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HomeMy WebLinkAboutOAF - Charitable Contributions for FY18-19STAFF REPORT CITY OF PALM DESERT FINANCE DEPARTMENT MEETING DATE: May 24, 2018 PREPARED BY: Niamh Ortega, Administrative Secretary REQUEST: Review and Approve Outside Agency Funding (Charitable Contributions) for Fiscal Year 2018-2019 Recommendation By Minute Motion, that the City Council: 1. Approve the award of charitable contributions in the amount of $134,400 to the agencies listed herein with associated restrictions and conditions; and 2. Accept the modifications to the Outside Agency funding guidelines for FY 2019/20; and 3. Pending approval of the FY 2018/19 City of Palm Desert Financial Plan, authorize the City Manager to execute any documents necessary to effectuate the actions taken herewith. Strategic Plan Objective Not applicable. Committee Recommendation The Outside Agency Charitable Contributions Committee met on February 28, 2018 to review the guidelines, applications and recommendations. The Committee requests that the City Council accept their recommendations to provide funding to certain organizations with the associated conditions and restrictions as listed, and to approve minor changes to the funding guidelines. Background Analysis Applications for the Outside Agency/Charitable Contributions Funding were made available on the City's website at the beginning of January 2018. Staff conducted outreach through an e-mail blast soliciting applications from registered non-profit agencies across the valley. The result was overwhelmingly positive; a total of 37 completed applications were received by the deadline of February 8, 2018. A total of $463,572 was requested by various organizations. The Outside Agency Funding Committee reviewed the guidelines for funding, which included discussion relative to the matching grants that schools received, as opposed to 100% grants received by all other agencies. The Committee agreed that funding should be offered as 100% grants to all agencies and schools, and eliminate the requirement for matching funds. As a result, the guidelines were amended to remove the section relative to matching grants. A copy of the redlined and revised guidelines is attached for Council review and approval. Staff Report Review and Approval of Outside Agency Funding for FY 2018-2019 June 14, 2018 Page 2 of 3 Each application received a thorough line -by-line review and discussion 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. After careful consideration, the Committee recommends the following awards: No. Requesting Organizatio 1 2 3 4 5 6 School organizations and Childcare Facilities Family YMCA - Jean Benson Childcare Family YMCA of the Desert - San Pablo Palm Desert Charter Middle School PTO Palm Desert High School Foundation Ronald Reagan Elementary School Washington Charter Elementary PTO Total School Organizations and Childcare 44,000 8,900 7,500 50,000 10,000 15,000 40,000 8,900 7,500 7,500 3,000 5,000 135,400 71,900 Health -related Requests 7 ACT for Multiple Sclerosis 8 9 Angel View 10 CancerPartners (Gilda's Club) 11 Coachella Valley Volunteers in Medicine 12 Eisenhower Memory Care Center - Adult Day Center Total Health -related Requests: Alzheimer's Association 5,000 2,500 5,000 5,000 10,000 8,700 36,200 0 2,500 0 2,500 0 0 5,000 Education -related Requests 1 13 Animal Samaritans 14 Big Brothers Big Sisters 15 Bighorn Institute 16 Digicom Learning 17 Hero in You Foundation 18 United Way Total Education -related Requests: 1 Recreation -related Requests 19 Coachella Valley Horse Rescue 20 Desert Recreation Foundation 21 First Tee (Desert Recreation Foundation) 22 Palm Desert Youth Sports Association 23* Palm Springs Air Museum * 24 Variety - Children's Charity of the Desert Total Recreation -related Requests: Music and Art -related Requests 10,000 7,500 2,500 12,500 50,000 ti .000 93,500 2,500 3,000 1,000 _ 2,500 0 Oi 9,000 25 California Desert Chorale 26 Children's Discovery Museum of the Desert 27 CREATE Center for the Arts 28 Desert Sands USD Educational Foundation 29 Desert Symphony 30 Steinway Society of Riverside County 31 Virginia Waring Inn Piano Competition Total Music and Arts -related Requests: 14,000 15,000 24,975 5,000 9,998 5,000 73,973 5,000 7,500 15,200 14,255 5,000_ 5,000 17,000 68,955 2,500 2,500 2,500 5,000 0 2,500 15,000 0 7,500 2,500 0 0 0 5,000 15,000 G:IFinanceiNiamh OrtegalOutside Agencies118-19 cyclelAgendas - Minutes - Staff ReportstSH - OA funding approval 18-19.docx Staff Report Review and Approval of Outside Agency Funding for FY 2018-2019 June 14, 2018 Page 3 of 3 No. Requesting Organization 32 Desert Best Friends Closet 33 FIND Food Bank 34 Hidden Harvest 35 Historical Society of Palm Desert 36 Regional Access Project Foundation 37 Voices for Children (CASA affiliate) Total Communit Assistance: Amount Recommend 13,000 7,644 5,000 18,900 6,000 5,000 55,544 1,000 0 0 15,000 2,500 0 18,500 GRAND TOTAL: $463,572 $134,400 ' Committee recommendation to approve $5,000 from the current fiscal year budget, FY17118, for the Air Museum to host an uncapped Palm Desert Resident Appreciation Day in 2018 for all residents with 1D. 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. Fiscal Impact Approval of this request will result in the above -listed agencies receiving the designated amounts as a charitable contribution for FY 2018/19 contingent upon completion of all necessary requirements associated with the Agreement. Funds are included in the FY 2018/19 Financial Plan in Account Nos. 1104800-4388000, 1104800-4388100 and 1 104800-4389100. One request in the amount of $5,000 would be funded from the current FY 2017/18 budget, and funds are available in Account No. 1104800-4388000. LEGAL REVIEW Robert Hargreaves Legal Counsel ATTACHMENTS: nma DEPT. REVIEW t Moore Director of Finance FINANCIAL REVIEW drAilp, „cc/ j t Moore ■erector of Finance CITY MANAGER Lauri Aylaian City Manager 1. Draft Minutes - Outside Agency Committee meeting of February 28, 2018 2. Funding Guidelines — revised February 28, 2018 3. Summary of applications submitted and programs/services to be funded G:1FinancelNiarnh OrtegalOutside Agencies118-19 cyclelAgendas - Minutes - Staff Reports4SR - OA funding approval 18-19.docx MINUTES OUTSIDE AGENCY FUNDING COMMITTEE / COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE Wednesday, February 28, 2018 I. CALL TO ORDER Chairman Moore called the meeting to order at 2:00 p.m. II. ROLL CALL Present: Lauri Aylaian, City Manager Sabby Jonathan, Mayor Jill Tremblay, Best, Best & Krieger Susan Marie Weber, Mayor Pro-Tempore Janet Moore, Director of Finance, Committee Chair Also Present: Eric Cadden, Emergency Services Consultant Sean Harrington, Coachella Valley Horse Rescue Tracey Kimball, Coachella Valley Horse Rescue Niamh Ortega, Recording Secretary Karen Stone, Coachella Valley Horse Rescue III. APPROVAL OF MINUTES Rec: Approve Minutes of the March 21, 2017 meeting as submitted. MOTION was made by Member Jonathan to approve the Minutes of the March 21, 2017 meeting as submitted. Motion was seconded by Member Weber and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. IV. ORAL COMMUNICATION — None. V. OLD BUSINESS — None. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 2 of 21 February 28, 2018 VI. NEW BUSINESS A. REVIEW OF OUTSIDE AGENCY FUNDING GUIDELINES Chairman Moore informed the Committee that there were no recommendations for changes to the funding guidelines, although she did have a procedural change relative to fund disbursement that she wished to address with the Committee. Member Moore provided an overview of the current funding process of providing 40% of the award upon execution of an agreement, with an additional 30% issued once the agency demonstrates it is spending the funds already awarded in a manner consistent with the agreement, and coincides with the agency's submittal of Schedule B on January 31 of each year. The remaining 30% upon submittal of Schedule C on April 1, and requires that all paperwork be up to date at that point. Staff would like to base next year's award on the entities fulfilling what they did this year. The agency would be required to demonstrate that it has provided the program in the current year and submit all documentation by June. They would then receive funding in July or August 2018 for the FY18/19 year. Part of the reason for the change is that the program has become quite burdensome on staff, with many hours going into tracking and following up on paperwork. Agencies do not submit their paperwork in a timely manner, which puts additional burden on staff throughout the year to follow up with the agencies to determine their status. Member Moore stated that the responsibility should be on the organization, not on staff, to ensure that they meet the requirements to receive the grant. Member Jonathan suggested that staff should make the award of funds after the project is completed. Staff could notify the agencies that they received the grant contingent upon performing the work they said they would perform. Once they have completed their project, they could then submit the paperwork and receive their check. If they do not submit, the funds would roll over to the following year for reallocation. Member Jonathan agreed that staff should not be spending the hours chasing the agencies. Member Moore stated that staff had tried to be mindful of the fact that some organizations do not have the funding to execute their program without obtaining the grant award upfront. Member Jonathan responded that it is an admirable approach and demonstrates staff's willingness to work with the organizations; however, he cautioned that the organizations should shoulder the responsibility of managing their finances and plan appropriately. Member Weber stated that she can attest to the amount of paperwork that the incremental funding generates, and understands the difficulty of rounding up the appropriate paperwork once the funds are issued. She recounted that a number of agencies simply did not comply once they received the funding at MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 3 of 21 February 28, 2018 the start of the year. She also expressed concern that some agencies may need the money up front for their projects, but did not want staff to be burdened with constantly following up on paperwork. Member Aylaian stated that the Committee could recommend that exceptions be reviewed and approved at the City Manager level. She agreed that staff should only issue one payment, and the prudent thing to do is to issue funding once the project is completed. However, there may be cases where some agencies do not have the ability to spend the money upfront, and the City Manager could then make the exception to grant 50% upfront and the remaining 50% upon completion. Member Moore asked if revising the procedures would create a hardship on the school organizations. Ms. Ortega answered that the school organizations had operated on a reimbursement basis for many years, so they are not dependent upon receiving money at the start of the fiscal year. MOTION was made by Member Aylaian to revise the funding procedures so that agencies would receive a one-time payment upon the satisfactory completion of the approved project, with any exceptions to be reviewed and approved by the City Manager as a 50% initial disbursement, and the remaining 50% issued upon completion of the project. Motion was seconded by Member Jonathan and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. B. REGIONAL ACCESS PROJECT (RAP) FUNDING Ms. Ortega reminded Committee members that as they consider the applicants presented at this meeting, they should keep in mind that they may refer any agency to RAP for funding consideration, whether they are recommended for approval or denial by the City. Member Weber asked if staff heard from any agencies regarding whether they had received funding from RAP, how much they have received or why it was awarded. Member Moore stated that she had received a list from RAP of agencies they had funded recently, and some have applied for funding in this Outside Agency cycle, but agencies have typically not contacted the City to advise of grants received from other agencies. Member Moore also informed the Committee that staff reached out to RAP to notify their non-profit database of the opportunity for Outside Agency funding through the City. This is possibly why staff received almost double the amount of applications this year. Member Jonathan recalled that the City has an agreement with RAP that they receive virtually all of their funding from the sales tax increment of the Costco center. He asked if that funding was to be used for Palm Desert specifically or if it was a regional program. Member Moore responded that it was intended to be a regional program; however, the pass -through agreement was specifically MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 4 of 21 February 28, 2018 for health and juvenile intervention. The funds come from tax increment, and the agreement is based on the sales tax for Costco center. Over the years, Member Moore stated that the program has expanded to assist a wider area. C. DISCUSSION RELATIVE TO OUTSIDE AGENCY APPLICATIONS AND ITEMS CREATING A POTENTIAL CONFLICT OF INTEREST Member Moore reminded Committee members that if they sit on a board or are part of the decision -making process for an organization that has applied for funding, they are required to recuse themselves from the discussion and leave the room, and should make it known to the Committee prior to the discussion. Member Jonathan indicated that one applicant is a client of his firm but not his direct client. Member Tremblay advised that he should recuse himself as it could still be considered a conflict of interest. D. RECOMMENDATION OF AWARD OF OUTSIDE AGENCY FUNDING — School Organizations and Childcare Facilities (Items VI. D. 1 through 8 were jointly considered) 1. FAMILY YMCA — JEAN BENSON — Request in the amount of $44,000 Member Aylaian asked if the City has typically approved around $40,000 for this program, and Member Moore responded that it has. It was the consensus of the Committee to recommend funding in the amount of $40,000 for the childcare program assistance at the Jean Benson Center. 2. FAMILY YMCA — SAN PABLO — Request in the amount of $8,900 Member Moore noted that this request is for the teen program, and stated that teens tend to be overlooked as many programs and camps cater to younger children. Staff is recommending the full award of $8,900 for this request. Member Jonathan asked if this was the same program they applied for last year, and Ms. Ortega responded that it was. Since it was a summer program it has already been finalized and all payments have been issued. It was the consensus of the Committee to recommend funding in the amount of $8,900 for the teen program assistance at the San Pablo location. 3. ABRAHAM LINCOLN ELEMENTARY — No request submitted Member Moore stated that staff did not receive a request from this group. Ms. Ortega added that she had e-mailed the principal to advise of the application process, as she has in previous years, but did not receive a response. Staff recommends that the funds be set aside in the event that they decide to come back and ask for funding. Each year staff is hopeful that the PTO will become more active and will be able to MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 5 of 21 February 28, 2018 submit the application and work on the grant through the year. Member Weber stated that during the golf cart parade, the Lincoln PTO group was very involved with the children. (Discussion continues under the following item, D.4) 4. CARTER ELEMENTARY PTO — No request submitted Staff did not receive a request from this group. Ms. Ortega reported a PTO representative had contacted her in January about the application process, and contacted her again just prior to today's meeting to inform her that they had a change in parent leadership. As is often the case with PTO groups, when the children graduate from elementary to middle to high school, the PTO parents go with them, resulting in PTO leadership changes every two to three years. In the past, Carter Elementary PTO has generally submitted their applications and follow- up grant paperwork in a timely manner. Member Jonathan stated that he had a different position, pointing out that the City sets the rules and other organizations have followed them. It is unfair to deny funding to some organizations that followed the rules while setting aside funds for others who did not submit an application. He suggested that the City is being inconsistent because it holds some organizations accountable throughout the entire process while giving others, including school organizations, an unfair advantage. Ms. Ortega reminded the Committee that Carter was one of two school organizations in the past few years that had not received funds as awarded because they did not submit their reimbursement request in a timely fashion. There was a tremendous amount of pushback from the PTOs, resulting in some representatives questioning the City's support of its schools. Member Jonathan noted that even with a previous loss of funds, Carter still did not follow the rules. He said it is important to remember we are a government agency giving out money, and the rules are simple. The agencies who do it properly should not have to suffer for the ones who do not. Member Weber suggested it is difficult for the PTOs to know this money is even available if they keeping changing their leadership, and she asked how the new PTO leadership would know. Ms. Ortega responded that she is in touch via phone and e-mail with each of the groups throughout the year to clarify expenses, provide reminders and follow up on late submittals. It is up to the PTO to manage their membership, and if they change leadership, the responsibility lies with them to provide updated information to the City. Member Weber asked if the school staff provided her with an update of who the new PTO contacts were, and Ms. Ortega responded that school personnel were not involved in the discussions; each group passes on the information to the City as they make changes. Discussion continued relative to the lack of application submitted by these two organizations as opposed to the other four PTOs that did. Member Weber asked Member Jonathan for clarification on his position MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 6 of 21 February 28, 2018 regarding setting aside funding for the two PTOs who did not submit an application. Member Jonathan replied that he did not feel it was appropriate to set it aside; it should not be considered without an application. He explained that if he were part of an organization that did submit and was subsequently denied, he would certainly question the City's motive, suggesting favoritism or lack of objectiveness, which would be a hard criticism to defend. Member Aylaian stated that she is particularly concerned this year since staff performed extensive outreach to solicit proposals, and organizations have spent time putting their applications together and considering how they would utilize the funds. She continued that for them to be overlooked while reserving funds for those who did not apply sends the wrong message about the program and defeats the purpose of the process. Member Weber stated that she was in concurrence since staff had previously told Carter PTO that they had missed the deadline. It was the consensus of the Committee not to consider Carter and Lincoln PTOs for funding in this cycle due to non -submittal of an application. 5. PALM DESERT CHARTER MIDDLE SCHOOL PTO — Request in the amount of $7,500 Chairman Moore stated the request included transport to the Museum of Tolerance, and she has had feedback that this was a worthwhile use of funds and very educational for the children who attend. Member Jonathan pointed out that their detailed request totaled almost $15,000, but it was only noted as $7,500 on the summary. Ms. Ortega replied that school organizations have been funded a little differently from other organizations, with PTOs being reimbursed after they have expended their funds. They also receive matching funds rather than a 100% grant. They are required to spend $2.00 for every $1.00 the City provides, so with respect to this particular PTO, the expenses must total $15,000 to receive a reimbursement of $7,500. Chairman Moore added that the matching funds process has been in place for many years, and it was a mechanism to ensure the PTOs were still raising funds for their programs and were not reliant on the City for their funding. She asked if the Committee wished to continue with the matching funds process or have them operate like any other organization with 100% grant. Member Jonathan would prefer all organizations operate the same, so either require matching funds for all grantees, or provide a 100% grant for each one. Member Moore stated that the guidelines will be revised to remove the matching funds requirement. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 7 of 21 February 28, 2018 It was the consensus of the Committee to recommend that funding be approved in the amount not to exceed $7,500 for field trip transportation and author assembly as requested. 6. PALM DESERT HIGH SCHOOL FOUNDATION — Request in the amount of $50,000 It was the consensus of the Committee to recommend that funding be approved in the amount not to exceed $7,500 for Academic Awards Night, band uniforms, AP, SAT prep and tests, academic competitions (transportation and registration), Turnitln software, and AP capstone transportation and competitions as requested. 7. RONALD REAGAN ELEMENTARY SCHOOL PTO — Request in the amount of $10,000 There was discussion as to whether Reagan PTO should receive increased funding to remain consistent with Washington PTO. Member Jonathan felt that each application stood on its own and did not need to be considered jointly. After discussing the reading program, it was recommended that Reagan PTO should receive $3,000 for the Read-a- Thon. 8. WASHINGTON CHARTER PARENTS CLUB FOUNDATION — Request in the amount of $15,000 Member Jonathan stated that he would like to see Washington Charter receive more funding for the Aesthetic Education program. Approximately 800 children benefit from this program, 75% of whom are from Palm Desert. Member Moore asked Ms. Ortega if the guidelines specified how much the schools were to receive. Ms. Ortega replied that it was not listed in the guidelines; it has been an informal guideline established by the Committee that elementary school PTOs would all receive the same amount of funding, which over the last several years has been $3,000 each. The rationale was that even though the PTOs are requesting funding for a variety of projects, each of the groups provide similar experiences and materials for the children, e.g. field trips, aesthetic education, reading programs and software licensing. Since there is only one middle school and one high school in Palm Desert, the Committee has held that those PTOs receive a greater amount than the elementary schools. Member Aylaian noted that all schools benefit from the aesthetic education program. Member Jonathan pointed out that since Washington is a charter school they do not receive funding in the same manner as they are not part of the district. They do receive per -student funding based on attendance, but they do not receive it for pathway programs and other types of programs. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 8 of 21 February 28, 2018 There was discussion as to whether Reagan PTO should receive increased funding to remain consistent with Washington PTO. Member Jonathan felt that each application stood on its own and did not need to be considered jointly. After discussing the reading program, it was recommended that Washington Charter PTO should receive $5,000 for the Aesthetic Education Program. MOTION made by Member Jonathan to recommend that the City Council approve funding requests for School Organizations and Childcare Facilities as follows: Family YMCA -Jean Benson Childcare - $40,000; Family YMCA -San Pablo - $8,900; Palm Desert Charter Middle School PTO - $7,500; Palm Desert High School Foundation - $7,500; Ronald Reagan Elementary School PTO - $3,000; Washington Charter Elementary PTO - $5,000. Motion was seconded by Member Weber and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. E. AWARD OF OUTSIDE AGENCY FUNDING — Health -related Requests (Items VI. E. 1 through 6 were jointly considered) The requests were included in the agenda packet as well as a summary of the dollars requested. The Committee did not address each request specifically unless so requested by a member. 1. ACT FOR MULTIPLE SCLEROSIS — Request in the amount of $5,000 This organization was not recommended for funding. 2. ALZHEIMER'S ASSOCIATION — Request in the amount of $2,500 This organization was recommended for funding in the amount of $2,500. 3. ANGEL VIEW — Request in the amount of $5,000 This organization was not recommended for funding. 4. CANCERPARTNERS (GILDA'S CLUB) — Request in the amount of $5,000 This organization was recommended for funding in the amount of $2,500. 5. COACHELLA VALLEY VOLUNTEERS IN MEDICINE — Request in the amount of $10,000 Member Moore highlighted that this organization was recently funded through RAP. It was the consensus of the Committee to deny funding at this time. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 9 of 21 February 28, 2018 6. EISENHOWER MEMORY CARE CENTER — ADULT DAY CENTER — Request in the amount of $8,700 Member Weber informed the Committee that this group is a day care center for those who have Alzheimer's or other memory -related issues who cannot take care of themselves. They provide activities throughout the day, and provide basic hygiene services. She stated they are an active organization and they do a fundraiser with the Singing Doctors, a group of doctors who sing and play musical instruments. She would like to see them receive funding. Member Jonathan pointed out that they are under the umbrella of Eisenhower and operate under their 501(c)3 designation. Member Weber withdrew her recommendation, stating that she was of the impression that they were independent of Eisenhower, and would not recommend funding for an organization that did not have its own taxpayer identification number. MOTION made by Member Weber to recommend that the City Council 1) approve funding requests for Health -related Requests as follows: Alzheimer's Association - $2,500; CancerPartners (Gilda's Club) - $2,500; and 2) decline to fund the following organizations for this cycle: ACT for Multiple Sclerosis; Angel View; Coachella Valley Volunteers in Medicine; Eisenhower Memory Care Center -Adult Day Center. Motion was seconded by Member Jonathan and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. F. AWARD OF OUTSIDE AGENCY FUNDING — Education -related Requests (Items VI. F. 1 through 6 were jointly considered) The requests were included in the agenda packet as well as a summary of the dollars requested. The Committee did not address each request specifically unless so requested by a member. 1. ANIMAL SAMARITANS — Request in the amount of $10,000 This organization was recommended for funding in the amount of $2,500. 2. BIG BROTHERS BIG SISTERS — Request in the amount of $7,500 Member Moore noted that this request was for five Palm Desert children to be matched with mentors. It was the consensus of the Committee to recommend funding in the amount of $3,000. 3. BIGHORN INSTITUTE — Request in the amount of $2,500 Member Jonathan announced that he had a conflict of interest on this item; he recused himself and left the meeting during discussion of this item. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 10 of 21 February 28, 2018 Member Aylaian noted that from the outside looking in, Bighorn Institute has done a great thing for the preservation of the species. She acknowledged that there seems to be a mistrust between the City and Bighorn Institute, but she believes that the educational component warrants consideration. She asked what other Palm Desert support they received since $1,000 is listed under "Other Support". Ms. Ortega responded that it was a sponsorship, and Member Aylaian remembered that two Councilmembers attended a dinner fundraiser for the Bighorn Golf Classic. Member Weber expressed that some agencies use the City's various funding avenues to their advantage, and even when they are denied for funding through the Outside Agency Committee, they receive it from sponsorships or special events, and the Council is not aware or does not remember that they were previously denied funding. Member Weber asked if the brochures were provided to the City, and stated if the City were to award the funds, she would expect that some of those materials would be provided for distribution at City Hall. Member Aylaian said she was comfortable not awarding funds through Outside Agency since they had received funding through a sponsorship. Member Moore asked if it was preferable to provide the funding through Outside Agency with the understanding that they would not be funded should they approach the City with a fundraising request. Member Weber said she preferred to keep it consistent and fund it through Outside Agency rather than purchasing tickets or participating in any fundraising. The Committee concurred with a recommendation for funding in the amount of $1,000 with the caveat that any additional funding requests of the City be denied. 4. DIGICOM LEARNING — Request in the amount of $12,500 Member Weber stated that she was unfamiliar with this organization. Member Jonathan noted that they did not currently have a presence in Palm Desert, but they are heavily involved in schools in Palm Springs. They are currently working with the district to get the programs at non - charter schools. It was the consensus of the Committee to recommend funding in the amount of $2,500. 5. HERO IN YOU FOUNDATION — Request in the amount of $50,000 Mr. Cadden reported that much of the materials that this organization proposes to provide are already available to the City through various trainings and FEMA material provided to the City at no cost. The Hero in You Foundation is quite new, and it recently changed its name. The application indicates that they plan to provide educational programs to the schools, although he cautioned that they would need to go through the school district. He noted that since the City and the County is already doing what they are proposing it would be a duplication of efforts. He MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 11 of 21 February 28, 2018 concluded that a better use of funds would be if the City chose to publish Palm Desert branded materials for the same purpose. Desert Sands covers Palm Desert and La Quinta schools, and the County Emergency Management Services are already working with them on drills and safety reminders. Member Weber noted that they are proposing to send children home with various giveaways such as flashlights, and Mr. Cadden responded that it is a good idea, but he would question what type of flashlights and if they were suitable for emergency use. Member Jonathan added that he liked the idea of the City preparing its own branded materials and handing out at events like Family Safety Day. Member Aylaian stated that Mr. Cadden does a great job looking for funding and maximizing where the City spends its money for emergency services. She asked Mr. Cadden if this program was something he would have considered investing in, and he indicated he would have looked at other things such as Palm Desert branding to provide items to the schools. It was the consensus of the Committee to deny funding at this time. 6. UNITED WAY— Request in the amount of $11,000 This organization was not recommended for funding. MOTION made by Member Weber to recommend that the City Council 1) approve funding requests for Education -related Requests as follows: Animal Samaritans - $2,500; Big Brothers Big Sisters - $3,000; Digicom Learning - $2,500; and 2) decline to fund the following organizations for this cycle: Hero in You Foundation; and United Way. Motion was seconded by Member Jonathan and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. MOTION made by Member Weber to recommend that the City Council approve the funding request for Bighorn Institute in the amount of $1,000. Motion was seconded by Member Aylaian and approved by a 4-0 vote with Members Aylaian, Tremblay, Weber and Moore voting AYE; Jonathan ABSENT. G. AWARD OF OUTSIDE AGENCY FUNDING — Recreation -related Requests (Items VI. G. 1 through 6 were jointly considered) The requests were included in the agenda packet as well as a summary of the dollars requested. The Committee did not address each request specifically unless so requested by a member. 1. COACHELLA VALLEY HORSE RESCUE — Request in the amount of $14,000 Ms. Tracy Kimball, Coachella Valley Horse Rescue (CVHR), thanked the Committee for their consideration, and provided some additional MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 12 of 21 February 28, 2018 background on the agency and its purpose. Although they have been in existence for a while, people in general are not familiar with them, and from the name, people assume it is just a rescue center. The primary mission is to rescue and rehabilitate horses that are abandoned, abused, neglected or heading to slaughter. CVHR purchases and brings these horses to their ranch located in Indio in order to rehabilitate and find them homes. All funds received from sponsorships, memberships and private donations are used for the feeding and care of the horses. CVHR offers a children's camp and veterans' camp utilizing horses in the rehabilitation process and those deemed "unadoptable". CVHR has received a number of grants from City of Indio and most recently received the Spotlight Award from Spotlight 29. The Kids Camp operates in the summer and accepts children aged 6-18. People can pay to send their children but CVHR would like to offer scholarships to children from Lincoln and other Palm Desert schools who would not usually be able to afford it. Ms. Kimball shared that she started as a volunteer and she has seen the benefits for herself as well as others, which started with just petting them, and resulted in being fully involved with them, from feeding to grooming to cleaning stalls. She shared a story of one child who was bullied at school and whose therapist recommended for her to come and get involved, take lessons, and volunteer. She has seen great improvement in the time the child has been attending. Ms. Kimball also volunteers at Pegasus Riding Academy with the disabled children's program. She has asked the participants what they get most out of the program and many of them say that they feel so relaxed afterwards and added that there are plenty of statistics available demonstrating the benefits of interaction between horses and humans. Ms. Kimball also spoke about the Veterans' Boot Camp, which had such a successful first year the veterans have asked to return. She introduced Mr. Sean Harrington, a participant in the Veterans' Boot Camp last year. Mr. Harrington served as a staff sergeant in the US Army until his honorable discharge. Mr. Harrington shared that as a veteran, CVHR provides a safe environment where veterans can come together and work on issues alongside a horse. From a personal perspective, he stated that the best thing about the program was the opportunity to rebuild trust. Many veterans have had their relationships challenged and have experienced life -changing events while on deployment, and have not been able to find relief in a doctor's office or through medications. He continued that he found equine therapy to be effective, non-invasive, and it worked, so he hoped the program could continue to offer relief to more veterans in the future. Member Jonathan thanked Mr. Harrington for his service, stating that he appreciated and valued it. Member Weber added that while she had not heard of the CVHR veterans' program, she was familiar with MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 13 of 21 February 28, 2018 Pegasus and was impressed with the programs they provide. She said she looked forward to seeing more good results come from CVHR. Member Jonathan stated that it is difficult to choose one organization over another, and expressed his concern that only 10% of their campers came from Palm Desert. He asked if they could ensure that the funds went to assist Palm Desert residents if the Committee were to recommend funding. Ms. Kimball responded that they maintain names and addresses of all their participants, and would make sure the funds were set aside exclusively for Palm Desert residents. She pointed out last year's attendees did not necessarily reflect who would attend this year, and they would target Palm Desert residents for those funds specifically. She thanked the Committee for their time and consideration. It was the consensus of the Committee to recommend funding in the amount of $2,500 for the veterans' boot camp and scholarships for underprivileged and at -risk youth. 2. DESERT RECREATION FOUNDATION — Request in the amount of $15,000 Member Moore stated that the adaptive recreation portion of the request could be considered for funding, and that 73% of the participants are Palm Desert residents. Member Jonathan pointed out that other organizations such as DisAbility Sports offer similar programs and are quite effective. Member Aylaian stated that the DisAbility Sports festival brings people to the area for one day whereas the Foundation offers the program year-round. Member Jonathan shared that he has heard from a number of residents who have expressed concern that DRD receives a disproportionate amount of funding from Palm Desert residents through property tax payments, which does not find their way back into Palm Desert. Member Aylaian answered that she had previously had a conversation with a DRD representative regarding the accounting for funds that come in through Palm Desert residents, and the services that are available for those residents. They found that Palm Desert actually receives more than its share of programs per dollar received, and therefore sees more value than some of the neighboring cities. She added that she could request current numbers to see if there is any change, but the last time the information was quite persuasive. Member Jonathan said he would be interested in seeing those numbers, reminding the Committee that Palm Desert started the disassociation process a number of years ago by bringing in its own Parks and Recreation representative. He also said that the community center is not to Palm Desert standards. Responding to question, Member Aylaian said Palm Desert owns the facility, and Member Jonathan said he would be more open to renovation than providing additional program funds. Member Aylaian shared that renovation and expansion has been discussed. DRD MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 14 of 21 February 28, 2018 receives a steady stream of revenue through tax increment because they are a district, and Member Jonathan said that their function is to provide programs, so they shouldn't be asking for additional funding for their Foundation that the District is charged with executing anyway. Member Weber stated she would like it to be clear that any funding awarded should only be used for Palm Desert residents. Member Moore indicated that staff was specifying the adaptive program only, and could also include on the contract that it is for Palm Desert residents. It was the consensus of the Committee to recommend funding in the amount of $2,500 to provide adaptive recreation and sports programs for Palm Desert residents. 3. FIRST TEE (DESERT RECREATION FOUNDATION) — Request in the amount of $24,975 Member Jonathan pointed out that this program is not part of their normal services. It is managed by DRD but it is part of a national chain of First Tee programs with its own separate board and operation. Member Weber shared that when First Tee presented to the Rotary Club, they did not represent themselves as having any connection to DRD. Member Jonathan stated First Tee is a franchise that runs its own program, but it is under the authority of DRD. He indicated that he supported funding $2,500 for this program, and the Committee concurred with his recommendation. 4. PALM DESERT YOUTH SPORTS ASSOCIATION — Request in the amount of $5,000 This organization was recommended for funding in the amount of $5,000 for registration scholarships and baseball buddies. 5. PALM SPRINGS AIR MUSEUM — Request in the amount of $9,998 Member Jonathan informed the Committee that there was a history behind this request and shared that Mr. Bell was quite upset because the City would not fund the transportation of his honored guests at the Museum's annual gala. Through the course of e-mail communication, Mr. Bell criticized the City's decision not to provide $2,500 for this purpose, which surprised Member Jonathan since he had previously had a conversation stating that perhaps the Museum could receive the funding in other ways, such as a Palm Desert resident appreciation day, which could be $2,500 or more. In response, Mr. Bell said the Museum would no longer perform flyovers requested by the Palm Desert Chamber of Commerce, and subsequently withdrew their membership from the Chamber. Member Weber said the Museum Board should be paying attention to that, and Member Jonathan responded that he did not believe they were aware. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 15 of 21 February 28, 2018 The current request is for $9,998, with $5,000 to fund the flyover at the golf cart parade or Veteran's Day event, and $4,998 to provide 294 adult admission tickets to the City to distribute to residents for Resident Appreciation. Member Jonathan proposed that the City fund $5,000 contingent upon the Museum rejoining the Chamber, honoring the flyover and providing the 294 tickets for resident appreciation. He noted that it was somewhat important to retain a relationship with the Museum. Member Weber stated she would prefer not to make any contingencies since the Chamber is a separate entity. She added that many people do not even notice the flyover because it happens so quickly, and if they are not looking up at the right moment they will more than likely miss it. The City does not get recognition for funding the flyover either. Member Aylaian agreed that the flyover was not something for which she would advocate, adding she was not aware there was a flyover at the parade she attended until afterwards. Member Jonathan acknowledged that while there is a perception that the City runs the Chamber, it is not necessary to have the membership contingency, and also agreed that the flyover is not as significant as he once thought. He suggested that in exchange for $5,000 the Museum honor a Palm Desert Day and allow all residents with proof of a Palm Desert address to enter the Museum at no charge on a certain day. Member Moore stated that whatever the Committee and Council approves would be stated on the agreement. Member Jonathan added that it should be clear in the agreement that there would be no limit to the number of residents that could enter, and it could be advertised in the BrightSide. Member Aylaian said the message for a Palm Desert Day is consistent with what staff has been trying to convey to Mr. Bell for the last year or so. She also noted that the Outside Agency program is designed to provide funding to agencies for services that benefit the residents, and she does not see a benefit in funding a flyover through this program. Member Jonathan said if a flyover were important to the Chamber, he would prefer to see them work with 29 Palms Marine base to organize something that could coincide with a training mission or exercise. The City could also reach out for something similar at the Veteran's Day event. Member Jonathan reiterated his suggestion that the Committee consider $5,000 to sponsor a Palm Desert Day without limitation. Member Aylaian stated that there was a good chance that Mr. Bell would decline the proposal of a Palm Desert Day to which Member Jonathan responded if that were the case he would address it with the Museum Board. Member Aylaian suggested that funding be awarded for FY17/18 rather than next fiscal year, and hold Palm Desert Day this year. Member Moore reminded the Committee that their recommendations would not MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 16 of 21 February 28, 2018 go to Council until the first meeting in June after any other budget issues have been resolved, so staff would work out the logistics of making the award by June 30, 2018 once it is approved by Council. It was the consensus of the Committee to recommend funding in the amount of $5,000 to fund Palm Desert Day, and that it be funded in the current FY 17/18. 6. VARIETY — CHILDREN'S CHARITY OF THE DESERT — Request in the amount of $5,000 This item was recommended for funding in the amount of $2,500. MOTION made by Member Aylaian to recommend that the City Council 1) approve funding requests for Recreation -related Requests as follows: Coachella Valley Horse Rescue - $2,500; Desert Recreation Foundation - $2,500; First Tee (Desert Recreation Foundation) - $2,500; Palm Desert Youth Sports Association - $5,000; and Variety Children's Charity of the Desert - $2,500; and 2) approve funding from FY17/18 for Palm Springs Air Museum in the amount of $5,000 contingent on funds being used exclusively for Palm Desert resident appreciation day with unlimited Palm Desert admissions. Motion was seconded by Member Weber and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. H. AWARD OF OUTSIDE AGENCY FUNDING — Music and Arts -related Requests (Items VI. H. 1 through 7 were jointly considered) The requests were included in the agenda packet as well as a summary of the dollars requested. The Committee did not address each request specifically unless so requested by a member. 1. CALIFORNIA DESERT CHORALE — Request in the amount of $5,000 Member Moore noted that this agency sent a letter in October 2017 requesting funding for FY17/18 to host a free concert for their 25th anniversary. They missed the deadline for funding, and have applied for FY18/19 for dues, costumes and mentoring for 10 College of the Desert interns. Member Aylaian said she loved the idea of a free event for the community, but would prefer to fund from FY17/18 funds. Member Weber indicated she would like to fund, and knew some of the participants, but she was concerned because it does not reference a free concert in their application. Member Jonathan suggested that they request a donation for their concert rather than the dues and costumes. Member Moore offered that if they were going to host a concert next year, they could still be considered for FY18/19 funds; staff would bring it back to the Committee at a later date if that was the case. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 17 of 21 February 28, 2018 It was the consensus of the Committee to deny funding at this time, and if a free concert event were to be scheduled in April 2019, staff would address the Committee and receive direction at that time. 2. CHILDREN'S DISCOVERY MUSEUM OF THE DESERT — Request in the amount of $7,500 Member Jonathan noted that staff had recommended $5,000, but he would advocate for the full $7,500. He indicated that the Museum has had a difficult time recently because a number of their longtime fundraisers have passed, and they are actively seeking donors to sustain their funds. It was the consensus of the Committee to recommend funding in the amount of $7,500. 3. CREATE CENTER FOR THE ARTS — Request in the amount of $15,200 Member Weber recalled that this organization was a part of one of the City's street events recently. Member Jonathan mentioned that the director had spoken to them about wanting to expand the program. Member Aylaian noted that they are located on San Pablo, and that was a great business to have on that street. It was the consensus of the Committee to recommend funding in the amount of $2,500 for art class scholarships for Palm Desert residents. 4. DESERT SANDS USD EDUCATIONAL FOUNDATION — Request in the amount of $14,255 This organization was not recommended for funding. 5. DESERT SYMPHONY — Request in the amount of $5,000 Following a brief discussion, it was the consensus of the Committee to deny funding for this cycle. 6. STEINWAY SOCIETY OF RIVERSIDE COUNTY — Request in the amount of $5,000 This organization was not recommended for funding. 7. VIRGINIA WARING PIANO COMPETITION — Request in the amount of $17,000 Member Moore summarized that this is a non -competition year, so the funding would be used for assemblies at Palm Desert schools, and the associated rentals and tuning of grand pianos. They are also requesting funding for student transportation to the 2019 competition. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 18 of 21 February 28, 2018 It was the consensus of the Committee to recommend funding in the amount of $5,000. MOTION made by Member Weber to recommend that the City Council 1) approve funding requests for Music and Art -related Requests as follows: Children's Discovery Museum of the Desert - $7,500; CREATE Center for the Arts - $2,500; and Virginia Waring International Piano Competition - $5,000; and 2) decline to fund the following organizations for this cycle: California Desert Chorale; Desert Sands USD Educational Foundation; Desert Symphony; and Steinway Society of Riverside County. Motion was seconded by Member Moore and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. I. AWARD OF OUTSIDE AGENCY FUNDING — Community Assistance (Items VI. 1. 1 through 6 were jointly considered) The requests were included in the agenda packet as well as a summary of the dollars requested. The Committee did not address each request specifically unless so requested by a member. 1. DESERT BEST FRIEND'S CLOSET — Request in the amount of $13,000 Member Jonathan voiced his support for this organization. Member Weber agreed that the director is doing a great job. Member Aylaian stated that many of the items are donated, and Member Weber added that some items such as undergarments must be purchased new. Member Moore noted that some of the items requested on the application were not an appropriate use of Outside Agency funds, such as insurance, facility use, and business operations. She recommended that funding be awarded for interview attire. It was the consensus of the Committee to recommend funding in the amount of $2,500 for interview attire. 2. FIND FOOD BANK — Request in the amount of $7,644 Member Moore stated that this organization often has a difficult time providing appropriate documentation for who they serve and how many are Palm Desert residents. Member Jonathan stated that the City likes the organization and would like to support them if they can find a way to appropriately document who they serve. It was the consensus of the Committee to deny funding for this cycle and to refer to RAP for potential future funding. 3. HIDDEN HARVEST — Request in the amount of $5,000 Following a brief discussion, it was the consensus of the Committee to deny funding for this cycle and to refer to RAP for potential future funding. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 19 of 21 February 28, 2018 4. HISTORICAL SOCIETY OF PALM DESERT — Request in the amount of $18,900 Member Weber stated she is a member of the Board and had a conflict of interest on this item; she recused herself and left the meeting during discussion of this item. Member Moore stated that the Historical Society receives funding every year from the City through an Outside Agency contribution. She noted that they are requesting funds for annual insurance, alarm and facility upkeep, but operations is not something that is usually covered by Outside Agency funds. Member Moore stated they host worthwhile events and provide a good service, but she is concerned with some of the expenditures. Member Jonathan added that he would like to encourage them to become more independent and not so reliant on the City. Member Aylaian agreed, stating the City is their primary funding source. Member Jonathan continued that he feels the agency is important, and he would like to see them expand their efforts to seek out alternate funding. His concern is that the agency will eventually go into crisis mode if they cannot find suitable donors. He expressed his concern that if the City continues to fund at the current level, the City becomes an enabler and actually prevents the organization from moving forward in the event the current Board members are no longer there. Member Aylaian stated that she feels the Historical Society serves an important function for the City. The things they focus on can add character and distinction to Palm Desert. They are also zealous in their cause, but their cause is not fundraising, and she feels they do not focus any energy on trying to support themselves. Member Aylaian also noted that the City owns the building and there is a white paper for some improvements, so the Historical Society is receiving benefits from the City in a number of ways. She felt $15,000 was an appropriate amount, noting the exclusion of the alarm, insurance and upkeep. Member Moore stated that staff has worked to ensure that all agencies are aware that funding may not be used for salaries and operations, and that this is the only agency that has continued to receive funding for those purposes. She said staff has been diligent in recommending other uses for the funding, and that over the past year it has improved. Additionally, the City's insurance covers the building, so the insurance is likely for volunteers that are onsite. Member Jonathan stated the Historical Society should provide its own insurance coverage for volunteers. Member Jonathan suggested that the Historical Society shift the focus of the City funds to the school tours, noting that the Coachella Valley Historical Society has an entire program dedicated to school tours. He said there is an opportunity for the Historical Society of Palm Desert to improve its tours and become more engaging with the community. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 20 of 21 February 28, 2018 It was the consensus of the Committee to recommend that funding be approved in the amount of $15,000, and that funds should be used to expand the school tour program and engage the community with more innovative programs and events. 5. REGIONAL ACCESS PROJECT FOUNDATION — Request in the amount of $6,000 Member Jonathan noted that RAP is asking for funding for a program that trains organizations on how to do better. He felt that $2,500 specifically for the training program was appropriate. He stated that they are requesting funding from each of the local cities to offer a training program that will educate organizations in effectivity and independence. Member Aylaian stated she would like to see all non-profit organizations learn how to become self-sufficient and agreed that this is a worthwhile program. It was the consensus of the Committee to recommend that funding be approved in the amount of $2,500 to assist with the execution of the "Nonprofit Solution Clinics". 6. VOICES FOR CHILDREN (CASA Affiliate) — Request in the amount of $5,000 Following a brief discussion, it was the consensus of the Committee to deny funding for this cycle and to refer to RAP for potential future funding. MOTION made by Member Weber to recommend that the City Council 1) approve funding requests for Community Assistance Requests as follows: Desert Best Friend's Closet - $2,500; Regional Access Project Foundation - $2,500; and 2) decline to fund the following organizations for this cycle and refer to RAP for potential funding: FIND Food Bank; Hidden Harvest; and Voices for Children. Motion was seconded by Member Jonathan and approved by a 5-0 vote with Members Aylaian, Jonathan, Tremblay, Weber and Moore voting AYE. MOTION made by Member Jonathan to recommend that the City Council approve the funding request for the Historical Society of Palm Desert in the amount of $15,000. Motion was seconded by Member Aylaian and approved by a 4-0 vote with Members Aylaian, Jonathan, Tremblay, and Moore voting AYE; Weber ABSENT. VII. CONTINUED BUSINESS — None. VIII. INFORMATIONAL ITEMS — None. MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 21 of 21 February 28, 2018 IX. REPORTS AND REMARKS Member Aylaian expressed her appreciation for Member Moore's and Ms. Ortega's guidance and recommendations, stating that the number of applications is overwhelming, and she would not know where to start if staff did not review each application and make the preliminary recommendations. There are many nuances to consider about how best to serve the community, and she appreciates the efforts. Member Moore added that Ms. Ortega receives compliments regularly for the assistance she offers to many organizations. Member Weber stated that Ms. Ortega offers gentle guidance and is very kind yet firm with the organizations, as she has witnessed firsthand. Member Aylaian also thanked Mayor Jonathan and Mayor Pro-Tempore Weber, acknowledging that the only way the Outside Agency program can work is if Councilmembers refer the requestors to the Outside Agency process. She noted that there is constant pressure from organizations to provide sponsorships and donations, and she appreciates the Councilmembers standing up to that pressure and referring them to the appropriate process. X. ADJOURNMENT The meeting was adjourned at 4:37 p.m. Respectfully submitted, Niamh Ortega, Record' Secretary CITY OF PALM DESERT OUTSIDE AGENCIES/CHARITABLE CONTRIBUTION FUNDING REQUESTS Guidelines for Non -Profit Agencies, PTO groups and school organizations 1. The agency or group ("Applicant") requesting funds must be in existence for a minimum of five (5) years in order to be considered for funding by the Outside Agency Funding Committee. 2. The Agency must also 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 or its sphere of influence (the "City"). 3. 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. 4. The Applicant should submit to the City an application setting forth in detail its request for funding, including a statement of purpose detailing specifically the services it intends to provide for the City, how and where the contribution from the City will be allocated, and the quantity and quality of such proposed service. 5. The funds contributed to the Applicant will be donated 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 projects, and cannot be used for salaries. 6. The Applicant agrees to use the funds granted by the City to provide only the services represented in its application for funding. Additionally, the Applicant will explain how the services will benefit the City's residents. 7. 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. 8. The City will review the Applicant's application and tax exemption certification and, upon review and discussion, will determine if the expenditure of funds for these services is in the public's interest. 9. Where the Applicant is an audited entity, the Applicant's independent auditor will need to make a footnote in the financial statements confirming the use of the City's contribution in the manner set forth above, as well as the executed agreement. 10. 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. Outside Agencies/Charitable Contributions Funding Request Guidelines Page 2 of 3 11. Application and all supporting documents are to be submitted by the designated deadline to be considered for funding. Late or incomplete applications will not be accepted. 12. The Agreement is for the period of July 1 through June 30 of the following year. Services must be provided and funds must be disbursed during this time period. No payment will be made for services rendered after June 30 of the designated year. 13. 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. 14. Golf events and luncheon/dinner sponsorships do not qualify for Outside Agency funding. Special events are managed by the Special Programs department. Emergency contributions for situations such as wildfire relief assistance, farm workers' aid and other emergency situations should be funded from a source other than Outside Agency funds, and should be reviewed by Council on a case -by -case basis to determine the appropriate source of funding. 15. All paperwork must be submitted by June 30 in order to receive reimbursement. No reimbursement will be processed unless all required documents are received and the agreement is complete. Reimbursement requests must be reviewed and signed by the principal prior to submittal to the City of Palm Desert. Failure to meet the terms of the agreement and submit required completed paperwork by the deadline will result in forfeiture of all funds. 16. For school orsanis ions and alubo, inotoad of a grant, a 50% matching funds is mburc i n h' at a rata of 50% of the Additional Guidelines for School Organizations The City of Palm Desert may elect to award funding to a Parent Teacher Organization, Parent Club, School 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. The City does not award funding for instruction, tuition or supervision 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 chosen focused its interest in providing a charitable contribution to specific areas the City regards as beneficial to a majority of students. G:IFinancelNiamh OrtegalOutside Agencies\GuidelineslFunding Criteria For Non -Profit Agencies And School Orgs (Rev 022818).Doc Outside Agencies/Charitable Contributions Funding Request Guidelines Page 3 of 3 The following list has been compiled to assist when considering a request for award of funds. Examples of Acceptable Expenditures • Math and science -oriented computer software programs (e.g. Turn!tin, 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 acceptable 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 Unacceptable field trips: Disneyland, SeaWorld, Knott's Soak City, 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. No adjustments will be made once the agreement is finalized. Examples of Discouraged 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) The above guidelines are incorporated and made a part of any funding application or approved agreement to provide service using Outside Agency funds. 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LC 0 - d O a 0 0g co▪ , O S►�+ IS y co7 -0 a Sa Ppp7 1. n-{ O fl 'a m y Oq qa apeL{t] inset] um ti CO CY1 -CD 0 0 m w 0 0 0 A 3 2. •-f 0 0 d 0 OD C7 O ✓ 0 4 8 0 8 s (2,500); field trips, speakers, fitness 61O0181-0Z A� S1S3f1O3a ONIONf13 AON3OV 3Oi51fO 0 3 a) a) 2 3 O O N n` co co n co N_ d n CD c N_ N c 3 p1 X N Ad LSZL '8L0e/17/9 ;PeN!ld Community Assistance 31 Virginia Waring Intl Piano Competition Total Music and Arts -related Requests: co 0, ro r0 co Po V to en NI an 2.Na • Veterans Boot Camp and Rehab for 10 PD veterans (4.000); 50 scholarships to 19 Coachella Valley Horse Rescue 14,CO2 2.500 New 1 h underprivileged and at -risk PD youth for spring break camp [10,000) 50 scholarships to low income residents for recreational activities (7,500); adaptive 20 Desert Recreation Foundation 15,000 2,500 New 'recreation & sports programs for 300 participants (7,500) ii Recreation -related Requests ,G ip .. . p !-. *i pa CO t~' -n w' -< ,. -n - CO 0 5 Q 33 b r f) W 0 33 m m . o 0 CO C1 a -_ a o m c m`° N CO ro n 3 n co H 5. re w m ro G y c `c Q 0 A o m c ro m y a y Steinway Society of Riverside County !Desert Symphony California Desert Chorale Children's Discovery Museum of the Desert CREATE Center for the Arts Desert Sands USD Educational Foundation Mild Art -related Requests - - Palm Desert Youth Sports Association First Tee (Desert Recreation Foundation) LT o 0 O 5.000 0 New 7,500 7,500 5,000 15,200 2,500 New 14,255. 0' New 5,000 5,000, 5,000 7,500 24,975 2,500 New X 0 New Music program to whit,: soil -cis j Outreach assemblies for PD schools (7,000); grand piano rental, tuning and delivery to schools (7,000); transportation to bring students to 2019 competition 5,000 10,000' at CSUSB (3,000) Z co Flyover for PD Golf Cart Parade or Veteran's Day (5,000); 294 adult admission tickets ' to the City to distribute to residents (4,998) [Committee recommends $5,000 to provide a Palm Desert Resident Appreciation Day open to all Palm Desert 0 New, i residents with ID, subject to agreeance with PS Air Museum] 2 adaptive mobility bikes for physically disabled children (2,000); 30 recreational 2.500 New X bikes for low-income 4th grade students (3,000) x IMembership dues, music. costumes and mentoring for 10 interns @ $500 each 100 family admission passes (1,600), teaching artist stipend for 6 workshops tit 150 each (900), workshop supplies (1,200), teaching artist stipend (1,400) teaching artist supplies (1,20¢), glChihition supplies and refreshments (1,200) 3D Art instruction (7,800); First Weekend art exhibits (3,400); art class scholarships (4,000) Funding to offset the hosting of Children's Art and Music Festival at IW tennis garden Children's Music Discovery Series support Registration scholarships and baseball buddies (5,000) Subsidize cost for PD resident participation (24,975) 6 OZ181-OZ Ad S1S3f1O31:1 ONIONl3 AON3OV 3OISil0