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Letter of Support Request Policy
Youth Development Department
EFFECTIVE DATE: July 1, 2024
POLICY STATEMENT
This policy serves as a guide for organizations requesting letters of support from the City of Los Angeles Youth Development Department (YDD) for youth development-related grant applications and initiatives. The policy provides specific parameters that the YDD will utilize to determine whether to provide those letters.
BACKGROUND
The City of Los Angeles Youth Development Department receives requests for letters of support, partnership agreements, and/or memorandums of understanding (MOU) for various youth development-related grant applications and initiatives. There may be instances when YDD will compete for the same grant opportunity along with the organization(s) requesting the letter of support, partnership agreement, or MOU. On occasion, multiple organizations may seek the same grant opportunities and related support. This policy is intended to set parameters in determining under which circumstances YDD letters of support and the level of commitment should be provided.
POLICY AND PROCEDURES
A Requester must request the support letter to the Principal Public Relations Representative by written correspondence (via email at YDDComms@lacity.org) a minimum of 15 business days in advance to allow staff sufficient time to review the request, coordinate with YDD and/or executive staff, and confer with other stakeholders to ensure the proposal is in alignment with YDD’s Ordinance and the Citywide Youth Development Strategic Plan.
The Requestor must detail and demonstrate the intent to collaborate with YDD- supported “initiatives” or programs (e.g., Citywide Youth Development Strategic Plan, Olivia E. Mitchell Youth Council, etc.), as appropriate.
In addition, the request must include the following information:
● Grantor Agency, Program Name, and Nature of the Grant
● Time period of Grant (including an evaluation period)
● Proposed funding amount
● Proposed Grant partners
● Program Design
● Program Abstract or Executive Summary. At the Department’s discretion, a review of the full application may be required.
- YDD staff will be responsible for processing and tracking letters of support. Upon the receipt and review of the required grant abstract or executive summary, the PR Rep will obtain the necessary approvals to release the letter of support. YDD letters of support will be signed by the General Manager or designee.
- YDD will provide letters of support to organizations submitting youth development-related grant applications, (including occasions when the City may be submitting competing applications)only under the following circumstances:
● If the City is included as a partner in the proposal with an intent to enter into a formal MOU reflecting the partner roles/responsibilities; The proposer is a current contractor within the City’s Youth Development System;
● If the proposer is not a current contractor, then the Requestor’s proposed program design should reflect integration with the City’s Youth Development System.
● The Administrative and/or Fiscal lead on the grant must be an organization that is in good standing with the City of Los Angeles, State of California, and/or any Federal Agencies.
As a supporter of and/or partner in the proposer’s grant application, YDD will request successful awardees to report back regarding the status of the grant and proposed program as soon as notification is made by the funder.
- All requests must align with the Citywide Youth Development Strategic Plan and comply with the Mayor’s Executive Directive #4.
- Any given letter of support request may be subject to review by the City Attorney’s Office or another City Department to ensure compliance with overall City policies.
REVIEW AND DETERMINATION
- YDD will review all requests in accordance with the policies and procedures outlined above. The Department, at its sole discretion, may waive any of the policies and procedures on an individual request basis.
- Requests that are not in compliance with Executive Directive #4 or the Citywide Youth Development Strategic Plan will be denied, with no exception.
- Once an internal determination has been made regarding a request, the PR Rep will notify the Requester of the outcome via email with a brief justification for the denial or approval.