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Agenda Item - 2022-09-20 - Number 9.1 - ARPA Nonprofit Grant Recommendations 9.1 D 4� COUNCIL REPORT 44 o ORE00t.4 Subject: American Rescue Plan Act (ARPA) Nonprofit Grant Recommendations Meeting Date: September 20, 2022 Staff Member: C. Olushola Taylor, Management Analyst Report Date: September 9, 2022 Department: City Manager's Office Action Required Advisory Board/Commission Recommendation ❑X Motion ❑X Approval ❑ Public Hearing ❑ Denial ❑ Ordinance ❑ None Forwarded ❑ Resolution ❑ Not Applicable ❑ Information Only Comments: ❑X Council Direction ❑ Consent Agenda Staff Recommendation: Approve the ARPA Nonprofit Grants as recommended by the ARPA Funding Advisory Committee (Attachment 4). Recommended Language for Motion: Move to approve the ARPA Nonprofit grants as recommended by the ARPA Funding Advisory Committee. Project/ Issue Relates To: Issue before Council (Highlight Policy Question): ❑X Council Goals/Priorities EAdopted Master Plan(s) ❑Not Applicable BACKGROUND The American Rescue Plan Act (ARPA) was approved by Congress in March 2021 to support community recovery from the COVID-19 Pandemic. The City of Lake Oswego received $8.8 million of ARPA Funding. In September 2021, Council allotted $600,000 of the City's ARPA funds for a grant program to assist nonprofits that support tourism in Lake Oswego, and nonprofits that aid Lake Oswego residents negatively impacted by COVID-19. To aid in the Council's Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Page 2 allocation of the funds, Council appointed the ARPA Funding Advisory Committee ("committee"), which began meeting in December 2021 to: • Determine grant eligibility requirements; • Create a streamlined application process; • Conduct nonprofit outreach; • Review applicant proposals; and • Recommend grant recipients to Council. DISCUSSION Of the ARPA Funds, $50,000 is recommended to be allocated to the Lake Oswego Chamber of Commerce external from the nonprofit grant program. The Chamber is in an ongoing tourism and economic development partnership with the City. The Chamber's proposed use of funds is eligible and corresponds with the City's economic development plan. For the remaining $550,000 grant funds, a grant application and evaluation process was developed, as explained below. December 2021-March 2022: ARPA Final Rule Issued and Grant Process Refinement The committee utilized a guideline that nonprofit organizations must use funds within 18 months of disbursement, to ensure compliance with the federal expenditure deadline of December 31, 2026. Nonprofit organizations could apply for two types of funding: • Reimbursement grants are for expenditures related to operational costs that occurred beginning on January 27, 2020. Examples include but are not limited to rent, payroll, videoconference licenses, and products purchased to mitigate the spread of COVID-19, such as masks, hand sanitizer and plastic barriers. • Programming grants are for services and activities related to tourism or benefit individual Lake Oswego residents negatively impacted by the pandemic. Some eligible examples are: o Arts, history and culture programming; o Offering mental health services for domestic violence survivors; and o Costs to cover future fundraising events. Eligible nonprofit organizations were able to apply for either or both grant opportunities. A separate application was required for each funding type, however many questions overlapped to avoid an unduly extensive process. A Frequently Asked Questions document was created and updated as necessary to assist with the application process (Attachment 1). Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Page 3 April-June 2022: Community Outreach and Scoring Considerations Applications were open from April 11 - May 13, 2022 and advertised through the following platforms and entities: • Print media — LO Review and HelloLO • Social media posts on the City's Facebook, Instagram, Nextdoor and Twitter accounts • Direct outreach to: o City boards and commissions o Lake Oswego neighborhood associations, o Lake Oswego School District, o The City's faith-based listserv, o Asian Pacific American Network of Oregon (APANO), o Unite Oregon, o Coalition of Communities of Color, o Urban League, o Latino Network The City also hosted a virtual information session on April 14, 2022 for nonprofit organizations interested in learning more about the grant program. In April and May, the committee made a scoring matrix inclusive of eligibility requirements from the ARPA final rule and City Council direction (Attachment 2). In June, four members of the committee formed a subcommittee to review all eligible proposals and form a list of follow-up questions for each applicant.' Of the 14 nonprofit organizations that applied for funding, only one proposal did not move past the initial review process. (That applicant was a new nonprofit organization requesting startup costs. This use is ineligible because the applicant must have experienced a negative impact related to the COVID- 19 pandemic.) August-September 2022: Subcommittee Scoring and Committee Recommendation Letters were sent to the remaining 12 applicants with follow-up questions from the subcommittee. Upon receipt of responses, all applications (except the Chamber) received scores and funding allocations during the final subcommittee meeting in late August (Attachment 3). On September 8, 2022 the Committee voted on the recommended award amounts, which totals $501,661.00. Including the Chamber allocation, the proposed total amount awarded is $551,661.00 (Attachment 4). 1 Subcommittee member Megan Tian stated a conflict of interest for the Rotary Club of Lake Oswego, Rotary Foundation and Chinese Friendship Association of Portland. Ms.Tian did not score or have access to applications for the aforementioned organizations. She was not present for the deliberative process for these applicants. Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Page 4 The committee recommends reaching out to two award recipients to determine if they are eligible for a portion of the remaining $48,339: 1) Respond to Racism's proposal includes $30,000 for a historical art display of sidewalk etchings and interpretive panels "that communicate historically relevant information regarding the history of racism in Lake Oswego and the City's aspiration to be free of racism." The subcommittee inquired about confirmation of cost estimates (Attachment 5). 2) I Love Lake Oswego was awarded $3,000, however the committee expressed interest in awarding more funds if the applicant can provide additional specificity about how the original request amount of$15,000 would be spent (Attachment 6). If there are funds remaining after re-engaging Respond to Racism and I Love Lake Oswego, the committee recommends that the balance be allocated to the Chamber to fund an additional year of services. RECOMMENDATIONS Approve the ARPA Nonprofit Grants as recommended by the ARPA Funding Advisory Committee. ATTACHMENTS 1. ARPA FAQ Sheet 2. ARPA Nonprofit Evaluation Sheets 3. Subcommittee Nonprofit Scores 4. 2022 ARPA Funding Advisory Committee Grant Allocation 5. Respond to Racism Application and Letter Response 6. I Love Lake Oswego Application and Letter Response Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY ATTACHMENT 1 o<lA -6 0 s4_ o °Recor� City of Lake Oswego ARPA Nonprofit Grant Program FAQ How do I know if my nonprofit is eligible? Eligible nonprofits must meet the below minimum requirements: • Be a registered nonprofit with the Internal Revenue Service; • Serve individual Lake Oswego residents negatively impacted by COVID-19 or promote tourism in Lake Oswego; • Experienced negative economic impact caused or made worse by COVID-19, or serve Lake Oswego residents that have been negatively impacted by the pandemic; and • Programming funds must be expended 18 months from date of disbursement • Note: Organizations that received other COVID-19 funding assistance such as, but not limited to, Federal CARES Act funding and Paycheck Protection Program (PPP) loans are eligible to apply for ARPA funding so long as expenses are not duplicated My nonprofit serves Lake Oswego residents. What does "negatively impacted by COVID-19" mean? A nonprofit's target service population is negatively impacted if there is an identifiable need or negative economic impact that was caused or exacerbated by the COVID-19 pandemic. This includes populations that were disproportionately impacted by the pandemic: • Racial and ethnic minorities • Low-income households • Socially vulnerable communities My nonprofit is not in Lake Oswego; can I still apply? Tourism nonprofits must be in Lake Oswego. Nonprofits serving individual Lake Oswego residents are not required to be within the city. My organization was just recognized by the IRS as a nonprofit during the pandemic; can we still apply for reimbursement? Nonprofits may apply for reimbursement funds if: 1) Costs were incurred on or after January 27, 2020; and 2) Organization was recognized as a nonprofit by the IRS at time of expenditure. Attachment 1 Which application should I use? There are two applications available: • Reimbursement: this application is for nonprofits seeking reimbursement for expenditures related to operational costs that occurred beginning on January 27, 2020. Examples include but are not limited to rent, payroll, videoconference licenses, and products purchased to mitigate the spread of COVID-19 such as masks, hand sanitizer and plastic barriers. • Program funding must be used for services and activities related to tourism or benefit individual Lake Oswego residents negatively impacted by the pandemic. Examples include but are not limited to: o Arts, history and culture programming o Providing meals for those experiencing food insecurity o Offering mental health services for domestic violence survivors o Unemployment assistance o Costs to cover future fundraising events Can nonprofits apply for both types of funding? Yes, nonprofits may apply for both reimbursement and program funding. Nonprofits must complete both applications to be considered. What information is needed to apply? Nonprofit Overview • Nonprofit Name • Nonprofit Physical Address • Nonprofit Mailing Address (if different from physical) • County • Nonprofit Contact Information: Name of contact/title/phone number/email • Employer Identification Number (if applicable) • Number of employees (if applicable) • DUNS (not required) • Number of years as a nonprofit • Mission statement (optional) • Population served • Website address (optional) Grant Request • Grant amount requested and description for use of funds Attachment 1 • Summary of negative economic impact on nonprofit, or description of COVID-19-related negative impacts experienced by Lake Oswego residents assisted through services provided by nonprofit • Budget documents showing actual revenue and expenditures for the following timeframes: o January-December 2019 o January-December 2020 o January-June 2021 • IRS Determination Letter • Current operating budget (program application only) • Proposed timeline for expenditure of funds (program application only) How do I look up my nonprofit's Determination Letter? Determination letters can be found at the following website: https://apps.irs.gov/app/eos/. Under "Select Database," choose Determination Letter and "Search By" your nonprofit's name. What is the minimum and maximum amount for grants? There is no minimum or maximum grant size. Funding awarded will depend on volume of applications and demonstrated need for financial support. What factors are considered when assessing applications? • Clearly identifies how nonprofit: o Serves Lake Oswego residents negatively impacted by COVID-19, or o Supports tourism in Lake Oswego • Identifies economic harm caused or made worse by COVID-19 for nonprofit or the Lake Oswego residents served • Use of funds must be related to negative impact identified • Proposed use of funds is proportional to economic harm or hardship (e.g. not requesting in excess of economic impact) • Budget and other supporting documents demonstrate a financial need • Volume of applications received Are there ineligible uses? • Loss that bears no relation or are grossly disproportionate to the type or extent of harm experienced due to the COVID-19 public health emergency • Contributions to rainy day funds, financial reserves, or similar funds • Payment of interest or principal on outstanding debt instruments • Funding for programs or organizations that do not serve Lake Oswego residents • Inherently religious activities, such as worship, religious instruction, or proselytization and/or those that promote or inhibit religious interest Attachment 1 What is the timeline for the grant process? • Monday. April 11th: Grant applications open • Friday. May 13th: Grant applications close • Weeks of May 16th and 23rd: Applications reviewed by Staff for completeness and sent to Committee • Weeks of May 30th and June 6th: Applications reviewed by ARPA Funding Advisory Committee • July 5t—": City Council presentation of recommended awardees • Week of July 11th: Awardees notified of grant funding Nonprofits will be notified if there are any changes to the above timeline. Funding will be disbursed approximately 2 weeks from receipt of completed award confirmation letter. Will there be more than one round of funding? Number of rounds will depend on volume of applications and funding needs. Who do I contact if I have questions? For questions, please email arpa@lakeoswego.city or call: • Madison Thesing, Assistant to the City Manager—(503) 534-5285 • Charity Taylor, Management Analyst - (503) 675-2543 Attachment 1 ATTACHMENT 2 Lake Oswego ARPA Grant Evaluation Rubric— Nonprofits Serving Lake Oswego Residents Metric System: The following metric was developed to streamline the evaluation of ARPA grant proposals and grant requests and assist in consistently determining the level of support, particularly funding, the ARPA Funding Advisory Committee will recommend to City Council. Overarching Considerations METRIC Excellent (4-5 pts) Average—3 pts Poor (0-2pts) SCORE Nonprofit clearly identifies Application provides an Application provides a Application provides an services provided to Lake exemplary explanation of satisfactory explanation of inadequate description of Oswego residents negatively nonprofit's beneficial impact nonprofit's beneficial impact on nonprofit's beneficial impact on impacted by COVID-19 on Lake Oswego residents,with Lake Oswego residents; provides Lake Oswego residents. examples. some examples. Nonprofit clearly identifies how Applicant establishes a strong Applicant makes few Applicant makes weak Lake Oswego residents served relationship between negative connections between negative correlation between negative have been harmed by COVID-19 economic impact and/or economic impact and/or economic impact and/or negative impact on target negative impact on target negative impact on target population and COVID-19 population and COVID-19 population and COVID-19 pandemic. pandemic. pandemic. Does proposed use of funds Proposed funding use is Proposed funding use is Proposed funding use is poorly respond to the identified COVID- directly aligned with identified somewhat aligned with aligned with identified COVID- related negative impact? COVID-related negative impact. identified COVID-related related negative impact. negative impact. Response is proportional to The proposed use is The proposed use is somewhat The proposed use is not identified negative impact of proportional to identified proportional to identified proportional to identified COVID-19 negative impact of COVID-19. negative impact of COVID-19. negative impact of COVID-19. Programming Subtotal /20 Reimbursement Final Score /20 Page 1 of 3 Attachment 2 Programmi”Considerations(if applicable) METRIC Excellent (4-5 pts) Average—3 pts Poor (0-2pts) SCORE Nonprofit's experience with Applicant has extensive Applicant has some experience Applicant has very little to no proposed program/activity experience successfully successfully executing proposed experience successfully executing proposed program/activity executing proposed program/activity OR program/activity OR Applicant demonstrates OR Applicant demonstrates intentional consideration of how Application does not consider intentional consideration of program/activity will serve Lake how program/activity will serve how program/activity will serve Oswego residents. Lake Oswego residents. Lake Oswego residents. Feasible implementation Proposed timeline is feasible. Proposed timeline is likely Proposed timeline is not timeline provided for feasible. feasible. program/activity Impact of proposed Impact of proposed activity Impact of proposed activity Applicant does not explain program/activity on Lake seeks to address harm caused seeks to address harm caused metrics and outcomes for Oswego residents is measurable by COVID-19.Applicant by COVID-19. Applicant provides proposed program. provides strong explanation adequate explanation for Program/activity are not related with clear metrics and metrics and outcomes. to negative impacts caused by outcomes. COVID-19. Proposal addresses financial Proposal includes other Proposal includes other program Proposal may or may not sustainability of program funding sources funding sources where include other program funding program/activity where appropriate. Narrative appropriate. Narrative gives sources. Narrative lacks illustrates intentional little consideration of how funds consideration of how funds will consideration of how funds will will contribute to supporting contribute to supporting Lake contribute to supporting Lake Lake Oswego residents. Oswego residents. Oswego residents. Programming Considerations Score: /20 Final Programming Score: /40 Additional Considerations: 1) Does applicant have previous experience managing grants with federal reporting requirements?Yes/No 2) Do budget and proposal illustrate financial need?Yes/No Page 2 of 3 Attachment 2 Score Tier Level of Support—Reimbursement or Programming 16-20* Tier 1 Applicant to receive funding 13-15* Tier 2 Applicant may receive funding 0-12 Tier 3 No funding awarded Score Tier Level of Support—Reimbursement and Programming 32-40* Tier 1 Applicant to receive funding 25-31* Tier 2 Applicant may receive funding 0-24 Tier 3 No funding awarded *Amount of funding based on level of demand Page 3 of 3 Attachment 2 Lake Oswego ARPA Grant Evaluation Rubric—Tourism Nonprofits Metric System: The following metric was developed to streamline the evaluation of ARPA grant proposals and grant requests and assist in consistently determining the level of support, particularly funding, the ARPA Funding Advisory Committee will recommend to City Council. Overarching Considerations METRIC Excellent (4-5 pts) Average—3 pts Poor(0-2pts) SCORE Clearly defined impact Application provides an Application provides a satisfactory Application provides an on tourism in Lake exemplary explanation of explanation of nonprofit's insufficient description of Oswego nonprofit's beneficial impact beneficial impact on Lake Oswego nonprofit's beneficial impact on Lake Oswego tourism, tourism; provides some examples. on Lake Oswego tourism. with examples. Well-defined harm Applicant establishes a Applicant provides mostly relevant Applicant makes weak caused by COVID (e.g. strong relationship between connections between negative correlation between negative financial harm to negative economic impact economic impact experienced by economic impact experienced nonprofit—profit loss experienced by nonprofit nonprofit and COVID-19 by nonprofit and COVID-19 and/or increased and COVID-19 pandemic. pandemic. pandemic. operational costs/increased need for services) Does proposed use of Proposed funding use is Proposed funding use is Proposed funding use is poorly funds respond to the directly aligned with somewhat aligned with identified aligned with identified COVID- identified COVID-related identified COVID-related COVID-related negative impact. related negative impact. negative impact? negative impact. Proposed use is The proposed use is The proposed use is somewhat The proposed use is not proportional to proportional to identified proportional to identified negative proportional to identified identified negative negative impact of COVID- impact of COVID-19. negative impact of COVID-19. impact of COVID-19. 19. /20 Programming Subtotal /20 Reimbursement Final Score Page 1 of 3 Attachment 2 Programming Considerations(if applicable) METRIC Excellent (4-5 pts) Average (3 pts) Poor(0-2pts) SCORE Nonprofit's experience Applicant has extensive Applicant has some experience Applicant has very little to no with proposed experience successfully successfully executing proposed experience successfully program/activity executing proposed program/activity executing proposed program/activity OR program/activity OR Applicant demonstrates OR Applicant demonstrates intentional consideration of how Application does not consider intentional consideration of program/activity will strengthen how program/activity will how program/activity will tourism in Lake Oswego strengthen tourism in Lake strengthen tourism in Lake Oswego Oswego Feasible Proposed timeline is Proposed timeline is likely Proposed timeline is not implementation feasible. feasible. feasible. timeline provided for program/activity Impact of proposed Impact of proposed activity Impact of proposed activity seeks Applicant does not explain program/activity on seeks to address harm to address harm caused by COVID- metrics and outcomes for tourism is measurable caused by COVID-19. 19.Applicant provides adequate proposed program. Applicant provides strong explanation for metrics and Program/activity are not explanation with clear outcomes. related to negative impacts metrics and outcomes. caused by COVID-19. Proposal addresses Proposal includes other Proposal includes other program Proposal may or may not financial sustainability program funding sources funding sources where include other program funding of program/activity where appropriate. appropriate. Narrative gives little sources. Narrative lacks Narrative illustrates consideration of how funds will consideration of how funds will intentional consideration of contribute to supporting tourism contribute to supporting how funds will contribute to in Lake Oswego. tourism in Lake Oswego. supporting tourism in Lake Oswego. Programming Considerations Score: /20 Final Programming Score: /40 Additional Considerations: Page 2 of 3 Attachment 2 1) Does applicant have previous experience managing grants with federal reporting requirements?Yes/No 2) Do budget and proposal illustrate financial need?Yes/No Score Tier Level of Support—Reimbursement or Programming 16-20* Tier 1 Applicant to receive funding 13-15* Tier 2 Applicant may receive funding 0-12 Tier 3 No funding awarded Score Tier Level of Support—Reimbursement and Programming 32-40* Tier 1 Applicant to receive funding 25-31* Tier 2 Applicant may receive funding 0-24 Tier 3 No funding awarded *Amount of funding based on level of demand Page 3 of 3 Attachment 2 ATTACHMENT 3 Hunger Fighters Oregon 36.75 Lake Oswego Meals on Wheels 35.5 Chinese Friendship Association of Portland 32 Friends of Tryon Creek 31.75 Rotary Club of Lake Oswego 29.667 Oswego Heritage Council 29 Respond to Racism 18.333 With Love Oregon 16.75 I Love Lake Oswego 15.25 Lake Oswego Rotary Club Foundation 15 Lakewood Theatre & Center for the Arts 15 Lake Oswego Preservation Society 12.5 *Nonprofits above the black line applied for both reimbursement and programming funds ►core- Reimbursement AND Programming Tier 32-40-Applicant to receive funding Tier 1 25-31-Applicant may receive funding Tier 2 0-24- No funding awarded Tier 3 ►core- Reimbursement OR Programming Tier 16-20-Applicant to receive funding Tier 1 13-15-Applicant may receive funding Tier 2 0-12- No funding awarded Tier 3 Attachment 3 ATTACHMENT 4 2022 ARPA Funding Advisory Committee Grant Allocation Applicant Proposal Total Amount Awarded Committee Comments Amount Requested Big Stuff Library Startup costs to circulate large, seldom-used $220,000 $0 Nonprofit recently IRS- household items to city residents at no cost(similar recognized and did not establish to tool library). negative economic impact. Lake Oswego Chamber Pilot program to coordinate tourism, business $250,000 $50,000 City staff recommended $50,000 of Commerce education and training, and business engagement set aside to further city's goals and outreach. around tourism and economic development Chinese Friendship Reimbursement ($50,861.81): Masks, previous event $100,032 Total: $42,560 The committee noted that the Association of Portland costs,family assistance. Reimbursement ($10,000): CFAP also provides services (CFAP) Programming ($49,170): Dragon Boat Festival, Asian for personal protective outside of Lake Oswego, and Culture Festival, Lunar New Year Gala, Estate equipment (PPE). focused on events that would Planning Seminar. Programming ($32,560): take place within the city, in for Asian Culture Festival, addition to prorating Mid-Autumn Festival and reimbursement because some Lunar New Year Gala. PPE purchased did not benefit Lake Oswego directly. Hunger Fighters Oregon Reimbursement ($31,173.99):for food, PPE and $81,249 $81,249 (fully funded) N/A internal consultant to address increase in demand for services. Programming ($50,075): pantry organization and inventory, commercial refrigerators,ADA compliant volunteer equipment. Lake Oswego Meals on Reimbursement ($77,520): partial cost of running $86,572 Total: $78,572 Lake Oswego Meals on Wheels Wheels program, lost fundraising revenue. Reimbursement ($69,520): requested $8,000 in lost revenue Programming ($9,052):future fundraising efforts. partial cost of running from fundraisers. program. Programming ($9,052): Under the program guidelines, future fundraising efforts lost fundraising revenue is not a reimbursable expense. Rotary Club of Lake Reimbursement ($9,280):video production $14,280 $14,280(fully funded) N/A Oswego expenses for virtual Service Above Self: Educational Excellence (SASEE) event. Programming ($5,000):future SASEE programming. Attachment 4 Applicant Proposal Total Amount Awarded Committee Comments Amount Requested Friends of Tryon Creek Reimbursement ($100,000): Payroll expenses. $114,215 Total: $39,215 The committee noted that the Programming ($14,215): Indigenous Culture Day, Reimbursement ($25,000): Friends of Tryon Creek also spring 2023. Payroll expenses provides services outside of Lake Programming ($14,215): Oswego and adjusted the payroll Indigenous Culture Day, reimbursement accordingly. spring 2023 Subcommittee members discussed the value of celebrating Indigenous Culture Day in Lake Oswego. Oswego Heritage Reimbursement ($119,000): missed revenue and $188,000 Total: $116,490 Subcommittee determined there Council lost wages. Reimbursement ($76,990): was not a strong connection Programming ($69,000): expand museum, salary reimbursement for payroll between a museum expansion funds to increase part-time employee to full-time, expenses. and the negative economic and Lake Oswego Collector Car and Boat Show Programming ($39,500): impacts caused by COVID. expenses. salary funds to increase PT employee to FT and LO Applicant requested $70,000 in Collector Car and Boat missed revenue from cancelled Show expenses. fundraisers and tours. Under the program guidelines, lost fundraising revenue is not a reimbursable expense. Respond to Racism Programming: $70,000 Total: $40,000 Committee would consider $40,000—for educational programs for adults, For educational programs funding phase 1 of art project if children and youth; support for BIPOC community. for adults, children and cost estimates were provided. $30,000—phase 1 of art installation. youth; support for BIPOC Committee recommends community. requesting a cost estimate to confirm whether$30,000 is sufficient to complete phase 1 and funding the request if appropriately priced. I Love Lake Oswego Programming ($15,000):to replenish clothing closet $15,000 $3,000 Request for funding not and purchase hygiene items. proportional to need established within the application. Request additional information about how$15,000 would be used within 18-month timeframe. Attachment 4 Applicant Proposal Total Amount Awarded Committee Comments Amount Requested Lakewood Theatre & Reimbursement ($60,000): HVAC unit replacement. $60,000 $60,000(fully funded) N/A Center for the Arts Lake Oswego Reimbursement ($5,371): rent, utilities, and $5,371 $4,035.00 Applicant requested Preservation Society business income reimbursement. reimbursement for$1,336 in lost sales income and business contributions; lost revenue is not a reimbursable expense under program guidelines. With Love Oregon Reimbursement ($14,000):for warehouse supplies, $14,000 $14,000(fully funded) N/A program support staffing and foster parent gift cards. Lake Oswego Rotary Reimbursement ($8,260): hybrid meeting $8,260 $8,260(fully funded) N/A Club Foundation equipment and Wi-Fi costs. Grand Total Requested: $1,226,979 Grand Total Awarded: $551,661 Funds Remaining: $48,339 Attachment 4 ATTACHMENT 5 Non-Profit Programming Grant Application vaeavd Nonprofit Background Information Nonprofit Name* Respond to Racism Nonprofit Physical Street Address Address* 590 Boca Ratan Dr. Address Line 2 City State/Province/Region Lake Oswego Oregon Postal/Zip Code 97034 Is the Physical f Yes Address The Mailing C' No Address?* Nonprofit Mailing Street Address Address* PO Box 1290 Address Line 2 City State/Province/Region Lake Oswego OR Postal/Zip Code 97035 County* Clackamas Name of Contact* May Khadem Title* Member Board of Directors, Respond to Racism Grant Writer Phone Number* 8477040140 Email* mkhadem@gmail.com Employer If applicable Identification 84-2932758 number(EIN) Number of If applicable Employees 0 DUNS Number of Years as 4 a Nonprofit* Attachment 5 Mission Statement Our mission is to educate and empower Lake Oswego residents, businesses and institutions with the tools to dismantle racism in all its forms and make Lake Oswego—and Oregon—a better place to live,work, play, and visit for people of all races and ethnicities. Population Served* Lake Oswego and the surrounding communities Website Address https://www.respondtoracism.org/ Attachment 5 Grant Request Please select the option that best describes your nonprofit:* r Supports tourism in Lake Oswego t: Supports Lake Oswego residents negatively impacted by the pandemic In 250 words or less please describe how your nonprofit serves Lake Oswego residents who have been negatively impacted by COVI D-19:* Racism was born in the summer of 2017 in response to an ugly racial incident in our community.An initial meeting between a young white woman and an older African American woman led to monthly educational programs to inform our citizens and institutions about the history of racism in our town. Initially,these provided the opportunity for a diversity of people to meet each other,engage in conversation,create greater understanding and form friendships. The pandemic forced these meetings online.While the lack of personal contact made developing relationships more challenging,we were able to reach a broader audience. Despite the challenges,these meetings have continued to grow not only measured by the numbers of monthly attendees, but by the sister organizations it gave rise to in nearby towns, by the book clubs it inspired, by the numbers of governmental and civic organizations that actively engaged in racial justice activism,and by the visible culture changes that can be documented. The work of Respond to Racism has provided a balm to the wounds the pandemic both created and uncovered.These include: 1, Educational programs for adults, children and youth: la.The monthly community meetings primarily target the adult population.The educational programs shed light on our history and also help us find a path to building harmonious communities where people collaborate and work together to address difficult problems. Participation averages about 100 people monthly. 1 b. For children,we have Storytime, a monthly multi-cultural experience,that teaches them to embrace an expansive world-view where they see themselves as healers and people of all backgrounds and races as members of one human family. lc. For youth,we have the Youth Empowerment Committee that works with the students of color to help young people develop the tools and skills to be resilient and to see themselves as noble and capable contributors to society. 2. Support for the BIPOC community and celebration of diversity: 2a.Assisting those going through difficulty or illness via meal trains, home visits, etc. 2b. Documenting stories of BIPOC residents of Lake Oswego through interviews,videos, and story-telling. 2c. Responding to racial incidents reported by the community with Triage Team 3. Observing important holidays such as MLK holiday, Black History Month,AAPI Heritage Month, National Hispanic Heritage Month,Juneteenth,Vanport anniversary, Kwanzaa, Multicultural Festival, etc. 4. Nurturing relationships and alliances with city government,the police,the library,the schools,the Historical Society,the Arts Council, Parks and Recreation, Chamber of Commerce, and other like-minded non-profit organizations including faith communities. 5.Advocacy and outreach through social media,articles, rallies,silent walks, and merchandise that promotes social justice.The monthly silent walks at Millennium Park have been especially healing for those participating by permitting COVID-safe in-person opportunities for connection. In 250 words or less please describe how COVID-19 has negatively impacted your service population:* The negative impact of the pandemic is felt in every aspect of life in our town. Besides its obvious devastating health and economic impact,especially for people of color, it has also had an equally devastating psychological impact because of increased social isolation and lack of in-person opportunities for connection. This psychological impact has been much more devastating for communities of color who were already feeling vulnerable, marginalized and isolated to begin with.They were already targets for racism and discrimination. The added social isolation,the constant evidence of division, conflict, and divisiveness which the pandemic has uncovered,only added fuel to the fire. Respond to Racism sees itself as one of the means through which people can find hope, connection,optimism and a path of service to bring about a more harmonious future. Grant Amount $ 70,000.00 Requested* Attachment 5 Please provide a description of the program:* For this grant opportunity,our focus is twofold: 1.Art Installation(see Appendix A):A vision of hope for the future to heal the community and contribute to LO's offering to tourists.We propose an art installation near Lake Oswego Library.We have been consulting about how to not only acknowledge the painful history of exclusion and racism in our town, but to inspire a vision of a hopeful, united,and vibrant community that celebrates its diversity and becomes a model of inclusion where people of all backgrounds, races and ethnicities can thrive.The pandemic has made this more urgent. In the midst of the darkness and division that it has uncovered,we desperately need signs of hope and inspiration. Furthermore,once this project is complete, it will be an important educational experience for both residents and tourists who visit our town. 2. Educational Programs: So far, our educational programs have been planned and overseen by volunteers. The demand for our services is outstripping our ability to effectively meet the need.We are in need of additional resources to increase the reach of our offerings, improve the quality, and evaluate our impact effectively so that we can learn from our experiences and continually improve what we offer to the community. We will be recruiting a part-time Programs Manager to meet this need. Most of our educational programs to date have targeted the general white Lake Oswego population.We are now working to expand our offerings in the following areas: 2a. Improve the quality and breadth of the monthly Community meeting presentations by recruiting higher quality speakers with appeal to the diversity of LO citizens 2b. Provide in-depth training for the Board and Leadership Team to create a shared vision for those leading the organization in order to support unified action. 2c.Train social justice activists who can then, in turn,offer similar programs in their own faith and social communities. 2d. Expand youth voices in community meetings: offer them opportunities to have their voices heard and consult with program planning to center their concerns. 2e. Offer more support to the BIPOC community in Lake Oswego. In this time of COVID isolation,the need for community and support to survive and recover from the trauma of the pandemic are especially acute.These activities include support in times of illness or difficulty in the form of meal trains, healthy food, rides for health needs as well as social support,field trips and activities to increase the bonds of friendship in our town among all our diverse population. 2f. Support the efforts to document BIPOC histories through interviews,video and audio documentation.This is an important part of our town's history and will be used to educate our population about their historic heritage. Please explain how the program addresses the negative impacts caused by COVID-19:* The Art installation will provide a counter-weight to the overwhelming negative and oppressive messages we receive on a daily basis about suffering, divisiveness, conflict, chaos, and catastrophe.This art is meant to inspire and create a vision for our community of healing,vibrancy, hope,and honor. It is meant to underscore our ability to transcend our past and reach for our destiny as one people-diverse but united. Assistance to our educational programs will help us to improve the quality and scope of our educational offerings and offer increased support to our BIPOC community.We have been collecting data from polling during our monthly meetings and find that those participating report greater understanding of patterns of racial discrimination and sensitivity to micro-aggressions. Furthermore,they report that they have gained more tools and capacity to respond effectively to both overt injustices as well as more subtle acts of disrespect and exclusion. Many remark that over the past few years,the culture of our city has changed to one that is more tolerant and inclusive.We wish to broaden our educational offerings to the community and better meet the needs of our BIPOC citizens. We will be applying for other grant funding and utilizing our own fund-raising efforts to continue this beyond the duration of this grant. Please explain or include documents describing metrics and outcomes for the program:* Attachment 5 Our specific outcomes for this program are the following: 1. Increase average participation in community meetings by 25%:from an average of 100 to 125 through active outreach, publicity and training of trainers. 2. Leadership(including the Board and the Leadership Team)training:Visit to the Museum of Tolerance for the Board and Leadership Team, book groups,and other collective activities to challenge the group in confronting all forms of prejudice and discrimination that are still embedded in our society. 3.Train 8 social justice trainers who will then each offer these services to at least one other community: scholarships for 7-8 week training program to train trainers. 4. Double youth leadership in RtR initiatives. Currently we have 8 active youth; our goal is to increase this number to 16.We have had youth leading the community meetings about once a year.Through coaching and mentoring,we would like to increase their leadership at these events to twice a year. 5. BIPOC support: Support those in need (health assistance, logistics,food, etc.)Create social opportunities for people from diverse backgrounds to interact and develop friendships. Examples: Book clubs,field trips(at least four),social events,etc. 6. Document BIPOC histories:This program has started and needs added resources to complete documentation of the important history of our BIPOC citizens(at least a dozen histories to be completed). 7.Volunteer support:The vast majority of the work of Respond to Racism is carried out by volunteers.We aim to offer support and appreciation for the work they do by honoring their services through educational field trips, social gatherings,and a thank-you dinner. Also, completions of the first phase of an art installation. Please see Appendix A(uploaded)and letters of support from the Library and Arts Council. Metrics and AppendixA-Artlnstallation.pdf 241.21KB Outcomes Letter In Support of Historical Art Project.pdf 138.66KB Documentation RTR municipal grant support letter.pdf 241.39KB Please provide a program budget and timeline for expenditure of funds:* Please see uploaded documents. Please note that the demand for our programs have expanded significantly and we are quickly outstripping our ability to provide all the services we do solely with volunteer staff.We have now begun to recruit independent contractors for support of some of our needs. Budget and Timeline ARPA-Budget.pdf 256.44KB Documentation Please provide your RtR-501(c)(3).pdf 420.79KB IRS determination letter* Please provide budget documents showing actual revenue and expenditures for the following timeframes: a.January-December 2019 b.January-December 2020 c.January-June 2021* RTR Income and Expenses.FiscalYear2018-2019.pdf 29.38KB RTR Income and Expenses.FiscalYear2019-2020.pdf 33.21KB RTR Income and Expenses.FiscalYear2020-2021.pdf 34.58KB Please provide current annual operating year budget* RtR-Budget-2021-2022.pdf 140.75KB Have you received other funding for the program? If so, please list the source and amount.* Yes.$65,000($30,00 for fiscal year beginning in July and another$35,000 in October)from Meyers Memorial Trust. Do you have experience managing grants with federal reporting requirements?* We have a very experienced grant manager who has managed federal grants in the past. He is Finance and Accounting Analyst at OHSU and manages grants there. Here is his profile on Linkedin: https://www.linkedin.com/in/jongwhanchoi/. Please describe how you will scale your budget if you do not receive the full grant amount.* Attachment 5 We will apply for other grants. In the meantime,we will pause some of our new educational initiatives. COMPLIANCE WITH LAWS AND GUIDELINES The recipient shall comply with all federal,state, and local laws and all requirements and published guidance set forth regarding the usage of any and all monies appropriated under the ARPA. https://home.treasury.gov/system/files/136/SLFRF-Fina I-Rule.pdf MAINTENANCE AND AUDIT OF RECORDS The recipient shall maintain records, books, documents, and other materials relevant to monies expended.These records shall be subject to inspection, review, and audit by the City or its designees, and the US TREASURY for five (5)years. If it is determined during the course of the audit that the recipient was reimbursed for unallowable costs the recipient must repay these costs. 17 I agree to the above, and certify this submission is verified true and correct. Signature* ,Fe C:(71—eedie Name* May Khadem Title* Member, Board of Directors Attachment 5 Appendix A: Multicultural Art Installation Project Background The scars and stains of racism are deeply embedded in Lake Oswego, Oregon, and American histories. We believe that this dark past must be acknowledged before we can reach for and manifest the bright future that we know is possible for our community, state, and nation. Respond to Racism seeks a cultural grant of$30,000 from the City of Lake Oswego to help fund a new art installation that publicly recognizes the harms caused by racism and celebrates a future that has eliminated racism. We believe in the power of art to educate, heal, and unite, and feel that an art installation that seeks to serve this purpose would be particularly significant and appreciated in a city like ours that so highly values the arts. This project reflects and supports the mission of Respond to Racism to educate and empower Lake Oswego residents, businesses, and institutions with the tools to dismantle racism in all its forms, and to make Lake Oswego—and Oregon—a better place to live, work, play, and visit for people of all races and ethnicities.This project also strongly aligns with our organization's values (diversity, equity, inclusion, and access;truthfulness; dialogue; learning; and united action) and supports our vision to help Lake Oswego become a model multiracial, multicultural, and multiethnic city where diversity is celebrated and all are welcome. We believe that this project will inspire more community members to engage meaningfully with this vision and that the art featured in this project will signal very clearly that everyone who lives, works, and plays in Lake Oswego belongs and is valued here. Project Description The art for this project will be located on City property, ideally at and around the Lake Oswego Public Library. It will be accessible by the community as an outdoor exhibit featuring a variety of visual and other sensory elements. The intention is to commission the following art installations in three phases: Phase 1 • Sidewalk etchings of relevant words along 4th Street between D and E Avenues • Interpretive panels that communicate historically relevant and accurate information regarding the history of racism in Lake Oswego and the City's aspiration to be free of racism Phase 2 • A plaza and substantial sculpture between the Library entrance and parking lot on 4th Street between D and E Avenues Phase 3 • A water feature and resting place for reflection and meditation on the corner of 4th Street and E Avenue Attachment 5 lie,_14 „Ito. c. 4. r + , r fY a PLC ' • Interpretive w • �� P_. - panels • 6 Peace/healing area �icrl • Interpretive panels A • '� rain ,n i a� _ r4tljT St. Water feature ;; m bench 1 � .f rG Sidewalk etching Plaza with sculpture, for children benches and plants Vision The goal of this project is to facilitate a sense of introspection, knowledge, and hope with art that engages, educates, and inspires people of all ages—particularly youth and families.The Lake Oswego Public Library would be an ideal location for the installation, as the Library shares many of our values (including diversity, equity, inclusion, education, and community engagement), draws community members of all races, ages, and backgrounds, and is a high- traffic destination by people in cars and on foot. We envision that the project will feature the work of diverse local artists who work with a variety of media. Proposals from BIPOC artists would be strongly encouraged. Process and Timeline We are requesting$30,000 to cover the costs of Phase 1 of the project.This would include the costs associated with hiring a contractor to manage project planning and implementation, developing and publicizing requests for proposals, artists'fees, installation, and publicity. We anticipate the completion of Phase 1 within one year of receiving funds, and will seek future grants from other organizations and engage in local fundraising to fund Phases 2 and 3 of this project.The art associated with each project phase will be independently meaningful while also serving to contribute to the larger collective impact of the exhibit once complete. We would welcome opportunities to partner with the City, Library,Arts Council, Historical Society and other interested groups on project planning, logistics, and implementation whenever possible during each phase. Please see the letters of support from the Library and the Arts Council. Attachment 5 Respond to Racism Budget and Timeline for LO American Rescue Plan Funds Grant Proposal Respond to Racism Budget July 1, 2022 - June 30, 2023 Please note: the "In Kind"column is intended to capture the community support for our programs in terms of volunteer services and non-cash donations. For every dollar we receive, it is matched two-fold by in-kind value. Other American RtR Grants Rescue Plan Fundraising In Kind Totals ADMINISTRATIVE Executive Director $40,000 $40,000 $80,000 Executive Director Assistant ($25/hr) $5,000 $15,000 $20,000 Programs Manager $15,000 $10,000 $5,000 $30,000 HR costs $10,000 $10,000 Volunteer Staff: 3 FTE $210,000 $210,000 Other Volunteers $60,000 $60,000 Pro-Bono legal counsel $30,000 $30,000 Financial Manager $30,000 $30,000 Fundraising/grant writing $30,000 $30,000 Website/IT Consultant 10hr/wk @$30/hr x 50 $20,000 $20,000 Social Media, Graphic Arts 10hr/wk @$30/hr x 50wk) $10,000 $10,000 Gifts for volunteers $1,000 $1,000 Internet & telephone $2,500 $2,500 Subscriptions (Zoom, Aweber, Wix, USPS) $2,000 $2,000 Website $1,500 $1,500 Square transaction fees $600 $600 Insurance $2,200 $2,200 Security $600 $600 Registration & Membership $500 $500 Signs, T-shirts, hats (minus sales) $2,000 $900 $2,900 Background Checks $300 $300 Attachment 5 PROGRAMMING Storytime Supplies $700 $700 Contractor - Katharine Phelps $1,000 $250 $1,250 Special guests $600 $600 School Liaison - K.Phelps $1,000 $1,000 Kindle subscription Community Meetings Speaker Honoraria $7,000 $8,000 $15,000 Panelist gifts $500 $500 Giveaways $100 $100 In-person supplies $500 $500 Venue $200/mo $2,000 $400 $2,400 Beverages and snacks $2,000 $2,000 Board and Leadership Training Museum of Tolerance $2,200 $4,000 $6,200 Youth Empowerment Supplies, venue, activities $700 $700 Gifts $500 $500 Stipends for student writers $1,200 $1,200 Special Programs Social justice training workshops (for 8; $500/ea) $2,000 $2,000 $4,000 Support of BIPOC citizens $1,000 $3,000 $4,000 Book groups $1,000 $1,000 Special Contracts: (Documenting BIPOC histories, youth mentorship for journalism) $1,500 $2,000 $500 $4,000 Volunteer events: (OR Historical Museum, Vanport Tour, TY dinner, etc $2,000 $2,000 Communities of Color (Clackamas County) $250 $250 Historical Art Installation, Phase I $30,000 $30,000 Attachment 5 POLICING Public records requests $1,500 $15,000 Gifts for volunteers $800 $800 EVENTS Juneteenth Supplies $250 $250 Speaker $3,000 $3,000 Permit $250 $250 Marketing $250 $250 MLK Day Speakers $2,000 $2,000 Other (supplies, marketing) $700 $50 $750 Other 4th of July Parade $100 $100 Farmer's Market (fees&supplies) $50 $50 AAPI Event $1,000 $1,000 Multi-cultural Event $1,000 Other events: car rallies, collaboration with the LO Library, Mary's Woods, LO Run,etc $5,000 $5,000 Forums: for School Board, city Elections $250 $250 LOSD ASU Cultural Event $500 $500 Indirect Costs $3,000 $4,000 $7,000 Totals $65,500 $70,000 $80,200 $430,000 $658,200 TOTALS (minus in-kind) $228,200 Budget and Timeline for Expenditures This budget summarizes our projected expenses for the coming fiscal year, while summaries of our revenue and expenditures for previous years are sent separately (2019, 2020, and 2021). Please note that the budget quantifies the massive amount of support we receive in volunteer and donated services from the community. While this does not represent exchange of cash, it is an Attachment 5 important reminder of the value of the services we provide to the community. For every dollar received, it is matched at least two-fold by in-kind value. The budget also includes grant funding we have received of$35,000 (of which about $30,000 is still available). We have also been promised an additional $35,000 (from Myers Memorial Trust) that is to be released to us in October of this year. Our own fundraising efforts are expected to more than match this amount ($80,000). These resources permit us to plan for substantial growth in the coming fiscal year. We are in the process of recruiting more staff and systematizing our volunteer recruitment and management to allow for more impact in our community. We are requesting an additional $70,000 from the ARPA grant funds for two initiatives: an art installation ($30,000) and expansion of our educational and social support programs ($40,000). Timeline July—Sept 202; Oct— Dec 202: Jan — March April —June July— De 2023 2023 2023 Art Installation • Publicity •Obtain permit • Plan installation Install Phase I Finish any •Call for proposa • Review • Review mock-up (dep. on pending •Select judges proposals • Prepare for weather, may issues • Recruit •Select artist(s) installation in extend into contractor spring/summer summer Programs 1.Community Increase quality and caliber of speakers Meetings Review/Revise Align strategic plan with Action Plan of Programmin Strategic Plan Committee Attachment 5 2. Board and -Inner work/Social Justice Book Other educational and team- Group, building activities Leadership Team -Museum of Tolerance visit training 3.Social Justice Publicize Select 8 trainee Begin 8-week cour Trainees collaborate with Trainees scholarships from RtR in extending training ti submissions others 4. Youth Youth will coached and mentored to take leadership roles at Empowerment community meetings twice during the year when appropriate issues arise 5.Support for Keep abreast of the needs of BIPOC citizens. Publicize availability of BIPOC assistance for logistic, food, health, and social support including websites for support and reporting racial incident 6. Document BIPO Ongoing program to interview, video and audio documentation of histories histories of LO BIPOC citizens 7.Social event for One each quarter: OR Historical Museum, Vanport Tour, Multi-culture volunteers outing, TY dinner Attachment 5 ARTS COUNCIL OF LAKE OSWEGO 38o A Avenue, Suite A PO Box 369 Lake Oswego, OR g7o34 503-675.3738 www.artscouricii[o.org City of Lake Oswego Finance Department - Municipal Grants Attn: Jennifer Waverly 38o A Avenue P.O. Box 369 Lake Oswego, Oregon 97034 March 28, 2022 Dear Municipal Grants Review Committee: On behalf of the Arts Council of Lake Oswego (ACLO), I am writing today in support of the $30,000 request for a Municipal Grant from Respond to Racism (RTR). RTR has been working in concert with the Arts Council, as well as the City of Lake Oswego library to bring a community-based public art project to life. This project aims to acknowledge Lake Oswego's history with racism, to honor people of color who have made Lake Oswego what it is today, and to aspire for further equity and inclusion for the future. The Arts Council has been in conversation with the Library and RTR to assist with the process for commissioning artwork(s), what that process looks like, and to help with the facilitation to bring this great project to life. Through collaborative conversations over the last 18 months, RTR in concert with ACLO, the library, and the City have identified possible locations for artwork and interpretive panels in exterior locations at the Library. RTR is taking a phased approach to the project, requesting funding for two items: sidewalk etching and interpretive panels. ACLO supports this project not only because of the important and vital aims the project will tackle and bring conversation to, but the fact that this project wholeheartedly illustrates one of the goals of the grant: enriching and improving the cultural life and experiences of residents of the City and/or the area. This mindful approach allows work to be done over time and with fiscal responsibility. This funding will help bring the first step in this exciting project to fruition, and we encourage action to be taken now. Thank you for your consideration, and for looking favorably on the request from Respond to Racism. We look forward to seeing this project succeed and flourish! Sincerely, Nicole Nathan Executive Director Attachment 5 ARTS COUNCIL FAN OF LAKE OSWEGO 38o A Avenue, Suite A PO Box 369 Lake Oswego, OR g7o34 503-675.3738 www.artscouncii[o.org Attachment 5 o.‘ir E � PUBLIC LIBRARY V OREGO� March 28, 2022 SUBJECT: Respond to Racism's Historical Art Project To Whom it May Concern, This letter acknowledges the importance of Respond to Racism's proposed Historical Art Project to fostering a more diverse and inclusive community, by recognizing and celebrating the contributions of BIPOC residents to our city's past and present history. Lake Oswego Public Library is willing to partner with Respond to Racism on this project, to identify and provide a site on library grounds for the Historical Art Project to be installed and accessed by the community. A number of potential locations on library grounds have already been identified for further consideration, when this project is ready to move forward. Sincerely, ilia"e€4cy Melissa Kelly Library Director 503-636-7628 706 FOURTH ST PO Box 369 LAKE OSWEGO, OR 97034 WWW.LAKEOSWEGO.CITY Attachment 5 VA O��i CITY MANAGER'S OFFICE /1:: V �r O OREGO\--\ August 2, 2022 May Khadem Respond to Racism mkhadem@gmail.com Dear Ms. Khadem, Thank you for applying to the ARPA Nonprofit Grant Program! We have received an incredible response from our nonprofit community that is double the funding available. The ARPA Funding Advisory Subcommittee has reviewed your proposal. The following are questions given to all applicants to allow an opportunity to further clarify proposals, in addition to some questions specific to your application. Please provide responses to the following if applicable to your proposal: 1) A prioritization of projects for which you are seeking funds OR a prioritized list of reimbursement categories (provide both if you submitted applications for both types of funding). 2) How was your program or project negatively impacted by COVID? Examples may include but are not limited to: decreased attendance, decreased funding sources due to COVID, increased need for services, etc. Please be as specific as possible. 3) If seeking reimbursement for payroll, please provide details about the reason for reimbursement. Examples may include but are not limited to: o Additional staff hired due to increased program demand o Decrease in revenue, but existing staff maintained o Staff previously laid off due to decreased program/service demand; current increased demand necessitating return of staff. 4) What measures have been taken to offset revenue losses related to COVID? 5) Note: reimbursement funding is available specifically for nonprofits that need repayment for COVID-related operational costs incurred beginning January 27, 2020 (e.g. rent, payroll, videoconference licenses). Applicants may seek funding to plan for Respect. Excellence. Trust. Se,vice. 503-635-0215 380 A AVENUE PO Box 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Attachment 5 Page 2 of 2 future fundraisers, but not estimated lost revenue due to disrupted fundraising events. If you initially requested reimbursement for lost revenue and would like to be considered for programming funds for future fundraising events, please contact me via the email or number listed below. Application-Specific Question: Please respond to Question 2 above. Please email all information to ctavlor@lakeoswego.city. I can also be reached at (503) 675- 2543.The deadline for submitting additional information is Thursday,August 11 at 5pm. We anticipate applicants will be selected in September. Sin -rely, .CAI Fr' Fir' Charity O.Taylor Management Analyst Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO Box 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Attachment 5 Taylor, Charity From: May Khadem <mkhadem@gmail.com> Sent: Tuesday, August 16, 2022 3:35 PM To: Taylor, Charity Cc: Willie P Subject: Re: [EXTERNAL] Re:ARPA Grant Follow-Up Questions Dear Charity, Please see the answers to your questions below: 1)A prioritization of projects for which you are seeking funds OR a prioritized list of reimbursement categories(provide both if you submitted applications for both types of funding) We are seeking funding for both an art installation and support for our educational programs. We are committed to doing both. Depending on what kind of support we receive, we will also be carrying out our own fundraising and applying for other sources of funding.There is momentum building in the work we are doing. We don't wish to interrupt this positive trend because of inadequate funding. For example, the library and the Arts Council are both enthusiastically pursuing plans for the art installation.The site has already been chosen and there is firm commitment from the library for this. Our educational programs are growing organically. More people are becoming involved and volunteering for multiple areas of support. We urgently need funds to help train and manage volunteers. We have explained our funding needs to carry out our mission. We will have to address any shortfalls if necessary. If we have to prioritize, we would first ensure we have adequate administrative support, honoraria for our speakers, and enough resources for the art project. 2)How was your program or project negatively impacted by COVID?Examples may include but are not limited to:decreased attendance, decreased funding sources due to COVID, increased need for services, etc. Please be as specific as possible. Before the pandemic, we met in donated space at LOUCC in Lake Oswego. Space and refreshments were both donated. When we had to switch to online meetings, our attendance initially increased but then dropped off as people became weary with the virtual format. We hope to regain the lost attendance and are now planning to resume in-person gatherings. However, the donated venue is no longer available since COVID protocols now demand that in-person gatherings at the church be held in the sanctuary,thereby limiting our access and numbers. Instead,we will be using rented space and catered refreshments for our monthly adult meetings and children's Storytime. In addition, in our proposal we explained the negative psychological impact of the pandemic which uncovered the greater vulnerability of communities of color, increased awareness of racism in our community and our country, decreased opportunities for dialogue and developing cross-racial and cross-cultural relationships, etc.As our participants became more aware of the need for developing friendships and working collaboratively,the opportunities to do so were increasingly rare because of COVID. Even now, as more people are vaccinated and have contracted the disease,there still is a fear of in-person gatherings. We are trying to create community. It is much harder to do so virtually.The few opportunities we have had, such as Juneteenth, AAPI celebration, and the MLK observance, and July 4th parade, were all enthusiastically received. However, attendance was still less than we expect once the fear of COVID subsides. We are working hard to make our educational and training offerings more compelling and attractive enough to counter the negative impact of COVID. 1 Attachment 5 3)If seeking reimbursement for payroll, please provide details about the reason for reimbursement. Examples may include but are not limited to: • Additional staff hired due to increased program demand • Decrease in revenue, but existing staff maintained • Staff previously laid off due to decreased program/service demand current increased demand necessitating return of staff. Despite the constraints of having to do all this during a pandemic,the demand for our programs have grown. Our volunteers have stepped up and performed heroically during this time. However, we can no longer sustain this as the workload is far exceeding our ability to carry on with only volunteer resources. Furthermore,volunteers need to be trained and managed.To meet the needs of our community,we urgently need to recruit more paid human resources both to carry out program activities and to manage and train volunteers. In particular, we recognize the urgency of supporting and mentoring youth. We have now recruited a staff person to focus on this vital area. 4) What measures have been taken to offset revenue losses related to COVID? Our staff is working harder than ever. We are depending more and more on volunteers. However, this is not sustainable going forward. We urgently need to recruit more paid personnel. Please let me know if you have any further questions. And thank you for your patience. Warm regards, May On Sat,Aug 13, 2022 at 10:16 AM May Khadem <mkhadem@gmail.com>wrote: Hi Charity, I just returned from a trip out of the country and will work on this over the weekend with Willie. We did answer most of these questions in the application, but I will try to clarify more in the next few days and get it back to you by mid- week.Thank you for your patience. May On Fri, Aug 12, 2022 at 4:19 PM Taylor, Charity<ctavlor@ci.oswego.or.us>wrote: Good Afternoon May, I hope you are having safe travels! As soon as you are able, please submit the requested information, as our subcommittee will begin its review soon. If you have any questions, please do not hesitate to let me know. Have a great weekend, 2 Attachment 5 ATTACHMENT 6 Non-Profit Programming Grant Application vaeavd Nonprofit Background Information Nonprofit Name* I Love Lake Oswego Nonprofit Physical Street Address Address* 2055 Wembley park Address Line 2 City State/Province/Region Lake Oswego OR Postal/Zip Code 97035 Is the Physical f Yes Address The Mailing f: No Address?* Nonprofit Mailing Street Address Address* 6215 SW Pamela ST Address Line 2 City State/Province/Region Portland OR Postal/Zip Code 97219 County* clackamas Name of Contact* Leslie Fuentes Title* Lead parent volunteer and Co-Founder Phone Number* 5038808413 Email* lesliekfuentes@yahoo.com Employer If applicable Identification 84-2947816 number(EIN) Number of If applicable Employees 0 DUNS Number of Years as 3 a Nonprofit* Mission Statement Student managed, donation based,free clothing closet for residents and citizens of Lake Oswego. Clothing the gap. Attachment 6 Population Served* 1000+annually Website Address www.11ovelakeoswego.com Attachment 6 Grant Request Please select the option that best describes your nonprofit:* r Supports tourism in Lake Oswego t: Supports Lake Oswego residents negatively impacted by the pandemic In 250 words or less please describe how your nonprofit serves Lake Oswego residents who have been negatively impacted by COVID-19:* The pandemic was brutal for a lot of people. Including many living in Lake Oswego. Out non profit helped provide clothes and personal hygiene items to families in need.We provided many items to many residents so families could stretch their dollars and hopefully cover their basic living expenses. In 250 words or less please describe how COVID-19 has negatively impacted your service population:* Our non profit was able to deliver items to many families for a number of various reasons. Some families were elderly and were afraid to leave their homes for safety reasons.we happily delivered items directly to their front doors using contactless deliveries. Some families made appointments and came during hours they they were the only shoppers.we did our best to make our volunteers and shoppers comfortable during this difficult time. Grant Amount $ 15,000.00 Requested* Please provide a description of the program:* I Love Lake oswego was founded by 3 High school student in 2019.These 3 students will graduate this year. They have tirelessly trained the new volunteers to take their places. Essentially'I Love Lake Oswego'is a student managed,donation based,free clothing closet to any resident or employee in Lake Oswego.We help provide free clothes to citizens for a number of reasons.We don't ask,we help. Clothing the gap we call it. If we can help people with clothing needs they can do better in school, get a new job, outfit children in a growth spirt, people can focus on other bill and expenses while staying in Lake Oswego for our amazing community and schools. Please explain how the program addresses the negative impacts caused by COVID-19:* Our program takes in clothing donations,we sort by either 1)re-donating(we do not keep anything identifiable), 2)wash,3)throw away,4)use right away.The students volunteer many hours to this program providing clean,cool, items families want and most of the time need.We also provide personal hygiene items. when shoppers come to us,we want them to feel welcome and want them to know we are happy they are there. with the uptick of shoppers and their needs during covid due to being out of work,or working from home, shortage of items, and the fear of coming near someone made it difficult to safety navigate waters so everyone felt safe. Please explain or include documents describing metrics and outcomes for the program:* We have steadily grown our client base over the last 3 years,and with a recent move we are expecting to have Many Many new clients for a number of factors. One our location is currently at Upland elementary for the next 2 years.This fall River Grove will be closing for remodel and will be feeding into Uplands. Many of our clients come from River Grove area.We do plan on opening during early release days for families to shop during the week and we are open every Saturday morning. It's hard to say how many at this point. But last weekend was our first Saturday at the new location and we had 9 shoppers.And another 6 mid week. Metrics and Outcomes Documentation Please provide a program budget and timeline for expenditure of funds:* Attachment 6 Because we are donation based,we only use our fundraising dollars when needed. Needs consist of personal hygiene items including, socks and underwear. Occasionally we get a request for items we don't have.for an example we had a father come in. he was the only one working in the home,they kids were being homeschooled due to Covid and he worked in a warehouse. He requested a good pair of shoes so his feet wouldn't hurt so bad.This gave us a great opportunity to teach our students how to shop for the best item we could get for the least expensive way. Each student did their research, brought their suggestion to the parent board and we chose that best one. It was a pair of sketchers at Fred Meyers at 40%off. because we also have a bottle drop account we could apply our balance to the store and receive an additional 20%. Not only do we help the community we give the student opportunities to learn important life skills. Budget and Timeline ILLO-Bylaws July 2021.docx-2.pdf 61.03KB Documentation Budget.pages 111.82KB Please provide your IMG_2288 2.jpg 1.22MB IRS determination IMG_2287 2.jpg 1.01MB letter* Please provide budget documents showing actual revenue and expenditures for the following timeframes: a.January-December 2019 b.January-December 2020 c.January-June 2021* eStmt_2022-04-29.pdf 40.61 KB eStmt_2021-12-31.pdf 29.81 KB eStmt_2020-12-31.pdf 32.51 KB eStmt_2019-12-31.pdf 48.71 KB Please provide current annual operating year budget* Budget.pages 111.82KB Have you received other funding for the program? If so, please list the source and amount.* The students won the sassy award from the rotary club 2021, but we have had no other funding since then Do you have experience managing grants with federal reporting requirements?* We have not had to manage funding in the past but we do have a capable volunteer who manages our books and will be in full compliance. Please describe how you will scale your budget if you do not receive the full grant amount.* Most of the grant will be saved for the future move in 2 years.We are about 8 months until we start that planning process. COMPLIANCE WITH LAWS AND GUIDELINES The recipient shall comply with all federal,state, and local laws and all requirements and published guidance set forth regarding the usage of any and all monies appropriated under the ARPA. https://home.treasury.gov/system/files/136/SLFRF-Fina I-Rule.pdf MAINTENANCE AND AUDIT OF RECORDS The recipient shall maintain records, books, documents, and other materials relevant to monies expended.These records shall be subject to inspection, review, and audit by the City or its designees, and the US TREASURY for five (5)years. If it is determined during the course of the audit that the recipient was reimbursed for unallowable costs the recipient must repay these costs. 17 I agree to the above, and certify this submission is verified true and correct. Signature* etfa;' LGE !eEV Name* Leslie Fuentes Title* Co-Founder Attachment 6 Attachment 6 pF1'A E Osr CITY MANAGER'S OFFICE OREGO� August 2, 2022 Leslie Fuentes I Love Lake Oswego lesliekfuentes@yahoo.com Dear Ms. Fuentes, Thank you for applying to the ARPA Nonprofit Grant Program! We have received an incredible response from our nonprofit community that is double the funding available.The ARPA Funding Advisory Subcommittee has reviewed your proposal.The following are questions given to all applicants to allow an opportunity to further clarify proposals, in addition to some questions specific to your application. Please provide responses to the following if applicable to your proposal: 1) A prioritization of projects for which you are seeking funds OR a prioritized list of reimbursement categories (provide both if you submitted applications for both types of funding). 2) How was your program or project negatively impacted by COVID? Examples may include but are not limited to: decreased attendance, decreased funding sources due to COVID, increased need for services, etc. Please be as specific as possible. 3) If seeking reimbursement for payroll, please provide details about the reason for reimbursement. Examples may include but are not limited to: o Additional staff hired due to increased program demand o Decrease in revenue, but existing staff maintained o Staff previously laid off due to decreased program/service demand; current increased demand necessitating return of staff. 4) What measures have been taken to offset revenue losses related to COVID? 5) Note: reimbursement funding is available specifically for nonprofits that need repayment for COVID-related operational costs incurred beginning January 27, 2020 (e.g. rent, payroll, videoconference licenses). Applicants may seek funding to plan for future fundraisers, but not estimated lost revenue due to disrupted fundraising events. Respect. Excellence. Trust. Service. 503-635-0215 380 A AVENUE PO Box 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Attachment 6 Page 2 of 2 If you initially requested reimbursement for lost revenue and would like to be considered for programming funds for future fundraising events, please contact me via the email or number listed below. Application-Specific Questions: 1) Please provide budget documents showing actual revenue and expenditures for the following timeframes: a. January-December 2019 b. January-December 2020 c. January-June 2021 2) Please provide a roster of high school volunteers and board members with corresponding grades (E.g. "Jane Smith: Board Member—Freshman"). 3) How often are nonprofit funds used to replenish clothing and hygiene inventory? 4) How would $15,000 be spent to support the clothing closet over the next 18 months? Please email all information to ctaylorPlakeoswego.city. I can also be reached at (503) 675- 2543.The deadline for submitting additional information is Thursday,August 11 at 5pm. We anticipate applicants will be selected in September. Sinc rely, Charity O. Taylor Management Analyst Respect. Excellence•. Trust. Service. 503-635-0215 380 A AVENUE PO Box 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY Attachment 6 Taylor, Charity From: info ilovelakeoswego.com <info@ilovelakeoswego.com> Sent: Sunday, August 07, 2022 5:54 PM To: Taylor, Charity Subject: [EXTERNAL] Did you get this in Friday?? Grant Questions Response. Attachments: eStmt_2019-12-31.pdf; eStmt_2019-11-29.pdf; eStmt_2019-10-31.pdf; eStmt_2019-09-30.pdf; eStmt_ 2020-12-31.pdf; eStmt_2020-11-30.pdf; eStmt_2020-10-30.pdf; eStmt_2020-09-30.pdf; eStmt_ 2020-08-31.pdf; eStmt_2020-07-31.pdf; eStmt_2020-06-30.pdf; eStmt_2020-05-29.pdf; eStmt_ 2020-04-30.pdf; eStmt_2020-03-31.pdf; eStmt_2020-02-28.pdf; eStmt_2020-01-31.pdf; eStmt_ 2021-12-31.pdf; eStmt_2021-11-30.pdf; eStmt_2021-10-29.pdf; eStmt_2021-09-30.pdf; eStmt_ 2021-08-31.pdf; eStmt_2021-07-30.pdf; eStmt_2021-06-30.pdf; eStmt_2021-05-28.pdf; eStmt_ 2021-04-30.pdf; eStmt_2021-03-31.pdf; eStmt_2021-02-26.pdf; eStmt_2021-01-29.pdf; eStmt_ 2022-07-29.pdf; eStmt_2022-06-30.pdf; eStmt_2022-05-31.pdf; eStmt_2022-04-29.pdf; eStmt_ 2022-03-31.pdf; eStmt_2022-02-28.pdf; eStmt_2022-01-31.pdf From: Leslie Fuentes<lesliekfuentes@yahoo.com> Sent: Friday, August 5, 2022 1:33 PM To: info ilovelakeoswego.com <info@ilovelakeoswego.com> Subject: Fwd: ARPA Grant- Follow up responses Leslie Fuentes Begin forwarded message: From: Leslie Fuentes<Lesliekfuentes@yahoo.com> Date:August 3, 2022 at 1:53:15 PM PDT To:taylor@lakeoswego.city Subject:ARPA Grant- Follow up responses Application-Specific Questions: Please provide budget documents showing actual revenue and expenditures for the following timeframes: January-December2019 January-December 2020 January-June 2021 See all Statements Attached. 2) Please provide a roster of high school volunteers and board members with corresponding grades (E.g. "Jane Smith: Board Member-Freshman"). Student Board members: Audrey Graham -Junior 1 Attachment 6 Lily Schrimsher- Senior MieSo Kim -junior Alissa Leverton -Senior Emma Wadley-junior Addy Loomis- Sophomore Natalie Foss-Junior Margaret Jones-Junior Hanna Faroghi - Sophomore Anne Marie Vlaic- Sophomore Zoe Lok- Sophomore Giovanni D'Orazio-Junior Lucy Xu - Freshman Allison Korkola -Sophomore Erya Qiao- Sophomore Parent Volunteers Leslie Fuentes Marcelle Buck Marnie Lyons Ashley Masog Jun Song 3) How often are nonprofit funds used to replenish clothing and hygiene inventory? We replenish items as needed. We find the community loves to help and often ask for support in these areas. However we do purchase these items as needed. Typically during the school year we have a much greater need than in the summer. We often run out of shampoos, body wash deodorant and women's personal hygiene items. We often see fathers bring in daughters, who either don't know to ask for these items or may be too embarrassed. It is our goal at parent volunteers to make this situation seamless and less embarrassing. We often send fathers to shop while we show the young ladies a place to find bras, underwear and feminine products privately. As you may know all these items are expensive. How would $15,000 be spent to support the clothing closet over the next 18 months? We are in a unique situation. We had to move recently with only 3 weeks notices due to the school preparing to tear down the location we were previously in. Luckily for us we were provided a new location by the school district. We were told we can stay in this new location 1-2 years. After that we are are our own. These funds will start us on the track of finding a more permanent location. We would like to propose to the school board a building of sorts with the approval to stay on school grounds. Additionally would would like to establish wholesale relationships in order to purchase and provide new items to local Lake Oswego families. Taylor-Thank you for this opportunity and your support with our organization. It is a tremendous feeling to be able to help our peers within our community. With the support of our city, school district and volunteers we can help families experience an excellent education without some of the worries of clothing and hygiene expenses. Sincerely, Leslie Fuentes (My daughter Ella started the closet in 2019 and graduated this past June) 2 Attachment 6