Verdugo Hills High School Community Grant Fund

T H E R U L E S

PURPOSE OF THE VERDUGO HILLS HIGH SCHOOL COMMUNITY GRANT FUND This fund was established on July 4th, 2008. Its purpose is to provide matching grants to sanctioned Verdugo Hills High School (VHHS) organizations, clubs, athletic teams, groups or programs against self-raised organization funds. The VHHS Community Grant Fund realizes and understands the significant role good and positive extracurricular activity plays in the lives of high school students. It is the purpose of this fund to support and foster these types of activities. It is also the purpose of this fund to support as many VHHS sanctioned groups as possible.

DESCRIPTION OF THE VERDUGO HILLS HIGH SCHOOL COMMUNITY GRANT FUND Money to fund the VHHS Community Grant Fund is raised through various community events. The most significant fundraiser is the 4th of July Family Fireworks Festival held at VHHS. In addition, the fund may receive money from private donors. Any money received will be placed in an interest-bearing bank account under the name Verdugo Hills High School Community Grant Fund. Signatories on this account are: The Sunland-Tujunga Chamber of Commerce, the Sunland-Tujunga Shadow Hills Rotary Club and the Principal of Verdugo Hills High School. VHHS COMMUNITY GRANT FUND YEAR The fund year is the twelve month period beginning on September 1st and ending on August 31st of the following year.

PROCESSES AND PROCEDURES Throughout this document, the term “group” is used. The term “group” shall mean any functioning club, organization, group, athletic team or program which is sanctioned by Verdugo Hills High School and operates during the established school year. Any group at VHHS which meets this description may apply for a matching grant for fundraising events conducted by that group. Grants will not be given without a valid fundraising event being conducted by the applying group. In the event a question is raised regarding whether or not a group is “sanctioned” or “functioning,” the fund will confer with the administration of VHHS who will make the final decision. If a group does not meet the definition as shown above, their application will be denied. Applying for a Grant In order to apply for a grant, the group must complete an application. The application requires the group give detailed information about themselves, their event and the reason for their fundraising event. The group may attached as much information as they feel necessary to explain these items. All information presented will be reviewed. The application must be signed by an authorized representative for the group. An “authorized representative” is a person over the age of 18, who is directly involved with the group during the school year, and is known to and accepted by the administration of VHHS as a representative for the group. Applications and any supporting materials the group wishes to include are to be mailed or hand delivered to: VHHS Community Grant Fund 8837-D Foothill Boulevard, Sunland, California 91040. If a group will be holding several fundraising events to raise money for one reason or purpose, then separate applications must be filed for each fundraising event. The application must be received prior to the date the fundraising event is to take place. If the application is sent via US Post Office, the postmark date will be considered the date the application is received. If the application is hand-delivered, it is the responsibility of the applicant to make sure the person receiving the application, documents the date the application is received. All applications will be reviewed in the order they are received. Grant applications will be reviewed by the Verdugo Hills High School Community Grant Fund Voting Board. Applications receiving a majority vote of the voting board will be granted matching funds under the conditions of their specific application.

Receiving Funds from the Grant Groups who are awarded a grant will receive their grant only after their fundraising event has taken place. Groups who are awarded a grant must provide valid proof of the amount of funds they have raised. Proof can be provided in the form of a bank deposit ticket or copies of receipts. A statement of net receipts from the authorized representative, which has been signed by two witnesses, must accompany the deposit ticket or receipts. It is recommended the group keep an accurate accounting of funds received. The grant fund has the right to request valid proof or to ask the group to provide additional documentation when necessary. Once all necessary proof has been received by the fund, the group will receive their grant money within 10 business days. Matching grant funds will never exceed the actual amount raised during the event. For example: A group’s fundraising goal is $600, they applied for a $400 grant but only raised $200 during their event. The fund will match the actual amount raised or $200. Grant fund checks will be made out to payee name as shown on the original application. The fund will not make checks payable to any individual. The VHHS Community Grant Fund has the right to follow-up with the group after their event has taken place to determine if the grant money has been used for the purpose shown on their application. If it is determined the money was NOT used for said purpose, the fund has the right to request a refund from the group and/or to ban them from applying for any future grants. Limits on Grant Funds The maximum amount of any single matching grant shall be $400. This limit has been placed in an effort to allow multiple groups to access the VHHS Community Grant Fund. Groups may submit more than one application per grant fund year. However, no one group will ever be awarded more than two (2) grants during any one grant fund year. During any one grant fund year, if a grant has already been awarded to a group and that group is applying again, and applications from other groups who have not yet received a grant are waiting review, the other group’s(s’) application(s) will be reviewed first. If several groups have been awarded grants during any one grant year and these groups are applying for another grant in the same year, their applications will be reviewed in the order they were received.

No grants will be approved which would deplete the VHHS Community Grant Fund bank account below the minimum amount needed to maintain an open account. THE VOTING BOARD The voting board is comprised of one member from each of the following: • Sunland-Tujunga Neighborhood Council • Sunland-Tujunga Shadow Hills Rotary Club • Sunland-Tujunga Chamber of Commerce • American Legion • Sunland-Tujunga Lions Club • Sunland-Tujunga Coordinating Council • Sunland-Tujunga Alliance • Verdugo Hills High School Vice Principal The voting board will meet as many times during the grant fund year as necessary to review any applications received. During each meeting, the board will vote on any applications received to date. Every effort will be made to review applications in a timely manner. A quorum of at least four members is needed to be considered a full board meeting. In the event of a tie, the VHHS Principal will cast the tie-breaking vote. If a group has filed an application and their application cannot be reviewed because all funds have been disbursed, the group will be notified. All applications received by the voting board will receive a written response regarding the status of their application. If an application is denied, reasons for the denial will be stated. The voting board reserves the right to change or amend these rules as the grant fund evolves or as unforeseen situations arise or as these rules require clarification. Sunland Tujunga Coordinating Council Sunland-Tujunga Alliance, Inc. Be Involved h Stay Informed