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AGENDA BILL Agenda Item No. 7(E) Date: November 20, 2012 To: El Cerrito City Council From: Rebecca Benassini, Council Member Subject: Grant to Writer Coach Connection ACTION REQUESTED Consider a $2,500 grant in support of the Writer Coach Connection (WCC) funding request in fiscal year 2012-13. BACKGROUND The Writer's Coach Connection recruits, trains, and organizes volunteers to serve as tutors for students at El Cerrito High and Portola Middle School. While the program relies heavily on the donated time of volunteers, it does include a staff member who trains the coaches and coordinates with teachers to provide tutoring targeted to particular assignments. Costs for the staff member and other program administration have been partially supported by School District grants. Funding has declined in the last few years, just as the WCC expanded from El Cerrito High School to Portola Middle School. The WCC requested City support for the program with a $2,500 grant. The WCC has other sources of local support demonstrated by their successful volunteer program and testimonials from teachers and school administrators. Also, a parent group at Portola has raised several thousand dollars for the program. The WCC notes that the grant will assist in covering operating costs and will also demonstrate governmental support for the program. WCC may include this information on grant applications, potentially improving the entity's competitiveness for awards. ANALYSIS AND ACTION Administrative Policy/Procedure on City Co-Sponsorship and Grants The City adopted a policy and procedure in 2005 (attached) related to city co-sponsorship and grants. Under the policy/procedure, local groups may apply for use of City facilities at a reduced rate and may also request grant funding. Research into the recent use of this policy/procedure indicates that grants have rarely been requested. Staff found grants awarded in the past for the Martin Luther King celebration and the Ed Fund. Funding for the MLK event is now part of the HRC budget and funding for the Ed Fund is provided through ticket purchases to their annual fundraising event. Requested Action for WCC and Future Grants If a majority of the Council agrees, I propose that the City allocate grant funding to the Writers Coach Connection in the amount of $2,500. While the 2005 policy/procedure suggests that ---PAGE BREAK--- Agenda Item No. 7(E) Page 2 potential grant recipients make grant requests during the budget cycle, the deadline for grant requests was not well known and the WCC is in need of additional financial support for the program to complete tutoring for the 2012/13 academic year. Based on this, the Council may make an exception and include a grant for WCC in the 2012/13 budget. If there is interest on the part of a majority of the Council, I also suggest that the Council revive the formalized process envisioned in 2005 and consider grant requests in future fiscal years. FINANCIAL CONSIDERATIONS Because the requested amount is relatively small relative to the overall General Fund budget, staff does not believe an additional budget appropriation is necessary, should the Council choose to award the grant.