EXHIBIT 1 – GRANT PROTOCOL

VENTURA COUNTY ARTS AND CULTURE INVESTMENT FUND GRANT PROTOCOL

PURPOSE

The Ventura County Arts and Culture Investment Fund Grant Program (“Grant Program”) marks a significant investment by the County of Ventura (“County”) to support the meaningful work of our local community’s arts and culture nonprofit organizations and independent artists and arts projects within Ventura County.

Arts and culture nonprofit organizations are entities that operate with a primary mission to promote, preserve, and enrich the cultural and artistic aspects of society. These organizations are committed to advancing creativity, fostering cultural understanding, and contributing to the overall well-being of the residents of Ventura County, while offering a platform for artistic expression, innovation, and promoting a deeper understanding of our shared world.

The Grant Program has been established to provide funding to local arts and culture nonprofit organizations and to support independent artists and arts projects in Ventura County. This Grant Program will emphasize the arts and culture organizations and projects serving communities most impacted by the pandemic, identified by the bottom two tiers of the Vulnerability Index provided in the Economic Development Collaborative’s 2021 Report: Profile of COVID-19 Community, Business, and Worker Impacts. Organizations that do not directly serve these areas but can demonstrate service to other communities in need in the County (e.g., arts programs for older adults, people with disabilities, schools in lower income areas, etc.) will also be eligible for this Grant Program.

The Grant Program has been allocated into Three Tiers and Matching Grant Contingency Fund

THREE TIERS AND MATCHING GRANT CONTINGENCY FUND

Tier 1: Grant funds not to exceed $300,000 will be designated to nonprofit 501 (c) (3) arts and culture organizations with documented budgets averaging $1,000,000 and above for three years prior to the start of the pandemic, which was March 13, 2020. Funding requests of up to $200,000, with final award amounts based on number of eligible applications received, application score, and final ranking. Arts and culture organizations that meet Tier 1 criteria may only apply for a grant under Tier 1 and may not apply for grants under Tier 2, Tier 3, or Matching Grants Contingency Funds.

Tier 2: Grant funds not to exceed $300,000 will be awarded in amounts of $5,000 – $30,000 to Internal Revenue Code section 501(c)(3) nonprofit arts and culture organizations, and/or 501(c)(3) non-profit organizations that assume fiscal responsibility over another organization (fiscally sponsored projects), which serve residents in Ventura County and have documented budgets averaging $999,999 or less for at least three years, from 2020, 2021, and 2022. VCCF is the administrator for Tier 1 and Tier 2 at a total cost not to exceed $25,000.

Tier 3: $100,000 to be awarded in amounts of $1,000 – $5,000 to independent artists and arts projects in Ventura County with three years of documented history of artistic or cultural practice between 2017 and 2023, reside in Ventura County and serve the Ventura County community. Ventura County Arts Council (VCAC) is the administrator for Tier 3 at a cost not to exceed $10,000.

Matching Grant Contingency Fund: $100,000 to be awarded for matching grant requests or similar opportunities that support the arts community in Ventura County. The County, through the County Executive Office, is the administrator for the Matching Grant Contingency Fund.

Funding

The Grant Program was approved by the County of Ventura Board of Supervisors on November 7, 2023, with funding in the amount of $1,000,000. On February 6, 2024, the County Board of Supervisors approved an additional $375,000 for a total funding amount of $1,375,000.

New West Symphony and Rubicon Theater Company received $250,000 each, for a total of $500,000, in direct funding and they are ineligible to receive further funding from the Grant Program.

The total amount of grant funds being awarded from Tier 1, Tier 2, Tier 3, and the Matching Grant Contingency Fund total $1,300,000. The total costs to administer the Grant Program from Tiers 1-3 total $75,000. Of this $75,000, $25,000 will go to VCCF for Tier 1 and Tier 2 and $10,000 to VCAC for Tier 3, to support their administration costs, and $40,000 will be held by the County Executive Office to provide technical assistance workshops for Grant Recipients and support County marketing, outreach, and public relations efforts in support of the grant program.

Grant funds remaining from undersubscribed tiers may be reallocated by the County to support another round of grant funding. Tiers, grant period, and maximum award amounts will be reevaluated should additional funding become available through undersubscribed tiers, unused technical assistance and administrative funds, or other sources, including, but not limited to, contributions from non-profit organizations, private donors, or government. Any unused grant funds at the end of the contract period will be returned to the County.

ELIGIBILITY REQUIREMENTS

Grant applicants may only submit one application for the same individual or entity in Tier 1, Tier 2 or Tier 3. Tier 1 Grant Recipients are ineligible for Matching Grants. Two or more applications submitted on behalf of the same individual or entity in Tiers 1-3 may result in each application being deemed ineligible; VCCF and VCAC staff will cross reference applicant lists and disqualify duplicative applications. Arts and culture organizations that meet Tier 1 criteria cannot apply for grants under Tier 2, Tier 3, or Matching Grants Contingency Funds.

Eligible 501(c)(3) organizations, “Fiscal Sponsors” as described below, may submit a grant application and serve as a fiscal sponsor to one or more applicants, which shall be subject to confirmation by VCCF and VCAC staff, so long as all other eligibility requirements are met.

Ineligible Organizations

  • Organizations not based in Ventura County
  • Educational Institutions (Public and Private Colleges and Universities; K-12 School Districts; Private or Charter Schools, County Office of Education)
  • For-profit businesses
  • Units of Local Government, including municipal governments and special districts
  • Religious organizations or churches
  • Political action committees, political campaigns, and/or political lobbying organizations
  • Social service organizations or non-arts/cultural nonprofit organizations
  • Recipients of direct grants from the County of Ventura Board of Supervisors on November 7, 2023

Fiscal Sponsorship

A Fiscal Sponsor is a 501(c)(3) tax-exempt organization that agrees to be responsible for the fiscal management of another organization that does not have its own tax exemption with the Internal Revenue Service.

An applicant organization without IRS 501(c)(3) status must use a Ventura County based Fiscal Sponsor arts and culture organization with 501(c)(3) designation to apply for this Grant Program. For-profit businesses and individuals may not use Fiscal Sponsors to apply for the Grant Program.

Examples of applicants who can apply under fiscal sponsorship include but are not limited to, artist collectives, guilds, and 501(c)(6) entities. Applicants applying under fiscal sponsorship must comply with the VCCF Policy on Fiscal Sponsorship https://vccf.org/wp- content/uploads/2023/01/vccf-policy-on-fiscal-sponsorhip-3.pdf.

Tier 1 and Tier 2 Eligibility: Nonprofit Organizations and Fiscal Sponsors

Eligibility under Tier 1are nonprofit 501 (c) (3) arts and cultural organizations with operating budgets averaging $1,000,000 and above for three years prior to the start of the pandemic, which was on March 13, 2020. Applicants eligible under Tier 1 may not apply under Tier 2, Tier 3 or a matching grant. Eligibility under Tier 2 are nonprofit 501 (c) (3) arts and cultural organizations and fiscally sponsored projects with budgets of $999,999 or less in operation for at least three years. Additionally, an organization’s primary mission must be directly related to art and culture in Ventura County, such as promoting, preserving, and enriching the cultural and artistic aspects of Ventura County’s local community. All Tier 1 and Tier 2 applicants must meet VCCF’s compliance requirements, as follows:

  • Valid Internal Revenue Service 501(c)(3) status with a formal IRS Determination Letter
  • Current registration with the California Attorney General Registry of Charities and Fundraisers
  • If an applicant organization is reporting negative unrestricted net assets on their most recent Internal Revenue Service Form 990 they must also submit a letter, signed by the Board President and Treasurer, on how the organization is addressing the situation, including producing an 18-month operating budget

For more information, please contact Tracy Tagawa, VCCF Chief Compliance Officer at ttagawa@vccf.org.

Eligible Use of Grant Funds for Nonprofit Organizations and Fiscal Sponsors

  • Unless otherwise listed as ineligible below, all employee expenses including payroll costs, health care benefits, paid sick, medical, or family leave, and insurance premiums
  • Working capital, equipment, supplies, or other overhead (including rent, utilities, mortgage principal and interest payments [excluding mortgage prepayments]), and debt payments (principal and interest)

The following are ineligible uses of Grant funds for nonprofit organizations and fiscal sponsors

  • Human resource expenses for the State share of Medicaid
  • Employee bonuses or severance pay
  • Taxes
  • Legal settlements
  • Personal expenses or other expenses unrelated to COVID-19 impacts
  • Expenses for repairs from damages already covered by insurance
  • Reimbursement to donors for donated items or service

Tier 3 Eligibility: Independent Artists and Art Projects

To be eligible for a grant under Tier 3, independent artists and projects must have a documented artistic work history of at least three years between 2017 and 2023, reside in Ventura County, and serve the Ventura County community. Art projects must be led by an independent artist meeting these criteria and occur in Ventura County. Initial artist and art project eligibility will be determined by Ventura County Arts Council (VCAC) staff prior to application review.

Eligible Use of Grant Funds for Independent Artists and Independent Art Projects

  • All expenses that support the creative and/or professional capacity of artists, including compensation for artists’ time, equipment, materials, supplies, the exhibition or performance of work, and training/education; or expenses related to the development and creation of arts and culture based projects in Ventura County, including murals, public art, arts classes, workshops, and community

The following are ineligible uses of Grant funds for artists or independent art projects

  • Personal Income Taxes
  • Legal expenses or settlements
  • Personal expenses or other expenses unrelated to COVID-19 impacts
  • Expenses for repairs from damages already covered by insurance
  • Reimbursement for past projects

Matching Grant Contingency Fund Eligibility: Matching Grant Requests

Any eligible organization or individual artist may submit a letter of interest for a matching grant request for consideration, so long as they meet the external eligibility criteria for the grant opportunity for which they are requesting matching funding.

DISTRIBUTIONS

Distributions from the Grant Program will be based on a competitive application process.

Note: Determination of the grant award amounts for each of the tiers depends upon the following:

  1. The score of a nonprofit or individual artist’s application
  2. The number of applicants for each tier and amounts requested
  3. Completion of the review of all submitted applications
  4. Approval by appropriate governing authority related to each tier

TIER 1 AND TIER 2 APPLICATIONS

Tier 1 and Tier 2 grant funding will be administered by VCCF which will establish a Special Oversight Committee for the Grant Program in consultation with County. The Special Oversight Committee will operate under a charter (“Special Oversight Committee Charter” attached hereto and incorporated by reference as “Attachment A”) developed in accordance with this Grant Protocol. This Special Oversight Committee Charter will adhere to all VCCF policies, follow all laws, and clearly define the authority, final composition, appointment and removal processes, and purview of the Special Oversight Committee.

Tier 1 and Tier 2 grant applications will be accepted in English and Spanish, with additional language translation services available upon request.

The process and procedures for consideration of each nonprofit applicant in Tier 1 and Tier 2 includes:

  1. VCCF will establish a Special Oversight Committee comprised of at least one member from each County Supervisorial District, who are selected based on a combination of their past service to the community and experience in the government, nonprofit, and/or arts and culture sectors; one VCCF representative; and one County staff member (selected at the discretion of the County). The Tier 1 and Tier 2 Special Oversight Committee is proposed to consist of the following community leaders:
    • Geoff Dean, Sheriff, Retired; Board of Directors, VCCF (Co-Chair), District 3
    • John Bradley, Rocketdyne, VP of Finance/CFO, Retired (Co-Chair), District 2
    • Elena Brokaw, Executive Director, Museum of Ventura County, District 1
    • Niki Richardson, Associate Director, TOArts, District 2
    • John Marquez, Executive Director, Santa Paula Chamber of Commerce, District 3
    • Becky Savell, City of Simi Valley Arts Commissioner, District 4
    • Maya Zumaya, Executive Director, REACH Hueneme, District 5
    • Mike Silacci, Chief Philanthropy Officer, VCCF
    • To Be Determined, One County staff representative
  2. Non-voting members that provide support and guidance to the Special Oversight Committee include:
    • David Yoshitomi, Arts and Culture Manager, County of Ventura
    • Gloria Martinez, Economic Vitality Manager, County of Ventura
    • Vanessa Bechtel, President & CEO, VCCF
    • Tracy Tagawa, Chief Compliance Officer, VCCF
    • Calleen Pardinas, Philanthropic Services Officer, VCCF
    • Kinsey Cohen, Executive Assistant to Chief Philanthropy Officer, VCCF
  3. Applicants will apply via an online grant application (to be developed by VCCF with County approval) hosted on VCCF’s platforms. This application will ask applicants to demonstrate their level of service to the community through artistic, creative, or cultural practice; a clear understanding of the communities they serve; a history of working in collaboration with others; and a clear plan for the use of the funds.
  4. VCCF, in collaboration with County, will develop a scoring rubric that prioritizes applications that clearly demonstrate these criteria in their application through the narrative responses, financial information, and supplemental materials.
  5. The Special Oversight Committee will review and score all eligible applications according to this rubric. Non-voting members will serve in an advisory capacity to the Special Oversight Committee. The Special Oversight Committee will have the authority to recommend funding decisions. VCCF will award grants at the recommendation of the Special Oversight Committee.
  6. VCCF will notify all applicants of the decision in writing and shall send Grant Recipients the Grant Requirements, the Tier 1 Grant Recipients Reporting Requirements as applicable, the check for the full grant award, and a clear statement indicating that the acceptance of the grant award constitutes full acceptance of the Grant Requirements, including the requirement to return the award for ineligible use of grant Such notice and grant award shall be sent within 10 business days of receiving the recommendation of the Special Oversight Committee.
  7. VCCF will manage all communications with all grant applicants and Grant Recipients during the Term of the Agreement, including general application assistance and questions, announcement of awards, the dates of any grant related meeting or workshops, and the due date and materials required for a Grant Recipient final report.
  8. VCCF and/or County cannot provide tax advice to Grant Recipients and no applicant or grant recipient has a legal claim or entitlement to receive payments from the Grant Program.
  9. No member of the Special Oversight Committee shall participate or attempt to influence any grant funding decision involving a person or entity in which the member has contractual relationship or financial interest.
  10. Both VCCF and County will have full access and rights to all applicant data collected in the grant process, including, but not limited to, individual grant applications, financial records, supplemental materials, final application scores and ranking sheets, and Grant Recipient final reports. Applicants will be provided their specific application score and ranking upon request.

TIER 3 APPLICATION

Tier 3 grant funding will be administered by VCAC which will establish a Special Oversight Committee for the Grant Program, in consultation with County. The Tier 3 Special Oversight Committee will operate under a charter (to be approved by the County) developed in accordance with this Grant Protocol. This charter will adhere to all VCAC policies, follow all laws, and clearly define the authority, final composition, appointment and removal processes, and purview of the Special Oversight Committee.

Tier 3 grant applications will be accepted in English and Spanish. Additional language translation services available upon request.

The process and procedures for consideration of individual artist/art project applicants in Tier 3 includes:

  1. VCAC will establish a Special Oversight Committee comprised of at least one member from each County Supervisorial District, who are selected based on a combination of their experience and leadership in the arts community, including working with artists, involvement with nonprofit arts and culture organizations, and work in local government, and one County staff member selected at the discretion of the County. The Special Oversight Committee is proposed to consist of the following community leaders:
    • Vanessa Acosta, Founder, De Colores Multicultural Folk Arts, District 3
    • Jen Benitez, Founder, Pinaysphere, District 3
    • Kathryn Dippong-Lawson – Community Partnerships Manager, City of Ventura, District 1
    • Javier Gomez, Founder and Executive Director, In Lak’ech Cultural Arts Center, District 5
    • Wendy Osher, Past President, VCAC, District 1
    • Mel Vines, Educator, Past VCAC Board Member, District 4
    • Casey Comstock-Mills, Youth Programs Director, TOArts, District 2
    • To Be Determined, One County staff representative
  2. Non-voting members that provide support and guidance to the Tier 2 Special Oversight Committee include:
    • David Yoshitomi, Arts and Culture Manager, County of Ventura
    • Gloria Martinez, Economic Vitality Manager, County of Ventura
    • Craig Rosen, Interim Executive Director, VCAC
    • Michelle Dumas, Operations Director, VCAC
    • Vanessa Bechtel, President & CEO, VCCF
    • Mike Silacci, Chief Philanthropy Officer, VCCF
  3. Applicants will apply via an online grant application (to be approved by County) and hosted on the VCAC platforms. This application will ask applicants to demonstrate their history as an artist and their current creative pursuits and history of meaningful engagement with communities within Ventura County.
  4. VCAC, in collaboration with County, will develop a scoring rubric that prioritizes applications that clearly demonstrate these criteria in their application through the narrative responses and supplemental materials.
  5. The Tier 3 Special Oversight Committee will review and score all eligible applications according to this rubric. Non-voting members will serve in an advisory capacity to the Tier 3 Special Oversight Committee. The Tier 3 Special Oversight Committee will have the authority to recommend funding decisions. VCAC will award grants at the recommendation of the Special Oversight Committee.
  6. VCAC will notify all Tier 3 applicants of the decision in writing and shall send Grant Recipients the Grant Requirements, the check for the full grant award, and a clear statement indicating that the acceptance of the grant award constitutes full acceptance of the Grant Requirements, including the requirement to return the award for ineligible use of grant funds. Such notice and grant award shall be sent within 10 business days of receiving the recommendation of the Special Oversight Committee.
  7. VCAC will manage all communications with all Tier 3 grant applicants and recipients during the Term of the Agreement, including general application assistance and questions, announcement of awards, the dates of any grant related meetings or workshops, and the due date and materials required for a Grant Recipient final report.
  8. VCAC and/or County cannot provide tax advice to those receiving payments from the Fund. No organization has a legal claim or entitlement to receive payments from the Fund.
  9. No member of the Tier 3 Special Oversight Committee, VCAC, or County will participate or attempt to influence any grant funding decision involving a person or entity in which the member has a personal, contractual, or financial interest.
  10. Both VCAC and County will have full access and rights to all applicant data collected in the grant process, including, but not limited to, individual grant applications, financial records, supplemental materials, final application scores and ranking sheets, and Grant Recipient final reports. Applicants will be provided with their specific application score and ranking upon request.

MATCHING GRANT CONTINGENCY FUND

$100,000 in grant funds will remain in a contingency fund managed by County, to support matching grants or similar opportunities that support the arts community in Ventura County. Eligible opportunities can include, but are not limited to, grant programs offered by the National Endowment for the Arts, the California Arts Council, and private foundations.

Matching grant requests shall support arts and culture organizations, programs, or projects that emphasize Ventura County communities most impacted by the pandemic, and activities that align with County Economic Vitality Strategic Plan’s focus on the creative economy, namely community programs and events, creative placemaking, entrepreneurship and workforce development, and promotion and marketing of arts and cultural events, and operating costs for organizations already doing work in these areas.

Matching Grant applications, in the form of Letters of Interest as described below, will be accepted on a rolling basis, until funds are exhausted or the Matching Grant application deadline of December 1, 2024, whichever occurs first. Organizations interested in participating in this grant match opportunity shall submit a Letter of Interest as early as possible, but no later than December 1, 2024.

Letters of Interest must include:

  • Brief description of the applicant organization
  • A description of the matching grant opportunity (including the funding organization)
  • A description of the program or project to be supported by the grant
  • The amount of the matching grant request

Letters of Interest must be signed by the executive director and at least one board member from the organization. Letters of Interest can be submitted electronically to the County of Ventura’s Arts and Culture Manager at david.yoshitomi@ventura.org. Letters of Interest will be reviewed on a case-by-case basis and subject to the approval of the County Executive Officer or her designee.

Any remaining Matching Grant funds not utilized by December 31, 2024, may be distributed in a second round of grant funding. Any unused grant funds will be returned to the County by June 30, 2025.

Planned Timeline

All of the proposed timelines may be adjusted upon mutual agreement from the parties.

TIER 1 AND TIER 2
Proposed Date(s)
Activity
February 26, 2024
Application Opens
March 22, 2024
Application Closes at 5:00 p.m.
March 25, 2024
Applications reviewed for eligibility requirements by VCCF’s compliance department. Ineligible applicants will be notified for transparency if they are not eligible for consideration.
March 26, 2024
VCCF and VCAC Cross reference applications
March 27, 2024
Tier 1 and Tier 2 applicants sent to Special Oversight Committee for review.
April 3, 2024
Special Oversight Committee review opportunity closes at 11:59 p.m.
April 8, 2024
Special Oversight Committee meets to consider applications and recommend funding.
April 18, 2024
All Tier 1 and Tier 2 applicants notified in writing of the result of application. Tier 2 successful applicants will receive both the Grant Distribution Letter and a check for a full grant award amount. Tier 1 successful applicants will receive a Grant Recipient Agreement and Reporting Requirements with a 60-day deadline to submit before issuance of grant award.
July 18, 2024
Deadline for complying with Tier 1 Grant Recipient Reporting Requirements.
January 31, 2025
Grant Recipients Final Reports due to VCCF.
June 30, 2025
VCCF Final Report Due to County. Any unused grant funds will be returned to the County by June 30, 2025.
TIER 3
Proposed Date(s)
Activity
February 21, 2024
Application Opens
March 19, 2024
Applications Closes at 5:00 p.m. (or at 250 applications, whichever comes first).
March 20 – 25, 2024
Applications processed and prepared for distribution to Tier 3 Special Oversight Committee.
March 26, 2024
VCCF and VCAC Cross reference applications.
March 27, 2024
Tier 3 Special Oversight Committee members receive applications.
April 10–16, 2024
Tier 3 Special Oversight Committee convenes to review and score applications.
April 10–16, 2024
VCAC Board of Directors meet to approve Special Oversight Committee’s funding recommendation.
April 22, 2024
All Tier 3 applicants notified in writing of the result of application, with Grant Recipients receiving both the Grant Requirements and a check for a full grant award amount in one mailing.
January 31, 2025
Grant Recipients Final Reports due to VCAC.
June 30, 2025
VCAC Final Report due to County. Any unused grant funds will be returned to the County by June 30, 2025.
MATCHING GRANT CONTINGENCY FUND
Proposed Date(s)
Activity
February 28, 2024
Matching Grant Funding Opportunity Announced.
February 28, 2024 – December 31, 2024
Letters of Interest are accepted and reviewed on a rolling basis.
December 1, 2024
Letter of Interest Deadline.

Attachment A

Ventura County Community Foundation Special Oversight Committee Charter

This Charter is designed to guide the operations of the Ventura County Community Foundation (“VCCF”) Special Oversight Committee (“Committee”) to provide funding recommendations for the Arts and Culture Investment Fund Tier 1 and Tier 2 allocations approved by the County of Ventura Board of Supervisors on November 7, 2023, and February 6, 2024.

The Committee is established to ensure the effective, fair, and transparent distribution of Tier 1 and Tier 2 funding to local arts and culture nonprofit organizations and fiscally sponsored projects in Ventura County.

I. Purpose:

The purpose of this Committee is to review, rank, score, and provide funding recommendations for all eligible Tier 1 and Tier 2 applications received by the VCCF, following the Grant Protocol as approved by both the VCCF and the County of Ventura (“County”).

II. Responsibilities:

The Committee’s primary responsibilities include:

  • Application Review: The Committee will review, score, rank, and recommend Tier 1 and Tier 2 applications for funding based on the rubric and following the Grant Protocol as approved by the VCCF and the County.
  • Funding Recommendations: The Committee will have the authority to recommend Tier 1 and Tier 2 funding decisions to VCCF. VCCF will subsequently award grants at the recommendation of the Special Oversight Committee.

VCCF is responsible for ensuring the Committee follows the Grant Protocol and the scoring rubric approved by VCCF and County and responding to any inquiry regarding the funding decision process.

III. Composition:

The Committee shall be composed of a minimum of seven and a maximum of 11 voting members that represent the diversity of Ventura County and possess a combination of experience in government, nonprofit, and/or arts and culture sectors.

The Committee shall include at least one member from each of the five Supervisorial Districts in the County, one VCCF representative, and one County staff member selected by the County.

Seven non-voting members shall serve in an advisory capacity to the voting members to provide support and guidance during the application review process.

IV. Selection:

Voting members will be selected based on their demonstrated commitment to community service, expertise in relevant sectors, and a proven track record of contributing positively to the community.

At least one member from each Ventura County Supervisorial District will be selected to ensure representation from across the county. One County staff member will be selected to serve at the discretion of the County. One VCCF representative will be selected by the VCCF President and CEO.

Non-voting members shall be representatives from both VCCF and County.

V. Committee Member Positions and Roles:

Voting Committee members shall include the following positions: two Co-Chairs, one County staff member, and one VCCF representative, and up to seven general members. These voting Committee members shall be responsible for:

  • The thorough review, evaluation, and scoring of Tier 1 and Tier 2 applications according to the established criteria and scoring
  • Attending all Committee meetings and being prepared to participate in constructive discussions to arrive at funding
  • Maintaining confidentiality regarding sensitive information discussed during Committee meetings and following the established Grant Protocol for handling grant
  • Upholding a commitment to fairness, equity, and transparency in the decision-making

In addition to these responsibilities, Committee Co-Chairs are responsible for providing leadership by guiding decision-making, leading meetings, and overseeing the overall functioning of the Committee. This includes coordinating the facilitating communication among members and managing the application review process. The Co-Chairs are also tasked with communicating Committee recommendations to VCCF. Either Co-Chair may initiate confidential discussions regarding the potential removal of a Committee member with the VCCF Chief Executive Officer.

V. Non-Voting Members:

Non-voting members will serve in an advisory capacity to provide additional insight and support to the Committee during the application review process.

VI. Meeting Schedule:

The Committee is expected to meet to review application scores and make funding decisions before April 15, 2024 or adjusted date upon mutual agreement from both the County and VCCF. Additional meetings may be called by the Co-Chairs if necessary, during the Term of the Agreement, which concludes on June 30, 2025.

VII. Decision-Making

Funding decisions of the Committee shall be made by a roll call vote with a simple majority required. All other Committee decisions will be made by consensus whenever possible. In cases where consensus cannot be reached, decisions may be made by a roll call vote with a simple majority required.

In the event of a tie vote, the Co-Chairs shall jointly engage in further deliberation to seek common ground and facilitate a resolution between the voting members.

VIII. Conflict of Interest:

Committee members must avoid any personal, financial, or professional interests that may conflict or appear to conflict with their responsibilities. To ensure transparency and maintain the integrity of the decision-making process, members are required to disclose any potential conflicts of interest promptly. In the event of a disclosed conflict, the affected member may be required to recuse themselves from related discussions and decisions. All Committee members are expected to adhere to these conflict of interest guidelines and contribute to a committee environment free from undue influence or bias.

IX. Removal:

The VCCF Chief Executive Officer, in consultation with the County, shall have the authority to remove a Committee member at any time for any reason, including, but not limited to failure to fulfill their responsibilities, failure to disclose conflicts of interest, or engaging in conduct detrimental to the goals and objectives of the Committee.

X. Replacement

If a Committee member is removed, unable to fulfill their responsibilities, or steps down, a replacement will be appointed by the VCCF Chief Executive Officer in consultation with the County. The replacement shall be selected based on their alignment with the criteria for Committee composition above, ensuring continuity in representing the interests of the community and representation for all five Supervisorial Districts.

XI. Term of Service:

Committee members will serve from their date of appointment through June 30, 2025.

XIII. Amendment of Charter:

This Charter may only be amended by the VCCF Chief Executive Officer, in consultation with the County.

XIV. Dissolution:

This Committee is scheduled to wind down by the conclusion of the Term of the Agreement, which is June 30, 2025. The VCCF Chief Executive Officer, in consultation with the County and by an amendment to the Agreement, may extend this date should a second round of funding be necessary.

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