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HomeMy WebLinkAbout10/29/1991, C-9 - GRANTS-IN-AID RESERVE USE GUIDELINES FOR THE HUMAN RELATIONS COMMISSION AND PROMOTIONAL COORDINATING COMMITTEE city of San lues OBISpo M NG GATE �llpHVl COUNCIL AGENDA REPORT ITNUMB ER - FROM: Ken Hampian, Ass' ant City Admini.�$strative Office�se� Prepared By: Deb Hosslitd Alison Lloyd ""Administrative Analysts SUBJECT: Grants-In-Aid Reserve Use Guidelines for the Human Relations Commission and Promotional Coordinating Committee CAO RECOMMENDATION: Adopt a resolution approving the Grants-In- Aid Reserve Use Guidelines as submitted by the Human Relations Commission and Promotional Coordinating Committee. DISCUSSION: During the 1991-93 Budget Hearings, the City Council established reserves for the Human Relations Commission's (HRC) and Promotional Coordinating Committee's (PCC) Grants-In-Aid Programs. As part of establishing the reserves ($5, 000 for the HRC and $7,709 for the PCC) , the Council requested the commissions to develop guidelines for using their reserve monies. Both the HRC and PCC have developed guidelines for the Council's consideration. The HRC's proposed guidelines (See Attachment 1) are straight forward and focus on providing monies to non-profit agencies for emergency or extraordinary needs arising after the adoption of the annual Grants-In-Aid budget. The PCC's proposed guidelines (See Attachment 2) are very similar, but also allow non-profit groups to request the use of reserve funding for new program start up costs. Given the nature of PCC grants, the Committee felt that they would have more of a need to provide "seed monies" for new programs than for emergency purposes. FISCAL IMPACT: Approval of this recommendation will not result in any additional cost to the City. Reserve funding for both commissions ($5, 000 for HRC and $7, 709 for PCC) was included in the 1991-93 Financial Plan. CONCURRENCES: Both the HRC and PCC concur with the contents of this report. ATTACHMENTS: Resolution "1" - HRC Guidelines 112" - PCC Guidelines f\res-quid RESOLUTION NO. (1991 SERIES) APPROVAL OF RESERVE USE GUIDELINES FOR THE HUMAN RELATIONS COMMISSION AND PROMOTIONAL COORDINATING COMMITTEE WHEREAS, the City Council has established reserves for the Human Relations Commission and Promotional Coordinating Committee Grants-In-Aid Programs, and WHEREAS, the reserves have been established to fund unanticipated expenses for non-profit agencies (meeting Grants- In-Aid Program criteria) that arise after adoption of the annual Grants-In-Aid budget; and WHEREAS, the City Council has requested the Human Relations Commission and the Promotional Coordinating Committee to develop guidelines for dispersing their reserves; and WHEREAS, the Human Relations Commission and Promotional Coordinating Committee have developed such guidelines to satisfy the Council's request. NOW, THEREFORE, be it resolved by the City Council of the City of San Luis Obispo that the attached "Guidelines for Using Grants- In-Aid Reserves" as developed by the Human Relations Commission (Attachment 1) and Promotional Coordinating Committee (Attachment 2) are approved. - Resolution No. (1991 Series) Page 2 Upon motion of , seconded by and on the following roll call vote: AYES: . NOES: ABSENT: the foregoing resolution was adopted this day of , 1991. Mayor Ron Dunin ATTEST: Pam Voges, City Clerk APPROVED: City Adm'nistrative Officer t tt rn \hrcpx.res HUMAN RELATIONS COMMISSION GUIDELINES FOR USING GIA RESERVE * Reserve monies are available to any non-profit agency that meets established criteria for the grants-in-aid program. (See Exhibit 1) * Reserve monies can only be used to fund one-time emergency or extraordinary needs that arise after adoption of the annual grants-in-aid budget. * Requests for use of reserve funding must come jointly from an agency's Board of Directors and Executive Director. * Requests for funding must include a detailed description of what the monies are being requested for, how the monies will be spent, and why the existing budget cannot accommodate the expenditure. * Requests for funding will be reviewed in accordance with established criteria for the grants-in-aid program. (See Exhibit 1) dh\giaresery Attachment 1 HUMAN RELATIONS COMMISSION GRANTS-IN-AID CRITERIA FOR FUNDING 1. Applicant agencies must offer their services to all residents of San Luis Obispo, regardless of race, religion, ethnic background, mental or physical handicap, sexual orientation, or other socio-economic factors. 2. Applicant proposals must be compatible with theuc rrent goals and objectives of the Human Relations Commission and of the Grants-In-Aid program itself. These goals and objectives will be discussed in detail at the applicant information workshop. 3. Applicant proposals that request funding for staffing will not be considered. Grants-In-Aid funding is available for non-staffing related costs that are needed in connection with providing an agency's services. 4. Applicant agencies must possess and demonstrate the managerial and fiscal competence to effectively cavy out the proposed program. 5. Applicant agencies must provide direct services to City residents and offer a clear description of how city funds will be used in those efforts. 6. Applicant agencies must secure funding from a variety of sources other than the City of San Luis Obispo. 7. Applicant agencies must demonstrate a high level of cooperation with existing related programs and other community resources. 8. Applicant agencies must demonstrate a high level of volunteer participation. 9. Applicant agencies must demonstrate a high level of financial need. \dh\giacrit Exhibit 1 C�95 PROMOTIONAL COORDINATING COMMITTEE GUIDELINES FOR USING GIA RESERVE * Reserve monies are available to any non-profit agency that meets established criteria for the grants-in-aid program. (See Exhibit 1) * Reserve monies can be used to fund start up costs for new programs or extraordinary needs that arise after adoption of the annual grants-in-aid budget * Requests for use of reserve funding must come jointly from an agency's Board of Directors and Executive Director. * Requests for funding must include a detailed description of what the monies are being requested for, how the monies will be spent, and why the existing budget cannot accommodate the expenditure. * Requests for funding will be reviewed in accordance with established criteria for the grants-in-aid program. (See Exhibit 1) dh\giareserv2 Attachment 2 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID ELIGIBILITY GUIDELINES The Promotional Coordinating Committee uses specific guidelines to determine whether an agency or organization qualifies for consideration. 1. Applicant organizations must have non-profit status (Articles of Inc. 501, C3 status, Federal ID number, and Tax Exempt Notification) prior to submitting proposals for funding. 2. Application must be completed in full and be submitted on time. Late or incomplete applications will not be considered. 3. At least one representative from each applicant agency will be required to attend the workshop, which details the application process. This person should be knowledgeable of their agency's background and needs, be directly involved in preparing the grant application, and available as a contact person throughout the funding period. 4. Applicant organization must have in place plans for sound financial management and accountability. 5. Applicant organization must have in place goals and objectives, which have been dearly stated in quantifiable terms. 6. The City is reluctant to fund new projects which duplicate existing programs, services, or events. Applicant organizations must demonstrate a unique quality to their program, as well as demonstrate resident need. 7. Applicant organizations who received Promotional Coordinating Committee Grants- In-Aid funding for FY 1990-91 must submit their mid-year progress reports to the City. The reports which were due January 31, 1991 may be submitted with the organization's FY 1991-92 Grants-In-Aid proposal. EXHIBIT 1 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID ASSESSMENT CRITERIA The City of San Luis Obispo's Promotional Coordinating Committee, under direction of the City Council, recognizes that social, cultural, recreational, and performing arts organizations have made, and continue to make, significant contributions to the overall quality of life in San Luis Obispo. In order for these and other newly created organizations to effectively carry out their respective responsibilities,financial support is necessary. The City of San Luis Obispo's Grants-In-Aid program is one funding source helping`these organizations to meet their operating costs. Given the limited amount of funds available for service organizations, it is imperative that these funds be made available to the organizations that need them most, and which demonstrate their effectiveness in meeting existing community needs. There is a"needs",. a"financial resources", and a"service level"element in setting priorities. The Promotional Coordinating Committee well make every effort to bring these items into balance in their decision making process. With this objective in. mind, and in order to maintain a non- discrimhatory approach in the recommended allocation of funds, the following assessment criteria will be used. Applicants should be aware that there is no guarantee that funding will be available to them in future fiscal years. Dependence on future City funding is discouraged. 1. Applicant proposals must be compatible with the current goals and objectives of the PCC and of the Grants-In-Aid program as stated on page 7,. Item C. 2 Applicant organization must have a clearly stated purpose and function in the fields related to City policy and must be responsible for the planning and provision of these services. 3. Applicants must demonstrate that they have the managerial and fiscal competence to'complete the proposed project 4. Preference will be given to those organizations which intend to use GIA funding to provide direct services, and which provide a clear description of how they intend to use City funding. 5. The organization shall give evidence that they have explored other sources of financial support, and that it has examined and weighed the financial ability of the target population to support its program, service, or event. 6. The organization shall extend its program to the general public and shall not exclude anyone by reason of race, religion, ethnic background, or any other population covered by state or federal law. 7. An organization must be willing.to evaluate itself according to an established criteria, to ensure that standards of service, goals, and objectives are being met The applicant organization must be willing to participate in an evaluation process as requested by the Promotional Coordinating Committee. 8. . ~Applicants should be able to demonstrate coordination with related agencies and _ existing community resources. 9 Other types of City support, such as farAtyuse or in-kind service, may be considered in the award process. 1 t]. Demonstrated financial need of the organization may be considered in evaluating and awarding funds. 11. Past service of the organization, regardless of financial need, may be considered -..in awarding.funds. C:9-9