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Home My WebLink AboutOAF FY 2016-17 - Charitable ContributionsCITY OF PALM DESERT FINANCE DEPARTMENT Staff Report Request: Review and Approve Outside Agency Funding (Charitable Contributions) for Fiscal Year 2016-2017 Submitted By: Janet M. Moore, Director of Finance Date: June 30, 2016 Contents: Summary of funding and services to be provided Draft Minutes - Outside Agency Committee meeting held May 19, 2016 Sample Agreement Funding Guidelines (Revised 5/19/16) Recommendation By Minute Motion, that the City Council: Approve the award of charitable contributions in the amount of $146,934 to the agencies listed herein with associated restrictions and conditions; 2. Set aside $10,000 for further discussion with Desert Sands Unified School District ECE to determine programs to which this funding can be applied; 3. Reserve decision on Coachella Valley Repertory Theatre until a determination is made regarding Palm Desert school transportation; 4. Pending approval of the FY 2016/2017 City of Palm Desert Financial Plan, authorize the Mayor to execute agreements with agencies awarded funding; and 5. Accept the modifications to the Outside Agency funding guidelines for FY 16/17. Strateqic Plan Obiective Not applicable. Committee Recommendation The Outside Agency / Charitable Contributions Committee met on May 19, 2016 to review the guidelines, applications and recommendations. The Committee requests that Council approve their recommendations to provide funding to certain organizations with the associated conditions and restrictions as listed, and to approve slight changes in wording to the funding guidelines for the 2016/2017 fiscal year. Background Applications for the Outside Agency/Charitable Contributions Funding were made available on the City's website in January 2016. Completed applications were received until the deadline of Staff Report Review and Approval of Outside Agency Funding for FY 2016-2017 June 30, 2016 Page 2 of 3 April 29, 2016. A budget of $170,000 was allocated to the Outside Agency account for the FY 2016/2017 process, and a requested total of $290,703 was received from various organizations. The Outside Agency Funding Committee met on May 19, 2016 to review the applications and recommendations. The guidelines for funding PTO organizations and non-profit agencies were also discussed. Minimal changes were approved: 1) expand the definition of a PTO to include Parent Clubs, Organizations, Associations, Foundations and any primary teacher and/or parent organization representing the student body; and 2) include hotel accommodations as an expense not reimbursed by the City. A copy of the revised guidelines is attached for Council review and approval. 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 for matching grants at 50% to Palm ❑esert's public school organizations, and 100% grants to other non-profit agencies: I FY 16117 FY 16117 No. Requesting ❑rganization Request I Recmnd Matching Grants at 50% 1 James E. Garter Elementary PTO 3,000 3,000 2 Palm Desert Charter Middle School PTO 10,000 7,500 3 Palm Desert High School Foundation 7,500 7,500 4 Ronald Reagan Elementary School 6,000 3,OOC' 5 Washington Charter Elementary PTO 12,3501 3,OOC Total Matching Grants: 38,850 24,000 All Other Grants (100%) 6 ACT for Multiple Sclerosis 5,850 5,000 7 American Cancer Society, CA Division 2,500 2,500 8 American Lung Association 10,000 0 9 Children's Discovery Museum of the Desert 5,0001 5,000 10 Coachella Valley Repertory Theatre, CVRep 5,050 Hdd 11 Desert Sands USD - ECE Programs 30,000 KW 12 Family YMCA of the Desert 19,000 7,500 13 Family YMCA - Jean Benson Childcare 40,000 40,OOC 14 Friends of the Desert Mountains 15,000 8,000 15 Girl Scouts of San Gorgonio Council 5,000 p 16 Historical Society of Palm Desert (5/2/16) 19,200 19,200 17 Loving Al Animals 13,000 5,5001 18 McCallum Theatre 5,000 5,00c 19 Neuro Vitality Center 10,000 C 20 Palm Desert Sister Cities Foundation 20,000 3,334 21 Palm Desert Youth Sports Association 12,000 5,000 22 Palm Springs Air Museum 4,898 1,200 23 Palm Springs Cultural Center 10,355 5,70C 24 Virginia Waring International Piano Competition 20,000 10,00C Total 100% Grants: 251,853 122,934 GRAND TOTAL OF ALL AWARDS: $290,703 $146,934 G: lFinanceftamh QrtegalOutside Agenciesf f 6- f 7f SR - GA funding approval 16.17. docx Staff Report Review and Approval of Outside Agency Funding for FY 2016-2017 June 30, 2016 Page 3 of 3 Specific requirements, conditions and restrictions of the awards, if any, were noted in the attached draft minutes of the meeting and will be highlighted to the recipient as part of the Agreement. The Committee has reviewed and considered all requests for funding and recommends that the City Council approve funding to the above -listed organizations as presented. Requests that have been set aside for further discussion will be brought back to Council for separate approval. Fiscal Impact Approval of this request will result in the above -listed agencies receiving the designated amounts as a charitable contribution for FY 2016/2017. Funds are included in the FY 2016-2017 Financial Plan in Account Nos. 1104800-4388000 and 1104800-4388100. 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MINUTES- OUTSIDE AGENCY FUNDING COMMITTEE / COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE Thursday, May 19, 2016 CALL TO ORDER Madam Chairman Moore called the meeting to order at 2:05 p.m. ROLL CALL Present Absent Jan Harnik, Mayor Pro-Tempore Justin McCarthy, Interim City Manager Janet Moore, Madam Chairman / Director of Finance Robert Spiegel, Mayor Jill Tremblay for Bob Hargreaves, City Attorney Also Present Niamh Ortega, Recording Secretary Wendell Turner, Palm Desert High School Foundation III. APPROVAL OF MINUTES The Minutes of the September 8, 2016 meeting were continued due to lack of a quorum. IV. ORAL COMMUNICATION — None. V. OLD BUSINESS — None. VI. NEW BUSINESS A. REVIEW OF OUTSIDE AGENCY FUNDING GUIDELINES Member Harnik noted that the reference to PTO should be amended to include any parent teacher organization, foundation, association or parent club that represents the student body. Member Moore requested amendment to the reference of reimbursable transportation to include school bus or coach as regularly utilized by the school or district, and to ensure that extravagant or unusual modes of transport are not eligible for reimbursement (i.e. limousines or other luxury transport). MOTION was made by Member Harnik to approve the amended Outside Agency funding guidelines with the following changes: 1) amend PTO reference to include various parent -teacher groups such as foundations, associations and parent clubs; and 2) clarify transportation reimbursement to refer to usual and regular modes of transportation, and exclude limousine or luxury transport. Motion was seconded by Member Spiegel and carried by a 5-0 vote, with, Harnik, McCarthy, Moore, Spiegel and DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 2 of 11 Tremblay voting AYE. (Items Vl. B through E were discussed jointly. A consensus is noted after each request, and Motion to approve all items reflected under Item Vl. El B. AWARD OF OUTSIDE AGENCY FUNDING — Long-term Commitment FAMILY YMCA, JEAN BENSON CENTER — Request in the amount of $40,000 The Committee recommended that the Council approve funding in the amount not to exceed $40,000 for childcare center support and client subsidization as requested. C. AWARD OF OUTSIDE AGENCY FUNDING — 50% Matching Grant Member Spiegel requested that the schools be informed, as in previous years, of the City's request that their annual fundraising event or gala be held at Desert Willow or other Palm Desert location such as Marriott's Desert Springs rather than Indian Wells hotels. Pursuant to a previous request by Member Harnik, Member Moore distributed a matrix of funds provided to Palm Desert schools and Desert Sands Unified School District (DSUSD) through various avenues, such as parks maintenance, playground improvements, Early Childhood Education (conservative annual lease donation value of $63,000, and an additional $15,000 next fiscal year for capital improvements). Other expenses such as crossing guard reimbursements and the after -school programs bring the total donation value to approximately $500,000, exclusive of pass -through payments and other funds already provided to DSUSD. Member Spiegel asked if all cities provide Outside Agency funding to their schools, and Member Moore indicated that per staff research, Palm Springs, Cathedral City and Rancho Mirage did not offer direct funding, although they may provide funding for shared services. La Quinta sets aside a total of $5,000 to distribute to schools, for which each club may submit a request every other year. Indian Wells sets aside $60,000 to be administered as a reimbursement program, and each school may apply for three grants per year, with a total of $2,500 awarded per school per year. CARTER ELEMENTARY PTO — Request in the amount of $3,000 The Committee recommended that the Council approve funding in the amount not to exceed $3,000 in matching funds for field trip transportation and history assembly as requested. 2. PALM DESERT CHARTER MIDDLE SCHOOL PTO — Request in the amount of $10,000 Member Spiegel commented on the importance of the field trips such as the recent one to the Museum of Tolerance in Los Angeles, and was DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 3 of 11 pleased to see the children at the Council meeting with their reports. He noted that he would like to see the funding utilized for programs such as this. The Committee recommended that the Council approve funding in the amount not to exceed $7,500 in matching funds for field trip transportation and speaker/author honoraria as requested. 3. PALM DESERT HIGH SCHOOL FOUNDATION — Request in the amount of $7, 500 Mr. Wendell Turner spoke on behalf of the Palm Desert High School Foundation ("the Foundation"). He distributed a letter from the leader of the school's Aztec Impact program, and stated that this program is important to the school and should be funded. He noted that there were a number of items that were not supported last year. Member Harnik asked if Aztec Impact still helped the Foundation with the back -to -school BBQ, setting up tables, etc., and Mr. Turner responded that they might supply a few ASB members. She explained that when she was on the Board previously, the Foundation utilized Aztec Impact members to assist with various activities, and in turn the Foundation funded Aztec Impact from their separate fundraising efforts, not the City's contribution. She noted that this year's request by the Foundation to the City more than covered the matching funds requirement so she was unclear as to where the issue was. Mr. Turner responded that the Foundation would defund the Aztec Impact program because they cannot support it from Foundation funds, that the issue was with the matching funds requirement, and that he has spoken to the heads of all the PTOs and they all have the same issue with funding. He also stated that the restrictions with regard to how funds could be spent were unfair. Mr. Turner relayed that former City Manager Wohlmuth attended their March 2016 Foundation Board meeting. Mr. Wohlmuth distributed a paper [funding guidelines], reviewed the grants presented and indicated that certain programs did not follow the established guidelines and were therefore ineligible for reimbursement. Mr. Turner stated that it was unfair to be told in March that the requests were ineligible. Ms. Ortega clarified that the guidelines referred to by Mr. Wohlmuth had been in place since the last revision in 2008 for FY2009/2010. The Foundation's request was initially denied at the May 2015 Committee and Council meetings as there was no information regarding what types of teacher grants would be submitted or funded by the Foundation. The Committee again reviewed the request in September 2015, and recommended that Council approve the Foundation grant with the sole line item request of "Grants for Teachers" contingent upon the City Manager and/or Finance Director attending a Foundation Board meeting. The Council further approved the Committee's recommendation that the City Manager and Finance Director should review the City's funding guidelines with the entire Board in an effort to avoid any misinterpretation, and also review the requests the Board intended to submit to the City as "Grants for Teachers" to ensure they met the requirements for Outside DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 4 of 11 Agency reimbursement. Upon question, she stated that a letter was mailed to the Foundation's address the day after the Council meeting which informed the Foundation of the Council decision and request for the City Manager and/or Finance Director attending an upcoming Board meeting. The agreement was mailed a week later, and a copy of both the letter and agreement were e-mailed to Mr. Turner in December 2015 when he indicated he had not received them. Mayor Spiegel noted that the Foundation's request was for $7,500, and now Mr. Turner was asking for more. He asked what he was specifically looking for. Mr. Turner said he wanted the City to fund the previous fiscal year's cost of the Aztec Impact program because the City had funded it for the last fifteen years. Member Harnik strongly disagreed with this statement, indicating that only select portions were approved. She stated that for many years she was the one who wrote the Foundation's grant requests so she was very familiar with what could and would not be approved, and pointed out that some items submitted in recent years were never a covered expense. Mr. Turner asked why the City is questioning what educators are spending the money on, to which several Committee members responded that the grants are funded with taxpayers' money, and the City is responsible to the citizens for how it is spent. Member Moore added that the first goal of the Committee is to ensure that the funds are going to Palm Desert residents, and secondly, if the expense is something that the school is responsible for providing or is a routine activity of the school, the City will not provide reimbursement. The previous example of the middle school's field trip to the Museum of Tolerance was highlighted as an approved program that was strongly supported, along with the items covered in the guidelines which are available on the City's website and are used as the basis for determining which programs are eligible for funding through the City. Mr. Turner stated that the matching grant process doesn't work for the Foundation, and Member Moore responded that it is not the City's role to fund school programs, and the purpose for having the school grants function as a matching grant is so that there is another side to the funding mechanism that demonstrates that the school and City are mutually interested in funding the same programs, and it has worked successfully for parent and/or teacher groups for many years. Member Harnik reviewed the Foundation's current request and noted that just the first four items total $20,000, and they only need $15,000 to qualify for its request of $7,500. She stated she still doesn't see where the issue is, and Mr. Turner responded he was concerned they would be denied, and they were told by the former City Manager to list more expenses. Ms. Harnik pointed out that there would be no reason to deny an expense that falls within the approved guidelines. Member Moore reminded Mr. Turner that, as in previous years, the items approved will be listed in the agreement and as long as receipts are submitted in support of those items and within the guidelines of the agreement that they would be processed accordingly. She asked if there was something that was lined out this year, and he said that when the City Manager attended the meeting he handed out a paper that said DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 5 of 11 some programs were not covered, and that the agreement did not specifically say "these items will not be funded". Ms. Ortega reminded the Committee that there were a couple of issues with the original application and agreement of the previous year which led to the initial denial of funding, and that one of the biggest concerns of the Committee was that the FY 15/16 application, reviewed at the Committee meeting of May 13, 2015, listed a vague request of "Grants for Teachers". She stated that she had requested more information at the time, and she was informed by Mr. Turner that he could not provide any additional information on what the grants may be as the deadline for teachers turning in the grants would not be until sometime in 2016. Upon question, Mr. Turner stated that the Foundation's "Grants for Teachers" grant process closed on March 1, 2016, and the requests were reviewed at their March 2016 Board meeting, which was attended by the City Manager so that immediate feedback was provided by the City on the requests. Ms. Ortega also pointed out that the reason why both the Committee and Council made the decision to review the specific grant requests was to determine if they were eligible for reimbursement through the Outside Agency program. The Committee did not wish to recommend that Council provide blanket approval for an award in advance of the Foundation's grant application process when they did not have any indication of what the Foundation Board would receive or recommend for approval. The Committee recommended that the Council approve funding for Fiscal Year 16/17 in the amount not to exceed $7,500 in matching funds for Robotics/Engineering STEM, Turnitln software, educational field trips (review and approve when presented), academic decathlon participation (transportation and registration only), and anti -bullying assembly speaker honorarium as requested. No changes were recommended to the current FY15/16 grant. 4. RONALD REAGAN ELEMENTARY SCHOOL PTO — Request in the amount of $6,000 The Committee recommended that the Council approve funding in the amount not to exceed $3,000 in matching funds for read-a-thon materials and supplies as requested. 5. WASHINGTON CHARTER PARENTS CLUB FOUNDATION — Request in the amount of $12,350 The Committee recommended that the Council approve funding in the amount not to exceed $3,000 in matching funds for McCallum Theatre Art Institute participation as requested. D. AWARD OF OUTSIDE AGENCY FUNDING — 100% Grant The Committee was reminded during the course of discussion that agencies recommended for 100% grant receive funding in three disbursements: 1) 40% DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 6 of 11 awarded upon execution of agreement; 2) 30% awarded at submittal of Schedule B (due January 31) or when initial disbursement of 40% has been expended; and 3) 30% awarded at submittal of Schedule C (due April 30) or when 70% of funds have been expended. It was noted that a number of agencies who received funding disbursements for FY 15/16 have been unable to utilize the funds as anticipated. For those being considered for an award in FY 16/17, the Committee agreed that rather than request that the agency return the unspent funds from FY 15/16, those funds would be carried over and reduced from the total of the award approved by Council for FY 16/17. If no request has been submitted, or funding is denied for FY 16/17, any unspent funds should be immediately remitted to the City upon the close of FY 15/16. ACT FOR MULTIPLE SCLEROSIS — Request in the amount of $5,850 The Committee recommended that the Council approve funding in the amount not to exceed $5,000 for assisted exercise therapy for five low- income Palm Desert residents for three months as requested. 2. AMERICAN CANCER SOCIETY CA DIVISION — Request in the amount of $2,500. The Committee recommended that the Council approve funding in the amount not to exceed $2,500 for Relay for Life reservation fee and rental of tents, tables and chairs as requested. 3. AMERICAN LUNG ASSOCIATION — Request in the amount of $10,000 Member Harnik noted that typically the City would sponsor a table or something at this type of event, so Outside Agency funding would not be recommended. The Committee recommended that the Council deny the funding request. 4. CHILDREN'S DISCOVERY MUSEUM OF THE DESERT — Request in the amount of $5,000. It was noted that the request included family admission passes to be provided to low-income Palm Desert residents, and suggested that one avenue that Museum staff could explore would be to work with Palm Desert schools or Desert Sands Unified School District, if more appropriate, to identify participants of the reduced -lunch program at Palm Desert schools. Member Harnik agreed, specifically citing Lincoln Elementary school as a likely option. The Committee recommended that the Council approve funding in the amount not to exceed $5,000 for 100 family admission passes to low- income Palm Desert residents, artist stipends and supplies as requested. 5. COACHELLA VALLEY REPERTORY THEATRE, CVRep — Request in the amount of $5,050 DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 7 of 11 Mayor Spiegel requested more information on what would be funded. Member Moore responded that it is a theatre at the Atrium in Rancho Mirage. Member Harnik added that there was a program at one point that Palm Desert High School students were encouraged to attend. The request specifically mentions John Glenn Middle School, located in Indio. The Committee recommended that the CVRep staff be contacted and asked if there was a plan for Palm Desert school students to attend. This item was continued; staff will follow up on whether students can be transported from Palm Desert schools. 6. DESERT SANDS UNIFIED SCHOOL DISTRICT, EARLY CHILDHOOD EDUCATION PROGRAMS — Request in the amount of $30,000 Member Moore informed the Committee that this request is for the location at Cabrillo and San Gorgonio. The City purchased the building, which is a lease donation value of about $63,000 a year. The request is for utilities and other operational costs, and there are a number of improvement projects planned for that location this year in the amount of about $15,000. Member Moore reminded the Committee that Outside Agency funds are to be used for programs and services, not operational costs, and would rather recommend funding for programs instead of operations. Member Harnik agreed. Mayor Spiegel recommended holding $10,000 for programs to be determined. This item was continued with the amount of $10,000 set aside in the Outside Agency budget as potential funding; staff will contact the organization to determine if there are programs that could be funded in place of utilities and maintenance. 7. FAMILY YMCA — Request in the amount of $19,000 Member Moore pointed out that a portion of the original request is for salaries, which cannot be funded through Outside Agency contributions. Mayor Spiegel responded that he would recommend the same amount as last year. The Committee recommended that the Council approve funding in the amount not to exceed $7,500 for summer program support excluding salaries as requested. 8. FRIENDS OF THE DESERT MOUNTAINS — Request in the amount of $15,000 The Committee recommended that the Council approve funding in the amount not to exceed $8,000 for Wildflower Festival event support as requested. 9. GIRL SCOUTS OF SAN GORGONIO COUNCIL — Request in the amount of $5,000 DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 8 of 11 The Committee recommended that the Council deny the funding request. 10. LOVING ALL ANIMALS — Request in the amount of $13,000 It was noted that to date the organization has not yet spent any funds relative to the current year's grant of $5,500. Member Harnik noted that the City funds various similar organizations and is a major supporter of the Coachella Valley Animal Campus. She informed the Committee that a few years ago, Loving All Animals requested funding from the City and they were provided with a summary of contributions the City gives to the various campuses and efforts, as well as reimbursements offered to residents for adoption and spaying/neutering. The organization has already received partial disbursement in the amount of $2,200 from the current year's grant. Mayor Spiegel recommended that funding in the amount not to exceed $5,500 be awarded; any unspent disbursed funds from the current fiscal year's grant will be carried over and reduced from the upcoming fiscal year's grant award. The Committee concurred; Member Harnik abstained. 11. MCCALLUM THEATRE — Request in the amount of $5,000 The Committee recommended that the Council approve funding in the amount not to exceed $5,000 for Field Trip Series performances and resource materials as requested. 12. NEURO VITALITY CENTER — Request in the amount of $10,000 The request submitted by the Neuro Vitality Center was for an exercise bike to aid in rehabilitation. Since this is a capital equipment purchase, it does not qualify for funding under the current guidelines. Member Harnik suggested that the organization be encouraged to apply next year for program or service assistance. The Committee recommended that the Council deny the funding request. 13. PALM DESERT SISTER CITIES FOUNDATION — Request in the amount of $20,000 It was noted that funds awarded for the current fiscal year have not yet been expended. Of the $8,334 awarded, approximately $1,200 has been committed for conference attendance, although no supporting documentation has been received to date. Mayor Spiegel recommended that instead of another award, the current disbursement of 40% of the FY 15/16 grant be carried over as next year's award. Member Moore pointed out that the request did not highlight any program that would be funded, and that it appeared to be a general request to offset their budget. Member Harnik expressed concern regarding potential organizational issues, and said these issues need to be addressed before the City can provide additional funding. She also DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 9 of 11 relayed a number of comments she received regarding the last fundraiser event being unsuccessful and she would be cautious of continuing to fund the program. Member Harnik also said a few years ago the Committee was involved in a number of community, school and theatre events and programs, and she has not seen that level of participation or commitment in the last couple of years. The Committee recommended that the Palm Desert Sister Cities Foundation (PDSCF) be allowed to carry over whatever is not spent from the 40% ($3,334) disbursement provided in FY 15/16 as the total awarded for FY 16/17. If the PDSCF utilizes the entire grant awarded for FY 15/16, the Committee recommends that Council approve funding in the amount not to exceed $3,334 for FY 16/17 for approved programs to be determined by staff. 14. PALM DESERT YOUTH SPORTS ASSOCIATION (PDYSA) — Request in the amount of $12,000 (Amended 5/9, original request $3,000) Member Moore highlighted that the original application received by the due date was in the amount of $3,000 for opening day. Upon follow-up by staff, an amended application was received via e-mail on May 9 requesting $12,000 for opening and closing days. The Committee was reminded that after a number of staff and Council discussions, Council elected not to provide funding to PDYSA for FY 15/16. The Committee requested that the funded amount remain the same as in recent years, and recommended funding in the amount of $5,000. Member Harnik said she would recommend funding for opening and closing day of $3,000, but would prefer to see the other $2,000 go towards a program such as scholarships for underprivileged children or Baseball Buddies participants that would not otherwise be able to play. The Committee recommended that the Council approve funding in the amount not to exceed $5,000, $3,000 of which may be used for opening and/or closing day expenses, and $2,000 to be applied to programs such as scholarships for underprivileged children or Baseball Buddies participants that would not otherwise be able to play. 15. PALM SPRINGS AIR MUSEUM — Request in the amount of $4,898 Member Moore informed the Committee that staff had contacted the Air Museum to determine which schools participated in the program requiring bus transportation. Member Harnik noted that the City should focus on funding transportation from Palm Desert schools. There was concern expressed by several members relative to the transportation cost of $300 per trip stated on the application. Member Harnik said that historically, bus or coach rental has been substantially more than $300. Member Spiegel recommended that a Museum representative provide actual costs of bus transportation, and that for now the Committee recommend $300 per Palm Desert public school as requested. If the cost is higher, the Committee can consider additional DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 10 of 11 funding at that time. The Committee recommended that the Council approve funding in an amount not to exceed $1,800 for transportation from Palm Desert public schools to visit the Museum, estimated at $300 per trip per school, and that the Museum be contacted to determine the actual cost of transportation to determine if $300 per trip is sufficient to cover the cost. 16. PALM SPRINGS CULTURAL CENTER — Request in the amount of $10,355 Funding is requested to support the Palm Desert location of the Certified Farmer's Market. The Committee reviewed the requested items. The Committee recommended that the Council approve funding in the amount not to exceed $5,700 for advertising and promotion PR for the Palm Desert location of the farmer's market, and the Film Series to be held at the Palm Desert Art Museum as requested. 17. VIRGINIA WARING PIANO COMPETITION — Request in the amount of $20,000 It was noted that no funds have been spent to date for the current grant. Member Spiegel recommended that the recommended $10,000 be approved assuming all funds would be expended from the current grant. The Committee recommended that Council approve funding in the amount not to exceed $10,000 for piano rental, orchestra shell, rack cards, print ads and radio spots, and audience parking as requested. Any unspent disbursed funds from the current fiscal year's grant will be carried over and reduced from the upcoming fiscal year's grant award. E. REQUESTS RECEIVED AFTER APRIL 29, 2016 DEADLINE HISTORICAL SOCIETY OF PALM DESERT — Request in the amount of $19,200 (Received May 2, 2016) Member Harnik reviewed the various items requested for funding and questioned why the insurance, intrusion alarm and facility upkeep has been requested, and what the organization is doing to fund themselves. Member Moore informed the Committee that the Historical Society has been having difficulty with their phone line, which is also used for the alarm system. The issue requires repair and is expensive. Clayton Von Helf had been trying to see what could be done, so this funding could be used to repair that line. The Committee recommended that the Council approve funding in the amount not to exceed $19,200 for second grade tours, mini -muster, displays, speaker programs, special events, archiving, phone line repair, and youth programs. DRAFT MINUTES — FOR DISCUSSION PURPOSES ONLY Outside Agency Funding Committee May 19, 2016 Page 11 of 11 MOTION made by Member Spiegel that the City Council support the Committee's recommendations relative to Outside Agency funding with all associated conditions and restrictions listed in Section VI, Items 13.1, C.1-5, D.1-9, D.11-17, and E.1 for the purpose listed in the individual recommendations. Motion was seconded by Member Harnik and unanimously passed by a 5-0 vote, with Members Harnik, McCarthy, Moore, Spiegel and Tremblay voting AYE. MOTION made by Member Spiegel that the City Council support the Committee's recommendation to approve funding for Item VI.D.10 (Loving All Animals) in the amount not to exceed $5,500; any unspent disbursed funds from the current fiscal year's grant will be carried over and reduced from the upcoming fiscal year's grant award. Motion was seconded by Member McCarthy and passed by a 4-0-1 vote, with Members McCarthy, Moore, Spiegel and Tremblay voting AYE; Member Harnik ABSTAIN. VII. CONTINUED BUSINESS — None. VIII. INFORMATIONAL ITEMS — None. IX. REPORTS AND REMARKS Member McCarthy stated that he had an inquiry from HARC (Health Assessment and Research for Communities) prior to the submittal date of a number of the requests the Committee had just reviewed, and erroneously informed the group that the opportunity to submit had passed. He asked if the Committee would consider their application for funding, and Member Harnik indicated that would be appropriate. Mr. McCarthy indicated that he would contact the organization and advise them to submit a request for consideration. Member Harnik stated that the matrix relative to school funding was very valuable. She noted that the City of Palm Desert is the highest provider of pass -through funds to Desert Sands Unified School District, and requested that the matrix be provided to the school board and the district superintendent. Member Harnik requested that any remaining funds available in the Outside Agency fund be set aside in case of emergency requests that typically arise during the fiscal year. X. ADJOURNMENT By motion duly made, seconded and approved, the meeting was adjourned at 2:55 p.m. Respectfully submitted, Niamh Ortega, Recording Secretary AGREEMENT BY NON-PROFIT ORGANIZATION TO PROVIDE SERVICES TO THE CITY OF PALM DESERT Fiscal Year 2016-2017 This Agreement is made and entered into this 1st day of July, 2016, by and between the CITY OF PALM DESERT, a municipal corporation (herein referred to as "City"), and «A_G_E_N_C_Y», a non-profit corporation (hereinafter referred to as "Contractor"). RECITALS WHEREAS, the Contractor is a non-profit corporation presently providing services to persons residing within the City, and has staff in place ready and willing to provide services to the City for the benefit of its residents, and WHEREAS, the Contractor has submitted to City an application setting forth in detail its request for funding the services it intends to provide, and the quantity and quality of such proposed services, which application is the basic document upon which this Agreement is founded, and which application is incorporated herein by reference as Exhibit "A"; and WHEREAS, the City desires to have certain services performed for the City and its residents by the Contractor, and the City has determined that it is advantageous to the City and to its residents to have certain services provided by the Contractor, and that it is in the public interest so to do; and WHEREAS, the services which the Contractor proposes to provide, and which the City desires to have provided by the Contractor, are itemized in its application for funding and in Schedule A. NOW THEREFORE, in consideration of the mutual promises and agreements herein contained, and other valuable consideration, the parties hereto, and each of them, do hereby agree as follows: All recitals set forth hereinabove are incorporated herein as undertakings and representations by the parties hereto. 2. RESPONSIBILITIES OF CONTRACTOR: A. Contractor agrees to provide to City all of the services specified and detailed in its application for funding and in Schedule A, and to conduct all programs specified therein in a manner to reflect credit upon the City and Contractor. Contractor represents and warrants to City that it is able to provide, and will use funds granted by the City to provide the services represented in Contractor's application for funding. City -provided funds shall be used only for those purposes specified in such application. B. Contractor shall report to City no later than January 31, 2017 on the services provided between July 1 and December 31, 2016, with such detail as City may 2016-2017 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency: «A_G_E_N_C_Y» reasonably request; the report shall be in the form attached as Schedule B. Contractor shall submit receipts, invoices, and cancelled checks as proof that funds were expended in a manner set forth in Exhibit A of this Agreement. Similar information, using the form specified as Schedule C will be reported on services provided between January 1 and March 31, 2017, and shall be provided by April 30, 2017, or at such time of submittal of any request for funding for the 2017-2017 Fiscal Year, whichever is earlier. Failure to submit schedules and supporting documentation by the specified deadlines will result in a delay in funding. Failure to submit same within thirty (30) days following the deadline will automatically result in disqualification of any application for funds in the following fiscal year, and will require full reimbursement of funds to the City. C. Financial Reporting: Any contractor receiving or due to receive $20,000.00 or more from the City during the 2016-2017 fiscal year shall provide to City a financial statement prepared by a recognized accounting firm approved by or satisfactory to City's Director of Finance completed within the most recent twelve (12) months showing the Contractor's financial records to be kept in accordance with generally accepted accounting standards. The report shall include a general ledger balance sheet that identifies revenue sources and expenses in sufficient detail to demonstrate contract compliance and be balanced to bank statements. Any organization receiving or due to receive less than $20,000.00 in the current fiscal year from the City shall provide a copy of the organization's most recent charitable trust report to the Attorney General (Form 990), or other financial information satisfactory to City's Director of Finance. The financial information provided for in this paragraph shall be furnished no later than January 31, 2017. D. In the case of a matching grant, Contractor will utilize the approved "Request for Reimbursement" form provided by the City and will submit any requests with all appropriate supporting documents and required signatures. Multiple requests may be submitted at any time during the term of agreement for a partial or full reimbursement up to the amount of award, but no later than June 30, 2017. Failure to submit a request for any outstanding funds by the deadline will result in loss of funds. 3. RESPONSIBILITIES OF CITY: A. In consideration of the performance by Contractor of the services as specified in Schedule A, the City shall pay to the Contractor, those sums specified in Schedule A as follows: General organizations: Funding will be disbursed in three installments. The first installment shall be an amount equal to 40% of the total award, and shall be payable within twenty (20) days of the delivery of an executed original of this Agreement. The second installment equal to 30% of the total award shall be payable within twenty (20) days of the delivery and acceptance of Schedule B. The third and final installment equal to 30% of the total award will be payable within twenty (20) days of the delivery and acceptance of Schedule C. 2 2016-2017 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency: «A_G_E_N_C_Y` School organizations: Funding is disbursed in the form of a 50% matching grant on a reimbursement basis only. No reimbursements to school organizations shall be made until Contractor has submitted to City, in form satisfactory to the City's Director of Finance, a request for payment as outlined in Section 2D. B. The appropriation of funds by the City prior to or following the execution of this Agreement, for the expenditures and services contemplated herein, shall not create fixed or binding obligations upon the City to pay same to the Contractor; all payments shall be dependent upon the filing of proper request. 4. TERM OF AGREEMENT. This Agreement shall be effective as of July 1, 2016 and continue in effect until June 30, 2017, unless sooner terminated in accordance with the termination provisions set forth hereinafter. The parties contemplate that the City may desire to enter into a new Agreement for similar services for the subsequent Fiscal Year, but unless a new Agreement is entered into, Contractor shall not be obligated to provide any services, nor shall Contractor be entitled to payment for services rendered, after June 30, 2017. 5. UNILATERAL TERMINATION: Despite the provisions that this contract shall be in force until June 30, 2017, this Agreement may be terminated by either party, with or without cause, at any time upon either party giving thirty (30) days' written notice to the other party of said termination. Upon such notice being properly given, this Agreement shall terminate upon the date specified in the written notice. If this Agreement is so terminated the Contractor shall be compensated for the services provided as of the date of said termination based upon services rendered prior to termination, with compensation in proportion to the amount of expenditures and obligations properly shown by reports submitted. In the event that Contractor has received the full one time sum provided for in this Agreement at the time of any such termination, Contractor shall promptly refund any surplus funds to City. Amounts due shall be determined on a prorated basis, in accordance with Schedule A, with any amounts due to be prorated based upon the period during which the Agreement continued in effect, prior to termination. 6. RELATIONSHIP OF PARTIES: It is understood that the contractual relationship of the Contractor to the City is that of Independent Contractor; Contractor is not the agent of the City, nor an employee of the City. City shall not direct the manner in which Contractor provides its services, but Contractor shall be responsible for the results achieved. The means by which Contractor provides the services specified hereunder shall be determined solely by Contractor. City shall exercise no control over the manner and details of performance, the specific hours that any employee of Contractor may work, who shall be employed by Contractor or which employee is assigned to any particular function or duties; nor shall City provide supplies or tools utilized to accomplish the tasks undertaken by Contractor. 7. ASSIGNMENT: This Agreement shall not be assigned or duties hereunder delegated by Contractor without the written consent of the City. 8. AMENDMENT: This Agreement may be amended or modified only by written agreement signed by both parties, and failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel performance of such provision or provisions. 3 2016-2017 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency: «A_G_E_N_C_Y» WORKERS COMPENSATION INSURANCE AND OCCUPATIONAL SAFETY AND HEALTH ACTS: The Contractor shall obtain and maintain during the term of this Agreement such Worker's Compensation Insurance as may be required by state law and shall comply in all respects with the provisions of both federal and state occupational safety and health statutes. 10. LIABILITY INSURANCE: Contractor shall procure and maintain for the duration of this Agreement liability insurance against claims for injuries to persons or damages to property in an amount not less than One Million Dollars ($1,000,000.00) which may arise from or in connection with the activities of Contractor or employees of Contractor under this Agreement. All such insurance shall name the City of Palm Desert as an additional insured and, upon written request, Contractor shall furnish the City with certificates of insurance documenting such coverage. 11. HOLD HARMLESS: The Contractor's relationship to the City is solely that of an independent contractor. No employee of the Contractor is an employee or agent of the City in any respect, and Contractor shall be solely responsible for all activities of its employees, agents, its own independent contractors and third parties for all losses, costs, damages or injuries (including wrongful death) caused by or arising out of any act or omission of the Contractor, its employees, agents, or independent contractors relating to the services performed or to be performed by the Contractor hereunder. Contractor specifically agrees to save and hold harmless the City, its officers, employees and agents from any liability or claim of liability arising from performance under this Agreement. 12. POLITICAL ACTIVITY PROHIBITED: The Contractor shall not itself, or by its officers or directors acting on behalf of the Contractor, engage in any form of political activity in relation to local governmental affairs. This provision shall not preclude Contractor from supporting or opposing legislation affecting Contractor's operations or directly affecting Contractor's members, but the Contractor, either as an organization, or by activities of its officers and directors acting on behalf of the organization, shall not actively support, endorse or oppose a candidate for local (city, county, school district or other local unit of government) office, or any local elected official, nor shall any of Contractor's publications, pamphlets, brochures or promotional newsletters play any such role in local political matters. Nothing herein shall prevent an officer or Board Member from seeking elective office in his or her own right, but no endorsement of any such candidacy by the Contractor shall be permitted. Contractor further agrees not to participate in, or otherwise intervene in (including the publication or distribution of statements concerning), any political campaign on behalf of, or in opposition to, any local elected official or candidate for public office. Nothing herein shall preclude any individual officer, director or member of the Contractor from taking part personally in any political campaign, as long as such person's participation is solely as an individual and not as a representative or agent of the Contractor. 13. COOPERATION WITH CITY OFFICIALS: The Contractor agrees that it will cooperate and work closely with all officials of the City, including the City Manager, in its performance of this Agreement. 14. CONTACT PERSONS: All contacts concerning the implementation or interpretation of this Agreement shall be made between the City Manager on behalf of City and the Principal of Contractor. 4 2016-2017 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency: «A_G_E_N_C_Y» 15. NOTICES: Whenever it shall be necessary for either party to serve any notice on the other party respecting this Agreement, such notice shall be served by certified mail addressed as specified below, unless and until a different address is specified by either party. Such notice shall be deemed to have been served within seventy-two (72) hours after the same has been deposited in the United States Post Office with postage fully prepaid thereon. This shall be valid and sufficient service of notice for all purposes. 16. OFFICERS AND DIRECTORS: Contractor shall provide to City a current listing of its officers and directors, and shall, within thirty (30) days after any change in such listing provide a new up-to-date listing of all officers and directors. 17. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the parties. Any prior representations, promises, or agreements, written or oral, by whomsoever made, are superseded by the terms and conditions set forth herein. Any purported term or condition not specified herein shall be deemed of no force or effect. The application for funding submitted by Contractor to City and Schedule A annexed hereto are part of this Agreement. 18. ATTORNEYS' FEES: In the event that any party to this Agreement shall bring an action to enforce the provisions of this Agreement or as a result of any default in the performance of any of the provisions of this Agreement, the prevailing party in such action shall be entitled to recover all costs and expenses, including reasonable attorneys' fees, incurred by such party in connection with such action. 5 19. GOVERNING LAW: This Agreement shall be construed and governed by the laws of the State of California. TO THE CITY: Rachelle Klassen, City Clerk CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 TO THE CONTRACTOR: «Contact_Title1» ((Sig nator_FirstName» «Sig nator_LastName» «AGENCY» «Mailing_Address» «City», «ST» ((ZIP)) Phone number: «Business_Phone» E-mail address: «Email address» IN WITNESS WHEREOF, the parties hereto have executed this Agreement by their respective authorized officers, effective as of July 1, 2016. CONTRACTOR: Organization President/Chief Official Print Name Title ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: CITY OF PALM DESERT a Municipal Corporation ROBERT A. SPIEGEL, MAYOR APPROVED: ROBERT HARGREAVES, CITY ATTORNEY JOHN M. WOHLMUTH, CITY MANAGER 0 CALIFORNIA ALL-PURPOSE ACKNOWLEDGEMENT CIVIL CODE § 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Riverside On , before me, Date personally appeared Here Insert Name and Title of the Officer Name(s) of Signer(s) who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature Place Notary Seal Above -OPTIONAL- Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document. Description of Attached Document Title or Type of Document: Document Date: Number of Pages: _ Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer(s) ❑ Signer's Name: ❑ Signer's Name: ❑ Corporate Officer — Title: ❑ Corporate Officer — Title: ❑ Partner - ❑ Limited ❑ General ❑ Partner - ❑ Limited ❑ General ❑ Individual ❑ Attorney in Fact ❑ Individual ❑ Attorney in Fact ❑ Trustee ❑ Guardian or Conservator ❑ Trustee ❑ Guardian or Conservator ❑ Other: ❑ Other: ❑ Signer is Representing: ❑ Signer is Representing: 7 SCHEDULE A SERVICES TO BE PROVIDED BY CONTRACTOR (Attached and incorporated with Agreement) Services specified in Contractor's application for funding for Fiscal Year 2016-2017, dated July 1, 2016, as approved and exclusively specified below on this Schedule: Approved Expenditure ((Item_Approved_1» «Item_Approved_2» «Item_approved_3» ((Item — Approved_4)) «Item_approved_5» ((Item_Approved_6» «Item_Approved_7» Approved Amount (up to and includin4) «Amount 1» «Am o u nt_2» «Amount 3» «Amount_4» «Amount 5» «Amount_6» «Amount 7» The proposed services described herein set forth the services described in the Application, which is the basic document upon which this Agreement is founded, and which Application is incorporated herein by reference as Exhibit A, and attached hereto. Contractor agrees to expend funds in the manner and for the items listed herein. As consideration for services rendered, City agrees to provide the sum of $«OA Funded)) to Contractor for Fiscal Year 2016-2017, payable as outlined in the Agreement. E L\ Do not return Schedules B and C with your original agreement. These schedules are due by January 31 and April 1, 2017, respectively and must include backup for the expenditures listed. Copies of invoices, statements, copies of the front and back of your cancelled checks as proof of payment are acceptable forms of backup. Schedules without all documentation attached are considered incomplete and will be returned. Please organize your expenditures on a spreadsheet or other organizational tool to clearly outline how the funds are utilized. Backup should be attached to the spreadsheet in the order listed. See the fictional sample of a simple spreadsheet below: Check Check Vendor Description date Number Field Trip — McCallum ($500 authorized) 10/30 1350 Cardiff Bus 500.00 Limousine transportation 11/30 1365 Cardiff Bus Limousine transportation 11 /30 1366 SJC Admission —100 Mission students 12115 1390 Scholastic Reward stickers, Books pencils and book markers 1 TOTALS $500.00 APPROVED PROJECT "; DOCUMENTATION ATTACHED Field Trip— Reader -than History Check Supporting Cancelled sic ($1,000 auth) Assembly Request Backup Check ($1,000 auth) ($500 auth) ✓ ✓ ✓ 750.00 ✓ ✓ ✓ 25000 ✓ ✓ ✓ 25000 $1,000.00 $250.00 $0.00 ✓ ✓ ✓ 9 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency: «A_G_E_N_C_Y» SCHEDULE B REPORT OF SERVICES RENDERED AND TO BE RENDERED (DUE BY JANUARY 31, 2017) CONTRACTORS, by its duly authorized official, hereby submits to the CITY OF PALM DESERT its report on services rendered and to be rendered by Contractor, including how the funds were expended and the number of Palm Desert residents that were benefitted, pursuant to that certain "Agreement by Non -Profit Organization to provide services to the CITY OF PALM DESERT" effective July 1, 2016. CONTRACTOR certifies that it has maintained its office during the hours contracted for, and has continuously provided all services contracted for and approved on Schedule A, and assures the City it will conduct all programs contracted for, as specified below on this Schedule, or as described on any attached sheets made a part of Schedule B: Approved Expenditure o ltem_Approved_1 «Item_Approved_2» «Item_approved_3» «Item_Approved_4» o Item_approved_5» oltem_Approved_6» oltem_Approved_7» Awarded Expended Remaininq oAmount_1 ((Amount_2» oAmount_3» oAmount_4» oAmount_5» <(Amount_6)) oAmount_7» Included in the services provided, Contractor has, during the period covered by this Report, performed the following approximate services during the period July 1, 2016 to December 31, 2017. This report, herein by reference as Schedule B, shall after being completed be returned to the City of Palm Desert, no later than January 31, 2017. In addition to returning this form, all supportinq documentation such as invoices, statements, and cancelled checks are attached and made a part of Schedule B as proof that awarded funds have been expended as set forth in the Agreement and Schedule A. The undersigned, the duly authorized official of the Contractor, certifies that the information provided herein is true and correct. «Signator_FirstName» «Signator_LastName» oA_G_E_N_C_Y» Date E-mail: Phone: 10 Agreement by Non -Profit Organization to Provide Services to the City of Palm Desert Agency:«A_G_E_N_C_Y» SCHEDULE C REPORT OF SERVICES RENDERED AND TO BE RENDERED (DUE BY APRIL 30, 2017) CONTRACTOR, by its duly authorized official, hereby submits to the CITY OF PALM DESERT its report on services rendered and to be rendered by Contractor, including how the subject funds were expended and the number of Palm Desert residents that were benefited, pursuant to that certain "Agreement by Non -Profit Organization to Provide Services to the CITY OF PALM DESERT' effective July 1, 2016. CONTRACTOR certifies that it has maintained its office during the hours contracted for, and has provided all services contracted for as approved on Schedule A, and assures the City it will conduct all programs contracted for. Included in the services provided, Contractor has, during the period covered by this Report, performed the following approximate services during the period January 1, 2017 to March 31, 2017: Approved Expenditure «Item Approved 1» «Item Approved 2» «Item approved 3» «Item Approved 4» «Item approved 5» «Item Approved 6» ((Item Approved 7» Remaining at Filing of Awarded Schedule B «Amount 1» «Amount 2» «Amount 3» «Amount 4» ((Amount 5» «Amount 6» «Amount 7» Expended Remaining this period this period Explain how anv funds remaining this period will be utilized prior to June 30 (amended Schedule C is required to be filed upon completion): This report, herein by reference as Schedule C, shall after being completed be returned to the City of Palm Desert, no later than April 30, 2017. In addition to returning this form, all supportinq documentation such as invoices, statements, and cancelled checks are attached and made a part of Schedule C as proof that awarded funds have been expended as set forth in the Agreement and Schedule A. The undersigned, the duly authorized official of the Contractor, certifies that the information provides herein is true and correct. «Signator_FirstName» (<Signator_LastName» Date «A_G_E_N_C_Y» E-mail: Phone: 11 OUTSIDE AGENCY/CHARITABLE CONTRIBUTIONS Expenditure 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. The following list has been compiled to assist when considering a request for award of funds 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 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 @ plication process to determine if they would qualify for reimbursement. No adjustments will be made once the agreement is finalized. Unacceptable Expenditures • Awards assemblies, individual reward -based programs, (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 • Magazine or book subscriptions and supplies • 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) G:1FinanceWlamh OrtegalOutside AgencieslExpenditure Guidelines - Schools (Rev 051916).Docx Outside Agency / Charitable Contributions Expenditure Guidelines for School Organizations May 19, 2016 Page 2of2 The City of Palm Desert utilizes a wide variety of avenues to support the school district, various schools and its numerous PTOs, Foundations, Boosters Clubs, sports teams and clubs. Any funding recommended by the Outside Agency Committee and subsequently approved by the City Council is strictly a voluntary contribution and should not be considered a guarantee or relied upon by the PTO as regular funding. Following is a summary of the results of research conducted by staff to determine the policies and procedures of other cities in the valley with regard to school contributions: Palm Springs: No funding provided Cathedral City: No funding provided Rancho Mirage: No funding provided La Quinta: • $5,000 total fund set aside for schools and their clubs; each club may submit a request every other year • School clubs and organizations must apply for their specific cause rather than a lump sum donated to PTO, e.g. cheer squad uniforms, debate team entry fee, science club supplies Indian Wells: • $60,000 reimbursement program set aside for schools • Schools limited to three grants per year, and may not exceed $2,500 total per year • No funding for congratulatory or reward -based programs, travel • Odyssey of the Mind and similar programs have a $150 cap per child • Equipment purchases must be specifically detailed, and funding cannot be used for any other purpose once approved • Books are an approved expense, and require that a plate or stamp be placed on the book acknowledging that it was donated by the City of Indian Wells. Abraham Lincoln School 74-100 Rutledge Way Palm Desert, CA 92260 (760) 862-4340 FAX (760) 862-4344 Jill Garner, Principal James E. Carter School 74-251 East Hovley Lane Palm Desert, CA 92260 (760) 862-4370 FAX (760) 862-4375 Jeffrey Hisgen, Principal Ronald Reagan School 39800 Liberty Drive Palm Desert, CA 92211 (760) 772-0456 FAX NA Kim McLaughlin, Principal Palm Desert Public Schools George Washington Charter School 45-768 Portola Ave. Palm Desert, CA 92260 (760) 862-4350 FAX (760) 862-4356 Allan Lehmann, Principal Palm Desert Charter Middle School 74-200 Rutledge Way Palm Desert, CA 92260 (760) 862-4320 FAX (760) 862-4327 Sallie Fraser, Principal Palm Desert High School 43-570 Phyllis Jackson Lane Palm Desert, CA 92260 (760) 862-4300 FAX (760) 862-4390 Robert Hicks, Principal G:IFinanceWiamh OrtegalOutside AgencieslExpenditure Guidelines - Schools (Rev 051916).Docx