HomeMy WebLinkAbout2025-151 Grant - Ashland Family YMCA CITY OF ASHLAND
GRANT AGREEMENT
CITY: CITY OF ASHLAND GRANTEE: Ashland Family YMCA
20 E Main Street Address: 540 YMCA Way
Ashland, OR 97520 Telephone: 541-482-9622
PHONE: (541) 488-6002 Email: development@ashlandymca.org
FAX: (541)488-5311
Term of this Grant Agreement: June 30, 2026
Grant funds awarded: $50,000 to be used for staffing and/or student scholarships per the Grant
Application
This Grant Agreement(hereinafter "Agreement") is entered into by and between the City of
Ashland, an Oregon municipal corporation(hereinafter "City"), and Ashland Family YMCA
("hereinafter"Grantee").
City and Grantee hereby agree as follows:
1. Nature of Grant. Subject to the terms and conditions of this Agreement, including the grant
eligibility requirements outlined in Exhibit A, and in reliance upon Grantee's approved grant
application, the City agrees to provide grant funds to Grantee in the amount specified above. Grant
funds shall be utilized or contractually committed in the fiscal year for which they were awarded.
2. Qualified Work. Grantee has represented, and by entering into this Agreement now represents,
that any personnel assigned to the work required under this Agreement are fully qualified to perform
the work to which they will be assigned in a skilled and professional manner and will maintain the
proper Oregon childcare licensure throughout the term of the Grant.
Grantee shall also maintain a current City business license.
3. Use of Grant Funds. The use of grant funds is expressly limited to the activities as set forth in
the Grant Application, attached hereto as Exhibit A and incorporated herein by this reference.
4. Grantee agrees to acknowledge the City as a funding source in all of Grantee's printed and
electronic notices and advertisements relating to the use of these grant funds (example"This
program is partially funded through the use of The Ashland Childcare Grant Program").
5. Grantee agrees to submit a written report to the City on the use of the grant funds within ninety
(90) days following the expenditure, but in no event later than, as set forth in Exhibit A.
6. Unexpended Grant Funds. Any grant funds not expended by June 30, 2026, shall be
immediately returned to the City.
GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND ASHLAND FAMILY YMCA
7. Financial Records and Inspection. Grantee shall maintain a complete set of books and records
relating to the purpose for which the grant funds were awarded. Such records shall be kept in
accordance with generally accepted accounting principles. Grantee gives the City and any
authorized representative of the City access to and the right to examine all books, records, papers, or
documents relating to the use of the grant funds.
8. Living Wage Requirements. If the total amount of grant funds awarded under this Agreement is
$25,335.05 or more attached as Exhibit B, Grantee is required to comply with Chapter 3.12 of the
Ashland Municipal Code by paying a living wage,as defined in that chapter.
9. Termination.
a. Mutual Consent. This Agreement may be terminated at any time by the mutual written
consent of both parties.
b. City's Convenience. This Agreement may be terminated at any time by City upon not
less than thirty (30) days' written notice delivered by certified U. S. mail or in person.
C. For Cause. City may terminate this Agreement, in whole or in part, effective upon
delivery of written notice to Grantee under any of the following conditions:
i. If City funding from federal, state, county or other sources is not obtained and
continued at levels sufficient to allow for the grant;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted
in such a way that the grant purposes are no longer allowable or appropriate for
award under this Agreement or are no longer eligible for the funding proposed for
payments authorized by this Agreement; or
iii. If any license or certificate required by law or regulation to be held by Grantee to
provide the services required by this Agreement is for any reason denied, revoked,
suspended, or not renewed.
10. Default. If Grantee fails to perform or observe any of the covenants or provisions contained in
this Agreement or fails to expend the grant funds or enter into binding legal agreements to expend
the grant funds during the term of this Agreement,the City, by written notice of default to the
Grantee, may terminate this Agreement and may pursue any remedies available to the City at law or
in equity. Such remedies may include, but are not limited to, termination of this Agreement, the
stopping of payment on or return of the grant funds,payment of interest earned on grant funds or
declaration of ineligibility for the receipt of future grant awards.
In the event of termination, City may stop payment or withhold any Grant funds in City's possession
from Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds.
In addition, City shall be entitled to recover any administrative costs, including attorney fees or
collection costs if encumbered as a result of Grantee's failure to return Grant funds. In the event of
termination, if Grant funds are not returned or it is found that Grant funds were misappropriated,
Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are
finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in
addition to any other rights and remedies available to the City under the law.
11. Amendments. The terms of this Agreement may not be waived, altered, modified,
supplemented, or amended in any manner except by written instrument signed by the parties.
GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND ASHLAND FAMILY YMCA
12. Indemnity. Grantee agrees to defend, indemnify, save, and hold the City, its officers, employees
and agents harmless from any and all losses, claims, actions, costs, expenses,judgments,
subrogation, or other damages of any nature whatsoever resulting from or arising out of the
performance of this Agreement by Grantee(including but not limited to, Grantee's employees,
agents, and others designated by Grantee to perform work or services attendant to this Agreement).
However, Grantee shall not be held responsible for damages caused by the gross negligence of the
City, its officers and employees.
13. Liability Insurance. Grantee shall, at its sole expense, obtain and maintain during the term
of this Agreement, a policy or policies of liability insurance according to the following policy
limits below. Grantee shall name the City of Ashland as additional insured and shall supply an
endorsement to the City.
• Comprehensive General or Commercial General Liability, including personal
injury, contractual liability, and products/completed operations coverage in the
amount of$3,000,000 in the aggregate and$2,000,000 per occurrence; and
• Commercial Automobile Liability Insurance in the amount of$2,000,000 in the
aggregate, $2,000,000 per occurrence for those entities that are responsible for the
transportation of children; and
• Sexual Abuse/Molestation liability, or the equivalent, of not less than $100,000
per occurrence and$300,00 in the aggregate for those facilities that have operated
for three years or more, and $200,000 in the aggregate for those facilities that
have operated for less than three years(counting backwards from July 1, 2025).
14. Workers' Compensation Insurance. Grantee shall either maintain Worker's Compensation
insurance in compliance with ORS 656.017 at its sole expense, which requires subject employers
to provide workers' compensation coverage for all of its subject employees, or certify on a
document acceptable to the City that it is exempt from this requirement on.
15. Assignment. Grantee shall not assign this Agreement nor subcontract any portion of any
work to be performed hereunder without the written consent of the City. Any attempted
assignment or subcontract without the written consent of City shall be null and void.
16. Merger. This Agreement constitutes the entire understanding between the parties. There are no
understandings, agreements, or representations, oral or written,not specified in this Agreement
regarding this Agreement. Grantee, by the signature below of its authorized representative,
acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms
and conditions.
17. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of
the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation
of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon
for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive
venue shall be in the federal district court for the district of Oregon. Each party expressly waives
any and all rights to maintain an action under this Agreement in any other venue, and expressly
consents that, upon motion of the other party, any case may be dismissed or its venue transferred,
GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND ASHLAND FAMILY YMCA
as appropriate, so as to effectuate this choice of venue.
18.Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds
currently available and authorized for expenditure to finance the costs of this Agreement within the
City's fiscal year budget. Grantee understands and agrees that City's payment of amounts under this
Agreement attributable to work performed after the last day of the current fiscal year is contingent
on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its
reasonable administrative discretion, to continue to make payments under this Agreement. In the
event City has insufficient appropriations, limitations or other expenditure authority, City may
terminate this Agreement without penalty or liability to City, effective upon the delivery of written
notice to Grantee,with no further liability to Grantee.
19. Non-Discrimination. Grantee agrees that no person shall, on the grounds of race,color,
religion, creed, sex,marital status, familial status or domestic partnership,national origin, age,
mental or physical disability, sexual orientation, gender identity or source of income, suffer
discrimination in the performance of this Agreement when employed by Grantee. Grantee further
agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation
statutes,rules, and regulations.
20. Annual Anti-Abuse Training.The Grantee agrees to facilitate and coordinate the participation
of its staff in anti-abuse training approved by the Grantor. The Grantee shall ensure that all staff
members complete the training within one year of their employment or engagement. Any new staff
hired after the initial training period shall complete the training within three months of their date of
hire. The Grantee shall report to the Grantor, upon request,proof of completion for all staff members
within these timeframes.
GRANTS — r CITY OF ASHLAND:
By: By: im
Printed Name: HlYa�,% Printed Name: Sabrina Cotta
Title: 1jcEc.",E. ��p.Bcu / coo Title: City Manager
Date: Date: 7/23/25
GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND ASHLAND FAMILY YMCA
Kerrick Gooden
From: noreply@civicplus.com
Sent: Wednesday,June 25, 2025 12:27 PM
To: City Managers Office
Subject: Online Form Submittal: Early Childcare Affordability Grant Application
[EXTERNAL SENDER]
Early Childcare Affordability Grant Application
Contact Name Kelsey Rittenhouse
Email Address development@ashlandymca.org
Phone Number 5414829622
Address 540 YMCA Way
City Ashland
State OR
Zip Code 97520
Organization Legal Young Men's Christian Association of Ashland
Name
DBA or Alternative Ashland Family YMCA
Name
Amount Requested $100,000
Federal Employer ID 93-0386976
Number(FEIN)
Outline of History in Youth Development:The Ashland Family YMCA has
organizational been serving our local community since 1899 and is committed
priorities/mission and to nurturing the potential of children and teens, promoting
values, equity healthy living and fostering a sense of social responsibility.The
commitment, childcare Y is dedicated to building healthy, confident, connected and
philosophy, history, secure children, adults,families and communities. We are a
board membership, etc. trusted Ashland childcare provider with afterschool care at
three schools, preschool at two schools,and summer day
camps at our main facility and overnight camp at YMCA Camp
DeBoer.
Organizational Priorities: • Serve people of all ages, races,
1
religions and incomes by creating a community focused on
wellbeing and bringing people together. • Deliver excellent
Health and Wellness activities,facilities,and programs for
audiences and people of all ages. •Offer quality youth
development programs and opportunities to ensure every child
has a chance to reach their full potential. No one is turned
away for the inability to pay.
Our Mission and Values:The Ashland Family YMCA exists to
fulfill human potential and enrich the quality of life for those we
serve through youth development, healthy living, and social
responsibility.
Our values are: caring, honesty, respect and responsibility.
Equity Commitment: The Ashland Family YMCA is committed
to creating a diverse, inclusive,and safe space for all. We are
dedicated to building bridges, increasing our knowledge,
understanding, and bringing people together to advance equity
and create positive change at our YMCA.All are welcome
here.
Board Membership: The Ashland Family YMCA has a history of
governance by a voluntary board of directors,whose
membership includes donors, members, small business
owners, and representatives of the community's faith, civic,
business and legal sectors.
Childcare Philosophy: We are dedicated to providing high
quality early childhood education and childcare for our
community. The Y offers a place where children are safe,
loved, and encouraged to develop socially, emotionally,
physically, and academically. Preschool with the Ashland
Family YMCA is a developmental, play-based learning program
emphasizing child interest and exploration.We teach a
research-based curriculum called "Smart Teach."
List of staff including Heidi Hill, CEO Ashland Family YMCA since September 2022.
any formal and Heidi has worked administratively in Rogue Valley's health
continuing education sector for over a decade. She holds a Masters in Healthcare
and licensing. Administration, and a BS in Public Policy and Public
Administration, from Walden University. Heidi's work has
focused on the intersection of healthcare and investments in
the Social Determinants of Health. She recognizes that
education and early learning are key cornerstones to long term
health and educational outcomes.
Suzie Sanders,YMCA Preschool Director. Suzie has been
teaching preschool in the Rogue Valley for 22 years. She has
an Associate of Arts in Early Childhood Education, from Rogue
Community College. She is also pursuing a Bachelor of Arts in
Early Childhood Education, with a minor in Infant/Toddler
mental health. Suzie is currently pursuing her Qualified Mental
2
Health Associate(QMHA)and will complete the certification in
December 2025. Suzie is a step 9.5 on the Oregon Registry, as
well as being bilingual, speaking Spanish and English.
Kimiko Maglio, Lead YMCA Preschool Teacher at Walker.
Kimiko has a BA in Environmental Studies and Education with
a Minor in Early Childhood Education from SOU. Kimiko is a
Step 10 in the Oregon Registry and has been teaching in the
field for eight years.
Tiffany Welch, Lead YMCA Preschool Teacher at Helman/
Preschool Coordinator. Tiffany has a Child Development
Associate(CDA)credential.Tiffany is a Step 7.5 in the Oregon
Registry and has been teaching in the field for seven years.
The Y supports staff by paying for their licensure required
continuing education.
Description of type of The Ashland Family YMCA's licensed preschool program and
childcare services its qualified staff serve children ages 3-5 at Helman and Walker
offered Elementary Schools with full and half day options available
Monday-Friday 7:45 a.m.-5:30 p.m., and 7:45 a.m.-12 p.m.,
respectively. Financial program support is available to any
family that applies because of the Ashland Y's commitment to
the belief that The Y is For All.A community partnership with
the Ashland School District has made our program possible.
Families have the convenience of local site locations, and
preschool students stand to benefit from educational transitions
into elementary school settings that will be familiar to them
through the Y's Preschool Program.The goal for the Ashland
Family Y is to support working families by providing
preschoolers with a strong foundation for their elementary
years.
Total number of seats available 37
Seats currently filled 32
Number of classrooms 2
License capacity per room 20
Staffing ratio Usually 1:6, licensing requires 1:10
Program year-Calendar or Academic Calendar: September 2,
2025—August 28 2026
ashlandymca.org/preschool
Select Grant Application Sliding Scale Scholarships (complete section A.), Staffing
Type Support, Inclusive Special Needs Programming and/or
Behavioral Support(complete section C)
List any other funding The Ashland Family YMCA Preschool Promise slots have been
sources that have been moved from Helman to our Talent preschool for the 2025-2027
considered or received. years. So far for the 25-26 school year we have two families
(Such as Preschool receiving Employment Related Day Care (ERDC) benefits and
Promise, Head Start, 8 families on YMCA financial assistance. We plan to apply for
private foundation support for our Preschools. In addition, the
3
SNAP, YMCA runs a volunteer lead annual Scholarships For Kids
foundations/donors, campaign to raise funds for our internal YMCA scholarships for
Local employers, etc.) membership and programs which includes Preschool.
If you are applying for Sliding Scale Scholarships, fill out section A, below
A. Proposed draft sliding
scale used to We are applying for$55,000 in scholarship support.
identify/verify the level
of need and priority in Please view the submitted document"2025-26 YMCA
awarding affordability Preschool Financial Assistance". This flyer provides information
scholarships. for applying for state assistance through DHS along with
qualifying income per household. It also has a chart showing
YMCA preschool assistance if a family does not qualify for
state assistance. The chart shows the percentage discount by
income and household size. If applying for YMCA financial
assistance,the family will submit a"Membership and Program
Support'application along with documentation. Their
documentation will verify if they live/work in Ashland and their
income.We will use this data to identify all eligible families for
the City of Ashland Early Childhood Affordability grant Program
(ECAP).Those eligible will then be divided into levels of need
and be awarded a percentage discount per month based on
the grant funds received.
A. Outline of required We ask families to provide the number of people in their
information from the household and to provide either page 1 of their most recent tax
household used to return showing dependents and gross income or other
evaluate their potential documents showing 30 days of income (pay stubs,
scholarship. child/spousal support, student loans, social security,
unemployment, other.) We also provide a space for additional
information regarding the need for financial assistance (i.e.
medical bills, recent job loss,fleeing domestic abuse,etc.)
If you are applying for Infrastructure Investment, fill out section B, below
For projects between $0 and $24,999, include two quotes. For projects between
$25,000 and more, provide three quotes. If three quotes are not received, make a
note of which agencies did not respond to the request for quote.
B. Project description, N/A
including the need you
are addressing and how
this investment will
solve the need.
4
If you are applying for Staffing Support, fill out Section C, below
C. Please describe the General staff support is needed.We learned in the last school
type of staffing year that offering a quality program is very expensive.
resources supported by Licensure requires a 1:10 staff to preschooler ratio. However,
this grant request. the YMCA operates with closer to a 1:6 ratio. This is to prevent
staff burnout while dealing with challenging behaviors and
maintaining a quality educational environment at the same
time.To attract and retain high quality staff, the Y offers livable
wages and all preschool positions are offered full-time with
benefits.We are proud that our investment in staff resulted in
zero closure days last year due to staff shortages; other
regional programs suffered this adverse situation. Part of these
funds would be for on-going staff skills development; the
balance would be so we may continue with the lower ratio.
C. How many full-time 1 FTE equivalent for 9 months.The funds will also pay for 6
equivalents(FTE's)will additional staffs training hours.The state requires teacher
the grant request qualified staff to maintain a minimum of 15 continuing
support, and for what education hours a year.The YMCA pays for the staffs required
duration (ex. 6-months, training. The additional funds will help our YMCA to continue to
1 year)? invest in our staff for a better preschool program.
C.What qualifications The teacher qualified position must meet state licensure
are required to meet the requirements. These requirements include: 750 hours of
staffing resource experience in a licensed program or an educational
objectives? background in Early Childhood Education,enrollment in the
Office of Child Care's Central Background Registry,and a
variety of basic certifications (CPR/First Aid, Food Handler's
card, Child Abuse Prevention, etc.)
C. How does the Staff support funded through the grant allows us to maintain a
addition of the staff lower ratio to better support all children in our program.
member enable greater Children will receive more personalized education with the
program capacity, additional of a staff member. This in turn benefits all preschool
expand program staff and preschoolers by creating a positive learning
offerings, or add environment. Additional staff support allows us to maintain a
program support? quality program that allows for maintaining staff retention by
decreasing burnout.
Upload the the following documents:
Documentation of state YMCA Preschool Licenses.pdf
certification/lcensure
of applicant/childcare
facilities
s
Proof of Insurance COI-CityOfAshland 7.1.2024-7.1.2025.pdf
Documentation of 2023 Form 990 Ashland YMCA.pdf
organization's financial
viability(990 tax form,
recent income tax
filings, liability
insurance coverage,
etc.)
Proof of site control-for MOU ASD YMCA draft.pdf
example deed, property
tax statement, lease
agreement or long-term
rental agreement
Provider rate/pricing 25-26 YMCA Preschool Flyer and Financial Assistance.pdf
structure
Documentation of non- YMCA IRS designation lefter.pdf
profit status, if
applicable
Electronic Signature I agree.
Agreement
Electronic Signature Heidi Hill
Email not displaying correctly?View it in your browser.
6
City of • Oregon
City of Ashland
LIVING
- , , WAGE
per hour, effective June 30, 2025.
The Living Wage is adjusted annually every
June 30 by the Consumer Price Index.
. . . . . . a project or portion of the 401 K, and IRS eligible
business of their employer, if cafeteria plans (including
the employer has ten or more childcare) benefits to the
employees, and has received employee's amount of wages.
➢ For all hours worked under a financial assistance for the
service contract between their project or business from the ➢ Note: For temporary and part-
employer and the City of City of Ashland over$27,163. time employees, the Living
Ashland if the contract Wage does not apply to the
exceeds$27,163 or more. ➢ If their employer is the City of first 1040 hours worked in any
Ashland, including the Parks calendar year. For more
➢ For all hours worked in a and Recreation Department. details, please see Ashland
month,if the employee spends Municipal Code Section
50%or more of the employee's ➢ In calculating the living wage, 3.12.020.
time in that month working on employers may add the value
of health care, retirement,
additionalFor
Call the Ashland City Managers office at 541-488-6002 or write to the City Manager,
City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashland.or.us.
Notice to Employers: This notice must be posted in areas where it can be seen by all employees.
CITY OF
-ASHLAND