HomeMy WebLinkAbout8.3 Community Group Funding Request
CITY CLERK
File # D~~~-[]][Q
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: January 17, 2006
SUBJECT:
ATTACHMENTS:
RECOMMENDATION:
~
FINANCIAL STATEMENT:
COpy TO:
All previous funding recipients.
Presentation of Alternatives for Community Group/Organizational
Funding Requests
Report Prepared by: Joni Pattillo, Assistant City Manager and
Amy Cunningham, Senior Administrative Analyst
1) Community Group Funding Summary;
2) Comparison of Existing and Proposed Alternate Processes;
3) Example of Invitation Letter mailed to Community Groups
interested in receiving funding;
4) Example of response information currently submitted by
Community Group when requesting funding;
5) Example of current Funding Agreement between Community
Group and City for acceptance of funding;
6) Example of Fiscal Year 2006-2007 Community Development
Block Grant Funding Application Packet, Public Notice and
Request for Proposals;
7) Proposed "Community Group/Organizational Funding Request
Application Packet" for Fiscal Year 2007-2008 General Fund
Requests.
Staff recommends that the City Council receive the Staff report,
deliberate, and:
1) IdentifY a funding cap and a funding limit per agency, if desired;
2) Provide Staff with direction on how to proceed with the
Community Group funding process for Fiscal Year 2007-2008,
by approving one of the following options:
(a) continue with the existing process;
(b) select proposed Alternative #1 which includes a formal
application process for General Fund applicants; or
(c) select proposed Alternative #2 which includes a formal
application process for General Fund applicants and a
Committee/Commission review for all applicants.
Alternative #1 may be accommodated with existing Staffing
resources. Alternative #2 may require additional Staffing resources.
Page I of7
~.3
ITEM NO.
DESCRIPTION:
At the June 20, 2005, City Council Adjourned Regular Meeting, the City Council directed Staff to prepare
a report discussing alternatives for establishment of guidelines and criteria for Community Group funding
requests. At that meeting the City Council discussed the possibility of including this task as a responsibility
of a Committee or the proposed Housing Commission/Committee. Establishment of a Housing
Commission/Committee is identified as a high priority City Council goal for Fiscal Year 2005-2006.
The City Council indicated a desire to have more structure in the Community Group Funding process,
including establishment of criteria for funding, and a committee review of the applications with funding
recommendations presented to the City Council for final consideration and approval. It was also requested
that a funding cap be established.
Current Process
General Fund Requests
Currently, Community Groups interested in receiving funding from the City's General Fund to support
their programs are required to submit a letter to the City in January of each year for the upcoming Fiscal
Year. Depending upon the nature of the request, the group is asked to provide budget information for
their organization and information related to the services provided to the Dublin Community (see
Attachments 3 and 4).
The City Council provides Community Groups with the opportunity to complete presentations during its
Budget Study Session in March and provides direction to the City Manager regarding the placement of the
Groups' funding requests in the upcoming Preliminary Budget, i.e. Base Level or Higher Service Level.
With the submittal of the Preliminary Budget to the Council in June of each year, the City Manager
identifies which Community Group funding requests included in Budget Higher Service Levels are
recommended for funding. The City Council makes the final decision regarding Community Group funding
requests in its adoption of the City's Annual Budget.
Once a Group receives funding, the Group is required to sign an agreement with the City which includes a
reporting requirement as to how the City granted funds were expended during the year (see Attachment 5).
There is currently no limit to the amount of funding a Community Group receives, nor has the Council
established a maximum amount of funding available for all Community Groups in a given year.
Community Development Block Grant Funds (CDBG)
The use of Community Development Block Grant Funds is strictly regulated by federal guidelines. As the
City of Dublin currently has a population ofless than 50,000, it does not yet qualify as a direct recipient for
CDBG funding from the federal government and therefore has an existing agreement with Alameda County
to receive grant funding indirectly to provide to qualifying local organizations.
The City of Dublin will be eligible for directly administering CDBG funds as an "entitlement" city when the
population reaches 50,000, and any existing agreements for program administration with the County of
Alameda have expired. As part of the process to qualify as an "entitlement" city, the entire CDBG
program will require review by the City Council; this is anticipated to occur in approximately 7 to 10 years.
Page 2 of?
The federal guidelines require that a funding availability notice be published in the local newspaper; this is
to be completed in early October of each year Grant applications are made available to interested
organizations with a submittal deadline of early December (see Attachment 6). Organization applications
are reviewed by Staff and submitted to the City Council in January for evaluation and prioritization of
requests. Once applications are approved by the City Council, the recommendations are forwarded to
Alameda County for processing and final approval as required by federal guidelines. Successful recipients
must complete a Funding Agreement with the City and agree to other mandatory reporting requirements
including quarterly status reports, on-site inspections, and achievement of Performance Measures
established by HUD.
Analvsis
Staff has met with representatives from the Cities of Pleasanton and Livermore to discuss how their
organizations administer Community Group funding requests. Both Cities have a formalized granting
process that is managed through their Commissions (Pleasanton uses three Commissions: Human Services,
Youth, or Civic Arts; and Livermore uses one Commission: Human Services Commission). As both Cities
are CDBG "entitlement" Cities, they are able to successfully integrate their process timelines for reviewing
Community Development Block Grant (CDBG) and General Fund community group funding requests.
Eligible community group applicants in these two Cities are required to complete application packets
outlining their program goals; the organization's total budget, the amount of grant funding requested
(including how that amount was determined); and how the program benefits the community. Applications
are reviewed by the respective Commissions and are evaluated and ranked based upon pre-determined
criteria. The applications are then prioritized and recommendations are forwarded to each City's City
Council for consideration and action.
The process typically begins in January of each year when application packets are made available to
community groups. Applicants are asked to conduct a mandatory presentation to the appropriate City
Commission in April, and the City Council makes a final funding determination in June. In early July of
each year, successful organizations are required to attend a mandatory meeting to discuss funding and
reporting requirements. In addition to established grant criteria, both the Cities of Pleasanton and
Livermore have pre-established annual grant funding limits.
Pleasanton City Staff spend approximately 2,000 hours annually to directly coordinate and administer the
grant processes (approximately 1,000 hours annually for General Fund programs and 1,000 hours for the
CDBG program) through their three Commissions that review funding applications.
The Cities of San Ramon and Danville indicated that they do not have a formalized process for
consideration of Community Group funding requests. These Cities consider each organization's funding
request independently.
Fundine:
At the City Council meeting in June, the City Council had requested that an annual funding cap be
established for Community Group funding requests. On an annual basis, the City's ability to fund outside
groups is dependent upon available revenues and other demands on the City's budget. Identifying the
amount available for funding prior to consideration of community group requests is helpful in order to
establish spending limits as part of the City's initial budget process and successfully review and evaluate
funding applications. Funding limits assist with prioritization of community requests and establishment of a
Page 3 of?
maximum limit for an individual organization request, allowing all eligible groups to benefit equally from
the funding.
Attachment 1 summarizes the past four years of Dublin's Community Group/Organizational Funding by
specific organization, identifies the various funding sources for each organization as outlined in the budgets
for each ofthese years, and the actual amount each organization has received.
As Attachment 1 illustrates, a number of the Community Group/Organizational Budget Requests are
funded through dedicated funding sources and not through the General Fund. For purposes of satisfying
the City Council's objectives, organizations falling into the General Fund category, without dedicated
funding sources or other existing multi-year funding agreements (such as the City's existing agreement to
contribute to the Tri-Valley Raven's Sojourner Rouse Family Crisis Center), have been identified
separately in the proposed alternatives discussed below.
An approach for establishing a funding cap is to review the City's historical annual contributions. Not
including the contribution to Tri-Valley Community Television, funded through cable franchise fees, and a
one-time General Fund contribution to the CTV Studio for capital improvements, and excluding the City's
contribution to the Computers for Our School Program (a City-initiated program), the City's actual
average annual contribution from the General Fund has been $165,648 for the past three years; $153,555 in
contributions have been approved for Fiscal Year 2005-2006.
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Dublin Substance Abuse Council
Dry Grad Night
Red Ribbon Week
Freshman Class Substance Abuse
Course
Every 15 Minutes
Child Care Links
Dublin Fine Arts Foundation
Pacific Chamber Symphony
Tri- Valley Convention & Visitors
Bureau*
Imagine Performing Arts
Emergency Services Network of ALCO
Service Corp of Retired Executives
The Tri-Valley Interfaith Forum/Human
Services 5,000
Dublin Partners in Education 12,500 10,000 10,000 10,000
Tri-Valley Business Council 25,000 25,000 25,000 25,000
iiiWfiii!Ii_~~~~.
3,500
3,500
500
3,500
3,000
3,500
2,500
3,500
2,500
15,000
20,000
7,000
15,000
15,000
10,000
4,000
18,500
26,250
10,000
15,000
30,000
10,000
56,555
o
56,555
62,231
63,807
1,000
60
1,000
40
Page 4 of7
If the Business Improvement District is established in Fiscal Year 2006-2007 as anticipated, the
contribution for the Tri- Valley Convention and Visitors Bureau would also be excluded from the General
Fund contribution calculation. Excluding the contribution to this organization, the annual actual average
contribution from the General Fund has been $104,783 for the past three years. This three year average
($104,783) could potentially be used as an annual funding cap, with a $20,000 per project limit established
per organization, similar to the limits in place in the Cities of Pleasanton and Livermore for General Fund
applicant organizations.
General Fund Contribution
Tri-Valley Convention & Visitors
Bureau
$153,555
$148,055
$173,041 $175,847
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Alternatives
In an effort to address the City Council's desire to establish formal guidelines for the funding process, Staff
has identified two alternatives for consideration. Alternative #1 would involve some modifications of the
existing funding process, including a formalized application process, with final review by the City Council.
This alternative could be implemented in Fiscal Year 2007-2008. Alternative #2 would incorporate the
changes discussed in Alternative #1 and provide for a Commission/Committee to develop applicant criteria
and guidelines, and review applications with recommendations ultimately forwarded to the City Council for
approval. This alternative could also be implemented in Fiscal Year 2007-2008.
Attachment 2, "Comparison of Existing & Proposed Alternatives for Community Group Funding Process",
identifies key components of the current process labeled "Existing Process", and the two proposed
processes: Alternative #1 - Proposed Modified Application Process, and Alternative #2 - Modified
Application Process with Commission/Committee Review.
Existing Process:
The current process, as discussed above, generally begins in early January with organizations receiving an
invitation to express an interest if they would like to receive funding assistance. A funding agreement
along with some financial and performance reporting are required of successful applicants. No funding
limits have been established and there are no guidelines as to what groups/organizations may apply for
funding. Further, no criteria for funding request prioritization has ever been established.
Alternative #1: Proposed Modified Application Process:
The proposal for the General Fund process includes a formalized application. A proposed application
process (Attachment 7) was developed to: (1) improve fund recipient accountability; (2) standardize
recipient reporting; and (3) ensure that the application and reporting requirements are not so cumbersome
potential applicants could be discouraged from submitting requests. Groups would be required to conduct
a mandatory presentation to the City Council at the Budget Hearing detailing the services they provide to
the Community and how the additional funding from the City would further assist them is serving and
benefiting residents and businesses.
Page 5 of7
Attachment 7, "Community Group/Organizational Funding Request Application Packet" is an example of
what applicants would be required to review and complete when requesting funding from the City of
Dublin as part of Alternative #1 outlined in Attachment 2. The packet is organized into two sections: (1)
introductory information about the funding program; and (2) the actual application packet. The
introductory section outlines the process guidelines; the proposed timeline, including application deadlines;
the application evaluation process; and a definition of qualifying organizations.
The second section, the sample Application Packet, requests that organizations provide a short project
description; respond to four categories of questions; and submit backup data such as audit reports, tax
return information, and proof of insurance. The categories of questions outlined in the application include:
. Agency/Organization Contact Information;
. Proposed Project Information, including the specific number of Dublin residents the proposed
project will serve;
. Agency and Project Specific Revenue and Expense Information; and
. General Agency Information, such as a description of all the services the organization currently
provides to Dublin residents.
This process could be implemented in Fiscal Year 2007-2008. At the end of the year, a meeting would be
held with all the successful recipient organizations to obtain their feedback about the application process
and implement any adjustments deemed necessary or appropriate to improve process efficiency. The
CDBG process would remain the same.
Alternative #2
This alternative would include a review, evaluation and prioritization of applications completed by a
Commission/Committee. Mandatory presentations by all the Community Groups requesting funding would
be completed during regularly scheduled Commission/Committee meetings. The Commission/Committee
would prioritize the funding requests and forward its recommendations to the City Council for final review
and approval. Due to the strict timelines imposed to meet federal deadlines, activities in the CDBG
process would precede similar activities in the General Fund process.
Staff would be responsible for review of the initial application to ensure that the required information has
been provided by the Community Group and preparation of the reports for presentation to the
Commission. The Commission's prioritized requests would be incorporated into the Preliminary Budget
for presentation to the City Council by Staff during the budget preparation process. Alternative #2 also
provides that the Housing Commission/Committee develop criteria for the funding process to assist with
review and prioritization of funding requests.
Due to the smaIl number of organizations that have historically requested General Fund funding assistance,
the additional Commission review, outlined in Alternative #2 may be unnecessary until such time as the
volume of requests becomes administratively unmanageable. Once the City of Dublin has reached
"entitlement" status, the City will have more flexibility with regard to CDBG program timelines and could
consider merging the General Fund and CDBG funding processes, as is currently done in the Cities of
Livermore and Pleasanton. The ability to merge the activities outlined in Alternative #2 would greatly
improve the efficiency of the proposed process.
Summary
The City Council will also receive a report discussing the goals and structure of the proposed Housing
Commission/Committee as a separate agenda item at this Council meeting. The viability of timing and
implementing Alternative #2 will be directly related to the City Council's decision regarding that proposal.
Page 6 of?
The modified process identified as Alternative #1 could be implemented in Fiscal Year 2007-2008 with
existing resources. This process will create equity among those receiving funds by requiring that all
organizations receiving funding submit reports demonstrating how funds have been used and how the
funding has had a positive impact on the community. Although the process outlined in the application
packet is successfully used by other Cities, it is additionally recommended that this new process be
reviewed and evaluated by participating Community Groups after the first year to determine if there should
be any modifications to the process or application packet to further improve the process.
If the number of organizations requesting funding increases substantially, the establishment of a funding
cap may result in some organizations not receiving the funding they had initially requested. However,
through the application evaluation process, the City Council will have the ability to identify which requests
most closely meet the Council's goals for the coming year and successfully prioritize the requests.
RECOMMENDATION:
Staff recommends that the City Council receive the staff report, deliberate, and:
1) Identify a funding cap and a funding limit per agency, if desired;
2) Provide Staff with direction on how to proceed with the Community Group funding process for
Fiscal Year 2007-2008, by approving one of the following options:
(a) continue with the existing process;
(b) select proposed Alternative #1 which includes a formal application process for General
Fund applicants; or
(c) select proposed Alternative #2 which includes a formal application process for General
Fund applicants and a Committee/Commission review for all applicants.
Page 7 of7
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Bay Area Buy Recycled Paper
Campaign 2,000 2,000 2,000 .. 2,000 ..
Alameda County Green Business
Program 3,000 1,500 1,500 .. 1,500 ..
$5,000 $3,500 $3,500 $3,500
Community Group/Organizational Funding Summary
Page 1 of2
1-11-00 15,21
A TT ACHMENT 1
dort./0
Dublin Housing Authority
Bay Area Community Services
Community Resources for Independent
Living
Open Heart Kitchen
Spectrum Community Services
Senior Support Program of the Tri-
Valley
Tri-Valley Haven (Domestic Violence
Shelter)
Tri-Valley Haven (Sojourner Homeless
Shelter)
Easter Seals Bay Area (Kaleidoscope)
Subtnt~d
I . .!lqiid\tl,niffi/lififia"li
29,791
34,000
34,000
5,000
10,000
10,000
5,000
5,000
5,000
4,000
10,000
9,508
7,000
9,500
15,000
15,000
15,000
12,000
5,427
5,427
1 0,000
$74,718
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$62,427
$~9d~Q!QiI
5,427
1O,00~
$78,935
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5,427
$60,477
$6251)1;1
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Community Group/Organizational Funding Smnmary
Page 20[2
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Potential
Implementation
Description
FY 2006-2007
The existing process is outlined below for comparative
purposes. Note that CDBG timelines are established by
Alameda County to ensure federal program compliance.
Funding Type
Qualifying
Organizations
General Fund
None specifically
identified
Community Development
Block Grant
(CDBG)
Determined by federal
guidelines: for
organizations that provide
direct services to Dublin
residents related to: human
service activities; legal
activities; child care
activities; counseling
services; youth services;
and housing services.
FY 2007-2008
Alternative #1 establishes a formalized funding application
process and reporting requirements for groups requesting
General Fund support. The process for CDBG fimding would
remain the same.
General Fund
Any Non-Profit Community
Based Organization serving
Dublin residents.
CDBG
Same as existing criteria.
FY 2007-2008
Alternative #2 incorporates the changes outlined in Alternative
#1, as well as, provides for a Commissiotv'Committee to
develop criteria and guidelines for General Fund applicants
and review and prioritize all fimding applications, with fmal
review by the City Council.
General Fund
To be developed by
Commissiotv'Committee and
approved by City Council.
CDBG
Same as existing criteria.
Timeline
· Announcement of December: Letters sent October 20, 2005
Funding to previous recipients and
Availability other groups that have
expressed interest in
. . ...............................':lpplyil1~f()~tUnclillg. ..
December
October
December
October
Process Comparison
Page 1 0[5
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· Organization's
Funding Request
Deadline
.
Review of Funding
Request Complete
Applicant Group
Public Hearing
Presentation
.
.
Final Funding
Determination
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Funding Limits
................................................................. .....................................................................................................................................
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February December 1,2005 February
March
March - Groups are
presented with an
opportunity to conduct
presentations at Budget
Study Session (non-
mandatory).
June (by City Council at
Budget Hearing).
None identified.
January
January - Groups are
presented with an
opportunity to conduct
presentations to the City
Council.
May - Organization's final
"Funding Agreement"
Council.
Determined by County's
funding formula;
anticipated to be
approximately $74,000 for
Fiscal Year 2006-2007
(15% limitation for Social
March
March (during Goal &
Objective and Budget Study
Session - Mandatory).
June (by City Council at
Budget Hearing).
To be determined by City
Council, if desired
..................................
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........................
......................
Process Comparison
Page 2 of5
December
January
January
May - Organization's final
"Funding Agreement" approved
Council.
Determined by County's
funding formula.
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February
February
February - First mandatory
presentation conducted at
Commission/Committee
meeting.
March - Groups that are
reconnnended for funding by
Commission/Committee are
invited to complete a second
presentation at the City
Council Goal & Objective
Budget Hearing.
June (by City Council at
Budget Hearing).
To be determined by City
Council, if desired
December
December
December - Mandatory
Presentation during regularly
scheduled
Commission/Committee
meeting (in order to meet
program timelines).
January - Groups that are
recommended for funding by
Commission/Committee are
invited to complete a second
presentation at the City
Council Meeting.
May - Organization's final
"Funding Agreement"
Council.
Determined by County's
annual funding formula.
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Review Process
· Application
· Application
Evaluation &
Funding
Prioritization
.
Public Hearing
Presentations
...................................................................
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............................. ........ ........
tfjtftftjtftf~Jt :;.y:::...~./..:.;.;..:::j ?tt~}:r~:~:;:::;:;::
Letter from organization
outlining funding request
with background
information is required
No standardized
application currently
exists.
No formaVstandardized
application is currently
required City Manager
reviews the requests and
makes recommendation
to City Council for
consideration at Budget
Hearing.
Community Groups are
provided opportunity to
conduct presentations at
City Council Budget
Study Session in March.
..........................
..........................
.........................
....................
....................
.................
Notice in local publications
regarding availability of
funds.
Mandatory application
provided by Alameda
County.
Application review
completed by Housing
Staff. City Manager
reviews requests and
makes recommendation to
City Council for
consideration at January
City Council Meeting.
Community Groups are
provided opportunity to
conduct informational
presentations at City
Council Budget Study
Session in March.
...........................................................................................................................................
........................................... ............................................................................
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Review for application
thoroughness completed by
Staff.
(Attachment #7 is a sample
Application Packet for this
proposed process.)
Same as existing process.
Mandatorv Community
Group presentations
conducted at City Council
Goal and Objective and
Budget Study Session in
March.
JXLiiIi/RNXfiVE#t+r
i~mfi~~~p.PJ~f.~!i~~~r9~~$~~itQ
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Same as existing process.
Review for application
thoroughness completed by
Staff.
(Attachment #7 could be
modified to include
Commission/Committee
activities for this proposed
process.)
Same as existing process.
City Staff prepare report for
Commission/Committee
review.
Evaluation and prioritization
of applications completed by
Commission/Committee with
recommendations submitted
to City Council for final
consideration.
Same as existing process.
First presentation conducted
at Commission/Committee
meeting (February).
Groups that are recommended
for funding may be invited to
complete a second
presentation at the City
Council Goal & Objective
......................................... . .~~4~et .f[ell~il1g. (tv1"1l~(;~):...
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Process Comparison
Page 3 of5
Same as existing process.
Application review completed
by City Staff.
Evaluation and prioritization
completed by Housing
Commission with
recommendations submitted
to City Council for final
consideration.
First presentation conducted
at Commission/Committee
meeting (December).
Groups that are recommended
for funding may be invited to
complete a second
presentation at a City Council
meeting (January).
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City Council Budget January City Council
Hearing. meeting, with final
organization "Funding
Agreement" approval in
Final Approval of
Funding Requests
Administrative
Support
Estimated
50 - 60 hours annually.
Activities include:
- notification of funding
availability to previous
applicants and other
interested parties;
- receipt of
correspondence from
organizations expressing
interest;
- document preparation
and review for budget
hearing;
- complete documentation
for budget;
- generate organization
agreements fur signature
and return;
- process requests for
payment disbursement.
Estimated
80 - 100 hours annually.
Activities include:
- notification of flUlding
availability through
publication of public
notice;
- receipt of application
packets from interested
organizations;
- document preparation and
review for budget hearing;
- complete documentation
for budget;
- generate organization
agreements for signature;
-review of quarterly
reports, Completion
Report, on-site monitoring,
review for achievement of
HUD mandated
performance measures;
- liaison with County staff
for program coordination;
- process requests for
a ent disbursement.
City Council Budget
Hearing.
.........................................................
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..........................................
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..........................................
. ....... . .
.. . . . ..... . . . . . . . . . . . .
Estimated 80 - 120 hours
annually.
Additional administrative
impact includes:
- increased time assisting
Community Groups with
application process;
- increased time associated
with application review and
evaluation;
- additional time to review
and process reimbursement
requests;
- review of year end closure
statements.
Process Comparison
Page 4 of5
Same as existing process.
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..............................................
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..............................................
........................
............................................
.. ............
.............................................w.......................................................................#2..............................................................................................
..,...,.,....................,.... 'LTJJRNATlV:E.' ....:........,..........................:::.....:::....,......"..
...................... .......................... ... . . .. .
...................... ....................................................
.1~1~llpin~~!~~~gr~I~~.1!~t~.
CdmffitssmWf€:iimffiitdieJR.irieW"
........................................................................................
City COlUlcil Budget Hearing. Same as existing process.
Same.
................................................................................................................................
...................................... .........................................................................................
................................................................................. ............................
...................................... .........................................................................................
....................................... .........................................................................................
...................................... ...................... ..................... .......................... ................
...............................................................................................................................
...........................................................
...............................................................
....... . .........."............
..........................................................
..................................................................
........ . ....... .. "...................
.......................................................
......................................
.......................................
. .... .. .....
.....................................
.......................................
.. .........
Same as existing process.
Estimated minimum 220
hours annually. (More
hours in first year.)
Additional General FlUld
administrative impact
includes the following in
addition to those steps
identified in Alternative #2:
- additional time to inform
Commission/Committee of
funding process for
Community Group requests;
- additional time to prepare
report for group presentations
to Commission/Committee;
- preparation of
documentation and report
outlining
Commission/Committee
recommendations for City
COlUlcil review;
- FlUlding criteria and funding
limit development by City
COlUlcil and
Commission/Committee.
Estimated minimum 150
hours annually. (More
hours in first year.)
Additional CDBG
administrative impact
includes the following in
addition to those steps
identified in the existing
process:
- additional time to inform
Commission/Committee of
funding process for
Community Group requests;
- additional time to prepare
report for group presentations
to Commission/Committee;
- preparation of
documentation and report
outlining
Commission/Committee
recommendations for City
COlUlcil review;
- FlUlding criteria and funding
limit development by City
COlUlcil and
Commission/Committee.
~
"\-..
~
t'--
Implementation
Timeline
lnunediate, process
currently exists.
Inll11ediate, process
currently exists.
Strict CDBG timelines are
established by Alameda
County to ensure federal
program compliance.
....................
.........................................................
..................
.........................................................
.......................
......................................................',"
.............................
............................
.............................
............................
.............................
............................
.............................
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.............................
............................
.............................
............................
.............................
............................
.............................
.........................................................
........................
.........................................................
........................
.........................................................
..........................
......................................................'.'
............................
...........................
.....".i&firERNAihVE#2f...,..:.,..
Mqm~~~~p.pn~g~lr9.~~~#.J~ljI..
..a9.mnu.$$l&m~i#iUijftdi~R~w.~iI......:..:.i.:.:................
Possible implementation for
Fiscal Year 2007-2008, with
application packets
available to Community
Groups in December 2006.
Possible implementation for
Fiscal Year 2007-2008 with
schedule for further required
steps/actions (i. e.
establishment of grant
criteria) to be identified after
a Connnission/Connnittee has
been established, if desired.
Same as existing process.
Conununity Group review
of process to occur at end of
first year to provide input on
successes and possible
modifications to new
Process Comparison
Page 5 01'5
Possible implementation for
Fiscal Year 2007-2008 with
schedule for further required
steps/actions to be identified
after a
Connnission/Connnittee has
been established, if desired.
Strict federal timelines make
viability of merging General
Fund and CBDG processes
'Zof41o
DATE
<<Title>> <<FirstN ame>> <<LastN ame>>
<<1 ob Title>>
<<Company>>
<<Address 1>>
<<Address2>>
<<City>>
Dear <<Title>> <<LastName>>:
The purpose of this letter is to inform <<Compan)'>> of the process for submitting funding requests for
Fiscal Year 2006-2007. Requests for funding from community groups are typically not included in the
base budget for the City of Dublin. These types of requests are identified as a separate budget increment
above the base budget.
To be included for funding consideration, it is necessary for <<Company>> to submit a written request to the
City Council identifying the amount of funds requested, as well as the purpose of the funds. If available,
please include a budget of the current fiscal year along with the proposed budget for the upcoming fiscal
year. Information on the benefits of past funding from the City would be helpful, as well as a breakdown
of the program; offered by <<Company>> and a description of how they benefit Dublin residents.
As you are aware, cities throughout California are having a strain on their fiscal resources at this time,
given the state of the economy and the loss of significant revenues from the State of California. If you
plan to submit a request to the City of Dublin for Fiscal Year 2006-2007, please recognize that the City
may not be able to fund your organization at the same level as last year; therefore, please make sure you
provide complete justification for your request.
In order to meet the timeline for budget submittals, your request must be submitted by (insert date).
After that date, the Dublin City Council will hold its Special Budget Study Session on **, March **,
2006, which you should plan to attend
Should you have any questions regarding the budget process, please contact Ms. Julie Carter of my Staff
at (925) 833-6605 for assistance.
Sincerely,
Richard C. Ambrose
City Manager
cc: Julie Carter, Assistant to the City Manager
A TT ACHMENT 3
9 of L./h
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G r t ~ ~~ .nn(1. ;Tht~ 'C'~r~~(;~~:te(~' ~~.l~~.d~ ar::' k~ r..e ~'Si}'{~ to ~.n'f~v';Jc ':tp~x's{i(: :;(~~'~.7:<.:~~~~ i:::.~:,; !)ubi-in n.~:;id.('Ht~:. -{~10h.~diJ\?-
:..h~~ t;)llow"ing ~~en{~\:<~~;:
~ i\:::,:.n~t~Hg poi~~:nti;).~ {)ublin Fan:)ly {~:hihJ C{H~C h~)!rte l~~~()vide:~; in ~~u{;:1:e:,,$JuHy Ci)tHpi~~nt3:g the H~~{~:n.':.ing
p"",H:.U;$.
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ad>h>f:~(~~' t:~fftJrt:s. {~}:i.ld CHn~ Link*: :i~: (:'l..nTen~lJ a~ti'Vc h~: rtgion~~!~. (:\yu:n~::~;.. tl:""':ld state ud\~){~~;:.cy g:::\t:..~p:)..
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P:--nducth>H ef ;:~:}BUU~ n~p~)ri ;:~nd '~;:d(. :;l.H'\'{:Y.
.. Dii;iribul:il>H qfth(: "Employer'" (ll.lM'!<,dy" t(> DllhHn (;:t:l:mba m,~r;;h<.:r;,. The> q\<<lrt(:riy {I!;w~,krk{
dt$trnce~ Optillll:' and <,'~{m;)mK ho'neril:> rebled 1<' farr:ily frkndly hW;ll':r:% prm;tlce:'
~ C\K~nH;_~~ttit)"H oftht r%:;!nily'Fri<'fl<Uy [ri.:pS5>Y<T A.~lard. 'Pf'ogntrn5 :":Vlli>;.~b ~et~k?j to ~"t~C(3g,:~i?<'. a'Doh4in
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ieok~ng hn:\VHrd ta cnBtirBJ~ng to ~~(lrk \v~th })uhHn paren~~~~ ah~Jd c-~r.c- pf(~v:der:; m~d t~ity :-;t:atl. Ph~(.~~;t~ d~)
rh>l'h~~~H~~{': t<l (~~~H if you h~S'i~ J,ny qu.;;;$t10n:;,
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ATTACHMENT 4
(0 of 'I~
AGREEMENT BETWEEN CITY OF DUBLIN AND
Child Care Links
THIS AGREEMENT, dated for identification this 28th day of June 2004, is entered into between
the City of Dublin ("City") and Child Care Links.
RECITALS
A. Child Care Links has asked City to contribute $15,000 (Fifteen Thousand Dollars) for use
by Child Care Links to cover Child Care Links' costs in order to provide the services as
described in Exhibit A. The services rendered pursuant to this agreement will be for the
period July 1, 2004 through June 30,2005.
B. City has determined that it is in the interest of the residents ofthe City of Dublin to make
a donation of $15,000 (Fifteen Thousand Dollars) for such purpose, provided certain
conditions are met to ensure that the services will benefit the residents of City.
AGREEMENT
City and Child Care Links agree as follows:
1. Recitals
The foregoing recitals are true and correct and are part of this agreement.
2. City Donation
City shall donate $15,000 (Fifteen Thousand Dollars) to be used by Child Care Links to
be used for Child Care Links support as described in Exhibit A to this Agreement. The
donation shall be paid upon invoice to the City.
3. Records
Child Care Links shall maintain records for program review, evaluation, audit and/or
other purposes and make them available to City upon request.
4. Periodic Reports
Upon request by City, Child Care Links shall provide reports describing the progress
made by Child Care Links accomplishing the goals and objectives outlined in the work
plan.
CITY OF DUBLIN
Dated:
By:
Richard C. Ambrose, City Manager
Dated:
By:
Title:
H:\Budget\OTHER\Community Group Contract Form.doc
ATTACHMENT 5
II of lfh
ALAMEDA COUNTY
HOUSING & COMMUNITY DEVELOPMENT DEPARTMENT
URBAN COUNTY
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM
2006/2007 PROJECT APPLICATION FORM
1. Funding Jurisdiction:
2. Organization requesting funding:
3. Organization Address (including
City, State, Zip)
4. Project Title:
5. Project Address (including City,
State, Zip):
6. Activity type (from attached list of
eligible activities):
7. Description:
8. Indicate how this project will benefit low to moderate income households:
9. Schedule - List major benchmarks in the development and implementation of project.
Include expected completion date. (For example, project survey and design,
acquisition, construction-start, construction-completion.)
Benchmarks: Date:
Signature of Name and
Authorized Title:
Representative:
Contact Name: Telephone #:
ATTACHMENT 6
1:;( of Lifo
10. Project Benefit:
A. IdentifY the area that the project is serving (i.e.,
site address, citywide, affected census tract(s),
and/or service area):
B. Attach map with clearly identified boundaries of
areas to be served and/or beneficiaries of project.
C. IdentifY type of accomplishments (# of people; #
of housing units; # of public facilities based on
attached chart).
E. Beneficiaries
1. Number of beneficiaries:
2. Number of beneficiaries with income less
than 50 percent of the County median, if
applicable:
3. Number of beneficiaries with income
between 50 and 80 percent of County
median, if applicable:
4. Total (2+3):
5. Percent (4 divided by 1 and converted to %):
F. Source(s) of data:
11. Project meets which of the following National Objectives as define din CDBG
Regulations:
oA. Benefits low and moderate income: oArea oLimited Clientele oH ousing oJobs
Ifusing "Area" benefit, ensure that city/census tract is at least 51 % low/moderate
income based on the 2000 Census. This is the only criteria for" Area" benefit.
oB. Aids in the prevention or elimination of slums or blight
DC. Meets regulatory provision for an activity designed to meet a comm unity development
need having a particular urgency
I 2> 0 F 'If?
12. Budget Projection:
A. Estimated total cost of project: $
B. Estimated funding from all sources: $
Source Amount
2006/07 CDBG $
$
$
TOTAL $
T e and Use of Funds
Committed?
Yes No
Yes No
Yes No
NOTE: Sum of all sources should equal II 12A" above.
C. Estimated budget by funding source (use appropriate categories depending on project);
add more sheets if necessary:
Funding Source Funding Source Funding Source
2006/07 CDBG
Design/Engineering
Property Acquisition
Construction
Contracts (Rehab,
Land Prep.)
Staff Salaries &
Benefits
Office Expenses
Contract Services
Relocation Expenses
TOTAL
/4 of 4~
13. Environmental Review Requirements: Source documentation requested below includes, but
is not limited to: l)personal experience of the individual completing the application [include name, title
and date]; 2) another individual experienced with the subject [include name, title and date]; 3)
publication or other documentation [include title and date], etc.)
Category Source and/or Documentation
A. Historic Preservation: Will the project affect any
historic properties or areas? If so, project may take up to 90
days to clear with State Historic Preservation Officer before
contracts can be executed.
B. Floodplain Management: To be completed by County staff
C. Wetlands Protection: Does the project involve new
construction within or adjacent to wetlands, marshes, wet
meadows, mud flats or natural ponds per field observation?
D. Coastal Zone: Does the project involve the
placement, erection or removal of materials, or an increase in
the use in a Coastal Zone.
E. Sole Source Aquifers: The project is not located within a U.S.
EP A-designated sole source aquifer
watershed area per April 1990
Memoranda of Understanding [HUD
EPA MOU of 1990].
F. Endangered Species: Will the project have any
effect on any federally protected (listed or proposed)
threatened or endangered species? Use personal experience
or contact the National Wildlife Association to determine if
there are endangered species present in or around the
project site. If the area is already urbanized, note this citing
your personal experience/observation. Include the name and
title of the individual making the determination and the date,
or the name of the publication that supports the finding.
G. Wild and Scenic Rivers: None in Alameda County.
H. Air Quality: Will the project affect air quality during
construction and! or operation? (If there is potential,
is the project located within an "attainment" area or if
it is within a "non-attainment" area, it conforms with
the EPA-approved State Implementation Plan.) Use
personal experience or obtain information from local
Planning Department or EP A regarding the iffect of
air quality in the area of the project. Include the
name and title of the individual making the
determination and the date, or the name of the
publication that supports the finding.
I 'J of '1ft:;
Category Source and/or Documentation
I. Farmland Protection: Does the project site include
prime or unique farmland, or other farmland of statewide or
local importance? Use personal experience or the local
Planning Department to determine whether or not the site
will affect local farmlands. If the site is already urbanized,
note this citing your personal experience. Include the name
and title of the individual making the determination and the
date, or the name of the publication that supports the finding.
J. Noise Abatement and Control: Does the project
involve development of noise sensitive uses, or is the project
in the line-of-sight of a major or arterial roadway or railroad?
K. Explosive and Flammable Operations: Is the
project located an "Acceptable Separation Distance" from any
above-ground explosive or flammable fuels or chemicals?
Use personal experience or obtain information from the local
fire chief or EP A to determine if the project is located an
acceptable separation distance from any above-ground
explosive or flammable fuels or chemical containers. Include
the name and title of the individual making the determination
and the date, or the name of the publication that supports the
finding.
L. Toxic Chemicals/Radioactive Materials: Are the
subject and adjacent properties free from hazardous materials,
contamination, toxic chemicals, gasses and radioactive
substances which could affect the health or safety of
occupants or conflict with the intended use of the property?
Use personal experience or the local fire chief to determine
that the project is not located within 2000 feet of a toxic or
radioactive site. Include the name and title of the individual
making the determination and the date, or the name of the
publication that supports the finding.
M. Airport Clear Zones and Accident Potential Zones: To be completed by County staff.
N. Environmental Justice: A) The proposed site is
suitable for its proposed use and will not be adversely
impacted by adverse environmental conditions; B) Site
suitability is a concern; the project is adversely affected by
environmental conditions impacting low income or minority
populations.
G:'HCDlCDBGADMN\2006 CDBG\dme 2006 uIDan county cdbg application. doc
10 of 4 ~
ELIGffiLE ACTIVITIES AND APPLICABLE
BENEFICIARIES/ACCOMPLISHMENTS
Activity Accomplishment
(Beneficiary)
01 - Acquisition People
Public Facilities
02 - Disposition People
Public Facilities
Housing Units
03 - Public Facilities and Improvements (General) People
Public Facilities
Housing Units
Jobs
03A - Senior Centers Public Facilities
03B - Handicapped Centers Public Facilities
03C - Homeless Facilities (not operating costsO Public Facilities
03D - Youth Centers Public Facilities
03E - Neighborhood Facilities Public Facilities
03F - Parks, Recreational Facilities Public Facilities
03G - Parking Facilities Public Facilities
03H - Solid Waste Disposal Improvements Public Facilities
031 - Flood Drainage Improvements Public Facilities
03J - Water/Sewer Improvements Public Facilities
03K - Street Improvements People
Housing Units
03L - Sidewalks People
03L - Curb Cuts (# of Public Facilities = # of curb cuts) Public Facilities
03M - Child Care Centers Public Facilities
03N - Tree Planting Public Facilities
030 - Fire Station/Equipment Public Facilities
03P - Health Facilities Public Facilities
03Q - Abused and Neglected Children Facilities Public Facilities
03R - Asbestos Removal Public Facilities
03S - Facilities for AIDS Patients (not operating costs) Public Facilities
03T - Operating Costs of Homeless/AIDS Patients Programs People
04 - Clearance and Demolition Businesses
Housing Units
Public Facilities
04A - Cleanup of Contaminated Sites Businesses
Public Facilities
05 - Public Service People
05A - Senior Services People
1'7 bf tfC:,
Activity Accomplishment
(Beneficiary)
05B - Handicapped Services People
05C - Legal Services People
05D - Youth Services People
05E - Transportation Services People
05F - Substance Abuse Services People
05G - Battered and Abused Spouses People
05H - Employment Training People
051 - Crime Awareness People
05J - Fair Housing Activities (Subject to Public Services Cap) People
05K - Tenant/Landlord Counseling People
05L - Child Care Services People
05M - Health Services People
05N - Abused and Neglected Children People
050 - Mental Health Services People
05P - Screening for Lead Based Paint/Lead Hazards People
05Q - Subsistence Payments People
05R - HomeoWllership Assistance (not direct) Households
05S - Rental Housing Subsidies Households
05T - Security Deposits Households
06 - Interim Assistance People
Businesses
Housing Units
Public Facilities
/'6tJfLfh
Activity Accomplishment
(Beneficiary)
07 - Urban Renewal Completion Businesses
Public Facilities
Housing Units
Jobs
08 - Relocation People
Households
Businesses
Organizations (non-
profits)
Jobs
09 - Loss of Rental Income People
11 - Privately Owned Facilities Businesses
12 - Construction of Housing Housing Units
13 - Direct Homeownership Assistance Households
14A - Rehab: Single Unit Residential Housing Units
14B - Rehab: Multi Unit Residential Housing Units
14C - Public Housing Modernization Housing Units
14D - Rehab: Other Public Owned Residential Buildings Housing Units
14E - Rehab: Publicly or Privately Owned Commercial/Industrial Businesses
14F - Energy Efficiency Improvements Housing Units
14G - Acquisition for Rehabilitation Housing Units
Businesses
Organizations
14 H - Rehabilitation Administration Businesses
Organizations
Housing Units
141 - Lead Based Paint/Hazards Tests/Abatement Housing Units
15 - Code Enforcement People
16A - Residential Historical Preservation Housing Units
! cr ~f LIb
Activity Accomplishment
(Beneficiary)
16B - Non-Residential Historical Preservation Businesses
Organizations
17 A - CI Land Acquisition/Disposition Businesses
Jobs
17B - CI Infrastructure Improvements Businesses
Jobs
17C - Building Acquisition, Construction, Rehabilitation Businesses
Jobs
17D - Other Commercial/Industrial Improvements Businesses
Jobs
18A - ED Direct Financial Assistance to For-Profits Businesses
Jobs
18B - ED Technical Assistance Businesses
Jobs
18C - Micro-Enterprise Assistance Businesses
19A - CDBG Funding of HOME Administration None
19B - CDBG Funding of HOME CHDO Operating Costs None
19C - CDBG Non-profit Organizational Capacity Building Organizations
19D - CDBG Assistance to Institutes of Higher Education To be determined by
County staff
19E - CDBG Operation and Repair of Foreclosed Property Housing Units
19F - Planned Repayment of Section 108 Principle None
19G - Unplanned Repayment of Section 108 Principle None
20 - Planning None
21A - General Program Administration None
21 B - Indirect Costs None
21 C - Public Information None
2ID - Fair Housing Activities (subject to 20% Admin Cap) None
21E - Submissions or Applications for Federal Programs None
"?OtPfLff,;
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
CURRENT INCOME LIMITS
Annual
Income Annual Annual Annual
Extremely Very Low Annual Income
Persons in Low Low Income Income Moderate
Household (30% ) Income (80%) Median (120% )
1 $17,400 $29,000 $46,350 $57,540 $69,048
2 $19,850 $33,100 $53,000 $65,760 $78,912
3 $22,350 $37,250 $59,600 $73,980 $88,776
4 $24,850 $41,400 $66,250 $82,200 $98,640
5 $26,850 $44,700 $71,550 $88,776 $106,531
6 $28,800 $48,000 $76,850 $95,352 $114,422
7 $30,800 $51,350 $82,150 $101,928 $122,314
8 $32,800 $54,650 $87,450 $108,504 $130,205
.2, of 4(,,;
CITY OF DUBLIN
...............................,.N....,.'........-'"........."....,...,.,....V..N_'.'..."....__"...,.,...^...^..............~...._._......._...._..........."'..v..,.,...,._...,.......,........,......^...-"'..........."'...,...._...._....._...........~........................N............-"-........^._....._.,..._...........,.,............................."...........N.................................-">"....,.....,...,..,....
100 Civic Plaza, Dublin, California 94568
Website: http://www.cLdublin.ca.us
REQUEST FOR PROPOSALS
October 20, 2005
The City of Dublin invites all interested Community-based Organizations to present proposals for use of available
Community Development Block Grant (CDBG) funding. Our intent is to utilize this amount to provide independent
contractors with increased funding for services provided within the City of Dublin. These services may include, but not be
limited to, human service activities, legal activities, childcare activities, senior activities, counseling services, youth
services, and housing services. Reimbursement from CDBG funds will only be for direct services provided to Dublin
residents who can be verified as 10w- or very low-income clients.
This funding would be available from July 1,2006 through June 30, 2007 and is dependent on receipt of anticipated funds
from the County of Alameda Community Development Agency. The City of Dublin could receive approximately $74,000
available for distnbution during the mentioned time frame.
The City would be looking to augment existing well-developed programs that serve residents within Dublin. Interested
agencies need to send the following information:
1. Narrative description of their program including complete name, justification of services and need in Dublin,
as well as 10cation/s of access to local residents
2. Name of responsible party (Executive Director, Program Administrator, etc.) and one paragraph resume
3. Contact information, including address, telephone, fax and email, if any
4. Quantified goals and objectives to be accomplished in 2006-2007 with this funding
5. Proposed schedule of work and timetable for invoicing for funds
6. Explanation how program is accessible to the disabled
7. Preliminary budget showing proposed usage of CDBG funds, including amounts to be used for
administration, office expenses and service provision. Please provide line items detailing proposed usage of
funds.
8. Completed "Alameda County Housing & Community Development Project Application Form" 2006/2007
Program Year.
Please be advised that receipt of CDBG funds would require the preparation of quarterly reports showing varying
information including number of very 10w- and low-income clients who received services, a Completion Report at the end
of the fiscal year in a timely manner as well as annual on-site monitoring of the agency and records of services provided
In addition, HUD has established Performance Measures that will be included in the contract if an agency is funded
Attached is included a sample contract that would be signed by the City and selected organizations. Please review,
including insurance requirements, to ascertain that your organization qualifies.
Two copies ofproposal should be mailed or carried to: City of Dublin
Attention: Gaylene Burkett, Housing Assistant
100 Civic Plaza
Dublin, CA 94568
PROPOSALS WILL BE ACCEPTED THROUGH THURSDAY, DECEMBER 1,2005,5:00 P.M.
Faxes and Postmarks will not be acceoted
Any qnestions or clarifications please call Gaylene Burkett at (925) 833-6610
Area Code (925) . City Manager 833-6650 . City Council 833-6650 . PersOIme1833-6605 . Economic Development 833-6650
Finance 833-6640 . Public WorkslEngineering 833-6630 . Parks & COllUllunity Services 833-6645 . Police 833-6670
Plannin&l}{ousing/Code Enforcement 833-6610 . Building Inspection 833-6620 . Fire Prevention Bureau 833-6606
tR ~ (PI' q (p
City of Dublin
Request for Proposal Public Notice
The City of Dublin invites all interested Community-based Organizations to apply for
funding from Community Development Block Grants (CDBG) to be available for 2006-
2007 fiscal year. The City's intent is to utilize this federal money to provide independent
contractors with increased funding for services provided within the City of Dublin.
These services may include, but are not limited to, human service activities, legal
activities, childcare activities, counseling services, youth services and housing services.
Reimbursement from CDBG funds will only be for direct services provided to Dublin
residents who can be verified as low- or very low-income clients.
Funding would be available from July 1, 2006 through June 30, 2007 and is dependent on
receipt of anticipated funds from the County of Alameda Community Development
Agency. The City of Dublin would have approximately $74,000 for distribution during
the mentioned timeframe.
If your organization is interested in reviewing the Request For Proposal for this funding,
please contact Gaylene Burkett, Housing Division by calling (925) 833-6610. Pronosals
will be accented throue:h Thursdav. December 1, 2005 bv 5:00 n.m. at the City of
Dublin's Community Development Department, 100 Civic Plaza, Dublin, CA 94568.
(Faxes and Postmarks will not be accepted)
dated:
published:
October 20, 2005
November 1, 2005
November 8, 2005
November 15, 2005
;(301'1(,
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CITY OF DUBLIN
Community Group/Organizational
Funding Request
Application Packet
Fiscal Year 2007-2008
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ATTACHMENT 7
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CITY OF DUBLIN
COMMUNITY GROUP/ORGANIZATIONAL
FUNDING REQUEST
APPLICATION PACKET
Fiscal Year 2007-2008
Section 1:
Information and Guidelines
For Applicants
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City of Dublin
Fiscal Year 2007-2008
MUST READ INFORMATION
1. Projects proposed must have a start-up
date not earlier than July 1,2007, and
must be completed by June 30,2008.
2. Funds cannot be expendedpriorto July 1,
2007, or after June 30, 2008.
3. Please read the instructions and
application carefully.
4. A separate application mustbe completed
for each project requesting funds,
5. For each funding request, pleaseSllbmit:
v' Two(2) copies of a completed
Applicationfor Funds are required.
v' The application form and all requested
materials must be submitted on 8 %" X
11;' paper, suitable forcopying.
6. Return the completed applicatiollsto:
City of Dublin, City Manager's Office
100 Civic Plaza
Dublin, CA 94568
~,..,
7. Applications are due:
No later than 5:00 p.m.,
February **, 2007.
No postmarks/fax/emails will be
accepted.
8. No exceptions will be made to the
application deadline.
9. Failure to submit a complete application or
to comply with any of these procedures will
remove an application from funding
consideration.
10. Funds not expended by the end of the
funding year will revert to the City.
11, The City of Dublin's Community Group
funding is limited.
12. If selected for funding a Funding Agreement
will be required.
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City of Dublin
Fiscal Year 2007-2008
ApPLICANT GUIDELINES
a) Applicants must have nonprofit status
and a 501(c)3 State of California
identification number, and a current
City Business License, if required
pursuant to DMC S4.04.
with the application (Affidavit Form
included in attached Application
Packet).
c) Applicants who represent funding
foundations or other funding agencies
are only eligible for projects that
provide a specified.direct service to
clients/participants. Funds ca.nnot
be used as pass-through dollars for
individual scholarships.
g) Applicant agencies/organizations
must comply with the Civil Rights
Act of 1964, the Rehabilitation Act
of 1973 as amended, and the Age
Discrimination Act of 1975 which
,
bars discrimination based on race
,
color, national or ethnic origin,
gender, age, or disability.
h) Applicant programs/services must be
accessible to the public.
b) Applicants must bea community-
based organization promoting and
providing services to residents and/or
businesses in the City.
i) Projects involving/requiring religious
beliefs or activities are not eligible for
funding.
d) Applicants must quantify the tota.l
number of organization clients, and
clearly specify how many Dublin
residents and/or businesses the
proposed project will serve.
j) Funds are available for projects that
have a start-up date rtot earlier than
July 1,2007, and will be completed
by June 30, 2008.
e) Applicant organization must have a
Dublin resident and/or business on its
governing Board.
k) Applicant organizatiorts must
complete a mandatory presentation at
the designated City Council Public
Hearing.
I) City funding cannot be used to
supplant other contract funds or
grant awards.
f) Applicants who propose a project
that identifies other organization
collaboration(s) must submit a
separate affidavit form completed by
each supporting organization along
2'7 of Lfb
City of Dublin
Fiscal Year 2007-2008
ApPLICATION TIMELINE
Application Packets available to the public:
To be determined.
. Pick"up packets at the City of Dublin Civic Center, City
Manager's Office, located at 100 Civic Plaza, Dublin, or
request packets to be mailed by calling (925) 833-6650.
. Packets are..also available through the City website:
www.ci.dubliILca.us
Application Deadline
February **, 2007
Completed applications. must be received by 5:00p.m.
No pbstmarks/fax/emails.
Mandatory Presentation
To be determined.
Mandatory ApplicantPresentation during Goal &
Objective and BudgetStudy Session Public Hearing
Each applicant Will be limited toa 5-minute presentation.
Council Approval
June * *, 2007
After City Council approval (considered as part of annual
City Budget Hearing), funded organizations will receive a
notification letter and mandatory financial reporting packet
after July 1, 2007.
Funds A vaila ble
July 1, 2007
Funds will be available after July 1, 2007.
Final Report
August 30, 2008
The Summary Report must be completed and submitted by
the deadline. Failure to submit a report will result in
ineligibility for future funding.
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City of Dublin
Fiscal Year 2007-2008
FUNDING GUIDELINES AND CATEGORIES
Note: A separate, complete application must be submitted for each project.
Funds may be requested for the following project use(s):
.
Capital Projects (semi or perman.ent physical facility amenity)
Operational Expenses
.
Funding Priorities&' Maximum Request
Funding requests are stronglyencouragedfor, butnotJi!Jlited to,ptojects that are consistent with
the City of Dublin's Mission and Vision statements.
Mission
The City of Dublin promotes and supports a high quality oflife that enSUres a safe and secure
environment, fosters new opportunities and provides responsive fair treatment to our diverse
community .
Vision
Dublin isa vibrant city committed to its citizens, natural resources and cultural heritage. As
Dublin grows, it will balance history with progress, to sustllin an enlightened, econOlnically
balanced.ahd diverse community.
Dublin, with its distinctive place in the region, highlights culture, diversity and civic stewardship
to create a broad mosaic. This mosaic is enriched by the integrating of cultures, races and
economic diversity into villages and neighborhoods- forming a common network that welcomes
both residents and businesses alike; supporting the efforts and achievements of all.
The City of Dublin allocates up to (amount to be determined)
annually for this grant program.
Each applicant may request a maximum of up to (amount to be determined) per project.
The City of Dublin's funding is limited.
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City of Dublin
Fiscal Year 2007-2008
Ev ALUATION
Application Evaluation Process:
1. Application Review/Evaluation:
Staff will screen each application for completeness. Accepted applications will be
forwarded to the City Council for review.
2. Mandatory Presentation:
Presentations will be conducted at the Goal and Objective and Budget Study Session
Public Hearing:
To. be determined;
Each applicant organization must address its application ina Public Hearing before the
City CounciL The Council will review and consider all applications based upon the
presentations.
Presentations will be limited to. (5) five minutes and must review the following:
./ Success or impact of any past funding received
./ Past organizational challenges
./ Need for this specific funding request
./ Number of Dublin residents to be served
./ Presentation should eliminate or minimize organizational history
3. City Council Approval:
The City Council will grant the final funding approval in June during the City's Annual
Budget Hearing. Agencies whose projects are approved will be notified in writing prior to
July 1, 2007.
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City of Dublin
Fiscal Year 2007-2008
GENERAL REVIEW CRITERIA
Auulication Check List:
Completed applications are due by
5:00 p.m. on February **, 2007,
No postmarks/fax/emails will be accepted.
Application will be reviewed for technical
completeness to include the following:
. Per Agency, only one (I) copy of
each of the following items needs to
be attached:
. Two (2) copies of completed
Applicationform for each project
submitted.
Names and home addresses of
Governing Board, identifying current
Board Officers.
A minimum of olle( 1) Board
member must bea Dublin resident
. Affidavit Fonn(s) completed by each
collaborating agency identified for
proposed project (as required).
Most recent audit ortax return.
Resolution, letter or other document
providing evidence that Governing
Board approves submittal of
application and date of i:l.pproval.
Signed Application Verification.
Organization's certificate of
insurance showing coverage for
liability and worker's compensation.
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CITY OF DUBLIN
COMMUNITY GROUP/ORGANIZATIONAL
FUNDING REQUEST
ApPLICATION PACKET
Fiscal Year 2007-2008
Section 2:
Application for
Community Group/Organizational Funding
:::; ') 01 ~I /
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CITY OF DUBLIN
Fiscal Year 2007-2008
COMMUNITY GROUP/ORGANIZATION
ApPLICATION FOR FUNDS
COVER)? AGE
AGENCY NAME:
PROPOSED PROJECT:
FUNDING AMOUNT REQUESTED:
33 "f46
CITY OF DUBLIN
Fiscal Year 2007-2008
ApPLICATION FOR FuNDS
1.
Please select one expense category:
o Capital o Operating
2. Applicant Information:
Organization/ AgencyN ame
Mailing Address
Street Address
City
State
Zip
Executive Director/Chairperson
Work Phone
Email
Board Presidenf(if applicable)
Work Phone
Email
Please list the Primary Project Contact Person who would be able to answer questions about this application and
project during the funding period.
Contact Person for Project
Job Title
Work Phone
Email
Fax
Nonprofit Identification No. (required)
City of Dublin Business License No. (required)
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
3. Proposed Project Information (Do not describe Organization.)
Amount of Funds Requested $
Proposed Project Name
Proposed ProJect Date(s)
Start
/
/
and End
/~/-
mo. day yr.
nlO, day yr.
a.
How would the requested funds be used?
· Describe, in detail, the PROPOSED PROJECl' (not the Agency).
· Bulleted text is acceptable.
· Identifyifthe proposed project is a new servlce,or extensioIlofan existing one.
· An ad4itionalpage may be added, if needed.
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
b. How would the PROPOSED PROJECT address an unmet community need and improve
the quality of life for Dublin residents. Why is this project needed? (Additional page may
be added, ifneeded):
c. Whatdoculllentation/data/records support the need for this PROPOSED PROJECT?
Please identify your data sources. (Additional plige may be added, if needed,)
3(, of 4~
City of Dublin
Fiscal Year 2007-2008
Application for Funds
d. Specify the PROPOSED PROJECT population to be served.
e. Projects must be evaluated to determine if they are being carried out efficiently and if
project goals are being met. Please describe how you plan tomonitor your program or
project's success andimpact.
· An additional page may be added, ifneeded.
f. Specify numbers of clients served by agency, then by PROPOSED PROJECT:
37 of 'I~
City of Dublin
Fiscal Year 2007-2008
Application for Funds
5. Financial Information - Operating Budget
a. Expense Budget
11;2006+200.11
...................................................,...........................................
......-...............................................................................
.......................... ............"........................................
..................-.................-..-........................................................
II. IE. x.... PENSE BUDGll'i......-rF. II
,................... ...........................................................
...........-..-.........................."...............................
.'..,..'...,..'.'..,.............................-..................-....-...........'.....'............-................,............,......................................-.........
:BitsonnelUlostsI
..'.."..............'.............-..-.............--.........
.........................................
Employee Salaries & Benefits
NnB;ee.~attfielitusII
.'..,.....,..'.'..,..'........,........'..,......................-.....-.....-.....................,.....,..'.'..,..'..,.....,..'..,..'.....
Services & Supplies
Capital Costs
Other (please specify)
Other (please specify)
. ..,..,..,..,..".....................-.....
.......II.I.I.ti..... RAlN...........i.fllI. I. I I.'.'
.. .............. .......................
.....,.. .. .. .. .... .. ...,...........-..-...
....................... ................................
....................................... '.'
.Q~~&wII
TOTAL
Further Conunents/Explanations(if necessary):
City of Dublin
Fiscal Year 2007-2008
Application for Funds
b. Revenue Budget
..........-........,-.....................,...,.................................................
......................................................................................
.......................................E...;M......rz....OO......,........rz....O..U....rt...................................................
........................... "".... ..... ... .............................
........................ ... ..... .......................
............................ ,... , , ...... ..............-.......
.......................... .. ,.., . ...... '.' ...................................
.......................... .. ....... '" ."' . ............ ........
.................................... '."' ......... . . -. . '.' .......-.......... ......... '.' '.'
............. ...... .... . '. .... .............. .........
...................... ....... ... .........................
.......................... ... .., . ... . ..........................
............................. ,.. '."' ,............ ......................................
.......................... ............... ... .. .. .. .. ... .. .. .. .. .. ..... ..... '.'
..................................................................................... ..... ..
....,.........................,..,.....,..,..........................................."..........
.............................................. .........................................
............................................................................................
_VimEtH. 00............. G. E. T.\.II
............ .................................... .....................
........................................................................,...................
..,..................................................................................."...........
18bmmifieulluD.BsII.II.II.I........
........................................................................................
..............................................................................................
..............................................................................................................
................................................................................
........................................................... .. ........ .. ...................
eel. source?
.... ...................................... ....
.. . ... .... .....
'3 'Z of Lf6
TOTAL
Further Comments/Explanations (ifnecessary):
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
6.
General Agency Information
a.
List all years that Organization has previously received City of Dublin Funding (not
Community Development Block Grant, CDBG).
b.
Describe the population(s) served by the Organization.
c.
Describe all the services the Organization currently provides to Dublin residents.
· An additional page may beadded,ifneeded.
d.
Has your agency ever previously received funds from the City of Dublin? If yes, please
specify in what Fiscal Years and the amount received each year.
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
7. Required Attachments:
o Onlv one (1) CODV Der Al!:encv of each ofthe following is required, even with multiple projects
submitted.
o Applications, without the following documents will not be reviewed for funding.
o PleaselabeIattachments: A B. C. etc.
a A. Names and home addtessesofGoverIliIlgBoard; identifY current Board
officers. Home addtessesaretequired.
· A minimum of one (I) Board member must be a Dublin resident.
o B. Currenttotal OtganizatioIloperating budget, including revenue.
· Clearly label/identify the program that includes the PROPOSED PROJECT.
o C. Most recent audit repqrtor tax retUfJl(if applicable).
o D. Resolution, letter or other documentptoViding evidence of Board/Organization
approval of application, and dateapprovalwas granted.
· Board/Organization approval maybe pending.
o E. Organization's certificate of insurance showing coverage for liability and
workers' compensation.
a F. Application Verification DeclarationSignature Page.
o G. Signed affidavit form from each collaborating agency named in proposed
project plan (if applicable).
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
ApPLICATION VERIFICATION
I attest that the information contained in thisFY 2007-2008 grant application is accurate and that
the funds requested. will not supplant any other monies secured by the organization.
Attached is a resolution, letter, or other document providing evidence thatthe Board of Directors
approved the application as submitted. Successfulapplicantsare required to submit a summary
report as soon as possible after submitting the reimbursement request, but not later than August
30, 2007. Failure to submit a report will result in ineligibility for future funding.
Signatures:
Executive Director
Date
Board President/Chairperson
Date
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City of Dublin
Fiscal Year 2007-2008
Application for Funds
COLLABORATION AGENCY
AFFIDAVIT FORM
o This form is to be completed by each collaborating organization as named by the
applicant agency in the proposed project.
o Completed forms must be submittedattime of application.
Collaborating AgencyName:
Agency Division/Department:
Project Title:
Project RoleDescriptiort (i.e., facility space, staff support, etc.):
Agency Project Contact Person
Title
Phone
Email
I attest that the applicant agency and our organiZation agree to work .collaborativelyto implement
the proposed projectand identified in theFY 2007-2008 funding application.
Date
Executive Director
Project Contact Person
Date
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CITY OF DUBLIN
Fiscal Year 2007-2008
COMMUNITY GROUP/ORGANIZATIONAL FUNDING PROGRAM
REQUEST FOR REIMBURSEMENT
AGENCY NAME
MAILING ADDRESS FOR REIMBURSEMENT:
PROJECT NAME CLAIM #
TOTAL FuNDING AMOUNT AWARDED TOTAL REIMBUJlSEMENT REQUESTED THIs PERIOD
$ $
..,..'..,.....,......................'.. .,......,....,...,...,..................,..,...........,......
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';';':':::':':':':':':'"':::':',':::',':::',':':'.':':'.<';<,.,:::":::",;:;,,,::;,;.;::.;.,.;.;.;.;.;.:-:.;.;.:.;.;.:.;.;.;.;.;.:.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.;':.:.,,:.:::',':::',':::',':::',':
It~lljpg~m~gililg~~tmI
@i1.~#ml9.lir.#i#~PWHOO~~~~I~tgII.
Qm~itl.iiW~~~;)Ir
I attest that the above listed expenses are accurate and true and have been used as represented in
the approved funding application.
Submitted by:
Signature:
Date:
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CITY OF DUBLIN
Fiscal Year 2007-2008
COMMUNITY GROUP/ORGANIZATIONAL FUNDING PROGRAM
SUMMARY REpORT
(This Summary Report must be completed and submitted by August **,2008.)
AGENCY NAME
MAILING ADDRESS:
TELEPHONE:
PROJECT NAME
TOTAL FuNDING AMOUNT AWARDED TOTAL REIMBURSEMENT RECEIVED
$ $
1.) How has the PROJECT addressed an unmetcommunity need and improved the quality of
life for Dublinresidents. (Additional page may be added,ifneeded):
2.) Please evaluate the success of your project. Were the goals outlined in the application met?
Was the project carried out efficiently? Please use the objectives identified in your application to
discuss your program or project's success and impact. Include any documentation/data/records
you have that support your conclusions.
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City of Dublin
Fiscal Year 2007-2008
SUMMARY REPORT
3) How many total participants were served by this project?
How many of those participants are Dubliuresidents?
I attest that the above listed information is accurate ari.dtrue.
Submitted by:
Signature:
Date:
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AGREEMENT BETWEEN CITY OF DUBLIN
AND
(insert organization name)
THIS AGREEMENT, dated for identification this day of 2007, is entered into
- -
between the City of Dublin ("City") and (organization).
RECITALS
A. (organization) has asked City to contribute $ ( Dollars) for use by
(organization) to cover costs in order to provide the services as
described in Exhibit A. The services rendered pursuant to this agreement will be for the
period July 1, 2007 through June 30, 200K
B. City has determined that it is in the interest of the residents of the City of Dublin to make a
donation of$ ( Dollars)for such purpose, provided certain
conditions are met to ensure that the services will benefit the residents of City.
AGREEMENT
City and (organization) agree as follows:
1. Recitals
The foregoing recitals are true and correct and are part of this agreement.
2. City Donation
City shall donateS ( Dollars)to be used by (organization) to be used
for operational support for as described in Exhibit A to this Agreement.
The donation shall be paid upon invoice to the City.
3. Records
(Organization) shall maintain records for program review, evaluation,auditandlor other
purposes and make them available to City uponrequest.
4. Periodic Reports
Upon request by City, (organization) shall provide reports describing the progress made
by (organization) accomplishing the goals and objectives outlined in the work plan.
CITY OF DUBLIN
Dated:
By:
Richard C. Ambrose, City Manager
Dated:
By:
Title:
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