TO: ADAM PIRRIE, CITY MANAGER
FROM: MELISSA VOLLARO, HUMAN SERVICES DIRECTOR
DATE: JUNE 25, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
PROPOSED REVISIONS TO THE COMMUNITY BASED ORGANIZATION GRANT ALLOCATION POLICY (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
The Community Based Organization (CBO) Grant Program provides financial assistance to non-profit agencies that deliver critical services to Claremont residents. Two funding categories exist. In 2024, $86,650 was available in the General Services category to fund programs which strengthen the social, family, or economic fabric of the Claremont community. An additional $60,000 was budgeted for Homeless Services grants to assist programs that serve those who are homeless or at risk of becoming homeless. The CBO Grant Program plays an important role in providing critical services to Claremont residents through community partnerships.
The Community and Human Services Commission, the body responsible for making funding recommendations under the Program, has recommended revisions to the CBO Grant Allocation Policy for City Council review and approval.
RECOMMENDATION
Recommended Action
Staff recommends the City Council approve the revisions to the Community Based Organization Grant Allocation Policy.
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ALTERNATIVE TO RECOMMENDATION
In addition to the staff recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The proposed 2024 CBO Grant Program budget includes $86,650 for General Services and $60,000 for Homeless Services.
The staff cost to prepare this report and administer the program is estimated to be $2,212 and is included in the operating budget of the Recreation and Human Services Department.
ANALYSIS
The CBO Program was established by the Claremont City Council in 1989 and assigned to the Human Services Commission (now the Community and Human Services Commission) to review and allocate funding annually to nonprofits serving the Claremont community. The Program was originally funded with a combination of Community Development Block Grant (CDBG) funds and the City’s General Fund. In April 1993, the City Council approved funding the CBO program solely with General Funds due to extensive CDBG reporting requirements. Funding amounts have since varied over the years. In 2007, the City Council approved funding of homeless programs in the amount of $60,000.
In 2019, the City of Claremont faced a large budget deficit and funding for the CBO program was discontinued. On May 10, 2022, the City Council voted to authorize funding from the American Rescue Plan Act (ARPA) to reinstate the CBO program. ARPA funding has continued to fund the CBO program for 2023 and 2024.
In 2023, there were 20 applications from non-profit agencies for CBO funding. In 2024, there were 31 applications from non-profit agencies for CBO funding, however, there was no increase in available program funding. The Community and Human Services Commission decided to award all agencies that applied for funding, yet many agencies received much less funding than requested. Many awarded agencies, while thankful for the funding, expressed the challenges in implementing a program with only a fraction of the funds they requested.
In December 2023, the Commission requested the CBO funding process be placed on an agenda and voted to establish an Ad Hoc Committee to evaluate the process. The Ad Hoc Committee met four times in early 2024 and recommended revisions to the CBO application and grant allocation policy.
Key changes include adding critical need services, which include food, showers and rental assistance, to the homeless services funding category. Furthermore, the Commission reserves the right to not fund all applicants and ask agencies for their funding requirements to implement the program discussed in their application, including their funding minimum, maximum, and ideal funding amount. The Commission also recommended the addition of an ad hoc committee meeting in early October to review all CBO applications and complete an evaluation rubric, which will include an in-depth review of all applications that will be shared with all Commissioners prior to making their funding recommendations.
The revised CBO Grant Allocation Policy is included as Attachment A to this report. In addition, the 2025 CBO Grant Application Form and 2025 CBO AD Hoc Evaluation Rubric are included as Attachments B and C, respectively.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
COUNCIL COMMITTEE/COMMISSION REVIEW (optional)
At its June 5, 2024, meeting, the Community and Human Services Commission discussed the revisions to the Community Based Organization Grant Allocation Policy and unanimously approved the program changes, and agreed to forward the recommendation to the City Council for consideration.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Melissa Vollaro Michelle Castillo
Human Services Director Management Analyst
Attachments:
A - Revised CBO Grant Allocation Policy (Draft)
B - 2025 CBO Grant Application Form
C - 2025 CBO Ad Hoc Evaluation Rubric