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HomeMy WebLinkAbout4.10 - 3210 Discretionary Grant Policy Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: June 16, 2020 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SUBJECT: City of Dublin Discretionary Grant Policy Prepared by: John Stefanski, Assistant to the City Manager EXECUTIVE SUMMARY: The City Council will consider approval of a new Discretionary Grants Program to be administered on an annual basis by the City Manager’s Office. STAFF RECOMMENDATION: Adopt the Resolution Approving the City of Dublin Discretionary Grants Program. FINANCIAL IMPACT: A General Fund appropriation of $15,000 for discretionary grants is included in the Fiscal Year 2020-21 Budget. DESCRIPTION: At the March 4, 2020, Strategic Planning Meeting, the City Council directed Staff to develop guidelines for a new Discretionary Grant Program (Program) to be administered by the City Manager’s Office. Grant Format, Requirements, and Restrictions The Program is designed to assist local non-profit organizations in providing community benefits which serve Dublin residents. Only registered 501(c)3 non -profit organizations that are located in Dublin and service Dublin residents, or organizations affiliated with a local school are eligible to receive funding. Awarded organizations must directly provide the services or programming for which the grant funds will be used. The Program provides two types of grants, as described in Table 1 below. Page 2 of 3 Table 1: Overview of Grants Grant Type Annual Funding Max. Award Guidelines Block Grant $5,000 $500 No matching requirement; one grant per event/program per year. Matching Grant $10,000 $2,000 50% match required; block grants cannot be used for matching funds. The City will accept applications on a rolling basis beginning July 1 of each year until all funding has been expended. All awarded grants must be used for a public purpose or benefit. Furthermore, funded activities must be open and accessible to all members of the public regardless of race, creed, gender, and sexual orientation. Funding provided by this program may not: 1. Promote or support political, religious, commercial or other private activities. 2. Fund educational scholarships or other monetary awards. 3. Purchase meals, alcohol, travel, or lodging accommodations. 4. Fund general capital purchases or fund-raising activities. 5. Fund non-public-purpose activities as determined by the City Manager or designee. Grant Applications, Approvals, and Reporting Applications will be evaluated for their (1) overall completeness, (2) documentation satisfying all eligibility requirements, (3) impact of activities on the Dublin community, (4) demonstrated history serving the Dublin community, and (5) any other criteria determined by the City Manager or designee. Applications will be evaluated and awarded on a first come, first-served basis. Applications from organizations with an affiliation to any City Councilmember, governing Board member, or Staff member shall be subject to approval by a majority of the City Council. Following the completion of the funded activities, awarded organizations shall provide to the City a report on the outcomes from the funded activities. The report should include a summary of activities including a narrative of how the activities provided a public purpose benefiting Dublin residents, photos or other supporting materials, and other relevant measurable outcomes. The report shall also include all backup documentation and description for all expended funds, including invoices and receipts. Next Steps Upon City Council’s approval of the Program, Staff will publicize the Program via the City’s typical promotional channels. The City will begin accepting applications on July 1, 2020. Page 3 of 3 STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving the City of Dublin Discretionary Grants Program 2. Exhibit A to the Resolution - Discretionary Grant Program Overview RESOLUTION NO. XX-20 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING THE CITY OF DUBLIN DISCRETIONARY GRANTS PROGRAM WHEREAS, at the March 4, 2020 City Council Budget and Strategic Planning Meeting, the City Council directed staff to develop guidelines for a new Discretionary Grants Program to be administered by the City Manager’s Office; and WHEREAS, at the aforementioned meeting, the City Council recommended the annual appropriation of $15,000 to fund grants awarded under the Discretionary Grants Program in Fiscal Year 2019-20; and WHEREAS, the ongoing appropriation for this program will be included in the annual City budget process and will be subject to City Council approval. NOW, THEREFORE BE IT RESOLVED, the City Council of the City of Dublin hereby approves the Discretionary Grants Program, attached hereto as Exhibit A; and BE IT FURTHER RESOLVED that grants awarded through this program shall be made in accordance with the approved Discretionary Grants Program; and BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED this 16th day of June 2020, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk EXHIBIT A TO THE RESOLUTION Page 1 of 3 City of Dublin Discretionary Grants Program Introduction Each year, non-profit and school-affiliated organizations provide programming, services, and other valuable contributions that help make Dublin a great place to live, work, and raise a family. The City of Dublin Discretionary Grants Program is designed to help assist these organizations in providing community benefits which serve Dublin residents. This document presents the guidelines for the administration of that program. The City will accept grant applications on a rolling basis until all funding has been expended for the fiscal year (July 1 through June 30). Dublin-based non-profit organizations are encouraged to apply, however not every application will receive funding. Eligibility Requirements In order to be eligible for funding through this program, applicant organizations must meet all of the following criteria: 1. Must be located within the City of Dublin or serve Dublin residents. 2. Must be a registered 501(c)3 non-profit organization or a group associated with a Dublin school. 3. Must not be financially dependent upon funding to meet the organization’s annual budget or operational requirements. 4. Must directly provide the services or programming for which the grant funds are requested. The funding this program provides must be used for a public purpose or benefit. Funded activities must be open and accessible to all members of the public regardless of race, creed, gender, and sexual orientation. Funding used from this program may not: 1. Promote or support political, religious, commercial or other private activities. 2. Fund educational scholarships or other monetary awards. 3. Fund the purchase meals, alcohol, travel, or lodging accommodations. 4. Fund general capital purchases or fund-raising activities. 5. Fund any non-public purpose activities as determined by the City Manager or their designee. Program Overview Under this program, eligible organizations will have the option to apply for two types of grants: Block Grants and Matching Grants. Only one type of grant may be awarded per event or program each year. Block Grants Annual Available Funding: $5,000 | Maximum Grant Award: $500 Block Grants do not require any match on the part of the applicant. The City will provide funding up to $500 per application. EXHIBIT A TO THE RESOLUTION Page 2 of 3 Matching Grants Annual Available Funding: $10,000 | Maximum Grant Award: $2,000 Matching Grants require that applicants provide 50% of the total grant award in matching funds. For example, if an organization is requesting $1,000 in City funding, they will need to provide evidence that they have $500 to contribute as a match. The City will provide funding up to $2,000 per application. Block grant funding cannot be used as match funding. Application and Approval Process Application Submission Requirements The City will accept applications on a rolling basis beginning on July 1 of each year until all grants have been awarded. Applications shall include the following information: 1. Name, address, and contact information of the organization. 2. Description of the programs, services, and other activities the grant will fund. This information must clearly demonstrate how the activities will provide a public purpose or benefit to Dublin residents and how many residents will benefit from the activities. 3. Type of grant and amount of funding requested, and evidence of matching funds (if required). 4. Proposed budget for the planned activities. 5. Organizational information including: a. Detailed operating budget for the current fiscal year. b. Proof of 501(c)3 status or Dublin school association. c. List of current board of directors or governing body. d. Disclosure of affiliations with City Council, other local governing board members, or City staff members. Application Evaluation Applications will be evaluated on the following basis: 1. Documentation satisfying all eligibility requirements. 2. Completeness of application. 3. Overall impact of the planned activities on the Dublin community (e.g. anticipated number of residents served). 4. Demonstrated history serving the Dublin community. 5. Any other criteria determined by the City Manager or their designee. Approval Process Applications will be evaluated and awarded on a first come, first served basis by the City Manager. Approved organizations will be required to enter into a Funding Agreement with the City and provide proof of insurance coverage (if applicable). All funds must be expended prior to June 30 of each year. Applications from organizations with an affiliation to any City Council, local governing board member, or City staff member shall be subject to approval by majority of the City Council. EXHIBIT A TO THE RESOLUTION Page 3 of 3 Reporting Requirements Within thirty (30) days from the completion of the funded activities, each organization shall provide to the City a report on the outcomes from the funded activities. Specifically, this shall provide: 1. A summary of completed activities including a narrative of how the activities provided a public purpose benefiting Dublin residents, photos or other supporting materials, and other relevant measurable outcomes. 2. Backup documentation and description for all expended funds, including invoices and receipts. The City reserves the right to request additional information showing how grant funds were utilized. If funds were not expended in accordance with the approved purpose in the application, the organization will be required to refund the granted funds and will be prohibited from applying for City funding for a period of twelve (12) months.