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CITY OF PALM DESERT
FINANCE DEPARTMENT
Staff Report
Review and Approve Outside Agency Funding (Charitable Contributions) for
Palm Desert High School Foundation and Washington Charter School Parent
Teacher Foundation for Fiscal Year 2015-2016
Paul S. Gibson, Finance Director
September 24, 2015
Draft Minutes - Outside Agency Committee meeting of September 8, 2015
Draft letter to Palm Desert High School Foundation Board relative to funding
By Minute motion, that the City Council:
1. Approve the award of charitable contributions in an amount up to $7,500 to Palm
Desert High School Foundation (PDHS Foundation) with associated restrictions and
conditions; and
2. Approve the award of charitable contributions in an amount up to $3,000 to
Washington Charter School Parent Teacher Foundation (WCS Foundation) with
associated restrictions and conditions; and
3. Authorize the Mayor to execute agreement with said agencies for awarded funding.
Background
Applications were received and reviewed according to standard annual procedure and the majority
were approved at the Council meeting of May 13, 2015. At that meeting, per the Committee's
recommendation, the Council denied the requests of PDHS Foundation and WCS Foundation.
As part of the Committee's recommendation, it was agreed that upon satisfactory completion of the
FY 14/15 award year, the Committee would revisit the decision relative to the school organizations
and determine if the applications should be reconsidered. Both organizations have successfully
completed their FY14/15 agreements.
The Committee still has concerns regarding the vagueness of PDHS Foundation's request. The
Committee had asked for additional information regarding the use of funds for FY 15/16, specifically
related to the "Grants for Teachers" program. At the time, the Foundation President indicated that
since the Foundation's grant window was still open, specific information was unavailable and there
was no way to know the specific grants that would requested, potentially awarded and ultimately
reimbursed by the City of Palm Desert. The Committee recommended awarding a matching grant in
an amount up to $7,500 with the understanding that all potential "Grants for Teachers" must be
submitted to, reviewed and approved by the City Manager prior to expenditure in order to qualify for
reimbursement. Approval is based solely on the City Manager's discretion and must qualify under
Staff Report
Review and Approval of Outside Agency Funding for FY 2015-2016
September 24, 2015
Page 2 of 2
the guidelines already in place for school organizations. The City Manager and Finance Director plan
to attend an upcoming PDHS Foundation Board meeting to ensure that the guidelines are clearly
outlined and to address any questions the Board may have relative to the funding process, as
indicated in the attached letter.
WCS Foundation completed the FY14/15 agreement the week following the May Council meeting.
The denial of their request was strictly based on the timing of their submittal and the fact that PDHS
Foundation was also being denied for not completing their agreement for previous years. WCS
Foundation has consistently completed accurate and timely submissions, and the Committee
recommends approval of their request in the amount of $3,000.
Fiscal Impact
Approval of this request will result in PDHS Foundation receiving up to $7,500 and WCS Foundation
receiving up to $3,000 as a charitable contribution for FY 2015/2016.
Subifi,illed by.- Ap al:
Paul S. Gibson, Finance Director Jo M. Wohlmuth, City Manager
PSG:nmo
GAFinanceWiamh OrtegalOutside Agencies115-161SR - funding approval 15-16 - PDHS and WCS Foundation 091415.docx
MINUTES '071-
OUTSIDE AGENCY FUNDING COMMITTEE /
COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE
Tuesday, September 8, 2015
CALL TO ORDER
Chairman Gibson called the meeting to order at 10:04 a.m.
11. ROLL CALL
Present. -
IV
VI
Paul Gibson, Finance Director
Robert Spiegel, Mayor Pro-Tempore
Susan Marie Weber, Mayor
John Wohlmuth, City Manager
Also Present:
Niamh Ortega, Recording Secretary
APPROVAL OF MINUTES
Absent:
David Erwin, City Attorney
MOTION was made by Member Spiegel to approve as presented the Minutes of the
regular meeting of the Outside Agency / Charitable Contributions Funding
Committee held on June 17, 2015. Motion was seconded by Member Wohlmuth and
carried by a 4-0 vote, with, Gibson, Spiegel, Weber and Wohlmuth voting AYE; Erwin
ABSENT.
ORAL COMMUNICATION — None.
OLD BUSINESS — None.
NEW BUSINESS
A. REQUESTS FOR OUTSIDE AGENCY FUNDING
1. PALM DESERT HIGH SCHOOL FOUNDATION (The Foundation) —
Appeal of Committee's recommendation to deny request in the
amount of $7,500
The Committee reviewed information supplied by the Foundation to
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE
September 8, 2015
VII
complete its outstanding reimbursement requests for FY 13/14 and
14/15. It was noted that the Foundation were not able to supply
sufficient documentation to obtain a full reimbursement for FY 13/14
but was able to substantiate 100% of the award for FY 14/15. A
concern was expressed regarding the Foundation's inability to
provide specific information for its FY 15/16 request due to the timing
of its grant request window for teachers. Mr. Wohlmuth suggested
that each teacher grant request that the Foundation intends to submit
for reimbursement must be reviewed and approved by the City
Manager prior to submitting any reimbursement. He also requested
that the Foundation be informed that the City Manager and Finance
Director would like to attend an upcoming Board meeting to discuss
the City's requirements and guidelines for Outside Agency grant
awards.
MOTION was made by Member Wohlmuth to recommend that the City
Council approve a matching grant up to the amount of $7,500
contingent upon the City Manager's individual review and approval of
each grant request submitted by teachers to the Foundation, and that
as part of the approval process the City Manager and Finance Director
will attend an upcoming Foundation Board meeting to address the
requirements and guidelines of the grant. Motion was seconded by
Member Spiegel and carried by a 4-0 vote, with, Gibson, Spiegel,
Weber and Wohlmuth voting AYE; Erwin ABSENT.
2. WASHINGTON CHARTER SCHOOL PARENT CLUB
FOUNDATION — Reconsideration of request in the amount of $4,500
Staff reminded the Committee that Washington Charter Parent Club
Foundation had initially been denied its request in May 2015 due to
paperwork that was outstanding to complete the FY14/15 process.
That paperwork was submitted by the end of May and the agreement
was complete and in compliance prior to the end of the agreement
period. There have been no compliance issues with this group in
previous years, and staff recommended approval of a matching grant
up to the amount of $3,000 pursuant to the guidelines of the grant
process.
MOTION was made by Member Wohlmuth to recommend that the City
Council approve a matching grant up to the amount of $3,000 to
Washington Charter School Parent Teacher Club. Motion was
seconded by Member Spiegel and carried by a 4-0 vote, with, Gibson,
Spiegel, Weber and Wohlmuth voting AYE; Erwin ABSENT.
CONTINUED BUSINESS — None.
VIII. INFORMATIONAL ITEMS — None.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 3 of 3
September 8, 2015
IX. REPORTS AND REMARKS — None.
X. NEXT MEETING DATE — To be determined.
XI. ADJOURNMENT
The meeting was adjourned at 10:13 a.m.
Niamh Ortega, Recording Secretary
September 25, 2015
Mr. Wendell Turner, President
Palm Desert High School Foundation
P.O. Box 1083
Palm Desert, CA 92261
Subject: Outside Agency Funding for Fiscal Year 2015/2016
Dear Mr. Turner:
At its September 24, 2015 meeting, the City Council accepted the Committee's recommendation
to award a matching grant in an amount up to $7,500 to the Palm Desert High School
Foundation with the following restrictions:
• Funding is to be used for the "Grants for Teachers" program only, and is awarded as a
matching grant at 50%.
• All grants to teachers that will potentially be submitted for reimbursement to the City of
Palm Desert must be reviewed and approved by John Wohlmuth, City Manager once a
determination to award has been made by the Foundation. Grants not approved in
advance will not be considered for reimbursement.
• All documentation must be submitted in a timely fashion in order to qualify for
reimbursement. No extensions will be offered or approved.
• The City Manager and Finance Director will attend an upcoming Board meeting to clarify
the City's position relative to charitable contributions, review the goals and expectations
of the grant program, and to address any concerns the Board may have.
An agreement will be mailed under separate cover. If you have any questions, please feel free
to contact me at (760) 346-0611, Ext. 320.
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Paul S. Gibson
Finance Director / Treasurer
Outside Agency Charitable Contributions Committee Chair
Cc: John M. Wohlmuth, City Manager
Niamh Ortega, Recording Secretary