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HomeMy WebLinkAbout06.11.24 SOC Staff ReportMEASURE BP STAKEHOLDERS OVERSIGHT COMMITTEE REGULAR MEETING Agenda June 11, 2024, rr PM Chair Vice -Chair Member Member Member Member Member Betsy Lara Pastor Elmer Jackson Jorge Hernandez Estela Mata-Carcamo Gregory Orozco Sasha Rodriguez Nghiem Van Nguyen Welcome to your Stakeholders Oversight Committee Meeting We welcome your interest and involvement in the City's legislative process. This agenda includes information about topics coming before the Stakeholders Oversight Committee and the action recommended by city staff. You can read about each topic in the staff reports, which are available on the city's website and in the Office of the City Clerk. Please note that, in the event of a technical issue causing a disruption in the call -in option or internet-based option, the meeting will continue unless otherwise required by law, such as when a Board Member is attending the meeting virtually pursuant to certain provisions of the Brown Act. Electronic devices are to be turned off during the Stakeholders Oversight Committee meetings are in session. How to watch The City of Baldwin Park provides two ways to watch a Stakeholders Oversight Committee meeting: In Person Online in :Oso, Most SOC meetings take Audio streaming will be available at place at City Hall, 14403 E. Pacific https✓/www.youtube.com/channel/UCFLZO dDFRiy59rhiDZ13Fg/featured?view as=subscriber Ave., Baldwin Park, CA 91706 http., baldwinpark.granicus.com/ViewPublisher.phhp?view id=t0 Individuals with disabilities may request an agenda packet in appropriate alternative formats as required by the Americans with Disability Act of 1990..Reasonable accommodations and auxiliary aids will be provided to effectively allow participation in the meeting. In compliance with the ADA, if you need special assistance for the meeting, please contact the City Clerk's Office at (626) 960-401.1 ext. 466 or squinones@baldwinpark.com. within 24 hours prior to the meeting so the City can make reasonable arrangements to ensure accessibility. � 1 1 The public is encouraged to address the City Council or any of its Agencies listed on this agenda on any matter posted on the agenda or on any other matter within its jurisdiction. In accordance with Chapter 39 of the Baldwin Park Municipal Code, Speakers must address the Council as a whole and refrain from making impertinent, slanderous, or profane remarks or disrupt the peace of the meeting. Speaker cards are available at the podium and by request with the City Cleric. Public Communication There is a three -minute speaking time limit. This is the time set aside to address the City Council or any of its Agencies. Please notify the City Clerk if you require the services of an interpreter. No Action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and/or schedule matters for consideration at a future meeting. [Government Code §54954.2] If you wish to comment on agenda items and are unable to physically appear in person, please email your name, place of residence, item number or topic and to comments@baldwinpark.com. Written comments will be distributed and will be made part of the written record but will NOT be read verbally at the meeting CALL TO ORDER 110mam-4 0 us]►1 PLEDGE OF ALLEGIANCE ROLL CALL PUBLIC COMMUNICATIONS NEW BUSINESS 1. Pilot Program- Community Empowerment Grants- Youth Sports Organizations It is recommended that the SOC: 1. Approve the Implementation of a Pilot Program for the award of community grants to non-profit organizations involved in the support of youth sports and formally organized as 501c(3) within the City of Baldwin Park. 2. Approve the Allocation of $30,000 of Measure BP funding for the Pilot Program. 3. Approve $5,000 as the Maximum Cap to be awarded to any one organization. 4. Approve the award to be made on a reimbursement basis, with the option for a 20 percent advance payment. 5. Authorize the CEO to make administrative adjustments as necessary. 6. SOC Recommendations of Award to grant applicants will be forwarded to the City Council for final approval and appropriation of the funds. 2. Measure BP Sales Tax Financial Update 3. Stakeholders Oversight Committee (SOC) May 14, 2024, Meeting Minutes It is recommended that the Committee approve the Minutes of the Regular Measure BP Stakeholders Oversight Meeting held on May 14, 2024. STAKEHOLDERS OVERSIGHT COMMITTEE/STAFF REQUESTS & COMMUNICATIONS CEO recommends to cancel the July 9, 2024 Regular SOC Meeting due to the Fourth of July Week when many staff are anticipated to be off. Next SOC Regular Meeting — Tuesday, August 13, 2024 at 5:00 p.m. ADJOURNMENT PLACEHOLDER I, Shirley Quinones, Chief Deputy City Clerk of the City of Baldwin Park hereby certify that, under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Shirley Quinones Chief Deputy City Clerk For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or via e-mail at squinonesgbaldwinpark.com. ITEM NO. SOC 1 1W c.i x ,.,SA �aBiE� FROM: DATE: -401,310141 l� Chair and Members of the Measure BP Stakeholders Oversight Committee (SOC) Enrique C. Zaldivar, Chief Executive Officer June 11, 2024 Pilot Program- Community Empowerment Grants- Youth Sports Organizations SUMMARY During the discussions related to the development of a framework for the Community Grants Program, the SOC directed Staff to present a proposal for a pilot program to test the viability, effectiveness, and the uptake interest by the community on the microgrants program. The pilot is to focus on youth sports non-profit organizations formally organized within the City of Baldwin Park. RECOMMENDATION It is recommended that the SOC: l . Approve the Implementation of a Pilot Program for the award of community grants to non-profit organizations involved in the support of youth sports and formally organized as 501c(3) within the City of Baldwin Park. 2. Approve the Allocation of $30,000 of Measure BP funding for the Pilot Program. 3. Approve $5,000 as the Maximum Cap to be awarded to any one organization. 4. Approve the award to be made on a reimbursement basis, with the option for a 20 percent advance payment. Authorize the CEO to make administrative adjustments as necessary. 6. SOC Recommendations of Award to grant applicants will be forwarded to the City Council for final approval and appropriation of the funds. FISCAL IMPACT The Measure BP Fund balance as of the month of April 2024 was $7million, of which $2.6 million has been committed to projects. The available balance is $4.5 million, which is more than sufficient to support $30,000 being recommended for the pilot program. BACKGROUND Several Investment Opportunity Categories were adopted by the SOC as its guiding document in considering the award of Measure BP funding to the multiplicity of requests for funding submitted to the SOC. One of the categories is City and Community Empowerment, which is intended to foster and support self -driven initiatives at the community and organization level to enhance the quality of life of all residents by implementing projects and programs that directly or indirectly benefit the city residents. At its meeting of May 14, 2024, the SOC reviewed the community grants program of several other cities in California as a point of reference for our own. One salient consideration is that the application process and the application itself be kept simple and straight forward. SOC felt that piloting the process in a specific subgroup Page 1 / 2 would be an effective way of ultimately developing the final program. The subgroup chosen is the Non -Profit - 501c3 registered- organizations that support youth sports in the City of Baldwin Park. Organizations such as Little League Baseball and Softball; Sports Cheer. Roadrunners Youth Football, Youth Soccer, Youth Martial Arts, etc. School -affiliated sports are not included in the pilot program. DISCUSSION The mission of youth sports organizations has long been recognized as essential in the development of our youth when it comes to character, personal discipline, community responsibility, teamwork, physical health, setting and achievement of goals, and the respect for rules. In the aftermath of the Pandemic, youth sports organizations in our City have had a real struggle to re -solidify their financial footing to run their organizations. It is very fitting that the SOC consideration of this pilot program for grant funding to be focused on such organizations. Volunteer efforts and significant fund-raising activities are the engine that run the youth organizations. Without such contributions, the cost of running the sports programs would be so prohibitive that many families would not participate, causing a deleterious impact to the organizations and to the City as a whole. But even with the fund- raising drives, youth sports organizations are often unable to afford the right type of equipment and supplies, much less able to travel to compete and learn from the competitive experience from playing teams from other cities. SOC funding, albeit on a pilot basis, would be a welcome supplement to make the organizations successful. In the spirit of the SOC direction to make the process simple, accessible, and yet accountable, following is the primary criteria to be required for eligibility: a. Organization mission must be in support of youth sports. b. Organization must be formally registered as a non-profit 501 c3 c. Organization must be run and operated primarily by volunteers. d. Request for Grant can be for equipment, supplies, travel for a tournament, special training, upkeep of the facilities/field. e. Maximum amount of grant to an organization shall be $5,000. f. Total amount of Measure BP Funds for the Pilot Program shall be $30,000. g. Funds will be disbursed on a reimbursement basis, with the provision for an advance payment option of up to 20% of the grant. h. Receipts and proof of payment shall be required for all reimbursements. i. Time to expend the grant funds shall be one-year from the time of award. An estimated timeline for the roll -out of the pilot program if approved by SOC would be in the Fall 2024 (September), with the City Council making the final approval for the recommended awards. ALTERNATIVES SOC may choose not to approve the pilot program or make modifications to the proposal. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ATTACHMENTS 1. Grant Application Page 2 / 2 City of Baldwin Park Measure BP Stakeholders Oversight Committee (SOC) COMMUNITY EMPOWERMENT GRANT Youth Sports Organizations (Non-profit) PILOT PROGRAM This form provides a statement of guidelines and criteria for awarding Community Empowerment Funding grants through Measure BP Funds. Community Empowerment Funding is intended to augment the efforts of nonprofit organizations to benefit residents in the City of Baldwin Park. This program is to channel requests through an application review, thereby ensuring that all requests are evaluated consistently to enter into agreements for specific measurable services and to ensure that recipients are held accountable for providing the agreed upon services within the specified time frame. Requests for funding received from non-profit organizations involved in the support of youth sports and formally organized as 501(c)(3) within the City of Baldwin Park will be considered during a specified period. Due to limited resources, not all requests can be funded. It is not the intended to fund each request received but rather to review each proposal and provide funding to those non-profit organizations, specified above, which most effectively serve the needs and improve the well-being of the residents of the City of Baldwin Park. There will be no roll-over of the budgeted funds for the Community Empowerment Funding Grant Program (within the City's operating budget) from one fiscal year to another. Any funds that were not allocated to a nonprofit organization by the end of the fiscal year will be returned to the Measure BP Fund. The Project/Program must benefit the general community of Baldwin Park residents. Community Empowerment Funding grant shall not exceed $5,000 per organization per fiscal year. Community Service Funding is limited to organizations that have completed the Internal Revenue Service (IRS) process to become a 501(c)(3), nonprofit organization. Formal nonprofit status must be up-to-date and submitted as requested on the Application. Applicants must be in good standing. Nonprofit organizations may apply for funding only if the Project/Program serves a public purpose and follows the laws governing use of public funds. Eligibility To be eligible for funding: • A Nonprofit with 501(c)(3) status form • Providing a youth sports service that benefits the Baldwin Park residents • The organization's mission must be in support of youth sports. • Organization must be formally registered as a non-profit 501(c)(3) • The organization must be run and operated primarily by volunteers. • Request for Grant can be for equipment, supplies, travel for a tournament, special training, upkeep of the facilities/field. • Maximum amount of grant to an organization shall be $5,000. Funds will be disbursed on a reimbursement basis, with the provision for an advance payment option of up to 20% of the grant. Receipts and proof of payment shall be required for all reimbursements. Time to expend the grant funds shall be within the fiscal year from the time of award. Organizations cannot include as part of the funding request: • Salaries • Scholarships to high school or college students • Debt Applicants who sign the Application enter into a written agreement with the City that specifies the responsibilities of the organization with respect to the use of the Community Empowerment Funding grant; Funds will be disbursed on a reimbursement basis, with the provision for an advance payment option of up to 20% of the grant; expenses will be documented and the organization must provide a full accounting of expenditures to substantiate that City funds were spent appropriately. Additional records may be requested by the City to ensure the funds were (or will be) used appropriately. All selected Applicants will have to enter into an indemnification agreement to release the City from liability for any activity performed pursuant to the Community Empowerment Funding grant. Receipts and proof of payment shall be required for all reimbursements. Time to expend the grant funds shall be within the fiscal year from the time of award. Application must be submitted to: Submission of this application in no way obligates the City of Baldwin Park to award a grant. The City of Baldwin Park reserves the right to reject any or all applications, wholly or in part, at any time, without penalty. Name of Non -Profit Organization: 501(c)(3) Certification attached: Address: 7City: 1 State: Zip Code: Name of Contact: Phone No.: Email: Contact's Address if different from above City: State: Zip Code: FUNDING REQUEST Amount Requested not -to -exceed $5,000 : No. of Residents Servicing: Reason for Request (please explain in detail your request for funding and how it will benefit the Baldwin Park residents.): Signature Print Name Submit Applications to: Office of the Chief Executive Officer Attn: Shirley Quinones In -person: 14403 E. Pacific Ave, Baldwin Park, CA 91706 Email: sunnones@baldwinpark.com Questions: Shirley Quinones at (626) 960-4011 ext. 466 Date Revenue Measure BP Sales Tax May 2023 - May 2024 Interest Income Interest Income through May 2024 Total Revenue Received Expenditures 11 Police new vehicles with 5-year lease approved by SOC on 2/13/2024 & by CC on 3/6/2024 (committed and not yet spent) $ 7,537,356 $ 101,535 $ 7,638,891 $ 1,136,000 Two -Way APX Radio System by Motorola Solutions approved by SOC on 2/13/24 & by CC on $ 1,297,301 2/21/2024 (committed and not yet spent) Architectural services for Concept Reports for a proposed sports complex approved by SOC $ 80,000 on 2/13/2024 & by CC on 3/6/2024 (committed and not yet spent) 1 Kubota tractor approved by SOC on 3/12/2024 & by CC on 5/1/2024 (committed and not yet spent) - Purchase $ 59,000 1 full size crew cab pick-up truck approved by SOC on 3/12/2024 & by CC on 5/1/2024 (committed and not yet spent) - Lease $ 74,931 Total Expenditures Include Committed $ 2,647,232 Projected Fund Balance as of May 31, 2024 $ 4,991,658 TUT=Transactions & Use Taxes ITEM NO. SOC 3 TO: Chair and Members of the Measure BP Stakeholders Oversight Committee sn FROM: Shirley Quinones, Chief Deputy City Clerk JA';,v Krystal Roman, Administrative Clerk II/Deputy City Clerk DATE: June 11, 2024 SUBJECT: Stakeholders Oversight Committee (SOC) May 14, 2024, Meeting Minutes SUMMARY The Committee held the Regular Measure BP Stakeholders Oversight Meeting on May 14, 2024. RECOMMENDATION It is recommended that the Committee approve the Minutes of the Regular Measure BP Stakeholders Oversight Meeting held on May 14, 2024. FISCAL IMPACT There is no fiscal impact associated with this item. LEGAL REVIEW This report does not require legal review. ATTACHMENTS 1. May 14, 2024 SOC Regular Meeting Minutes Page 1 / 1 Chair Betsy Lara Vice -Chair Pastor Elmer Jackson Member Jorge Hernandez Member Maria Mata-Carcamo Member Gregory Orozco Member Sasha Rodriguez Member Nghiem Van Nguyen The meeting was called to order at approximately 5:16 p.m. by Chair Lara. INVOCATION The invocation was led by Vice Chair Pastor Jackson. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Chair Lara. ROLL CALL Deputy City Clerk Krystal Roman performed roll call. MEMBERS: Member Jorge Hernandez (present) Member Estela Mata-Carcamo (present) Member Gregory Orozco (present) Member Sasha Rodriguez (present) Member Nghiem Nguyen (absent) Vice -Chair Elmer Jackson (present) Chair Betsy Lara (present) PUBLIC COMMUNICATIONS Chair Lara opened Public Communication at approximately 5:18 p.m. Seeing no one else wishing to speak, Public Communications was closed. NEW BUSINESS 1. Measure BP Sales Tax Financial Update Rose Tam, Director of Finance presented the Measure BP Sales Tax Financial Update. 2. City and Community Empowerment Investment Opportunity Category- Requests for Funding Framework — Continued from Meeting of April 9, 2024 It is recommended that the SOC consider the following: 1. Discuss and develop a framework and criteria by which requests for funding can be submitted by directly by residents, neighborhood groups, community organizations, church organizations and school organizations under the City and Community Investment Category. 2. Upon ample discussion and deliberation over perhaps several meetings, SOC may approve the framework and criteria for the City and Community Investment Category. The SOC gave direction to staff to draft guidelines and application for a Pilot Program for Community grant funding. 3. Stakeholders Oversight Committee (SOC) April 9, 2024 Meeting Minutes Motion to approve the Minutes of the Regular Measure BP Stakeholders Oversight Meeting held on April 9, 2024. MOTION: It was moved by Jackson, seconded by Mata-Carcamo to adopt Motion [6 — 0]. AYES: HERNANDEZ, MATA-CARCAMO, OROZCO, RODRIGUEZ, JACKSON, LARA STAKEHOLDERS OVERSIGHT COMMITTEE/STAFF REQUESTS & COMMUNICATIONS 1. Next SOC Regular Meeting — Tuesday, June 11, 2024 at 5:00 p.m. ADJOURNMENT Chair Lara motioned to adjourn the meeting at approximately 6:56 p.m.. = Shirley Quinones, City Clerk APPROVED: June 11, 2024 Besty Lara, Chair