SR 08-23-2022 5D
City Council
Report
City Council Meeting: August 23, 2022
Agenda Item: 5.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Office of Sustainability & the
Environment
Subject: Authorization to Accept California Volunteers Grant and authorize the City to
issue a Contract with Social and Environmental Entrepreneurs
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to accept a grant awarded in the amount of $289,178
from California Volunteers to fund a youth climate corps program;
2. Authorize the City Manager to execute all necessary documents to accept the
grant and all grant renewals;
3. Authorize the City to issue a subrecipient contract with Social and Environmental
Entrepreneurs, the fiscal agent for Climate Action Santa Monica for a total
amount not to exceed $289,178; and
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Summary
Staff seeks authority to accept a grant from California Volunteers in the amount of
$289,178 and to award a subrecipient contract in the amount of $289,178 to Social and
Environmental Entrepreneurs (SEE), the fiscal agent for Climate Action Santa Monica
(CASM), to manage the youth climate corps through May 1, 2024. CASM is a program
of SEE and is obligated and responsible for the programmatic duties of the grant, with
SEE as its fiscal agent providing administrative services and support. The City’s winning
proposal to California Volunteers to participate in the CaliforniansForAll Youth
Workforce Development Program has two intertwined goals:
• Engage the community in action that helps to fulfill the City of Santa Monica’s
climate goals, and
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• Help the youth of Santa Monica reach their fullest potential by connecting them
with services that prepare them for the future.
The funding and workplan proposed in this grant-funded program will recruit, train, and
employ volunteer youth to take on strategies and actions identified in the City’s Climate
Action and Adaptation Plan. This effort will be realized through a subrecipient contract
with CASM. CASM will work with JVS SoCal and Santa Monica College (SMC) as
subconsultants.
Discussion
California Volunteers issued a Request for Proposals for the CaliforniansForAll Youth
Workforce Development Program. The program has three goals:
1. Increase youth employment;
2. Develop career pathways; and
3. Strengthen local capacity to address key areas of food insecurity, climate, and
COVID-19 recovery.
All participants must be between 16-30 years of age. Per the program guidelines,
priority should be given to youth who:
• Have not participated in an AmeriCorps program
• May have difficulty finding employment
• Are low-income
• Are unemployed and/or out of school
• Are or were justice-involved
• Are in or transitioning from foster care
• Are engaged with the mental health or substance abuse system
California Volunteers encourages the City to sub-grant to an existing Community-Based
Organization (CBO) for all grant-related activities. The City of Santa Monica Office of
Sustainability will serve as the point agency for the grant and staff proposes sub-
granting to CASM, which is an established local non-profit that is qualified to manage
the program.
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About Climate Action Santa Monica (CASM)
The City of Santa Monica has been collaborating successfully with CASM since 2013.
The partnership, now in its tenth year, began by bringing diverse constituencies
together in community-wide forums to explore climate-related problems and
opportunities related to energy, water, and transportation. These successful forums
engaged more than 1,000 people. In 2020 CASM began hosting online SAMOCAN
(Santa Monica Climate Action Network) sessions. In 2016, CASM launched the CASM
Climate Corps (Climate Corps). With funding from the City and support from local
businesses, individuals, county government and foundations, Climate Corps has
graduated more than 90 youth, mostly high school age, and engaged dozens of adult
volunteers and agency partners. Climate Corps includes experiential training, project
work, and engagement with local leaders and community groups. In the process, youth
are connected to adults in government, business, and CBOs to help them develop life
and career skills. Projects are executed in teams focused on areas such as energy,
organics recycling, extreme heat, water and mobility.
Program Goal and Design
The Executive Director and Program Manager of CASM will staff and supervise the
youth fellows. The staffing plan for this grant includes a phased hiring approach that
involves:
1. August 2022-June 2023: Onboard two Community Engagement Fellows.
2. June 2023-May 1, 2024: Onboard two additional Community Engagement
Fellows. Their term will end by May 1, 2024. These Community Engagement
Fellows are more mature and will possess more leadership ability and
independent work capacity. They will help with CASM and the CASM Climate
Corp.
3. June 2023: Onboard an additional six On the Ground Project Fellows to work
part-time (20 hours) per week for six months.
4. January 2024: Onboard an additional crew of six On The Ground Project Fellows
to work 20 hours per week through May 1, 2024. Fellows will be paid $20-$22
per hour.
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Strategies and actions below related to Santa Monica’s Climate Action & Adaptation
Plan (CAAP) are among those that CASM has supported through its partnership with
the City of Santa Monica. These efforts can be advanced with funding from this grant:
Santa Monica’s CAAP goal CASM’s supporting role
Create a Community Climate
Action Network
Santa Monica Climate Action Network (SAMOCAN)
formed in 2020 with 20-25 participants per session
representing 14 organizations.
Convert existing natural gas
equipment and appliances to
electric
Climate Corps energy track 2021 through current year
educates about energy systems and City programs.
Create equitable access to
clean energy programs
SAMOCAN event and advocacy for Solar in Multifamily
Buildings. Climate Corps energy project on Community
Solar development.
Implement community choice
energy (CCE)
CASM steering committee members researched and
educated on CCE formation 2014-2018, serve on CCA
Community Advisory Board 2020 – current.
Increase local solar for
residential and commercial
tenants
Solar Brunches in 2018-2020 exchanged solar
experience among neighbors.
Implement citywide organics
recycling
Organized volunteers and Climate Corps to engage in
outreach for green bin organics recycling in 2021
through current.
Zero waste outreach and
education
Conducted surveys related to plastic straw ban and
promoted reusable bags at Farmers’ Markets.
Expand safe routes programs Ongoing campaign through Climate Corps to reduce car
traffic to Santa Monica High School.
Prioritize transit-oriented
affordable housing
Climate Corps surveyed about and publicized Expo Line,
CASM represented community for green housing
development.
Promote low carbon, low
waste lifestyles
Engaged over 2,000 people in surveys and
conversations at public events about energy,
transportation, waste, and water choices and impacts.
Increase climate and eco-
literacy
Hosted climate forums and educational events since
2013.
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Youth Recruitment/Development
Youth will be recruited through the channels of the project partners with JVS SoCal and
SMC playing lead roles, as they have established programs that can help reach youth
meeting the grant’s criteria. Additionally, both JVS SoCal and SMC are key partners in
the City-funded programs for “at-promise” (vulnerable/at-risk) youth. As such, they are a
part of and familiar with the local and regional network of youth-serving organizations
that serve the Santa Monica community and can help recommend local youth for the
program. Recruitment may also occur through the City of Santa Monica’s online jobs
board which the Community Development Department (CDD) promotes through email
distribution, social media, and its website. CDDalso hosts job fairs. Local affordable
housing organizations and other CBOs would be invited to promote the program and
help recruit participants.
CASM, through its connection to the community, recognizes that several youths are
marginally or intermittently enrolled in school – or employed. Youth who reside in the
community who have had trouble finding steady employment or have had difficulty
remaining in school would be eligible for participation. Youth residing in a census tract
identified by CalEnviroscreen 4.0 or as low income will be an acceptable criterion for
qualification as well. Of those served, priority will be given to youth that reside in Santa
Monica and/or attend a Santa Monica-Malibu Unified District school in Santa Monica.
JVS SoCal will identify youth to refer to Climate Corps for consideration as program
Fellows and will welcome referrals from Climate Corps of youth needing employment
readiness services. Through the JVS SoCal-operated West Los Angeles America’s Job
Center of California (AJCC) location in Culver City, JVS SoCal will provide engaged
youth with soft skills and job readiness training, including creating a resume, practicing
and preparing for interviews, reviewing personal hygiene and timeliness expectations,
professional presentation and dress; better budgeting habits; and career exploration to
determine long term interest in sustainability careers. JVS SoCal will provide or refer
youth to local partners for wraparound services beyond the scope of JVS SoCal’s
services, such as for mental health or substance use needs or housing assistance. JVS
SoCal will assist youth with reengaging in school and enrolling in an academic program.
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JVS SoCal will co-enroll program Fellows into the adult program at the West Los
Angeles AJCC for additional job readiness services and employment training
opportunities for young adults ages 18+ and will leverage these resources for the
CASMCC. JVS SoCal is well positioned to provide these services given their long track
record of providing similar programming to Santa Monica youth through their City-
funded programming for local at-promise youth.
Santa Monica College will assist with recruiting in partnership with JVS SoCal, support
alignment of course options and certificates with the real-life work experience and
provide career counseling as needed. As Santa Monica’s local institution of higher
education, SMC is also an integral part of programming for at-promise Santa Monica
youth, bringing the knowledge of the local landscape and youth and family partner
organizations involved in serving the older youth population.
Past Council Actions
Meeting Date Description
5/28/19 (Attachment A) Climate Action and Adaptation Plan
6/9/22 (Attachment B) CaliforniansForAll Grant Agreement
Financial Impacts & Budget Actions
Staff seeks authority to accept a grant from California Volunteers and to award a
subrecipient contract with Social and Environmental Entrepreneurs, the fiscal agent for
Climate Action Santa Monica to manage the youth climate corps through May 1, 2024.
FY 2022-23 Grant Budget Changes
Establish Revenue Budget Appropriate Funds
Account Number(s) Amount Account Number(s) Amount
20500010.416250 $289,178 20500010.556620 $289,178
Total $289,178 Total $289,178
Contract Request
FY 2022-23
Request Amount
FY 2022-23 Budget
Department Account #
Total Contract
Amount
$289,178 20500010.556620 $289,178
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If renewals are awarded, budget changes would be included in subsequent year
budgets, contingent on Council budget approval.
Prepared By: Ariana Vito, Sustainability Analyst
Approved
Forwarded to Council
Attachments:
A. Climate Action and Adaptation Plan (Web Link)
B. CalifornianForAll Grant Agreement
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2. The term of this Agreement is:
5.D.b
Packet Pg. 50 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
1
City of Santa Monica
Request for Funding:
2021 Californians For All Youth Workforce Development Program
Santa Monica Climate and Community Engagement
RFA #, JP21-002
Section 1: Program Goal (10 points)
The proposed program has two intertwined goals. The first is to engage the community in
action that helps to fulfill the City of Santa Monica’s climate goals. The second is to help the
youth of Santa Monica reach their fullest potential by connecting them with services that
prepare them for the future. This is the focus of the City of Santa Monica’s Cradle to Career
program, a multi-organization partnership.
The City of Santa Monica has set a goal of 80% reduction (below 1990 levels) in community
carbon emissions by 2030. Steps to achieve this vision are set forth in the City’s Climate
Action and Adaptation plan (CAAP), updated and adopted in 2019 by Santa Monica’s City
Council. The key strategic goals in the plan are: Zero Net Buildings, Zero Waste, Sustainable
Mobility, Climate Ready Community, Water Self Sufficiency, Coastal Flooding Preparedness,
and Low Carbon Food Systems.
The funding and work proposed in this grant application will employ youth and recruit and train
volunteer youth to take on strategies and actions identified by the CAAP. This will be
accomplished through a partnership with local CBO Climate Action Santa Monica (CASM).
The work will be primarily conducted through CASM’s Climate Corps (CASMCC) program,
which trains youth in local climate action.
In 2013, the City of Santa Monica began its collaboration with Climate Action Santa Monica
(now a program of SEE, Social and Environmental Entrepreneurs, which is CASM’s fiscal
agent). The partnership started by bringing diverse constituencies together in community-wide
forums to explore climate-related problems and opportunities related to energy, water, and
transportation. These successful forums engaged more than 1,000 people. In 2020 CASM
began hosting online SAMOCAN (Santa Monica Climate Action Network) sessions. In 2016,
Climate Action Santa Monica launched the CASM Climate Corps (CASMCC). With funding
from our City and support from local businesses, individuals, county government and
foundations, CASMCC has graduated more than 90 youth (mostly high school age) and
engaged dozens of adult volunteers and agency partners. CASMCC includes experiential
training, project work, and engagement with local leaders and community groups. In the
process, CASMCC connects youth to adults in government, business, and CBOs and helps
them develop life and career skills. Projects are executed in teams focused on areas such as
Energy, Organics Recycling, Extreme heat, Water and Mobility.
City of Santa Monica
#JP2001
Exhibit A Scope of Work
5.D.b
Packet Pg. 51 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
2
Strategies and actions below related to Santa Monica’s CAAP are among those that CASM has
supported through its partnership with the City of Santa Monica. These efforts can be advanced
with funding from this proposal:
Santa Monica’s CAAP goal CASM’s supporting role
Create a Community Climate
Action Network
Santa Monica Climate Action Network (SAMOCAN) formed in 2020
with 20-25 participants per session representing 14 organizations
Convert existing natural gas
equipment and appliances to electric
Climate Corps energy track 2021 through current year educates about
energy systems and City programs
Create equitable access to clean
energy programs
SAMOCAN event and advocacy for Solar in Multifamily Buildings.
Climate Corps energy project on Community Solar development.
Implement community choice
energy (CCE)
CASM steering committee members researched and educated on CCE
formation 2014-2018, serve on CCE Community Advisory Board 2020 –
current.
Increase local solar for residential
and commercial tenants
Solar Brunches in 2018-2020 exchanged solar experience among
neighbors
Implement citywide organics
recycling
Outreach for green bin organics recycling in 2021 - current
Zero waste outreach and education Conducted surveys related to plastic straw ban and promoted reusable
bags at Farmers’ Markets
Expand safe routes programs Ongoing through Climate Corps to reduce car trips to school
Prioritize transit-oriented affordable
housing
Climate Corps supported launch of Expo Line, CASM represented
community for green housing development
Promote low carbon, low waste
lifestyles
Engaged over 2,000 people in climate surveys and conversations at public
events
Increase climate and eco-literacy Hosted climate forums and educational events since 2013
Section 2: Program Design (50 points)
Funding from this grant will support the CASMCC working on climate-related projects. Work on
organics and low-carbon systems also supports food insecurity. SMC and JVS SoCal working
together with CASM and the City is particularly potent as it is a goal of JVS SoCal that youth in
its programs access post-secondary education and certificate programs.
The Community Engagement fellows will be brought on board with training and mentorship
provided by CASM staff. They will receive training in the digital tools used by CASM and
guidance and support on community outreach. All of the Fellows will receive climate training
during the two week CASMCC program, as well as real-life work experience. This can provide
the City and regional contractors with an employee pipeline. On the ground, project Fellows will
5.D.b
Packet Pg. 52 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
3
receive training specific to implementing their project. The Fellows will also be exposed to
career options in the non-profit community organization space through their work with Climate
Action Santa Monica and the CASMCC, opening up career options in that sector. The project
will be implemented in phases.
Stage 1: Community Engagement Fellows. (April 2022-May 2024) Total of Four Fellows,
two employed from April 2022 – June 2023, and two more employed from April 2023 to
May 2024. (Fellows may reapply after the first year).
CASMCC Leadership and Support: CASMCC Fellows will assist with the management and
training of CASMCC. This is an annual summer program with volunteer opportunities
throughout the year. The Fellows will orchestrate CASMCC training, which includes both
classroom and outdoor experiential learning. Classroom learning includes, for example,
presentations on the CAAP and conversations with a local climate expert, and experiential
learning includes activities such as working a compost pile, exploring active transportation for
safe routes to school, and using digital tools to map local solar power options. Fellows will also
help coordinate CASMCC project teams, helping the youth use their individual talents and skills
to execute their projects. The Fellows will help the CASMCC share what they have learned with
their communities, local leaders, and peers through letters, online posts, and meetings with city
leaders. Because the summer CASMCC is an intensive program, Fellows from the first year
may overlap for a few weeks with Fellows from the following year for training and support.
SAMOCAN (Santa Monica Climate Action Network): Fellows will orchestrate bi-monthly online
SAMOCAN Climate Conversations and a series of year-round community-building programs
which support the work of CASM and other climate-related groups. These may include citizen
science participation in the Coastal Commission’s King Tides project, community garden
workdays, and mobility workshops together with local businesses and community groups. This
will connect them to local leaders in a variety of fields who may be good career supporters.
Digital Communication and Management: Fellows will coordinate and execute digital
communication on upcoming events, city and state climate programs, and local people making a
difference. They will update and maintain outreach and use CASMs contact management
software. They will help administer tracking of Climate Corps related activities. They will
develop online marketing and communication skills. Fellows will also help with program
management including running meetings, tracking attendance, and coordinating the annual
culmination ceremony. These will provide marketable skills in organizational management,
community outreach, project management, communications, and operations.
Stage 2: On-the-ground Projects Team (July 2023-May 2024). Total of 12 Fellows. Six
employed starting July 2023 to December 2023, plus six from January 2024 to May 1,
2024. (Fellows may reapply after the first six months.)
Having people visible in the community makes implementing climate action more successful.
Projects under development may include:
5.D.b
Packet Pg. 53 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
4
• an organics recycling outreach effort begun in 2021 to help support compliance with and
education about the new state organics recycling mandates. An expanded team would put
stickers on green organics bins, do lid checks to assist with compliance, and provide
feedback to local landlords, individual homeowners, and city staff on the program.
• an air quality citizen science project to assist data collection needed on air quality and
temperature in Santa Monica’s Disadvantaged Communities (DACs) to respond to and
support initiatives addressing extreme heat, building electrification, and transportation shifts.
• community renewable energy outreach to help people take advantage of programs
supporting access to local solar power and storage, particularly programs available to low
income households.
• supporting implementation of new water conservation or reclamation programs.
Section 3: Youth Recruitment/Development (20 points)
Youth will be recruited through the channels of the project partners with JVS SoCal and SMC
playing lead roles since they have established programs that can help reach youth meeting the
grant’s criteria. The City of Santa Monica has an online jobs board which it promotes through
email, social media, and its website. It also hosts job fairs. Local affordable housing
organizations will be invited to promote the program.
CASM, through its connection to the community, recognizes that a number of youth are
marginally or intermittently enrolled in school – or employed. We propose that youth who reside
in our community who have had trouble finding steady employment or have had difficulty
remaining in school be eligible for participation. We also propose that residing in a census tract
identified by CalEnviroscreen 4.0 or as low income be an acceptable criteria for qualification.
In Santa Monica minimum wage is $15.00/hour and by ordinance may be increased based on
the Consumer Price Index. Since no benefits are offered, we are offering $20.00/ hour for the
On The Ground Project Fellows and $22.00/hour for the Community Engagement Fellows.
Section 4: Metrics/Outcomes (10 points)
The project partners can provide the metrics requested. Pre-hiring and exit interviews will be
conducted. Experience shows that it can be difficult to generate data following completion of a
youth program. So, Metrics/Reporting on items such as Percentage of youth who report an
interest in a career in public service after one year of employment, may be difficult to obtain.
Section 5: Budget/Staffing/Communications (10 points)
The staffing plan is:
• City of Santa Monica Office of Sustainability will serve as point agency for the grant.
• Climate Action Santa Monica (SEE) will serve as a sub-grantee. Staff of Climate Action
Santa Monica, the Executive Director and Program Manager, will staff the program. When
working on projects in coordination with a city department or agency, that group will help
5.D.b
Packet Pg. 54 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
5
shape the program and provide supervision. CASM also has a contract with the City of
Santa Monica. CASM’s Advisory and Steering Committees, which include people
experienced in youth development and education, non-profit management, climate and
sustainability, will advise on the program.
• Program development input will be provided by City departments, such as Office of
Sustainability and the Office of Resource Recovery.
• JVS SoCal will identify youth to refer to CASMCC for consideration as six-month program
Fellows and will welcome referrals from CASMCC of youth needing employment readiness
services. Through the JVS SoCal-operated West Los Angeles America’s Job Center of
California (AJCC) location in Culver City, JVS SoCal will provide engaged youth with soft
skills and job readiness training, including creating a resume, practicing and preparing for
interviews, reviewing personal hygiene and timeliness expectations, professional
presentation and dress; better budgeting habits; and career exploration to determine long-
term interest in sustainability careers. JVS SoCal will provide or refer youth to local partners
for wraparound services beyond the scope of JVS SoCal’s services, such as for mental
health or substance use needs or housing assistance. JVS SoCal will assist youth with re-
engaging in school and enrolling in an academic program. JVS SoCal will co-enroll program
Fellows into the adult program at the West Los Angeles AJCC for additional job readiness
services and employment training opportunities for young adults ages 18+, and will leverage
these resources to the CASm project.
• SMC will assist with recruiting in partnership with JVS-Socal, support alignment of course
options and certificates with the real life work experience, and provide career counseling as
needed.
• Numerous local organizations and individual volunteers support the training and work of
CASMCC.
The staffing plan for this grant is to hire two Community Engagement Fellows in April 2022 to
work for fourteen months, and then two more Community Engagement Fellows to work for one
year from June 2023 to May 2024. These Community Engagement Fellows are more mature
and will possess more leadership ability and independent work capacity. They will help with
CASM and the CASMCC. In June 2023, an additional six On the Ground Project Fellows will be
hired to work part- time (20 hours) for six months. Then in January 2024, an additional crew of
six On The Ground Project Fellows will be hired to work 20 hours per week until May 1, 2024.
Branding for the CaliforniaVolunteers will appear on City and CASMCC websites, on various
communications, and in training presentations. The partner organizations will be able to place
branding in some of their recruitment materials and communications. Additional branding
opportunities will be considered as requested. The City of Santa Monica and Climate Action
Santa Monica will be pleased to participate in a program launch with CaliforniaVolunteers.
Depending on specifics, SMC and JVS will be able to participate as well.
5.D.b
Packet Pg. 55 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City Of Santa Monica
#JP2001
Applicant: City of Santa Monica
Items Description Calculation Total BudgetAdministrative Costs Grant and contract 28,000.00$
Total 28,000.00$
# Requested Hourly Salary # of Hours Total Budget
Fellow 1 Comm Engmt 22.00$ 1300 28,600.00$ 4/1/22 thru 6/30/23, 20 hours per week for 65 weeks. Fellow 2 Comm Engmt 22.00$ 1300 28,600.00$ 4/1/22 thru 6/30/23, 20 hours per week for 65 weeks.
Fellow 3 Comm Engmt 22.00$ 1040 22,880.00$ 5/1/23 thru 5/1/24, 20 hours per week for 52 weeks.
Fellow 4 Comm Engmt 22.00$ 1040 22,880.00$ 5/1/23 thru 5/1/24, 20 hours per week for 52 weeksFellows 5-10 OTG Team 20.00$ 520 10,400.00$ 7/1/23 thru 12/31/23, 20 hours per week for 26 weeks
Fellows 11-16 OTG Team 20.00$ 340 6,800.00$ 1/01/24 thru 5/1/24, 20 hours per week for 17 weeks
CBO CASM Proj. Mgr.42.00$ 1296 54,432.00$ 4/1/22 thru 5/1/24, 12 hours per week for 108 weeksCBO CASM Exec. Dir.46.00$ 648 29,808.00$ 4/1/22 thru 5/1/24, 6 hours per week for 108 weeksTotal204,400.00$
Items Description Calculation Total Budget
Payroll taxes and heath care etc. FICA, Medicare, Workers 14.50%29,638.00$ Total 29,638.00$
Items Description Calculation Total Budget % Allocation Cross Check
JVS SoCal
work readiness and soft skills
workshops
$5000 per cohort of
6 youth * 2 cohorts:
provided as
leveraged costs -$
SMC Career Counselor
6 participants x $75 per hr x 3 hrs / month x 12 months x
35% benefits 24,740.00$ 8.56%
Climate Action Santa Monica Supplies, Uniforms, meals, $150 per Fellow 2,400.00$ 0.8%
Total 27,140.00$ 9.4%
Total Budget Request 289,178.00$ Total # of Fellows 16
Partner Status (Proposed or Secured)Contractual Amount
Climate Action Santa Monica/SEE secured $ 236,438.00
Santa Monica College secured $ 21,870.00
JVS SoCal secured
Total $ 258,308.00
Exhibit B Budget Detail
IV. Program Wrap-Around Services (Not to Exceed 40% of Total Award)
List of Partners
CaliforniansForAll Youth Workforce Program (Revised 11/30/2021)
I. Administration (Must Not Exceed 10% of Direct Award Amount)
II. CaliforniansForAll Youth Workforce Fellows - Wage
III. CaliforniansForAll Youth Workforce Fellows - Other Fellow Costs
5.D.b
Packet Pg. 56 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
Agreement #JP2001
EXHIBIT B
Budget Payment Provisions
California Volunteers,
CaliforniansForAll Youth Workforce Development Program
and City of Santa Monica
Page 1 of 1
BUDGET PAYMENT PROVISIONS
1. Invoicing and Payment
a) For services satisfactorily rendered, and upon receipt and approval of the
invoices, the State agrees to compensate the Contractor for actual
expenditures incurred in accordance with the rates specified herein, which
is attached hereto and made a part of this Agreement.
b) Invoices shall include the Agreement Number and shall be submitted via
PDF to fiscal@cv.ca.gov.
2. Budget Contingency Clause
a) It is mutually agreed that if the Budget Act of the current year and/or any
subsequent years covered under this Agreement does not appropriate
sufficient funds for the program, this Agreement shall be of no further force
and effect. In this event, the State shall have no liability to pay any funds
whatsoever to Contractor or to furnish any other considerations under this
Agreement and Contractor shall not be obligated to perform any provisions
of this Agreement.
b) If funding for any fiscal year is reduced or deleted by the Budget Act for
purposes of this program, the State shall have the option to either cancel
this Agreement with no liability occurring to the State, or offer an agreement
amendment to Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in,
Government Code Chapter 4.5, commencing with Section 927.
5.D.b
Packet Pg. 57 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
Outcome and Output Reporting
All CaliforniansForAll Youth Jobs Corps Program grantees will be responsible for
providing periodic and timely reports on outcomes and outputs associated with
the funding received from this program.
Reporting Metrics
Grantees will be required to report the following metrics on a quarterly and
annual basis to California Volunteers in a format and method to be specified by
California Volunteers. These metrics are subject to change, depending on the
California Department of Finance’s review and approval:
• Required by Department of Treasury:
o Number of workers enrolled in sectoral job training programs
o Number of workers completing sectoral job training programs
o Number of people participating in summer youth employment
programs
• Output: Total number of youth employed; number of hours of
employment
• Outcome: Percentage of participants who enroll in higher education or
gain employment following program end; Number of industries served;
Disadvantaged areas served
Additionally, CaliforniaVolunteers requires cities to report the following data,
where feasible, on a quarterly and annual basis to CaliforniaVolunteers in a
format and method to be specified by California Volunteers.
• Number of youth participating in program
• Number of youth employed in each focus area
• Number of youth enrolled in job training/readiness programs
• Number of youth completing job training/readiness programs
• Number of youth participating in summer program (if applicable)
• Average wage and hours worked of participants across program
Information/data/member stories as requested for annual report
• Does this project serve an economically disadvantaged community?
• Number of youth employed in program who were previously unemployed
5.D.b
Packet Pg. 58 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
• Number of youth who complete full program (1 year or summer program)
• Percentage of youth employed in program who remain in college or
stable employment
• Percentage of youth employed after completion of program
• Percentage of youth who report job satisfaction after one year of
employment, as reported by a survey
• Percentage of youth who report an interest in a career in public service
after one year of employment, as measured by a survey
• Percentage of youth employed in public service after one year of
employment
• Job training evaluations
Reporting Deadlines:
Report Reporting Period Partner Reports Due
1 (if applicable) Award Date – December 31, 2021 January 10, 2022
2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022
California Volunteers will update this reporting timeline with additional reporting
periods, upon receipt of updated reporting timelines established by the federal
government for projects leveraging State Fiscal Recovery Funds, as further
identified by the California Department of Finance. Reporting metrics may be
updated, depending on updated guidance from the California Department of
Finance.
Reporting Process:
California Volunteers will be providing a comprehensive reporting template for
grantees upon execution of a contract. Additionally, this reporting template
and process may be updated during the period of the contract. At the time
when the reporting process is updated, California Volunteers will roll out
communication regarding this process and provide updates to grantees.
5.D.b
Packet Pg. 59 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
Invoicing
This grant is a cost-reimbursement grant. As such, grantees will be required to
submit periodic and timely invoices to California Volunteers for expenses already
incurred for processing and payment. Grantees have the discretion to invoice
monthly or quarterly. However, California Volunteers will not allow invoices for
periods in excess of three months due to the need to provide quarterly financial
reporting to the California Department of Finance, as well as the federal
government, over the use of State Fiscal Recovery Funds (SFRF), federal stimulus
funding.
Invoicing Deadlines:
Grantees have the discretion to invoice monthly or quarterly. If monthly, invoices
should be submitted by the 15th of the following month. If quarterly, invoices
should be submitted with the financial report no later than the due date
identified in the financial reporting deadlines below.
Financial Reporting Metrics:
Grantees will be required to report quarterly on expenditures and unliquidated
obligations associated with the grant. As such, grantees will be required to
provide the following:
• Expenditure Amounts
o Cumulative Expenditures (prior cycles)
o Expenditure Adjustments (+/-) prior cycles
o Expenditures (Current Cycle)
o Total Cumulative Expenditures
• Obligation Amounts
o Remaining Obligation
o Total Cumulative Expenditures
o Total Cumulative Expenditures + Obligation
o Award Amount
• Notes (if applicable)
These metrics are subject to change, depending on the California Department
of Finance’s review and approval.
5.D.b
Packet Pg. 60 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
Financial Reporting Deadlines:
Report Reporting Period Partner Reports Due
1 Award Date – December 31, 2021 January 10, 2022
2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022
California Volunteers will update this reporting timeline with additional reporting
periods, upon receipt of updated reporting timelines established by the federal
government for projects leveraging State Fiscal Recovery Funds, as further
identified by the California Department of Finance. Reporting metrics may be
updated, depending on updated guidance from the California Department of
Finance.
Reporting Process:
California Volunteers will be providing a comprehensive financial reporting
template for grantees upon execution of a contract. Additionally, this reporting
template and process may be updated during the period of the contract. At
the time when the reporting process is updated, California Volunteers will roll out
communication regarding this process and provide updates to grantees.
5.D.b
Packet Pg. 61 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
State Fiscal Recovery Funds
This program leverages 100% State Fiscal Recovery Funds. Grantees leveraging
this funding are required to follow specific terms and conditions, reporting
requirements, guidance, etc. associated with these funds. The requirements for
the use of these funds are incorporated in their entirety through the inclusion of
the links to specific resource pages in this Exhibit (see below). This includes links
and attachments referenced on the following pages.
Resources:
• Coronavirus State and Local Fiscal Recovery Funds:
https://home.treasury.gov/policy-issues/coronavirus/assistance-for-state-
local-and-tribal-governments/state-and-local-fiscal-recovery-funds
• State Fiscal Recovery Fund: https://www.dof.ca.gov/budget/COVID-
19/State_Fiscal_Recovery_Fund/
• State Fiscal Recovery Fund Reporting Portal:
https://www.dof.ca.gov/budget/COVID-
19/State_Fiscal_Recovery_Fund_Reporting_Portal/
Through execution of the contract, grantees agree to follow the rules, guidance,
regulations, and terms and conditions as outlined in the above links, as well as
any other requirements and policies outlined throughout the exhibits of the
executed contract.
5.D.b
Packet Pg. 62 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)
City of Santa Monica
#JP2001
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
Programmatic and Fiscal Document Retention
In line with State and Federal requirements regarding record retention, grantees
are required to maintain all documentation, programmatic and fiscal,
pertaining to this contract for a period of five years after the close out the
contract and the payment of the final invoice. The grantee is required to
maintain books, records, documents, and other evidence pertaining to the
reimbursable costs and hold them available for audit and inspection by the
State or Federal Government for the five years following the close out of the
contract and payment of the final invoice. These retention requirements pertain
to all contracts associated with this program, regardless of funding source.
5.D.b
Packet Pg. 63 Attachment: CalifornianForAll Grant Agreement (5184 : California Volunteers Grant)