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
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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
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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
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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)
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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.
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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)
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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.
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