HomeMy WebLinkAboutFY 2019-2020 - Award of Outside Agency FundingSTAFF REPORT
CITY OF PALM DESERT
FINANCE DEPARTMENT
MEETING DATE: May 23, 2019
PREPARED BY: Niamh Ortega, Management Specialist IINO
REQUEST: Review and Approve Outside Agency Funding (Charitable Contributions)
for Fiscal Year 2019-2020
Recommendation
By Minute Motion, that the City Council:
1. Approve the award of charitable contributions in the amount of $132,428 to the
agencies listed herein with associated restrictions and conditions; and
2. Accept the modifications to the Outside Agency funding guidelines for FY 2020/21;
and
3. Pending approval of the FY 2019/20 City of Palm Desert Financial Plan, authorize
the City Manager to execute any documents necessary to effectuate the actions
taken herewith.
Strateqic Plan Obiective
Not applicable.
Committee Recommendation
The Outside Agency Charitable Contributions Committee met on April 1, 2019 to review the
guidelines, applications and recommendations. The Committee requests that the City Council
accept their recommendations to provide funding to certain organizations and to approve the
revised funding guidelines.
Backqround Analvsis
Applications for the Outside Agency/Charitable Contributions Funding were made available on
the City's website at the beginning of January 2019. Staff conducted outreach through notification
in RAP Foundation's e-newsletter. A total of 25 completed applications were received by the
deadline of March 15, 2019. A total of $251,002 was requested by various organizations.
The Outside Agency Funding Committee reviewed the guidelines for funding and detailed
information relative to the Committee's focus, objectives and priorities. This information is
incorporated into future applications for funding.
Each application was reviewed and discussed to determine items that were eligible for funding.
These items will be listed on the Agency's agreement as allowable expenditures that the City
desires to fund in the upcoming fiscal year.
Staff Report
Review and Approval of Outside Agency Funding for FY 2019-2020
May 23, 2019
Page 2 of 3
After careful consideration, the Committee recommends the following awards:
1
2
Requesting..
AAP Food Samaritans
ACT for Multiple Sclerosis
American Cancer Society
Birth Choice / Pregnancy_Help Center
California Desert Chorale
Carter Elementary PTO
Request
5,184
7,800
FY 19120 Award
01
7,800
3
5,000
5,000
4
5,000
0
5
5,000
5,000
6
9,080
20,000
10,000
7
CREATE Center for the Arts
0
44,000
8
Family YMCA of the Desert - Jean Benson
44,000
9
Family YMCA of the Desert - San Pablo
8,000
0
14 HARC, Inc.
5,000
25,000
5,000
11
INCIGHT
12
KVCR Educational Foundation
15,000
E
0
13
McCallum Theatre
5,000
0
14 Opera Guild of the Desert
15 Palm Springs Air Museum
16 Pegasus Therapeutic Riding
17 Riverside Co Prof Firefighters_ Fund
18 Ronald Reagan Elementa School
19 Toois for Tomorrow
7,500
0
5,000
10,022
4,350
3,328
25,000
0
10,000
10,000
5,066
0
20 Variety - Children's Charity of the Desert
5,000
2,000
21 Virginia Waring Infl Piano Competition
10,000
0
22 Washington Charier Elementary PTO
15,000 10,000
$251,002 $107,128
5,000 0
18,300 15,300
13,000 10,000
$36,300 $25,300
$287,302 $132,428
Received after noon deadline on 3/15
23 Bob Hope USO (3f18,_8:00 a.m.)
24 Historical Society of P❑ (3115, 2:30 p.m.)
25 PD Charter Middle Sch. 3121, 11.30 a.rn
TOTAL OF ALL REQUESTS
Any specific award requirements, conditions or restrictions were noted in the attached draft
minutes of the meeting and will be incorporated into the agreement. Staff recommends that the
City Council approve funding to the above -listed organizations as presented.
G 1FinanceWiamh Ortega I Outside Agenues119-20 cycle LA dministrationlSR - DR funding approval 19-20.docx
Staff Report
Review and Approval of Outside Agency Funding for FY 2019-2020
May 23, 2019
Page 3 of 3
Fiscal Impact
Approval of this request will result in the above -listed agencies receiving the designated amounts
as a charitable contribution for FY 2019/20 contingent upon completion of all necessary
requirements associated with the Agreement. Pending approval of the FY 2019/20 Financial Plan,
funds will be available in Account Nos. 1104800-4388000, 1104800-4388100 and 1104800-
4389100.
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
Robert W. Hargreaves (Jant M. Moore (Janet M. Moor4 e Lauri Aylaian
Legal Counsel Drector of Finance Dir6ctor of Finance City Manager
ATTACHMENTS:
1. Draft Minutes - Outside Agency Committee meeting of April 1, 2019
2. Funding Guidelines — revised April 1, 2019
3. Summary of applications submitted and programs/services to be funded
nmo
G:IFinanceWiamh OrtegalOutside Agenciesl19-20 cyclelAdministrationlSR - OA funding approval 19-20.docx
MINUTES.
OUTSIDE AGENCY FUNDING COMMITTEE /
COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE
Monday, April 1, 2019 — 10:30 a.m.
CALL TO ORDER
Chairman Moore called the meeting to order at 2:00 p.m.
ROLL CALL
Present:
Lauri Aylaian, City Manager
Gina Nestande, Mayor Pro-Tempore
Jill Tremblay, Best, Best & Krieger
Susan Marie Weber, Mayor
Janet Moore, Director of Finance, Committee Chair
Also Present:
Merilee Colton, Historical Society of Palm Desert
Jenna LeComte-Hinely, PhD, HARC, Inc.
Vanessa Mager, Management Analyst
Carol Marcuse, California Desert Chorale
Niamh Ortega, Recording Secretary
Jennie Raynor, ACT for MS
III. APPROVAL OF MINUTES
Rec: Approve Minutes of the February 28, 2018 meeting as submitted.
MOTION was made by Member Weber to approve the Minutes of the February
28, 2018 meeting as submitted. Motion was seconded by Member Aylaian and
approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
IV. ORAL COMMUNICATION
Chair Moore reminded the Committee that if they sat on the board or otherwise
had a voting position with any of the applicant agencies, members should recuse
themselves from the discussion of that item to avoid any perception of a conflict of
interest. She further noted that she would be recusing herself from Item VI. B. 15,
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 2 of 15
April 1, 2019
Palm Springs Air Museum. Member Weber stated that she would be recusing
herself from Item VI. B. 21, Virginia Waring International Piano Competition.
Member Nestande requested clarification of member responsibilities as they relate
to this particular Committee. Chair Moore responded that the Outside Agency
Committee members make recommendations to award a grant to those applicants
who meet the criteria and funding requirements. The recommendations are
presented for consideration at a future City Council meeting. The City Council then
has the authority to accept the Committee's recommendations or modify them as
they deem appropriate. Final funding decisions are made at the City Council level.
V. OLD BUSINESS
None.
VI. NEW BUSINESS
A. REVIEW OF OUTSIDE AGENCY FUNDING GUIDELINES
Chair Moore provided an overview of the guidelines for application review.
She summarized that these guidelines incorporated the previously adopted
guidelines and current goals and priorities laid out by City Council and the
City Manager. She also highlighted that the Outside Agency Committee
typically focuses on awards to agencies located in Palm Desert and/or with
a substantial benefit to the residents of Palm Desert. Secondarily,
consideration is given to those agencies that indirectly enhance the quality
of life for Palm Desert residents, and finally preference is given to agencies
that assist underserved populations.
Chair Moore pointed out that there are a number of projects and services to
which Palm Desert wishes to contribute that are funded through avenues
other than Outside Agency grants. An example is the issue of
homelessness, which is addressed in conjunction with other valley cities
through an alternate funding source.
Chair Moore asked the Committee for feedback on the guidelines as they
were presented. The Committee expressed its satisfaction and did not
recommend any changes. Chair Moore stated that these guidelines would
be in effect for the next application cycle of FY 2020/2021 and would be
made a part of the application packet.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 3 of 15
April 1, 2019
B. RECOMMENDATION OF AWARD OF OUTSIDE AGENCY FUNDING
AAP Food Samaritans — Recommend $0
Chair Moore stated that staff felt there were other mechanisms
available and the City provided funding for similar programs. Member
Aylaian noted that she was not comfortable funding a program that
only benefitted nine residents for the year when the population of
Palm Desert is in the neighborhood of 50,000.
It was the consensus of the Committee not to recommend
funding for AAP Food Samaritans.
2. ACT for Multiple Sclerosis — Recommend $7,800
Ms. Jenny Raynor spoke on behalf of ACT for MS and informed the
Committee that the organization continues to perform substantial
outreach in Palm Desert and throughout the valley. She noted that
they do not turn anyone away and they continue to receive referrals
for additional clients. They are currently working to expand their
programs to meet the needs of all of their clients. Ms. Raynor
thanked the City for funding received in previous years and hopes to
continue the positive relationship between the City and ACT for MS.
It was the consensus of the Committee to recommend funding
in the amount of $7,800 to ACT for MS.
3. American Cancer Societv — Recommend $5,000
Chair Moore highlighted that the funding requested would specifically
offset the costs of hosting the annual Relay for Life. The event has
taken place at the Palm Desert Civic Center Park for many years.
Last year it took place in Rancho Mirage, and this year it returns to
Palm Desert.
Member Weber concurred with staff's recommendation to award
$5,000, and stated that the Palm Desert logo be used on any
materials promoting Relay for Life. Staff will ensure that this
information is communicated to the organizers.
It was the consensus of the Committee to recommend funding
in the amount of $5,000 to American Cancer Society.
4. Birth Choice / Preanancv Help Center — Recommend $0
Member Nestande expressed her dissatisfaction with the
recommendation by staff. She stated that the agency provides a
great and necessary service to Palm Desert and to all young women
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 4 of 15
April 1, 2019
in the area. She noted that the agency was requesting $5,000 for an
ultrasound machine, and that the total cost was closer to $20,000 -
$25,000. She recommended funding the organization for $5,000.
Chair Moore stated that the purchase of an ultrasound machine was
an ineligible expense according to the current guidelines. Funding
cannot be utilized for capital equipment. Member Nestande then
requested that staff reach out to the organization and determine an
alternate use of the funding.
Chair Moore requested the Committee's input on Member
Nestande's suggestion. Member Aylaian asked if the guidelines are
provided to the organizations ahead of time, to which Ms. Ortega
responded that they are part of the application packet and are
included with the instructions for completion of the application.
Member Aylaian then asked if organization representatives had an
opportunity to attend today's meeting to provide input to the
Committee. Member Ortega responded that all applicants had been
e-mailed at the address listed on the applications, notifying of the
meeting date and time and inviting their participation if they so
desired.
Member Weber contended that providing a second opportunity to
Birth Choice would be inconsiderate to the other applicants who took
the time to apply for funding and review the guidelines to ensure they
met the criteria for an award. Member Aylaian pointed out that there
are a number of organizations on the agenda that are currently
recommended for denial. She noted that she is sensitive to the fact
that some organizations may be denied even when they apply for an
eligible program, and that contacting Birth Choice to revise their
application may be perceived as providing an unfair advantage to
that organization and puts the City in a difficult position.
Member Nestande restated her position that the organization should
be funded and requested staff make contact with the applicant to
revise their request. Member Weber maintained that if Member
Nestande felt strongly about the organization receiving funding from
the City, she should reach out personally to offer assistance and
determine another program or event that the City could potentially
support through another funding mechanism. Member Weber also
suggested that Member Nestande work with them to identify an
appropriate request for next year's process. Lastly, Member Weber
asked that Member Nestande reach out to Ms. Ortega to clarify if
future identified programs met the funding criteria in an effort to avoid
a similar situation during the next cycle.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 5 of 15
April 1, 2019
Member Tremblay summarized that Birth Choice is a worthwhile
organization; however, the guidelines are clear that capital
equipment is not eligible for this particular funding mechanism.
MOTION made by Member Weber to concur with staffs recommendation to
deny funding for Birth Choice / Pregnancy Health Center. Motion was seconded by
Member Aylaian and approved by a 4-1 vote with Members Aylaian, Tremblay,
Weber and Moore voting AYE; Nestande NO.
5. California Desert Chorale — Recommend $5,000
Ms. Carol Marcuse represented the California Desert Chorale and
stated that the agency is requesting funding to provide tickets to high
school and college music students as well as senior citizens to attend
their spring concert. Tickets are typically $40 each, and the agency
would provide tickets to Joslyn Center, Palm Desert High School and
Palm Desert colleges to disburse to those who are interested in
attending.
MOTION made by Member Nestande to recommend funding in the amount of
$5,000 to California Desert Chorale. Motion was seconded by Member Weber and
approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
6. Carter Elementary PTO — Recommend $10,000
Chair Moore stated that staff is recommending an amount greater
than requested as they are trying to expand their program. This year,
as is the case almost every year, staff had difficulty in obtaining
applications from all six Palm Desert schools. This is due in part to
the turnover in PTO leadership. Staff performs extensive and
repeated outreach to each of the schools, but ultimately it falls to the
PTO leaders to submit their paperwork.
Member Weber recounted the issues in recent years relative to
Lincoln Elementary, noting that they have not received an award for
many years and it is frustrating as it is one of the schools that could
derive the most benefit from such an award. She commended Ms.
Ortega for her efforts to assist the PTOs and stated that through her
position with the Historical Society, she has first-hand experience of
how much guidance is needed and received.
Member Weber recalled that she had suggested on a few occasions
that the City consider a grant -writing consultant to assist applicants
in their efforts to obtain grants. She was informed that RAP provides
that service to non-profit agencies and recommended that RAP work
with the PTOs, and indeed all organizations, to ensure they are in a
better position to apply for grants offered by the City and other
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 6 of 15
April 1, 2019
applicable sources. She suggested that RAP representatives meet
with PTOs or contact the schools to determine what assistance may
be needed.
MOTION made by Member Weber to recommend funding in the amount of
$10,000 to Carter Elementary PTO. Motion was seconded by Member Nestande and
approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
7. CREATE Center for the Arts — Recommend to Special Programs
Ms. Mager stated that she did not have any contact with CREATE
Center relative to their participation in First Weekend.
MOTION made by Member Weber not to recommend funding to CREATE
Center for the Arts. Motion was seconded by Member Nestande and approved by a
5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
8. Family YMCA of the Desert - Jean Benson — Recommend $44,000
Member Aylaian asked what the organization provided to
demonstrate program participation. Ms. Ortega responded that as
part of the final report, the YMCA submits a list of registrants
specifically for the Jean Benson Center.
MOTION made by Member Weber to recommend funding in the amount of
$44,000 to Family YMCA of the Desert — Jean Benson. Motion was seconded by
Member Nestande and approved by a 5-0 vote with Members Aylaian, Nestande,
Tremblay, Weber and Moore voting AYE.
9. Family YMCA of the Desert - San Pablo — Recommend $0
Chair Moore noted that this funding is for a teen program offered
during the summer. She added that the City offers support for a
variety of programs and events organized by the YMCA, funding Y-
B-Fit, the YMCA Hoe-down Fundraiser, and the previously discussed
Jean Benson Center. At this time, additional funding is not
recommended for the summer program.
MOTION made by Member Weber not to recommend funding to Family YMCA
of the Desert — San Pablo. Motion was seconded by Member Nestande and
approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 7 of 15
April 1, 2019
10. HARC, Inc. — Recommend to Special Programs
Dr. Jenna LeComte-Hinely spoke on behalf of HARC, Inc., and
informed the Committee that HARC conducts hours of research and
outreach to collect data for its Community Health Survey, conducted
every three years. She thanked the City for its donation of $5,000
towards survey operation this year. Dr. LeComte-Hinely noted that
per the guidelines she did not ask for funding for salaries since that
is an ineligible expense. Instead, funding is requested for the event
that releases the survey data, which is attended by approximately
300 people. Multiple agencies throughout the valley use the data
such as cities, county departments, hospitals and nonprofits, to
name a few.
Various questions were asked of Dr. LeComte-Hinely regarding
efforts to secure funding from other cities and potential donations of
event space and services. She indicated that if the Committee was
unwilling to fund the request for event space assistance, there are
many other costs that the City could consider.
Member Aylaian asked how much the data release event would cost.
Dr. LeComte-Hinely responded that it would be around $2,500 if the
space was donated. Member Aylaian expressed concern that no
other cities had been asked for funding, and that only 12% of the
residents who benefit live in Palm Desert. Dr. LeComte-Hinely stated
that it is not so much the direct benefit but the overall benefit for
everyone that should be considered. She furthered that the City of
Coachella used the data to obtain a $2 million grant.
Member Weber expressed her dissatisfaction with the items
requested for funding, stating that videographer services and
centerpieces could easily be obtained through donation. Dr.
LeComte-Hinely countered that sometimes quality suffers with
donated services. Additionally, it is considered good etiquette to pay
the vendor than to repeatedly ask the same group to work for free.
Dr. LeComte-Hinely stated that the agency could use the funding to
get the word out about the survey with flyers, rack cards, public
service announcements and advertising costs. Member Aylaian
noted that a few items prior to this led the Committee not to allow an
agency to change its request and she felt HARC should be held to
the same standard.
Dr. LeComte-Hinely reminded the Committee that the data collected
benefits the entire community, and increases revenue streams
through grants and other funding utilizing the data gathered through
the survey. Colleges see significant revenue streams because of
their utilization of the survey information.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 8 of 15
April 1, 2019
Member Weber thanked Dr. LeComte-Hinely for attending the
meeting, stating that she now had a new perspective on the funding
request and the work that HARC does. Member Nestande added that
she very much appreciated the information shared by Dr. LeComte-
Hinely.
MOTION made by Member Nestande to recommend funding in the amount of
$5,000 to HARC, Inc. Motion was seconded by Member Aylaian and approved by a
5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
11. INCIGHT —Recommend $5,000 for Palm Desert job fair
The Committee reviewed the request. Member Weber pointed out
that there are other job fairs in the area that are hosted by local
organizations such as College of the Desert and the Chamber of
Commerce. Responding to question, Ms. Ortega shared that
INCIGHT had one job fair scheduled in Palm Desertjust a few weeks
ago, and that there is a charge of up to $300 for employers to
participate, depending on the current number of employees. Member
Aylaian stated that the statistics in the application do not warrant a
$25,000 grant, and she would be curious to find out how many
people gained employment as a direct result of the job fair held in
Palm Desert. Following a short discussion, the Committee
determined that if funding were to be provided for such an event it
should be for a locally -based group rather than one out of state.
MOTION made by Member Weber not to recommend funding to INCIGHT.
Motion was seconded by Member Nestande and approved by a 5-0 vote with
Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
12. KVCR Educational Foundation — Recommend $0
MOTION made by Member Weber not to recommend funding to KVCR
Educational Foundation. Motion was seconded by Member Nestande and approved
by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and Moore voting
AYE.
13. McCallum Theatre — Review and discuss appropriate award
Chair Moore noted that this particular request in the amount of
$5,000 was for the field trip series for local schools. She furthered
that some school organizations also receive funding for
transportation for the field trips. Member Aylaian noted that the City
is in the process of finalizing a grant of $1.2 million to the McCallum
Theatre payable over the next five years.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 9 of 15
April 1, 2019
MOTION made by Member Nestande not to recommend funding to McCallum
Theatre. Motion was seconded by Member Weber and approved by a 5-0 vote with
Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
14. Opera Guild of the Desert — Review and discuss appropriate award
Chair Moore summarized that this particular request for $7,500 was
to offset the cost of accommodations, transportation and honoraria
for artists and accompanists for the Opera in the Schools two -week
program.
MOTION made by Member Weber not to recommend funding to Opera Guild
of the Desert. Motion was seconded by Member Nestande and approved by a 5-0
vote with Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
15. Palm Springs Air Museum — Recommend to Special Programs
[Chair Moore recused herself from this discussion and left the
room.]
Member Aylaian noted that this request is for a flyover at a City event,
and to host its second Palm Desert Resident Appreciation Day. The
first appreciation day is scheduled to take place in May 2019, so staff
does not have any information on how successful it may have been.
Member Nestande said it sounds like a great event but she would
like to know if it is a success before funding a second event.
Member Aylaian recalled that there was quite a lot of discussion
about this item last year. Ms. Ortega confirmed that there were a
number of conversations centered on the use of an airplane for the
Chamber of Commerce's Golf Cart Parade and which organization
should pay for it. There were also discussions surrounding a
donation to an event the Air Museum hosted. The result was that the
City would not pay for a flyover for a Chamber event and asked
instead that a Palm Desert Day be created using the City's donation
of $5,000 to offset any costs associated with additional attendees.
Member Weber stated she was not in favor of the flyover as most of
the time residents do not even notice it happened, and they do not
know who pays for it. She added that while it is nice to see, it does
not add much to the event, and seems a little out of place. It would
be more appropriate at a Veteran's Day or Fourth of July event.
Member Aylaian commented that $5,000 seemed excessive
considering the experience lasts only a few seconds. She expressed
that the Palm Desert Day was a better use of funds and provides a
day of education and recreation for residents, some of whom may
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 10 of 15
April 1, 2019
not go to the air museum if they are paying the entrance fee of
$17.50, but would bring their families if the City sponsored it.
Member Weber asked that attendance feedback be provided
immediately following the event to determine its success. Ms. Mager
indicated she would follow up on this item.
MOTION made by Member Weber to recommend funding in the amount of
$5,000 to Palm Springs Air Museum to host a Palm Desert Resident Appreciation
Day during Fiscal Year 2019/2020. Motion was seconded by Member Nestande and
approved by a 4-0 vote with Members Aylaian, Nestande, Tremblay and Weber
voting AYE; Moore ABSENT.
16. Pegasus Therapeutic Ridinq — Recommend $4,350
Ms. Ortega stated that immediately before the meeting began she
spoke to Robin Montgomery of Pegasus. She asked if their original
request could be revised as they had just learned they were the
recipient of a grant that would fund the same request, and they would
not be able to accept the grant from the City if awarded for the same
purpose. Instead, they would like to request funding for their annual
holiday luncheon and Riders Award.
Ms. Ortega shared the e-mail received from Ms. Montgomery
outlining that they host the luncheon, with the help of donations and
sponsorships, for all 225 special needs riders and their families. 98%
of their clients live below the poverty line, and Pegasus is the only
form of therapy they receive. Of the 225 riders, 26 are from Carter
Elementary School.
Ms. Montgomery requested funding for luncheon attendance for the
Carter Elementary students and their families with an average of four
people per family. The event is hosted by the Renaissance
Esmeralda, and they also sponsor the event and offer a low cost of
$32 per person. In summary, the total request of Palm Desert is
$3,328 for 104 guests.
Member Weber noted that she was familiar with this organization and
the work that they do. She suggested that following the dinner she
would like the students to follow up with photos and letters describing
their experience at the luncheon. She also requested that Palm
Desert be listed as a sponsor in any of their materials and at the
event.
Chair Moore stated that the luncheon and award ceremony is a great
opportunity for children and their families to go out for a nice meal at
an upscale hotel, and that many children in their situation would not
have that opportunity. Member Nestande agreed that it would be
great experience for them.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 11 of 15
April 1, 2019
Member Aylaian stated that while she is not particularly in favor of
modifying the purpose of any request, in this case they were awarded
funding from another organization for the same purpose. She
indicated that she was on board with the revised request.
MOTION made by Member Weber to recommend funding in the amount of
$3,328 to Pegasus Therapeutic Riding. Motion was seconded by Member Nestande
and approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
17. Riverside Co Prof Firefiahters Fund — Recommend $0
Chair Moore reminded the Committee that the City already pays a
substantial portion of its budget for police and fire services. This
organizations is a fund-raising entity to provide financial assistance
to firefighters who may face unexpected life circumstances. She
noted that the City Council has made donations in the past to the
families of local fallen police officers. The City would prefer to control
where the funding is utilized to ensure that it assists local police and
fire service personnel rather than donate to a countywide
organization.
MOTION made by Member Weber not to recommend funding to Riverside
County Professional Firefighters Fund. Motion was seconded by Member Aylaian
and approved by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and
Moore voting AYE.
18. Ronald Reaqan Elementary School PTO — Recommend $10,000
Chair Moore shared that this has been a successful program at
Reagan over the last several years. Responding to question, Ms.
Ortega informed the Committee that the medals, pencils and stickers
are an integral part of the success of the program as the students
have a friendly competition to determine who can read the greatest
number of books in a specific number of weeks. Their progress is
tracked on a large poster in the classroom with stickers representing
the books.
MOTION made by Member Weber to recommend funding in the amount of
$10,000 to Ronald Reagan Elementary School PTO. Motion was seconded by
Member Nestande and approved by a 5-0 vote with Members Aylaian, Nestande,
Tremblay, Weber and Moore voting AYE.
19. Tools for Tomorrow — Recommend $0
Chair Moore noted that this request was to facilitate after -school arts
literacy programs through funding supplies, snack and administrative
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 12 of 15
April 1, 2019
needs. She reminded the Committee that the City spends $150,000
for after -school programs at Lincoln and Carter elementary schools.
Following a review of the request, it was recommended that the
organization partner with the afterschool programs already funded.
MOTION made by Member Weber not to recommend funding to Tools for
Tomorrow. Motion was seconded by Member Nestande and approved by a 5-0 vote
with Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
20. Variety - Children's Charitv of the Desert — Recommend $2,000
Chair Moore suggested that the City provide a grant of $2,000, which
would offer $1,000 each to two families of Palm Desert children with
special needs and limited financial resources to assist in obtaining
services and equipment such as wheelchairs, prosthetics and
hearing aids, and meet other needs such as tuition, therapy and
respite care.
MOTION made by Member Weber to recommend funding in the amount of
$2,000 to Variety — Children's Charity of the Desert. Motion was seconded by
Member Nestande and approved by a 5-0 vote with Members Aylaian, Nestande,
Tremblay, Weber and Moore voting AYE.
21. Virginia Warinq Int'I Piano Competition — Recommend $0
This request is to fund a Piano Festival in the Civic Center Park. This
event has not been funded or undertaken in the past. After a
discussion on the logistics of such an event, Member Aylaian asked
if they had contacted the City to discuss the availability of the park.
Ms. Mager responded that she had not been contacted. She
furthered that the amount requested would fund four concerts in the
park.
Member Weber suggested that perhaps this event could be
incorporated into the concerts in the park. It was recommended that
funding not be provided through this process, and that the
organization should work with Ms. Mager to determine if they would
like to instead participate as one of the events in the concert series.
MOTION made by Member Weber not to recommend funding to Virginia
Waring International Piano Competition, and that the organization contact the
Special Events division if interested in participating in the concert series. Motion
was seconded by Member Nestande and approved by a 5-0 vote with Members
Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 13 of 15
April 1, 2019
22. Washington Charter Elementary PTO — Recommend $10,000
Chair Moore summarized that this request would partly fund the
school's participation in the Aesthetic Education program at the
McCallum Theatre. The purpose of this program is to teach the
teachers, and they bring the material back to the schools to teach
their students. According to the application, over 800 students
benefit from this program.
Member Weber recalled presentations made to Council by other
school groups relative to what they learned and experiences they
had on various field trips that the City has supported in the past. She
recommended that Washington Charter students, and indeed all
school groups receiving funding, plan to make a presentation at a
Council meeting towards the end of the school year so that the
Council and those in attendance can understand how the grant
enhances their education.
MOTION made by Member Weber to recommend funding in the amount of
$10,000 to Washington Charter Elementary PTO, and to invite the PTO to attend a
City Council at the end of the school year to share how the grant enhanced the
learning environment. Motion was seconded by Member Nestande and approved
by a 5-0 vote with Members Aylaian, Nestande, Tremblay, Weber and Moore voting
AYE.
C. REVIEW OF APPLICATIONS RECEIVED IN OFFICE AFTER DEADLINE
Bob Hope USO — Recommend $0
MOTION made by Member Weber not to recommend funding to Bob Hope
USO. Motion was seconded by Member Nestande and approved by a 5-0 vote with
Members Aylaian, Nestande, Tremblay, Weber and Moore voting AYE.
2. Historical Societv of Palm Desert — Recommend $15,800 from any
remaining funds after all items in Section B have been resolved
[Member Weber recused herself from this item and left the
room.]
Ms. Merilee Colton, secretary for the Historical Society of Palm
Desert, noted that the Historical Society is now run 100% by
volunteers and is open approximately 20 hours a week. Docents are
available to provide information during hours of operation, and
speaking events are offered to increase attendance. There has been
a change in Board members, and the entire building has been
reconfigured in the last 18 months.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 14 of 15
April 1, 2019
Responding to question, Ms. Colton informed the Committee that the
Historical Society uses space at the Portola Community Center to
store some of its materials and archives. Member Aylaian noted that
the City owns the building and asked if the Historical Society pays
rent. Ms. Colton responded that they pay a nominal fee of one dollar
per year. Member Aylaian continued that she would appreciate
looking at the space used at the Community Center to determine if
there are alternative solutions. The Community Center leases space
out to various agencies, and the City may have other uses for the
space currently occupied by the Historical Society at this location.
MOTION made by Member Nestande to recommend funding in the amount of
$15,300 to the Historical Society of Palm Desert. Motion was seconded by Member
Aylaian and approved by a 4-0 vote with Members Aylaian, Nestande, Tremblay and
Moore voting AYE; Weber ABSENT.
3. Palm Desert Charter Middle School PTO - Recommend $10,000
from any remaining funds after all items in Section B have been
resolved
The request from the middle school is for a field trip to the Museum
of Tolerance and an author assembly. Member Weber recalled a
presentation by PDCMS students regarding their trip to the Museum
and noted how impactful this particular trip is for all who participate.
Member Nestande added she was moved by the experiences shared
by the students, and felt that this was an excellent trip for all students.
Member Aylaian noted that there are ongoing discussions at the staff
level with school representatives relative to the School Resource
Officer (SRO) located at PDCMS. She shared that the City currently
pays 100% of the cost of the SRO. Palm Desert High School also
has a dedicated SRO. The City pays 50% of this cost and the district
pays the remainder. Because the middle school is a charter school,
the district does not pick up 50% of its cost.
Member Aylaian shared that she would like the school district or
PDCMS to pay 50% of the cost of the SRO at the middle school. To
date, school representatives have been unwilling to engage in the
conversation. Member Aylaian stated that if the school feels that the
SRO is important, then they should be responsible for part of the cost
and not rely on the City exclusively. She also shared that if the
discussions did not progress, she would be open to making the SRO
a roving position for all schools. If the City is paying for this position,
then the City has the option to do as they see fit with the position.
Member Aylaian stated that the school trips and assemblies are great
programs that are certainly beneficial to the students; however, she
is less supportive when school officials choose to not pay for
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 15 of 15
April 1, 2019
something that they feel is important and expect the City to cover the
cost.
MOTION made by Member Weber to recommend funding in the amount of
$10,000 to Palm Desert Charter Middle School PTO. Motion was seconded by
Member Nestande and approved by a 5-0 vote with Members Aylaian, Nestande,
Tremblay, Weber and Moore voting AYE.
VII. CONTINUED BUSINESS — None.
VIII. INFORMATIONAL ITEMS — None.
IX. REPORTS AND REMARKS - None
X. ADJOURNMENT
It was the consensus of the Committee to adjourn the meeting at 12:35 p.m.
Respectfully submitted,
Niamh Ortega, Recording cretary
CITY OF PALM DESERT
FINANCE DEPARTMENT
MEMORANDUM
To: Outside Agency Charitable Contributions Committee Members
From: Niamh Ortega, Management Specialist II
Date: April 1, 2019
Subject: Guidelines for Application Review and Consideration
Beginning in mid -January 2019, applications were made available on the City of Palm Desert's
website and were also announced via a link published in three Regional Access Project's (RAP)
e-blast newsletters distributed to approximately 200 local non-profit agencies. A total of 25
applications were received, including three received after the advertised deadline of noon on
Friday, March 15, 2019.
For FY 2019/2020, staff anticipates a budget of $162,500 to award for Outside Agency requests.
The majority of the requests are received through the application process, although there are
emergency relief requests submitted from time to time during the fiscal year that are also funded
from this budget.
Staff has provided general recommendations on the summary table and has compiled some
guidelines to aid in your evaluation of funding applications. Many of the guidelines are also
provided to applicants to assist them in formulating their requests. Please keep these in mind as
you conduct your review.
FOCUS
The Outside Agency Charitable Contributions Committee was designed to support charities that
further Palm Desert programs and services, and assist residents in need of support.
• Primary consideration is given to recognized nonprofit organizations that directly benefit
Palm Desert residents.
• Secondary consideration is given to recognized nonprofit organizations that indirectly
affect the quality of life for the residents of Palm Desert.
• Preference is given to those applicants meeting health and human service needs of
underserved populations.
OBJECTIVES
• Protection and improvement of the living environment for the residents of Palm Desert.
• Assistance to low and moderate -income households and special population groups such
as the elderly in meeting basic needs.
• Enabling residents to increase or improve his/her capacity to successfully handle issues
over the long-term without continuing public assistance.
Memorandum
Guidelines for Application Review and Consideration
April 1, 2019
Page 2 of 4
PRIORITIES
Priority is given in the following order to programs, projects or services that:
1. Address basic living conditions of the residents of Palm Desert, which include food and shelter.
2. Improve an individual's or household's health, basic living conditions and capacity to be self-
sufficient, which include health care and related transportation, seniors, children and youth
services.
3. Improve the livability of the community. While these requests may provide programs or
services that are not of necessity, they do offer exposure to arts and culture, advocacy, historic
places or events, animals, educational programs or services related to employment or job
training, and other programs or services deemed necessary to support community groups and
organizations.
Funding for certain events or activities that do not fall under the Special Programs umbrella may
be considered on a case -by -case basis, and must be open to the public (e.g. public park, inclusive
event.)
APPLICATION GUIDELINES FOR RECOGNIZED NON-PROFIT ORGANIZATIONS
1. This is a competitive grant process; all applications will be evaluated based on the merit of the
program or project.
2. Requests for funds that will be re -granted by the organization in any way will not be
considered.
3. Due to the competitive nature of the grant process, receiving time at the Finance Department
will be the governing time for acceptance of applications. It is the responsibility of the Applicant
to see that any material sent through the mail, in person, or by any other delivery method, will
have sufficient time to be received by this specified date and time. Postmarks will not be
accepted in lieu of actual delivery.
4. Applicants must be able to demonstrate that they apply for and receive funding from other
sources, governmental or otherwise, and are not relying solely on City support. If the service
offered is unique to Palm Desert, special consideration may be provided.
5. Funding requests are for the period of July 1 through June 30 of the program year. The activity
or service for which funds are requested must occur in this timeframe. No award will be made
for any part of the program or service that falls outside of these dates.
6. The Applicant requesting funds must be in existence for a minimum of five (5) years prior to
the application deadline in order to be considered for funding by the Outside Agency Funding
Committee.
7. The Applicant must be of verifiable non-profit status and presently providing charitable, public
benefit, public welfare or educational services to persons residing in the City of Palm Desert
(the "City").
Memorandum
Guidelines for Application Review and Consideration
April 1, 2019
Page 3 of 4
8. The Applicant must have an existing program in place and a staff that is ready and willing to
provide services to the City for the benefit of its residents. Funds will not be contributed to
any agency or group for "startup" costs.
9. The City must have the desire to have the services as detailed in the Applicant's application
performed for the City and its residents by the agency or group. Priority is given to agencies
providing a direct benefit to Palm Desert residents.
10. Organizations receiving a Community Development Block Grant (CDBG) or other City funding
in the same period are typically not considered for Outside Agency funding.
11. Funds awarded to successful Applicants are for the purposes of providing a program or
service to the City of Palm Desert, or its sphere of influence, to the extent possible. Said funds
are not designated for capital purchases, equipment, or insurances of any kind, and cannot
be used for salaries of employees on the payroll of the Applicant without prior approval of the
City Council.
12. The Applicant agrees to use the funds granted by the City to provide only the services
represented in its application for funding and listed on the Agreement between the Applicant
and the City.
13. Where the Applicant received funding for the current fiscal year, all documents must be
submitted and agreement terms complete prior to funding disbursement for the following fiscal
year.
14. Organizations requesting funding after the deadline for the annual review has passed may
submit an application to the City Manager for special consideration. Award of funds in this
circumstance is rare, and is contingent upon available funds remaining in the Outside Agency
budget following disbursement to organizations compliant with the Committee's annual
deadlines.
15. Recreational fundraising events (i.e. golf tournaments, luncheon/dinner sponsorships and
tickets, gala attendance and support) do not qualify for Outside Agency funding.
16. Emergency requests for contributions should be reviewed by the City Manager on a case -by -
case basis to determine funding availability.
17. The City Manager may, after a request from an approved Outside Agency, consider a
reallocation of the approved contribution provided such reallocation is consistent with the
guidelines and the previously approved use.
ADDITIONAL GUIDELINES FOR SCHOOL ORGANIZATIONS (PTOS)
The City of Palm Desert may elect to award funding to a Parent Teacher Organization, Parent
Club, Foundation or other formal group ("PTO") of a Palm Desert public school in an effort to
enhance educational programs and improve the scholastic abilities of the student body as a
whole, and to support the various booster clubs at the school. The City aims to support efforts
furthering student accomplishments in the areas of Science, Technology, Engineering and
Mathematics (STEM) as well as college preparation programs, and requires that the PTO be in
good standing with the City relative to any and all previous grant applications and agreements.
Memorandum
Guidelines for Application Review and Consideration
April 1, 2019
Page 4 of 4
The City does not award funding for instruction, tuition or supervision of routine educational
activities as these costs are not the responsibility of a municipality. Additionally, the City will direct
any individual requests received from school clubs (boosters, dance, cheer, robotics, etc.) during
the funded year back to the PTO for their consideration and recommend they submit a request to
their PTO for inclusion in the upcoming application year. The City encourages the PTO to
fundraise and support specialty programs for overall student enhancement as they see fit. The
City has focused its interest in providing a charitable contribution to specific areas the City regards
as beneficial to a majority of students.
Examples of Acceptable Expenditures
• Math and science -oriented computer software programs (e.g. Turnitln, StateStandards)
• Odyssey of the Mind, SAT preparation and AP testing fee reimbursement
• Tutoring and scholastic reading programs and materials (does not include tutor
compensation)
• Bully-, drug-, and gang -prevention programs and assemblies
• Curriculum -based assemblies (authors, demonstrations)
• Educational, curriculum -based field trip admission and transportation for students only
o Examples of educational field trips: Living Desert, Riley's Farm, Museum of Tolerance,
Coachella Valley Water District. Show how the trip relates to the curriculum and follow up
with student reports on what was learned.
o Examples of non -educational field trips: Disneyland, SeaWorld, Knott's Berry Farm
o Transportation costs for approved travel should be reasonable such as school bus or
coach. Limousines or other modes of transportation not regularly provided for school use
are not reimbursable.
• Any other expenditure requests not specifically listed must be submitted and discussed during
the application process to determine if they would qualify for reimbursement. Any adjustments
are at the discretion of the City Manager.
Examples of Discouraqed Expenditures
• Awards assemblies and supplies (i.e. student of the month and improvement awards)
• Tuition, salary, or supervision expenses
• Supplemental classroom materials or library supplies
• Capital equipment or hardware such as computers, laptops, televisions or projector screens
• Culinary, photography, or other specialty programs
• Reward or social parties (i.e. pizza party, ice-cream social)
• Food, drinks, snacks of any kind for any meetings or activities
• School dance, promotion, graduation expenses
• Hotel accommodations for any activities or events
• Fundraising, alumni or celebratory activities (bounce house rentals, carnival booths, festival
events)
nmo
v
O
C
o
p
N
0 C Z a w w
0 y
w W
��.--
v
CAD
= m�
-a
m nn�� �.
°' m v
c� ��
4
¢arch
@
a
%7 m="
CL
CD CD
o n
CCD
E2• a n
S m
c7� Q
cD
o =r as
CD T
n t7 M
m Q
,-r
m
C
m
p -n CD CD
CD 0 p Q
Q O�
CD j w
7 to
I_ -CD
C N VOl
W
C7 . •
a)=Y
CL CD CD
C C
f
W o
@ CD
�-"� LJ
p C
Q
O R)
- m
o 0
SD 3
3
CO ❑D CA
v � 0 0
d a o a
N �ki
G] Q W
d p �CD 6
C
N C CD
a (D CCD
� C N
o c �
a
0 n
@ o �
CT C y
CD C
X
, 3 m
CD
p N C7
C
w Q
5.
CD C_
c � w•
-i N
C7 c d
y n o
73 m =
ED w 7
Al cD
CDjD
a CD �
O
m CD Cn
p7
C:, n
C7
C
CD
m A A
-1 Ci ul A w N i
m
M
a�
m m
fT7 @
0 E3
CD CD
CD
N
nmaa�
�. a ani D
Q m = Cn
`D C�sw
a cn n
v w n
C11 0 @ y
CD C Z uj
CD
n
CD
a
CD
LwT1
cn O Cn
[n
1 N
o cnA,Ca
-�
1 N
cn cn cn cn m A
N
O cP
c,ri cn rs} -I Cn
iC;� o 0 o
Q
o o is
o
Cn
Ca C) C� C7 CD C7
0 (D
o c)
o co 1
v aoa
N C7 CD CD
rn
M
oocn
C3 C7 C0
N)
N
C>oCDoaao
C7
CC CC Q C) C7 CD
CD co
CD CD
a C�aa
CC C.
ca
C7 CC A
0 1�
Upl
(T
V
O
a
O
C3
O
C D
d
�
COD
6
CD
co
Owl p
C7
CD
C7
p
C0
coN
O
C7
C� C� C7 ; C7
CD
C
d
'S : CO
O
Q
CD
ncp
„'n
aaocnB
WpvcnTvcnncow
v-o
-o
-n cn cwp
-n
CD O Q
0
m
CD D CD
W %G
`G o
cD v O O C N�
A� Q
CD a .'
O O tJ
�_ CC]
- [n
o
o i` C� 7
o
C7• y CD
C 7
O
S O
n
�• CD
N C
(D
N _„
N C
N C
o
w
-�
cD
Q i° fl
o Q
@
C 0 -0
❑
G�
w
Cn
N
CD @
,n-Y ._.
N- Qt to
_—
D y
�-•_ (F+
h
N
--
N
v�Owc
¢y1 N•�'
CAD
37 '
m
707
o
0
`D
_
sGC�
N@
mo
o
]
o
aC7•
�tQm
`C
lco
9.N�_ECn
07Cw
w0
�
_.(A
N
N
,
C
C(��
A
N7' CCD
N
CD
°3 C
0 w�
-n
4
r
en
CD
^
CD
m
n
�r
C�
�-
n=
cr
wC
o
C
m
c a
C] M_ N
C m G5
W O
-- o
in
�'
n cn
_ w
CD
g
N
rn
m
m
n SD
o ?'.
p
5
n v
_'
C m
C6
5 Sr w
[D N C
n
Cp' Cp
m
m m o
7
v C
n
v
w
d
CD a
[d O
Q a a
Q w
N c
[� Cp
C t7• C�7
Q-N
a v
C O
3 C� m
m
m
3
m
to m
m cs
amc
,�
(D w
Z)
A'Eo
ca
w�
h C7
N
j D]•
.C. O
CD 7
�,
w
C
0
CD
M
C7 CQ
7 R� M
n' j
((O
C
CD w w
[A
-C7
m
fJ]
N
-z
C,T7 7
_�
w O'
�• p C) O
m CA
7
CD
N
CO
7
N
yZ Q
m
n
o Cn
[� N
=
=. -nW
C
C7
CO
su
Cab
CCp
C
CD
U] p
C w
cn
N
cnCD
[Q
C
Q
_
O
C7
C_) CD
pp
Q
N
y
Et'
SM 0
m CD
N M
CD
Q
U)
CD�
T
Q �
-0
�
O
C
TF
n
D
o.
y
-p
a
@
9
A7
Q
O
CDto
o
Q
D
c
Cp
CL
N
(n
.V'.
CD
N
w
y
O
v
w
[A
CD
fJ]
O
A
7
N
CA A a
A
m A n
A
A
A A a A C7 C7
A D5
A
a A A
m
N)
0
CL]
N
0
N
O
v
c
m
m
z
z
z
m
C
m
in
U7