarded to proposals to expend funds 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 funds 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 $250,000. -The Grant Committee may award multi-year grants. For such grants, all funds 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 33 sufficient funds to ensure that the grant can be fully funded without the appropriation of additional City funds in future years. Capital Grant Awards The Committee adopted a Capital Grants Program on May 18, 2016 which defined, among other things, the parameters of the capital award process and procedures for applicants, and criteria and timeline for awards. For FY 2017/2018, the City’s VCF capital project allocation of 25% equated to $106,375 which was not ultimately expended in FY 2017/2018. Service Grant Awards The Vernon CommUNITY Fund Grant Committee (“Grant Committee”) held three grant award meetings during the 2017/2018 Fiscal Year. There were three separate grant dockets, with a combined total of eleven (11) Service Grant Awards approved for FY 2017/2018. All grantees and their awarded amounts are listed in the attached table. The total amount awarded for Direct Service Grants was $310,428.75. Related Administrative Expenditures In July of 2017, the City issued a Request for Proposals (“RFP”) for Administrative Management of Vernon CommUNITY Fund Grant Activities. After a thorough evaluation of respondents’ proposals, Jemmott Rollins Group, Inc. (“JRG”) was awarded a three (3) year contract with the City to provide administrative management for the VCF with an effective date of August 1, 2017. JRG has extensive experience in non-profit grant-making and grants management and specialized knowledge of ethics and principles governing the grant-making process. During FY 2017/2018, JRG was instrumental in the City’s ability to accept applications, evaluate submissions and, ultimately, award eleven (11) service grants. The total budgeted cost for their services in FY 2017/2018 was $174,500. For FY 2018/2019, the administrative management services for the Vernon CommUNITY Fund Grant Committee activities are anticipated to remain at $174,500 and will continue to be paid from the Vernon CommUNITY Fund monetary allocation approved in the FY 2018/2019 budget. Fiscal Impact: There is no fiscal impact associated with the report on FY 2017/2018 Vernon CommUNITY Fund activity. ATTACHMENTS 1. FY 2017/2018 Service Grant Awardees List 34 Vernon CommUNITY Fund Service Grant Awardeesfor FY 2017/2018 Grantee Docket #Amount Awarded Huntington Park Youth Football & Cheer Association I $20,000 Muscular Dystrophy Association I $10,000 Variety Boys & Girls Club I $35,000 Weingart East LA I $35,000 Casa 0101 II $20,000 Latino Equality Alliance II $18,428.75 Neighborhood Music School Association II $30,000 Plaza Community Services II $32,000 California Leadership Institute III $15,000 Libros Schmibros III $35,000 LA Family Housing III $60,000 Total $310,428.75 35 Vernon Community Fund Grant Committee Agenda Item Report Agenda Item No. COV-259-2018 Submitted by: Diana Figueroa Submitting Department: City Administration Meeting Date: August 15, 2018 SUBJECT Amendment No. 1 to the Capital Grant Agreement between the Vernon CommUNITY Fund and City of Bell for Renovation of Ernest Debs Park Recommendation: A. Find that the approval of the proposed amendment is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review 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 B. Approve Amendment No. 1 to the Capital Grant Agreement between the Vernon CommUNITY Fund and City of Bell for Renovation of Ernest Debs Park which extends the target completion date of the Ernest Debs capital project to December 31, 2018; and C. Authorize the City Administrator to execute Amendment No. 1 in substantially the same form as submitted herewith. Backgroud: On June 13, 2107, the Vernon CommUNITY Fund Grant Committee ("Grant Committee") approved a capital grant award in the amount of $238,268.40 to the City of Bell for the renovation of Ernest Debs Park. As a condition of the grant, the City of Bell executed a capital grant agreement with the City of Vernon/Vernon CommUNITY Fund ("VCF") which details the terms of the agreement and requirements for the disbursement of grant funds. The City of Bell was to be awarded their capital grant in two separate installments as per Section 1(a) of the capital grant agreement. The City of Bell met all requirements successfully to receive their first grant award installment of $119,143.20 in a timely manner. Section 1(B)(d) states that the last day that the grantee may request grant funds is May 1, 2018, after which date, any remaining funds in the grant amount shall be deemed forfeited by the grantee. Due to various delays and challenges in identifying a contractor to perform the work associated to the capital project, the City of Bell fell behind in their project timeline. Therefore, they were unable to convey their eligibility to receive the second grant award installment by the May 1, 2018 deadline specified in the capital grant agreement. The Vernon CommUNITY Fund was established to support neighboring communities and contribute to the betterment of the southeast region. With this in mind, staff is recommending that the City of Bell be granted an extension for the completion of the Ernest Debs renovation which is a community hub in the heart of their City. It is a worthwhile project that will benefit Bell and surrounding cities. The City of Bell has identified a contractor to complete the required work at Ernest Debs field. Bell's City Council has been apprised of the delays and have approved the revised timeline for completion. Bell now anticipates that the 36 project will be finished in the latter part of October 2018. Vernon staff is recommending an extension through the end of the calendar year to accommodate any unexpected challenges that may further delay the project. The proposed Amendment No. 1, which has been approved as to form by the City Attorney's Office, extends the project timeline through December 31, 2108, but all other terms and conditions within the capital grant agreement remain unchanged. If the extension is approved by the Grant Committee, the City of Bell completes the capital project by December of this year, and JRG conducts a site visit and is able to provide a favorable report, the City will be prepared to release the second payment to the City of Bell in the amount of $119,134.20. The City is comfortable granting City of Bell an extension that would allow for them to complete the Debs Field capital project and collect the remainder of their VCF capital grant; and staff is recommending that the Grant Committee approve the extension accordingly. Fiscal Impact: There is no additional financial impact as a result of extending the target date of completion for the Ernest Debs capital project. Funding for the City of Bell VCF Capital Grant was approved in June 2017. ATTACHMENTS 1. Amendment No. 1 to the VCF Capital Grant Agreement with the City of Bell 2. VCF Capital Grant Agreement with the City of Bell 37 -1 - AMENDMENT NO. 1TO THE CAPITAL GRANT AGREEMENT BETWEEN THE VERNON COMMUNITY FUND AND CITY OF BELL FOR RENOVATION OF THE ERNEST DEBS PARK This Amendment (“Amendment No. 1”) to that certain Capital Grant Agreement for renovation of the Ernest Debs Parkdated October 11, 2017, (the “Agreement”), is made as of ,2018, by and between the Vernon CommUNITY Fund (“Grantor”), andthe City of Bell(“Grantee”). WHEREAS, the Grantorand Granteeare parties to theAgreement, dated October 11,2017,under which Grantee was awarded a capital grant by Grantor for the renovation of the existing soccer field at Ernest Debs Park; and WHEREAS, the Grantor and Granteedesire to amend the Agreement to extend the timeline for completion of the capital grantrenovation. NOW, THEREFORE, the parties to this Amendment No. 1agree as follows: 1.Section 1(d) of the Agreement is hereby amended to read as follows: The last day that Grantee may request Grant funds in Vernon’s fiscal year 2019is December 31, 2018, after whichdate, any remaining funds in the Grant Amount shall be deemed forfeited by the Grantee. 2.Section 3(1)(2) of the Agreement is hereby amended to read as follows: Final Grant Reports: Within thirty (30) days of completion of the Project and no later thanDecember 31, 2018. 3.Except as expressly modified by this Amendment No. 1, all provisions of the Agreement shall remain in full force and effect. 4.The provisions of this Amendment No. 1shall constitute the entire agreement of the parties with respectto the subject matter included in this Amendment No. 1and shall supersedeany other agreement, understanding, or arrangement, whether written or oral, between the parties with respect to the subject matter of this Amendment No. 1. 5.The person or persons executing this Amendment No. 1on behalf of each of the parties warrants and represents that he or she has the authority to execute this Amendment No. 1 on behalf of that party and has the authority to bind that party to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties have signed this Amendment No. 1as of the date stated in the introductory clause. [SIGNATURES FOLLOW ON NEXT PAGE] 38 -2 - CITYOF VERNONa California charter city and municipal corporation By: _______________________________ Carlos Fandino, City Administrator City of Bell, a California charter city and California municipal corporation By: Name: Title: ATTEST: __________________________________ Maria E. Ayala, City Clerk By: Name: Title: APPROVED AS TO FORM: __________________________________ Zaynah Moussa, Senior Deputy City Attorney 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 Vernon Community Fund Grant Committee Agenda Item Report Agenda Item No. COV-260-2018 Submitted by: Diana Figueroa Submitting Department: City Administration Meeting Date: August 15, 2018 SUBJECT Vernon CommUNITY Fund Pilot Scholarship Program Guidelines Recommendation: A. Find that the Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines proposed in this staff report is exempt under the California Environmental Quality Act (“CEQA”) because it is an 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, even if such action were a “project”, it would be exempt from CEQA review 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 B. Approve and adopt the proposed Vernon CommUNITY Fund (“VCF”) Scholarship Program Guidelines for the VCF Pilot Scholarship Program, with implementation of said guidelines subject to amendment of Article XX, Sections 2.165 and 2.166, of the Vernon Municipal Code. Backgroud: At its November 8, 2017 meeting, the VCF Grant Committee (the “Grant Committee”) agreed to proceed with a VCF Pilot Scholarship Program, as per the recommendation of the VCF Scholarship Subcommittee (the “Subcommittee”) which consists of Chair Lopez, Committee Member Gavina, and Committee Member Villarreal. Thereafter, the Subcommittee, City staff, and JRG convened to address program details, timeline, and administration of the program. The VCF Grant Committee approved an allocation in the amount of $20,000 toward the Pilot Scholarship Program and a Pilot Scholarship Program Timeline at their February 21, 2018 meeting. In light of the monetary approval and in accordance with the approved timeline, the Scholarship Subcommittee, City staff, and JRG proceeded with the composition of the attached VCF Pilot Scholarship Program Guidelines. This document has been designed to provide the foundation for the VCF Scholarship Program and, as such, it was important to those involved with its creation that careful thought went into its development. The VCF Grant Committee reviewed the proposed VCF Scholarship Program Guidelines at their May 16, 2018 meeting. Ultimately, the guidelines were not approved, as the Grant Committee requested that staff explore the need for the inclusion of the City's nepotism policy language in the guidelines document. As such, the item was tabled for discussion at a subsequent Grant Committee meeting and is now proposed for deliberation at the August 15, 2018 regular VCF Grant Committee meeting. After thorough review and contemplation by City management staff, it was determined that accepting applications from individuals that are related to City employees and/or City officials is counter-intuitive to the purpose of the VCF. Additionally, if applicants from relatives were accepted, objectivity during the application evaluation process would be jeopardized, as the candidate(s) may be known in a context outside of the scope of the scholarship application. The City’s position on the matter is such that merely questioning the existence of any form of nepotism relative to grant awards of any kind directly impacts the integrity of the Vernon CommUNITY 61 Fund, and it is our collective duty to maintain the virtue of the fund and its intent. As a result, City staff recommends that the Scholarship Program Guidelines be approved with the inclusion of language that disallows relatives of City employees and/or City officials to apply for a VCF Scholarship. Adoption of the VCF Scholarship Program Guidelines will make way for the generation of the Scholarship Program “Applicant Package” (which would be brought to the VCFGC in November), and is a step toward the targeted January 2019 kick-off of the pilot program. Additional administrative components (applicant documentation and marketing materials) will continue to be engineered through the guidance of the Subcommittee and implemented by City staff and JRG as the pilot program continues to take shape. At various checkpoints, items will be presented to the VCF Grant Committee for vetting and approvals; and will also be presented to the City Council for approvals when appropriate. Working in alignment with the approved program timeline will allow for adequate time to organize, plan, prepare, and gather necessary approvals for each phase of program progression; including an amendment to Article XX of the Vernon Municipal Code (specifically, Sections 2.165 and 2.166) to incorporate language that references the VCF scholarship program eligibility, selection criteria, and related guidelines. Upon the Grant Committee’s approval of the VCF Pilot Scholarship Program Guidelines, the Subcommittee, City staff, and JRG will proceed into the next phase of development of the VCF Pilot Scholarship Program in accordance with the proposed timeline. The VCF Pilot Scholarship Program Guidelines have been reviewed and approved by the City Attorney’s Office. Fiscal Impact: There is no fiscal impact associated with the adoption of the VCF Pilot Scholarship Program Guidelines. ATTACHMENTS 1. VCF Pilot Scholarship Program Guidelines 62 Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines The Vernon CommUNITY Fund “Pilot” Scholarship Program targets its grant making activity toward 12th grade students living in the Vernon Area (which includes the cities of Vernon, Maywood, Bell, Huntington Park, Commerce, the area within the City of Los Angeles known as Boyle Heights, and the unincorporated area known as East Los Angeles). Scholarship Criteria Vernon Municipal Code (VMC) Section 2.166(a)(vi) sets forth the specific selection criteria for scholarship recipients and will be the specific standards used to identify qualified applicants who, ultimately, will be recommended as scholarship recipients. Selection criteria have been identified to clearly define the profile of the scholarship recipient. Many factors will be considered when evaluating scholarship applicants. Scholarship criteria include an applicant’s financial need, academic achievement, and the geographic distribution of scholarships. The criteria selected support the purpose of the Vernon CommUNITY Fund which was established to provide charitable contributions in support of improved quality of life, strengthening of families, and affirming Vernon’s ties with neighboring communities in pursuit of bright futures. The Vernon CommUNITY Fund Scholarship Program was created to provide disadvantaged youth in the Vernon Area the opportunity to achieve success in their post- secondary educational endeavors. Award Criteria (not in order of priority) • Financial need • Academic achievement • Community/extracurricular involvement • Leadership • Awards and recognition • Personal and/or family attributes Eligibility 12th grade students enrolling in a post-secondary educational institution with full-time status who reside in the Vernon Area (as defined above) may submit an application for a Vernon CommUNITY Fund (VCF) Scholarship. Specific eligibility standards are identified in within this section. In order to be considered for award, applicants must meet all of the following detailed criteria: • Graduating High School Senior • Achievement of a Minimum Weighted Grade Point Average of 2.0 in high school level coursework for trade school or two-year College applicants; or Minimum Weighted Grade Point Average of 2.5 in high 63 Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines school level coursework for four-year College/University applicants at the time of VCF Scholarship application submission • Pursuit of a two-year or four-year Degree from accredited College/University; or pursuit of Trade School Certification • Full-time enrollment at post-secondary educational institution of choice (minimum of 12 units for college) • Immediate transition into a post-secondary educational institution upon graduation from high school (must begin post-secondary coursework within 6 months of graduation) • Residency in the Vernon Area (U.S. Citizenship is not required); minimum residency of 12 months • Demonstration of strong leadership skills and responsibility (successfully communicated in scholarship application) • Active in extracurricular activities (school/community involvement/employment) • A minimum of 20 hours of community service from 9th grade to first semester of 12th grade • Not a City of Vernon employee or relative1 or dependent of a City of Vernon employee, Vernon City- appointed official, or Vernon City-elected official Application Procedures The information requested on the application is a reflection of the selection criteria designated for the VCF Scholarship Program. The following question and answer section (Q&A) addresses procedures related to the submission of a VCF Scholarship application: Q: Where and when are scholarship applications available? A: Beginning on January 1st of each year, applications will be available on the Vernon CommUNITY Fund website: www.vernoncommunityfund.org Q: Where should scholarship applications be submitted? A: Students may submit their applications via the online portal available at the Vernon CommUNITY Fund website. Contact information is available on the website if any questions or technical issues arise during the application submission process. Q: When are scholarship applications due? A: The Vernon CommUNITY Fund will accept scholarship applications through March 31st. Q: What additional information/documents must accompany the scholarship application? A: As per the eligibility criteria noted above, students must submit proof that they reside and have resided for at least 12 months in the Vernon Area (e.g. utility bills); most recent report card; evidence of GPA with high school transcripts; sworn statement (on form found on the Vernon CommUNITY Fund website) 1 The definition of “relative” shall be the same as that used in the City of Vernon’s policy against nepotism, which can be found here: http://www.cityofvernon.org/images/hr/personnel-policies-procedures/I-5%20-%20nepotism%20- %20Sept%202013.pdf 64 Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines of a teacher or program director/supervisor with knowledge that applicant has performed the minimum amount of community service; and evidence of extracurricular activities. Although not required, students may also include letter(s) of recommendation, and/or letter(s) of acceptance to post-secondary educational institution(s) along with their scholarship application. Q: How and when will the scholarship award winners be notified? A: Scholarship grant applicants recommended for award will be reviewed at the regular VCF Grant Committee meeting in May. Applicants selected for award will be notified within one week of scholarship award via email. Q: How and when will the scholarship awards be disbursed? A: Award disbursement will occur in June, with checks directly mailed to scholarship grantees. The VCF Grant Committee retains the right to withhold scholarship grants in any given year if no candidate is determined to be qualified. Additional Considerations • Scholarship value range will be based on applicant competition and funds available for award • Personal interview of scholarship applicant may or may not be required, and shall be determined after initial review of applicant pool • Applications may be summarily denied, with or without prior notification to the applicant, if any statements or representations in the application and supporting materials are found to be untruthful, dishonest, or misleading Selection Procedures Procedures for selection of award will not differ from the current process employed for the award of direct service grants and capital grants through the Vernon CommUNITY Fund. The initial evaluation of the merit of a scholarship application will be a joint effort amongst City staff and Jemmott Rollins Group (JRG). Ultimately, any candidate(s) recommended for award will be brought to the Vernon CommUNITY Grant Committee in May for deliberation and approval(s) of grant(s). The VCF Scholarship Program is designed to benefit a broad class of beneficiaries through an objective process that is nondiscriminatory in nature. Program Timeline A VCF Scholarship Program Timeline has been established based upon the calendar year. In summary, applications are accepted beginning January 1st through March 31st of a given year. In May, the Vernon 65 Vernon CommUNITY Fund “Pilot” Scholarship Program Guidelines CommUNITY Fund Grant Committee will select scholarship grantees. Funds for scholarship awards will be dispersed in June to all scholarship grant recipients. Promotion/Publicity Brochures, newsletters, direct mail, social media, scholarship directory listings or a combination of one or more of these methods will be used to advertise the availability of a Vernon CommUNITY Fund Scholarship. It is important that the appropriate applicant pool is reached, as targeted students reside in the Vernon Area (which is clearly defined). 66