HomeMy WebLinkAbout01/05/1988, 5 - CONSIDERATION OF RECOMMENDATIONS BY THE PROMOTIONAL COORDINATING COMMITTEE AND HUMAN RELATIONS COMMISSION ADOPTING CRITERIA FOR FUNDING GRANTS-IN-AID.��I�N���III�IIIIIIIIII `III city MEETING DATE:
I�Iilllll o1" San LI.�lS OB�SpO January 5, 1988
COUNCIL AGENDA REPORT ITEM NUMBER:
Stev
SUBJECT:
Consideration of recommendations by the Promotional Coordinating Committee
and Human Relations Commission adopting criteria for funding.
Grants -In -Aid.
CAD RECOMMENDATION:
Adopt resolution establishing criteria for funding Grants -In -Aid programs
of the Promotional Coordinating Committee and the Human Relations
Commission.
BACKGROUND:
The Promotional Coordinating Committee makes recommendations to the City
Council regarding the granting of funds to organizations which encourage
and provide for the economic, cultural and recreational improvement of San
Luis Obispo. Pursuant to this, the Committee receives and evaluates
requests and proposals from cultural groups seeking promotional funds.
In the same way, the Human Relations Commission makes recommendations for
funding organizations which improve human relations and provide human
services to the residents of San Luis Obispo.
For many years, the PCC and HRC have reviewed applications and made
recommendations for funding through the Grants -In -Aid component of their
budgets. The Council has been very consistent in accepting most
recommendations of the advisory bodies. Informal criteria had developed
over the years which assists the Committees and the Council in determining
which agencies should be funded.
In September 1987, subcommittees of the PCC and HRC met and develooed a
revised set of funding criteria. The subcommittee based the criteria on
experience, issues and concerns, as well as on information obtained from
the city and county of Monterey, and the city and county of Santa Bar•)ara.
In October 1987, the PCC subcommittee presented a draft of revised
criteria to the full PCC. The Committee recommended additional changes,
and the document was modified by staff and the advisory bodies to reflect
these changes.
On November 16, 1987, the City Council and the PCC held a joint meeting to
discuss the role of the PCC along with other issues. At that meeting, the
Council reviewed the criteria for funding, made suggestions to the PCC and
recommended that the document be reviewed and brought back for Council.
adoption.
On December 9, 1987, the PCC met and reviewed the criteria for funding.
The criteria was reviewed, modified and unanimously approved by the PCC.
The Human Relations Commission reviewed the proposed criteria at their
regular monthly meeting November 4, 1987.
s -I
�������►►►iuIIIII�IIP °�u ►��IIII city of San Luis OBISpo
MNGW COUNCIL AGENDA REPORT
ANALYSIS
One of the goals and objectives for the PCC and the HRC for Fiscal Year
1987 -88 was to reevaluate the criteria and standards for awarding
grants -in -aid monies.
The Grants -In -Aid funding criteria reflects careful consideration and
attention to detail. The advisory bodies recognize the importance of
having a fair and objective standard to determine the best use for City
funds.
The criteria emphasizes that it is important for agencies to use the funds
to provide direct services to residents, as well as to coordinate their
efforts with related agencies and other community resources.
In addition, the criteria encourage agencies to engage in additional
fundraising, and discourage them from becoming dependent on City funding.
ALTERNATIVES
1. Council may adopt the Grants -In -Aid criteria for funding for the PCC
and the HRC as recommended.
2. Council may choose to make modifications to the criteria for funding.
3. Council may choose not to adopt the criteria for funding and return to
the PCC and HRC.
4. Council may choose to take no action.
FISCAL IMPACT
There is no fiscal impact to the City of San Luis Obispo.
RECOMMENDATION
Adopt the resolution establishing criteria for funding grants -in -aid
components of the Promotional Coordinating Committee and the Human
Relations Commission.
SH:ra
Attachments: Attachment A - Resolution
Attachment 8 - Grants -In -Aid Criteria for Funding
RESOLUTION (1988 Series)
A RESOLUTION OF THE COUNCIL OF THE
CITY OF SAN LUIS OBISPO APPROVING THE
ADOPTION OF CRITERIA FOR GRANTS -IN -AID
WHEREAS, the City Council provides funding to local non - profit groups
providing services that enhance the quality of life for City residents;
and
WHEREAS, the Human Relations Commission and the Promotional
Coordinating Committee review applications submitted by those agencies in
order to make fair and objective recommendations to the City Council
regarding appropriate funding through their annual Grants -In -Aid programs;
and
WHEREAS, in an effort to standardize and formalize that review
process, a set of criteria for Grants -In -Aid funding have been developed
by those commissions, as follows:
1. At least one appropriate representative from each applicant agency
will be required to attend a workshop which details the application
process.
2. The application must be completed in full and on time. Late or
incomplete applications will not be considered.
3. Applicants must have the status of a non - profit organization (Articles
of Inc., 501 C3 status, Federal ID number and Tax Exempt
Notification), prior to submitting proposals for funding.
4. Applicant proposals must be compatible with the current goals and
objectives of the Grants -In -Aid program.
5. Applicants must demonstrate they have the managerial and fiscal
competence to complete the proposed project.
6. Applicants must show what percentage of the total agency budget the
requested City funds represent, and what percentage of agency
clients /participants /users will be City and County residents.
7. Applicants should be aware that there is no guarantee that funding
will be available to them in future fiscal years. Dependency on
future city funding is discouraged.
8. An applicant agency may dot be eligible if its reserve is more than
10� of the organization's annual budget. Applicant agencies must
identify designation of any reserves in excess of 10 %.
9. Preference will be given to those agencies that provide direct
services to residents and that provide a clear description of how they
intend to use the City funds.
10. The City is reluctant to fund new projects which duplicate existing
programs. The applicant must show that this particular program is in
some way unique or needed by city residents. 60_3
Q
11. Applicants should be able to demonstrate clear attempts at
coordination with related agencies and a high use level of existing
community resources.
12. Applicants should be able to show their fundraising history as well as
clear attempts at obtaining funding from sources other than the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council approve and adopt
the above criteria for funding grants -in -aid programs of the Promotional
Coordinating Committee and the Human Relations Commission.
On motion of , seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this day of
1988.
ATTEST:
CITY CLERK PAMELA VOGES
Approved:
City dministrative Officer
Finance Directok
City torney
MAYOR RON DUNIN
GRANTS -IN -AID
CRITERIA FOR FUNDING
1. At least one appropriate representative from each applicant agency
will be required to attend a workshop which details the application
process.
2. The application must be completed in full and on time. Late or
incomplete applications will not be considered.
3. Applicants must have the status of a non - profit organization (Articles
of Inc.. 501 C3 status, Federal ID number and Tax Exempt
Notification), prior to submitting proposals for funding.
4. Applicant proposals must be compatible with the current goals and
objectives of the Grants -In -Aid program.
5. Applicants must demonstrate they have the managerial and fiscal
competence to complete the proposed project.
6. Applicants must show what percentage of the total agency budget the
requested City funds represent, and what percentage of agency
clients /participants /users will be City and County residents.
7. Applicants should be aware that there is no guarantee that funding
will be available to them in future fiscal years. Dependency on -
future city funding is discouraged.
8. An applicant agency may not be eligible if its reserve is more than
10% of the organization's annual budget. Applicant agencies must
identify designation of any reserves in excess of 10 %.
9. Preference will be given to those agencies that provide direct
services to residents and that provide a clear description of how they
intend to use the City funds.
10. The City is reluctant to fund new projects which duplicate existing
programs. The applicant must show that this particular program is in
some way unique or needed by city residents.
11. Applicants should be able to demonstrate clear attempts at
coordination with related agencies and a high use level of existing
community resources.
12. Applicants should be able to show their fundraising history as well as
clear attempts at obtaining funding from sources other than the City.
SS