HomeMy WebLinkAboutOutside Agency Funding (OAF) FY 15/16 - RecommendationsCITY OF PALM DESERT
FINANCE DEPARTMENT
Staff Report
Request: Review and Approve Outside Agency Funding (Charitable
Contributions) for Fiscal Year 2015-2016
Submitted By: Paul S. Gibson, Finance Director
Date: May 28, 2015
Contents: Summary of funding and services to be provided
Draft Minutes - Outside Agency Committee meeting of May 13, 2015
Recommendation
By Minute motion, that the City Council:
Approve the award of charitable contributions in the amount of $156,174 to
the agencies listed herein with associated restrictions and conditions; and
2. Authorize the Mayor to execute agreements with said agencies for awarded
funding.
Background
Applications for the Outside Agency/Charitable Contributions Funding were made
available on the City's website in January 2015. Completed applications were received
by the deadline of March 27, 2015 and a summary of those requests are listed below.
Due to the state of the economy and the expected reduction in available funds in the
City's budget, staff has carefully considered all of the submitted requests and proposes
that awards be made with the awareness of future budget restrictions.
Staff considered the allocated budget of $190,000 when reviewing the received requests.
For the Fiscal Year 2015/2016 process, a total of $344,983 was requested from various
organizations.
The Outside Agency Funding Committee met on May 13, 2015 to review the applications
and recommendations. The guidelines for funding PTO organizations and non-profit
agencies were also discussed and each application received a thorough line -by-line
review for items that were eligible for funding. A copy of the guidelines for FY 15/16 are
included for the Council's review. Also reviewed was the funding disbursement process,
and it was adjusted to better suit the requirements of the agreement while still providing
Staff Report
Review and Approval of Outside Agency Funding for FY 2015-2016
May 28, 2015
Page 2 of 3
funding at key points throughout the fiscal year. Agencies approved for funding will
receive an updated copy of the funding and disbursement guidelines for their use along
with their agreement itemizing the approved expenses.
After careful consideration, the Committee recommends the following awards for
matching funds at 50% to Palm Desert's public schools:
PUBLIC ELEMENTARY, MIDDLE AND
HIGH SCHOOLS
No.
I School Name
Original Request
Amount
Recommende
d for Approval
1
James E. Carter Elementary PTO
3,000
3,000
2
Palm Desert Charter Middle School PTO
16,000
5,000
3
Palm Desert High School Foundation
7,500
0
4
Ronald Reagan Elementary School PTO
6,000
3,000
5
Washington Charter Elementa PTO
15,000
0
Total School Contributions:
47,500
11,000
The Committee recommends funding to be approved for non-profit agencies for the
upcoming fiscal year as follows:
NON-PROFIT AGENCIES
No.
j Agency Name
Original Request
Amount
Recommended
for Approval
6
ACT_ for Multiple Sclerosis
9,408
0
7
Cove Communities Senior Association (Joslyn)
8,700
3,840
8
Desert Sands USD - ECE Programs
30,000
25,000
9
Family YMCA of the Desert
20,000
7,500
10
_
Family YMCA - Jean Benson Childcare
40,000
40,000
11
Friends of the Desert Mountains
10,000
8,000
12
General Patton Memorial Museum
2,000
0
13
Historical Society of Palm Desert
20,000
20,000
14
John F. Kennedy Memorial Found (Ophelia Proj)
20,000
10,000
15
Learning in Retirement
27,900
0
i 16
Loving All Animals _
31,225
5,500
17
18
Palm Desert Sister Cities Foundation
20,000
2,000
8,334
Palm Springs Branch of the National League of
American Pen Women
2,000
19
_
Virr inia Waring International Piano Competition
21,250
10,000
20
Riverside Count EDA Date Festival
5,000
5,000
21
McCallum Theatre (received after deadline)
25,00_0_
_
0
r22
World Affairs Council received after deadline
5,000
0
Total Agency Contributions:
297,483
145,174
TOTAL SCHOOL & AGENCY CONTRIBUTIONS
344,983
156,174
Specific requirements of the awards, if any, were noted in the attached draft minutes of
the meeting. 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.
G:IFinanceWiamh Ortegal0utside Agencies05-161SR - funding approval 15-16.docx
Staff Report
Review and Approval of Outside Agency Funding for FY 2015-2016
May 28, 2015
Page 3 of 3
Fiscal Impact
Approval of this request will result in the above -listed agencies receiving the designated
amounts as a charitable contribution for FY 2015/2016.
Sub ed by:
Paul S. Gibson, Finance Director
n M. Wohlmuth, City Manager
G:nmo
G IFinancelNiamh OrtegalOutside Agencies115-161SR - funding approval 15-16.docx
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MINUTES
OUTSIDE AGENCY FUNDING COMMITTEE /
COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE
Wednesday, May 13, 2015 y ^
CALL TO ORDER
Chairman Gibson called the meeting to order at 10:06 a.m.
II. ROLL CALL
Present
Absent:
David J. Erwin, City Attorney Robert A. Spiegel, Mayor Pro-Tem
Paul S. Gibson, Finance Director
Niamh Ortega, Recording Secretary
Susan Marie Weber, Mayor
John M. Wohlmuth, City Manager
III. APPROVAL OF MINUTES
MOTION was made by Member Wohlmuth to approve as presented the Minutes of
the regular meeting of the Outside Agency / Charitable Contributions Funding
Committee held on May 29, 2014. Motion was seconded by Member Erwin and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
IV. ORAL COMMUNICATION
1► rom
V. OLD BUSINESS
None.
VI. NEW BUSINESS
A. OUTSIDE AGENCY FUNDING GUIDELINE REVIEW
The Committee reviewed the guidelines and made no changes. It was requested
that a copy of the guidelines be included with approved agreements.
MOTION was made by Member Wohlmuth to approve as presented funding
guidelines of the Outside Agency / Charitable Contributions Funding
Committee. Motion was seconded by Member Erwin and carried by a 4-0
vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 2 of 7
May 13, 2015
D CIO
B. REVIEW OF DISBURSEMENT OPTIONS -�",✓� }: 3¢Li
Staff presented a report on current disbursement methods used for non-profit
agencies and parent teacher organizations (PTO) for Palm Desert public schools.
Due to ongoing challenges with gathering appropriate supporting documentation
and incomplete agreement packets, it was suggested that the disbursement
method be revised so that the City receives appropriate and sufficient
reassurance that the funds are being used in the manner intended when
awarded and as described on Schedule A of said agreement.
After reviewing several options, it was determined that in general, the successful
agency would receive a 40/30/30 disbursement. 40% of the award would be
disbursed upon receipt of a complete, signed agreement, 30% upon submittal of
Schedule B with appropriate supporting documentation, typically due on January
31, and the remaining 30% upon submittal of Schedule C which will become due
on April 30. This disbursement method ensure adequate monetary support
during the fiscal year, and also allows the City sufficient time to review the
agreement for compliance at specific periods during the fiscal year.
Non-profit agencies will continue to receive funds on a 50% matching basis, and
the Committee may recommend specific funding disbursement schedules for
certain agencies as it deems necessary.
MOTION was made by Member Wohlmuth to authorize the 40/30/30 funding
disbursement option and notify all approved agencies of the revised
disbursement guidelines. Motion was seconded by Member Erwin and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
C. REQUESTS FOR OUTSIDE AGENCY FUNDING
FAMILY YMCA, JEAN BENSON CENTER — Request in the amount of
40 000
MOTION was made by Member Wohlmuth to approve funding in the
amount of $40,000. Motion was seconded by Member Erwin and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting
AYE.
CARTER ELEMENTARY PTO — Request in the amount of $3 000
MOTION was made by Member Wohlmuth to approve funding in the
amount of $3,000 in matching funds for field trip transportation and
history assembly as requested. Motion was seconded by Member
Erwin and carried by a 4-0 vote, with Erwin, Gibson, Weber and
Wohlmuth voting AYE.
PALM DESERT CHARTER MIDDLE SCHOOL PTO — Request in the
amount of $16.000
MOTION was made by Member Wohlmuth that funding be approved
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE '' Pbgd 3 of7
May 13, 2015
3._>�.,*�
in the amount of $5,000 in matching funds for field trip transportation
and entry fees and transportation to robotics competition as
requested. Motion was seconded by Member Weber and carried by a
4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
4. PALM DESERT HIGH SCHOOL FOUNDATION — Request in the amount
of $7,500
The Committee discussed the status of the current year and previous
year's matching grants. In January Council had approved an appropriation
for FY 13/14 funds to be awarded in the current year, yet the issue has not
yet been resolved with the appropriate documentation. Mr. Gibson
informed the Committee that FY 14/15 is also due by June 30, and as of
this meeting date no information has been received for that year. The
Committee was dissatisfied with the paperwork submitted.
MOTION was made by Member Wohlmuth that funding be denied.
Motion was seconded by Member Weber and carried by a 4-0 vote,
with Erwin, Gibson, Weber and Wohlmuth voting AYE.
5. RONALD REAGAN ELEMENTARY SCHOOL PTO — Request in the
amount of $6,000
MOTION was made by Member Erwin to approve funding in the
amount of $3,000 in matching funds for read-a-thon materials and
supplies as requested. Motion was seconded by Member Weber and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting
AYE.
6. WASHINGTON CHARTER PARENTS CLUB FOUNDATION — Request in
the amount of $15,000
The Committee reviewed the summary of documentation submitted and
found that schedules due in January and April have not yet been submitted.
Since the agreement is not in compliance, it was the consensus of the
Committee that the agreement clause be enforced wherein an agency not
in compliance with the current year's agreement shall be automatically
denied funding for the upcoming year.
MOTION was made by Member Weber that funding be denied. Motion
was seconded by Member Erwin and carried by a 4-0 vote, with Erwin,
Gibson, Weber and Wohlmuth voting AYE.
ACT FOR MULTIPLE SCLEROSIS — Request in the amount of $9 408
The Committee discussed the role of local agencies that are part of
national and global organizations. It directed that staff work towards
developing a policy whereby contributions given to national organizations
(i.e. American Cancer Society, American Red Cross) are maintained and
utilized in the valley. Staff indicated that a policy could be drafted for
review in October.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE t-,
May 13, 2015 ,t <,. •, :,-..
MOTION was made by Member Weber that funding be denied. Motion
was seconded by Member Wohlmuth and carried by a 4-0 vote, with
Erwin, Gibson, Weber and Wohlmuth voting AYE.
8. COVE COMMUNITIES SENIOR ASSOCIATION dba JOSLYN CENTER —
Request in the amount of $8,700
MOTION was made by Member Weber to approve funding in the
amount of $3,840 to provide regular and holiday meals as requested.
Motion was seconded by Member Erwin and carried by a 4-0 vote, with
Erwin, Gibson, Weber and Wohlmuth voting AYE.
9. DESERT SANDS UNIFIED SCHOOL DISTRICT, EARLY CHILDHOOD
EDUCATION PROGRAMS — Request in the amount of $30 000
MOTION was made by Member Wohlmuth to approve funding in the
amount of $25,000 for utilities, landscape service, maintenance and
repairs. Motion was seconded by Member Erwin and carried by a 4-0
vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
10. FAMILY YMCA — Request in the amount of $20 000
MOTION was made by Member Wohlmuth to approve funding in the
amount of $7,500 for summer program support as requested. Motion
was seconded by Member Erwin and carried by a 4-0 vote, with Erwin,
Gibson, Weber and Wohlmuth voting AYE.
11. FRIENDS OF THE DESERT MOUNTAINS — Request in the amount of
10 000
Mr. Wohlmuth suggested that the agency be awarded funding in the
amount of $8,000 with the condition that the City's sponsorship is listed,
and the City's name and logo be featured on all materials associated with
the event.
MOTION was made by Member Wohlmuth to approve funding in the
amount of $8,000 Wildflower Festival event support as requested,
with the understanding that the City of Palm Desert name and logo be
featured as a sponsor on all event materials. Motion was seconded by
Member Weber and carried by a 4-0 vote, with Erwin, Gibson, Weber
and Wohlmuth voting AYE.
12. GENERAL PATTON MEMORIAL MUSEUM — Request in the amount of
2 000
MOTION was made by Member Wohlmuth that funding be denied.
Motion was seconded by Member Weber and carried by a 4-0 vote,
with Erwin, Gibson, Weber and Wohlmuth voting AYE.
13. HISTORICAL SOCIETY OF PALM DESERT — Request in the amount of
20 000
Mayor Weber recused herself from discussion on this item due to a
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 5 of 7
May 13, 2015
conflict of interest.
MOTION was made by Member Wohlmuth to approve funding in the
amount of $20,000 for 2nd grade tours and mini -muster program
support, displays, preservation, insurance, alarm and upkeep, youth
programs, and a new projector and screen as requested. Motion was
seconded by Member Erwin and carried by a 3-0 vote, with Erwin,
Gibson, and Wohlmuth voting AYE. Weber ABSENT.
14. JOHN F. KENNEDY MEMORIAL FOUNDATION (OPHELIA PROJECT) —
Request in the amount of $20,000
MOTION was made by Member Wohlmuth to approve funding in the
amount of $10,000 for teen mentoring, volunteer recruitment and
training as requested. Motion was seconded by Member Erwin and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting
AYE.
15. LEARNING IN RETIREMENT — Request in the amount of $27 900
MOTION was made by Member Wohlmuth that funding be denied.
Motion was seconded by Member Weber and carried by a 4-0 vote,
with Erwin, Gibson, Weber and Wohlmuth voting AYE.
16. LOVING ALL ANIMALS — Request in the amount of $31 225
MOTION was made by Member Weber to approve funding in the
amount of $5,500 for microchips, collars, leashes, harnesses, "Adopt
Me" vests and dog beds as requested. Motion was seconded by
Member Erwin and carried by a 3-0-1 vote, with Erwin, Gibson, and
Weber voting AYE. Wohlmuth ABSTAIN.
17. PALM DESERT SISTER CITIES FOUNDATION — Request in the amount
of $20,000
Mr. Wohlmuth noted that the request included $2,200 for attendance at the
Sister Cities International Conference to be held in Minneapolis, MN in July
2015. He requested that the Committee approve $1,200 of that expense.
MOTION was made by Member Wohlmuth to approve funding in the
amount of $8,334 for bombero supplies and equipment to
Zihuatanejo, scout troop supplies and equipment to Zihuatanejo,
teacher attendance at McCallum Theatre aesthetic education
program, and a portion of the Sister Cities International conference
attendance. Motion was seconded by Member Gibson and carried by
a 4-0 vote, with Erwin, Gibson, and Weber voting AYE.
18. PALM SPRINGS BRANCH OF THE NATIONAL LEAGUE OF AMERICAN
PEN WOMEN — Request in the amount of $2 000
MOTION was made by Member Wohlmuth to approve funding in the
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 6 of 7
May 13, 2015
amount of $2,000 to provide scholarships to high school seniors
pursuing a higher education in the arts as requested, with the
condition that the organization provide a report on the breakdown of
the number and amount of scholarships awarded and the percentage
of the award that was used for administration. Motion was seconded
by Member Weber and carried by a 4-0 vote, with Erwin, Gibson,
Weber and Wohlmuth voting AYE.
19. VIRGINIA WARING PIANO COMPETITION — Request in the amount of
21 250
MOTION was made by Member Gibson to approve funding in the
amount of $10,000 for piano rental, local radio spots and rack card
printing. Motion was seconded by Member Weber and carried by a 4-
0 vote, with Erwin, Gibson, Weber and Wohlmuth voting AYE.
20. RIVERSIDE COUNTY FAIR — Request in the amount of $5,000
Member Wohlmuth indicated that the City had been approached to provide
a $5,000 sponsorship to the Wounded Warrior Project to support a
concert/appearance of Gary Sinise and his foundation at the Date Festival
in February 2016. He requested that a letter be sent to Tim Miller, Assistant
Director for the Riverside County EDA, and copied to the Mayor.
MOTION was made by Member Wohlmuth to approve funding in the
amount of $5,000 for support of the Wounded Warrior Project and the
Gary Sinise Foundation. Motion was seconded by Member Erwin and
carried by a 4-0 vote, with Erwin, Gibson, Weber and Wohlmuth voting
AYE.
D. REQUESTS RECEIVED AFTER DEADLINE
MCCALLUM THEATRE — Request in the amount of $15,000
MOTION was made by Member Wohlmuth that funding be denied.
Motion was seconded by Member Weber and carried by a 4-0 vote,
with Erwin, Gibson, Weber and Wohlmuth voting AYE.
2. WORLD AFFAIRS COUNCIL OF THE DESERT — Request in the amount
of $5,000
MOTION was made by Member Wohlmuth that funding be denied.
Motion was seconded by Member Weber and carried by a 4-0 vote,
with Erwin, Gibson, Weber and Wohlmuth voting AYE.
VII. CONTINUED BUSINESS
None.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE
May 13, 2015
VIII. INFORMATIONAL ITEMS
None.
IX. REPORTS AND REMARKS
None.
X. NEXT MEETING DATE
No follow up meeting date was set.
XI. ADJOURNMENT
Page 7 of 7
MOTION was made by Member Erwin to adjourn the meeting at 12:10 p.m. Motion
was seconded by Member Wohlmuth and carried by a 4-0 vote, with Erwin, Gibson,
Weber and Wohlmuth voting AYE.
Niamh Ortega, Recording Secretary