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HomeMy WebLinkAboutCC AG PKT 2012-05-29 #C AGENDA STAFF REPORT { - ,� fl C:11UFOR1 f DATE: May 29, 2012 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby P.E., Assistant City Manager/Public Works SUBJECT: COUNCIL POLICY 700-04 : NON-PROFIT CONTRIBUTION SUMMARY OF REQUEST: That the City Council approve the proposed City Council Policy 700-04 "Non- Profit Contribution." BACKGROUND AND ANALYSIS: A non-profit contribution policy is intended to establish a formal and fair method for providing direct and indirect support to City-based non-profit organizations. Many of the City's non-profit organizations provide a volunteer resource that is critical to the support and ongoing success of various City programs and recreation services. To assist with this ongoing effort, the City has created guidelines (Attachment "A") to establish a formal and fair method for considering direct and indirect support to community non-profit organizations. In addition, the City has created an application packet (Attachment "B") for applicants to complete and submit their grant requests. Direct funding is defined as cash grants for services provided, while indirect funding is defined as in-kind services such as staff support, facility fee waiver, equipment usage, permit fee waivers, and printing services. ENVIRONMENTAL IMPACT: There is no Environmental Impact related to this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. Agenda Item C FINANCIAL IMPACT: Staff will be providing an analysis of indirect funding provided to community groups and co-sponsored City events during the FY 2012/2013 budget study sessions. RECOMMENDATION: It is recommended that the City Council approve the proposed City Council Policy "Non-Profit Contribution". SUBMITTED BY: NOTED AND APPROVED: ' R . %, Sean P. Crumby, .E. V'. Ingram, City 46 ger Assistant City Manager/Public �,rks Prepared by: Patrick Gallegos, Administrative Manager Attachments: A. City Council Policy 700-04"Non-Profit Contribution" B. Non-Profit Application Packet for 2013-14 Award Cycle Page 2 CITY OF SEAL BEACH COUNCIL POLICY SUBJECT: NON-PROFIT CONTRIBUTION POLICY SECTION INDEX NO. ISSUE DATE REVISION DATE COUNCIL CITY MANAGER APPROVAL APPROVAL 700 04 N/A 1. SCOPE Citywide 2. PURPOSE AND INTENT It is the intent of this policy is to provide a formal and fair method for providing direct and indirect support to City based non-profit organizations without receiving a gift of public funds. 3. POLICY This policy is intended to assist documented non-profit organizations serving Seal Beach. Those organizations shall have at least 60% of membership living in Seal Beach or attending Los Alamitos Unified School District, or justify that proceeds benefit the City of Seal Beach. Approved non-profit organizations may apply for direct and/or indirect support. Direct funding is defined as cash grants for services provided, while indirect funding is defined as those services provided through in-kind benefits such as staff support, facility fee waiver, equipment usage, permit fee waivers, and including inclusion in city documents. 4. PROCEDURE Grant Request Program Organizations will be required to meet all criteria and complete an application form by February 15th of every year. If February 15th falls on a weekend applications will be accepted through the 5:00 pm on the following Monday. Approved applications received by February 15th shall be considered during the budget process for the upcoming fiscal year. Incomplete applications and those received after the deadline date will not be considered for funding in the upcoming fiscal year. All requests submitted will be considered during budget hearings by the City Council. The grant approvals will be effective July 1st, to June 30th, of each year to coincide with the City's fiscal year budget. 1 of 3 (700-04) Facility Rentals Non-profit organizations approved under this program may request utilization of designated community center meeting rooms, based on availability at little to no cost. Below is a list of designated facilities: 1) Senior Center 2) Marina Center 3) Marina Park 4) North Seal Beach Center 5) Fire Station 48 Community Room 6) Eisenhower Park 7) McGaugh Gym 8) Seal Beach Tennis Center 9) Beach and Beach Parking Lots Non-profit organizations shall adhere to the following: a) Non-profit organizations approved under this program may utilize up to twelve (12) uses per group of designated facilities based on availability, at little to no cost. (Senior Clubs exempted for Senior Center uses). b) Of the above nine (9) facilities, non-profit organizations are limited to no more than two (2) uses of a maximum of six hours each per group anytime on Friday, Saturday and Sunday, at no cost, based on availability. (Senior Clubs exempted for Senior Center uses). c) Non-profit organizations must abide by all Community Services and Recreation facility usage regulations and policies. Annual Program The Grant Request Program will be for a one-year request for funds. The first annual cycle of grants will cover the period of July 1, 2013 through June 30, 2014, with subsequent one-year cycles following thereafter. An annual cycle of grants allows organizations to better plan for future events and enables the City to allocate such funds. The grant process will coincide with the City's budgeting process for the coming fiscal year. Applications will be reviewed and approved by the City Council and any financial support for the one-year cycle of awards will take effect after July 1 of each fiscal year. While non-profit groups submit information for a projected one-year period the City has the right to request updated information of a group at any time. If a non-profit organization wishes to amend funding of the award cycle due to unforeseen circumstances, such requests may be considered by the City Council on an emergency basis only. 2 of 3 (700-04) Provisions of Support Non-profit groups that have been approved for direct funding must provide an invoice to the City after the service or program has been rendered in order to receive payment. In the case of direct funding awarded in the amount of $1,000 and over given for annual support of the group's operations with no ties to a specific program, the City shall issue the financial support on a quarterly basis in the months of September, December, April and June; and for direct funding awarded in the amount less than $1,000 under like circumstances the City shall issue the financial support on a semi-annual basis in the months of December and June. The City reserves the right to immediately suspend financial and in-kind support to non-profit organizations in the unlikely event the City incurs financial constraints or if the City determines the non-profit organization has undergone a significant change in terms of operation, finances, direction and/or administration. Special Event Liability Insurance For each event held on City property, or as otherwise requested, the organization must provide Special Event or General Liability Insurance to the limit specified by the City and list the City as additionally insured. Failure to maintain appropriate insurance coverage will result in the suspension of financial and in-kind support. Director's and Officer's Insurance In addition to the Special Event or General Liability Insurance, although not required, the City recommends that the organization purchase Director's and Officer's Insurance to protect their Officers and Directors from personal or individual liability. Organizations obtain such coverage through outside insurance agencies, which can include utilization of the City's current broker. 5. ISSUANCE Approved by City Council on Date 3 of 3 (700-04) Attachment B (Date) Dear Non-Profit Organization: The City of Seal Beach is initiating the Non-Profit Grant Request process and welcomes your submittals. The Grant Request Program will be a one-year request for funds for organizations currently receiving financial support through various City budgeted program accounts. If your organization is interested in applying for the City's 2013/2014 fiscal year (July 1, 2013 — June 30, 2014) you must submit your completed application no later than 5:00 p.m. on February 15, 2013 to the Community Services and Recreation Department at 211 Eighth Street (no post marked applications will be accepted). Applications not meeting this deadline will not be considered. Included with this letter is a checklist, application form, and itemized grant request form for fiscal year 2013/2014. If you are mailing in your application materials, please allow enough time so that the application arrives by the deadline. Applications and all supporting documents must be submitted before the deadline as incomplete applications will not be accepted. If you have any questions or need clarification, please contact the Community Services and Recreation Department at (562) 431-2527 Ext. 1341. Sincerely, Community Services and Recreation Department Attachment B City of Seal Beach Community Services and Recreation Department Non-Profit Grant Request Application Form (Please complete this form and return it to the Seal Beach Community Services and Recreation Department no later than February 15, 2013) Date of Application: Name of Organization: Organization Non-Profit Number: Mailing Address: Contact Person: Telephone Number: Fax Number: E-Mail Address (print clearly): Alternate Contact Person: Alternate's Telephone Number: Amount of Grant Request (if cash requested): Signature of Officer: Along with this application form, please submit the required items listed on the application checklist on or before February 15, 2013, at 5:00 p.m. If you have any questions about the application packet please contact the Community Services/Recreation Department at (562) 431-2527 Ext. 1341. Non-Profit Grant Request Application Checklist Seal Beach Fiscal Budget Year 2013/14 Non-profit Grant Request Application Form Program Description (Note: include information on purpose of organization, key activities, groups to be serviced, City staff involved, and use of volunteers) Documentation of Current Non-Profit Status. (An IRS Letter of Determination dated within the past year— a current copy can be obtained by contacting the Internal Revenue Service) IRS Form 990 — Organization may be exempt from this if: ® Non-Profit has not received tax-exempt status from the IRS • Is a faith-based organization ® Has an income of$25,000 or less • Is a subsidiary organization covered under a group return filed by the parent organization Organization By-Laws List of Board of Directors Current and Original Certificate of Liability Insurance listing the following as additionally insured: City of Seal Beach Seal Beach Community Services/Recreation 211 Eighth Street Seal Beach, CA 90740 Insurance Endorsement also listing the following as additionally insured: City of Seal Beach Seal Beach Community Services/Recreation 211 Eighth Street Seal Beach, CA 90740 Affidavit of at least 60% of membership living in Seal Beach or attending Los Alamitos School District. (Official membership rosters may be required for auditing purposes) Organization's Current Fiscal Budget Organization's Balance Sheet Provide itemized request on the attached sheets for July 1, 2013 —June 30, 2014. (This includes cash grant, in-kind services and support, and all other requests) Submit your completed application with the above listed items no later than 5:00 p.m. on February 15, 2013 to the Community Services/Recreation Department, 211 Eighth Street, Seal Beach, CA 90740. Attachment B Asi STA(9 2013-2014 Itemized Grant Request - Organization: t`•-tifoRto" Event Name: Event Description: Complete the following funding request table: Direct and Indirect Time/Date Quantity Unit Comments Funding Request Direct Funding Requested Amount Indirect Funding �. Barricades each Canopies each Tables each Chairs each Facility Uses—Small (meetings) use Facility Uses— Large (meetings) use Park and Picnic Shelter use Printing actual cost Police Support actual cost Public Works actual cost Recreation Support actual cost Portable Public Address System each Temporary Use Permits permit Contact information: Name: Phone/Cell Number: