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Home My WebLink AboutOutside Agency Funding - FY 2009-2010 APPROVED DENIED...� RECEIVED OTHER�� MEETING DAT� � CITY OF PALM DESERT p�s= S NOEs: __ FINANCE DEPARTMENT pBSENTs .,� ABSTAINt Staff Report �RIFIED BY: REQUEST: REVIEW AND APPROVE OUTSIDE AGEIV��I°�t��t k's Of�ice CONTRIBUTIONS) FOR FISCAL YEAR 2009-2010 SUBMITTED BY: PAUL S. GIBSON, FINANCE DIRECTOR DATE: JUNE 25, 2009 CONTENTS: SUMMARY OF FUNDING AND SERVICES TO BE PROVIDED DRAFT MINUTES OF OUTSIDE AGENCY COMMITTEE MEETING OF MARCH 24, 2009 REIMBURSEMENT GUIDELINES FOR FISCAL YEAR 2009/2010 Recommendation: By Minute motion, that the City Council: 1. Approve the award of charitable contributions in the amount of $233,000 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 AgencylCharitable Contributions Funding were made available in December 2008. Completed applications were received by the deadline of February 6, 2009 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. Overall, more than 20% was reduced over the current year from the budget for Outside Agencies funding for the upcoming fiscal year. Following careful consideration, the Outside Agency Funding Committee recommends the following awards for matching funds to Palm Desert's public schools: ' PUBLIG EL�M'�NT"�l Y�MiDDLE A►ND�HI�M.,S�'HOOLS No. School Name Recommended Recommended Original Request for A roval for Denial Amount 1 James E. Carter Elementa PTO 3,000 5,000 2 Lincoln School Parent Teacher Club 3,000 3,000 3 Palm Desert Hi h School Foundation 7,500 20,000 4 Palm Desert Middle School PTO 5,000 15,000 5 Ronatd Rea an Elementa PTO 3,000 7,500 6 Washin ton Charter Elementa PTO 3,000 3,000 Total School Contributions: 24,500 53,500 Staff Report Review and Approval of Outside Agency Funding for FY 2009-2010 June 25, 2009 Page 2 of 2 Following is the Committee's recommendation for funding to be approved for non-profit agencies for the upcoming fiscal year: N�N-PROFIT AGENCIES No. Agency Name Recommend Recommend Original Request for A roval for Denial Amount 1 An el View Cri led Children's Foundation 10,000 10,000 2 Animal Samaritans SPCA 5,000 10,000 3 Assistance Lea ue/Palm S rin s Desert Area 10,000 10,000 4 CA Re ional Environmental Education Commun. 2,000 2,000 5 Coachella Valle Re ertor 5,000 5,000 6 Coachella Valle Watercolor Societ 1,000 3,000 7 Communit Blood Bank 4,000 15,000 8 Cove Communities/Children's Discover Museum 5,000 10,000 9 Desert Samaritans for the Elderl 4,000 10,000 10 Famil YMCA of the Desert 20,000 75,000 11 Famil YMCA-Jean Benson Childcare 40,000 45,000 12 First Com osite Grou Association 2,500 2,500 13 Friends of the Cultural Center McCallum 40,000 100,000 14 Historical Societ of Palm Desert 20,500 32,000 15 International Classical Concerts of the Desert 10,000 10,000 16 Palm Desert Sister Cities Foundation* 10,000 54,400 17 Palm S rin s Cultural Center 5,000 17,500 18 RSVP 4,600 14,000 19 SCRAP Galle * 15,000 15,000 20 Shelter from the Storm, Inc. 30,000 100,000 21 Tools for Tomorrow 30,000 30,000 22 Visitin Nurses Association 5,000 15,000 23 Weil Institute of Critical Care 14,400 50,000 Total A enc Contributions:** 208,500 84,500 635,400 TOTAL SCHOOL &AGENCY CONTRIBUTIONS 233,000 84,500 685,900 *Budgeted from non-Outside Agency account ""`Please note, the approval and denial column totals do not equal original request totals as some agencies received partial awards. 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. Submitted by: Approval by: � � Paul S. Gibson, Finance Director n M. 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CALL TO ORDER II. ROLL CALL The following voting members of the Committee were present: Bob Spiegel, Mayor Cindy Finerty, Mayor Pro-Tempore John Wohlmuth, City Manager Paul Gibson, Finance Director David J. Erwin, City Attorney The following were also present: Sheila Gilligan, Assistant City Manager/Community Services Frankie Riddle, Director of Special Programs Niamh Ortega, Recording Secretary III. APPROVAL OF MINUTES MOTION to approve the Minutes of the March 20, 2008 meeting as submitted was duly made, seconded and passed. IV. ORAL COMMUNICATION None. V. OLD BUSINESS None. VI. NEW BUSINESS A. REGIONAL ACCESS PROJECT (RAP) FUNDING Rec: Review list and determine for approval if the outside agencies should be funded through RAP. B. REQUESTS FOR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING — CAPITAL IMPROVEMENT TYPE PROJECTS 1. DesertArc— Reauest of$105,350 Rec: Recommend that City Council approve funding of$105,350 AGENDA - OUTSIDE AGENCY FUNDING COMMITTEE Page 2 of 6 Meeting of March 24, 2009 2. Familv YMCA of the Desert— Request of$77 599 08 Rec: Recommend that City Council approve funding of$77,599.08 3. Healthv Familv Foundation — Reauest of$50 000 Rec: Recommend that City Council approve funding of$50,000. 4. Ranch Recovery Center— Reauest of$173 156 Rec: Recommend that City Council approve funding of$75,166.56. 5. Olive Crest Treatment Centers— Reauest of$50 000 Recommend that City Council deny funding. 6. Stroke Recovery Center— Reauest of$100 000 Rec: Recommend that City Council deny funding. C. REQUESTS FOR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING — PUBLIC SERVICE FUNDS 1. Co_mmunitv Action Partnership of Riverside Countv— Reauest of$10 000 Rec: Recommend that City Council approve funding of$6,700. 2. Desert AIDS Proiect— Request of$10 000 Rec: Recommend that City Council approve funding of$5,000. 3. FISH — Reauest of$20 000 Rec: Recommend that City Council approve funding of$10,000 4. Jewish Familv Services— Reauest of$15 000 Rec: Recommend that City Council approve funding of$10,000 5. Martha's Villaqe & Kitchen — Reauest of$50 000 Rec: Recommend that City Council approve funding of$10,000 6. Smile Factory for Children of the Desert— Reauest of$15 000 Rec: Recommend that City Council approve funding of$10,000. 7. Animal Samaritans SPCA Inc — Reauest of$16 012 90 Rec: Recommend that City Council deny funding. 8. Barbara Sinatra Children's Center— Reauest of$25 000 Rec: Recommend that City Council deny funding. 9. Court Appointed Special Advocates for Children — Repuest of$20 000 Rec: Recommend that City Council deny funding. 10. Familv Services of the Desert— Reauest of$10 000 Rec: Recommend that City Council deny funding. 11. Great White Smiles— Reauest of$150 000 Rec: Recommend that City Council deny funding. AGENDA - OUTSIDE AGENCY FUNDING COMMITTEE Page 3 of 6 Meeting of March 24, 2009 12. Jewish Familv Services of the Desert— Request of $15 000 Rec: Recommend that City Council deny funding. 13. Operation SafeHouse— Reauest of$5 000 Rec: Recommend that City Council deny funding. 14. Weil Institute of Critical Care Medicine — Reauest of$50 000 Rec: Recommend that City Council deny funding. D. REQUESTS FOR OUTSIDE AGENCY FUNDING — SCHOOLS The Committee noted that each of the approvals for school organizations would carry a caveat that they may not submit requests for additional funding during the fiscal year. Following much discussion, the Committee was not in agreement regarding the purpose for which the funding should be used for the school groups. Mayor Spiegel preferred that schools be awarded funding with the freedom to spend the funds however they choose. Member Finerty indicated that the City should place a restriction on how the funds should be expended so that the monies are not spent frivolously. Member Gibson pointed out that in the past there has been substantial difficulty with school organizations submitting applications and paperwork in a timely manner, and indicated that funding is always set aside for the schools, even if they do not follow the correct process. Member Finerty noted that three of the six schools had not submitted a request for funding, and stated that funding should not be awarded if no application is made. She also indicated that funding for math and science programs would be more acceptable than culinary or photography classes. Discussion ensued surrounding the quality of the education the children received compared to other schools at the local, state, national and global level. Ms. Gilligan stated that lack of compliance has become problematic for staff with increasingly vague funding requests, frequent turnover in PTO leadership, and guidelines that are unclear as to what is considered a reimbursable expense. Member Wohlmuth made a suggestion that a specific amount in funding could be set aside at this time for award to schools with the understanding that they submit revised applications stating how they are going to spend the funds. Committee members Finerty, Wohlmuth, Gibson, and other staff members agreed that a revised application that addresses specific itemized expenses should be submitted for reconsideration, and revised guidelines should be adopted for the upcoming fiscal year. Member Finerty stressed that she would be more comfortable awarding funding for math and science programs. Mayor Spiegel disagreed with this suggestion, stating that the schools would know best how to spend their funds. He indicated that for the amount of money in question, there should not be any restriction placed on the award. Members Finerty and Spiegel indicated that both Councilmembers' recommendations should be included in the staff report for Council's review and decision. 1. James E. Carter Elementary School PTO— Reauest of$5 000 It was the consensus of the Committee to recommend that the City AGENDA - OUTSIDE AGENCY FUNDING COMMITTEE Page 4 of 6 Meeting of March 24, 2009 Council set aside funding in the amount of $3,000 pending further discussion regarding specific program expenditure. 2. Lincoln School Parent Teacher Club— no reauest submitted It was the consensus of the Committee to recommend that the City Council set aside funding in the amount of $3,000 pending further discussion regarding specific program expenditure. 3. Palm Desert Hiqh School Foundation — Reauest of$20 000 It was the consensus of the Committee to recommend that the City Council set aside funding in the amount of $7,500 pending further discussion regarding specific program expenditure. 4. Palm Desert Middle School PTO— Reauest of$15 000 It was the consensus of the Committee to recommend that the City Council set aside funding in the amount of $5,000 pending further discussion regarding specific program expenditure. 5. Ronald Reaaan Elementary PTO — Reauest of$7 500 It was the consensus of the Committee to recommend that the City Council set aside funding in the amount of $3,000 pending further discussion regarding specific program expenditure. 6. Washin�ton Charter Elementary PTO— No request submitted It was the consensus of the Committee to recommend that the City Council set aside funding in the amount of $3,000 pending further discussion regarding specific program expenditure. E. REQUESTS FOR OUTSIDE AGENCY FUNDING -AGENCIES 1. Angel View Crippled Children's Foundation. Inc. — Request of$10 000 It was the consensus of the Committee to recommend that the City Council deny funding. 2. Animal Samaritans — Request of$10,000 It was the consensus of the Committee to recommend that the City Council approve funding of$5,000. 3. Assistance Leaque of Palm Sqrinqs Desert Area— Reauest of$10 000 It was the consensus of the Committee to recommend that the City Council deny funding. 4. CA Reqional Environmental Education Communitv— Request of$2 000 It was the consensus of the Committee to recommend that the City Council deny funding. 5. Coachella Valley Repertory— Reauest of$5,000 It was the consensus of the Committee to recommend that the City Council deny funding. 6. Coachella Vallev Watercolor Societv— Reauest of$3 000 It was the consensus of the Committee to recommend that the City Council approve funding of$1,000. AGENDA - OUTSIDE AGENCY FUNDING COMMITTEE Page 5 of 6 Meeting of March 24, 2009 7. Communitv Blood Bank— Request of$15 000 It was the consensus of the Committee to recommend that the City Council approve funding of$4,500. 8. Cove Communities/Anita B. Richmond Children's Discovery Museum of the Desert— Reauest of$10.000 It was the consensus of the Committee to recommend that the City Council approve funding of $5,000. 9. Desert Samaritans for the Elderlv— Request of$10 000 It was the consensus of the Committee to recommend that the City Council approve funding of $4,000. 10. Familv YMCA of the Desert— Reauest of$75 000 It was the consensus of the Committee to recommend that the City Council approve funding of$20,000. 11. Familv YMCA of the Desert—Jean Benson Childcare — Reauest of 45 000 It was the consensus of the Committee to recommend that the City Council approve funding of$40,000. 12. First Composite Group Association — Reauest of$2 500 It was the consensus of the Committee to recommend that the City Council deny funding. 13. Friends of the Cultural Center, Inc. (McCallum Theatre) — Reauest of 100 000 It was the consensus of the Committee to recommend a meeting with McCallum Theatre representatives take place to discuss specific funding expenditures prior to determining amount of funding to be awarded. 14. Historical Societv of Palm Desert— Reauest of$32 000 It was the consensus of the Committee to recommend that the City Council approve funding of $20,500 plus the use of two office spaces at the Portola Community Center. 15. International Classical Concerts of the Desert— Reauest of$10 000 It was the consensus of the Committee to recommend that the City Council deny funding. 16. Palm Desert Sister Cities Foundation — Reauest of$54 400 It was the consensus of the Committee to recommend that the City Council approve funding of$10,000. 17. Palm Sprinqs Cultural Center— Reauest of$17 500 It was the consensus of the Committee to recommend that the City Council approve funding of$5,000. 18. RSVP— Reauest of$14,000 It was the consensus of the Committee to recommend that the City Council approve funding of $4,600, which will also satisfy any and all additional funding requests for the fiscal year. AGENDA - OUTSIDE AGENCY FUNDING COMMITTEE Page 6 of 6 Meeting of March 24, 2009 19. S.C.R.A.P. Gallery— Reauest of$15 000 It was the consensus of the Committee to recommend that the City Council deny funding. 20. Shelter from the Storm Inc. — Reauest of$100 000 It was the consensus of the Committee to recommend that the City Council approve funding of $30,000. 21. Tools for Tomorrow— Request of$30 000 It was the consensus of the Committee to recommend that the City Council deny funding. 22. Visitinq Nurses Association — Request of$15 000 It was the consensus of the Committee to recommend that the City Council approve funding of$5,000. 23. Weil Institute of Critical Care— Reauest of$50 000 It was the consensus of the Committee to recommend that the City Council approve funding of$14,400. VII. CONTINUED BUSINESS — None. VIII. INFORMATIONAL ITEMS — None. IX. REPORTS AND REMARKS Member Finerty requested that as part of the application process for CDBG funding next year, applicants be made aware that the City of Palm Desert wishes to make a big difference by reducing the number of agencies awarded, and increasing the amount of funding awarded to these agencies. This will be addressed by staff at the onset of the CDBG process for FY 2010/2011. X. NEXT MEETING DATE—To be determined. XI. ADJOURNMENT The meeting was adjourned at 3:30 p.m. Niamh Ortega, Recording Secretary OUTSIDE AGENCY/CHARITABLE CONTRIBUTIONS FUNDING FUNDING CONSIDERATION FOR PUBLIC ELEMENTARY, MIDDLE, AND HIGH SCHOOLS IN PALM DESERT Acceptable ex,nenditures • Math and science-oriented computer software programs • Odyssey of the Mind, SAT preparation and AP testing fees • Tutoring programs • Bully, drug, and gang prevention programs • 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 Any other expenditures must be pre-approved by the City to ensure they will qualify for reimbursement Expenditures no lonqer supported as of Fisca/ Year 09/10 • School assemblies and awards, including individual reward programs • Supplemental classroom materials • Funding for culinary, photography, or other specialty programs • Subscriptions and supplies • Reward or social parties • School dance and promotional expenses • Fundraising activities • Other expenses that would typically be the responsibility of the school district In order to increase accountability and accuracy, the request should be very specific with regard to anticipated expenditures. Funding should be explained as cost per unit, the number of units intended for purchase, and the resulting total request. For example, the SAT preparation should be noted on the request as $150 per child, 40 children, for a total of $6,000. Software programs should be explained as the cost per program and the number of programs to be purchased. G:IFinanceWiamh OrtegalOutside AgencieslOutside Agency Guidelines For Schools.DOCX April 9, 2009 Mr. Allan Lehmann Principal George Washington Charter School 45768 Portola Avenue Palm Desert, California 92260 Dear Mr. Lehmann: Each year public schools located in the City of Palm Desert are afforded an opportunity to apply for matching funds for use in supplementing programs, projects, and materials for use by students. The Palm Desert Outside Agency Funding Committee recently reviewed applications submitted by schools and voted to recommend to the City Council that it continue this program with new regulations regarding acceptable expenditures Because the City is carefully reviewing all proposed expenditures for the upcoming fiscal year, the Committee was asked to implement new program standards to provide the most effective use of public funds. Attached please find the newly adopted standards of acceptable expenditures, as well as those which will no longer be allowed, by the City through this program. Because these new parameters may exclude some of the line items in the application submitted in January, it will be necessary for you to submit a new request to ensure that the$3,000 set aside for Washington Charter School complies with the newly adopted standards. Please keep in mind that while the Outside Agency Funding Committee recommends the continuation of this program with the newly adopted standards, the final decision regarding continuation of this program and at what level will be made by the City Council in June. Please carefully read the attached guidelines,which are followed by an explanation of how your budget should be presented, to ensure that your revised request receives every consideration when reviewed during the budget process. Please address your revised request to Senior Management Analyst Pat Scully at the address listed on this letterhead. These documents MUST be received by the City no later than the close of business ( 5:00 p.m.) on Friday, May 1, 2009. Please do not hesitate to contact Pat Sculty at 776-6352 should you have any questions or require further clarification. Sincerely, SHEILA R. GILLIGAN ASSISTANT CITY MANAGER/PUBLIC INFORMATION OFFICER attachment: as noted r'_''�'""� . . � Public School Matching � Funds Program Acceptab/e expenditures for Outside As�enc�/Charitable Contribution Awards • Math and science-oriented computer software programs • Odyssey of the Mind, SAT preparation and AP testing fees • Tutoring programs • Bully, drug, and gang prevention programs • 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 Any other expenditures must be pre-approved by the City to ensure they will qualify for reimbursement Expenditures no lonver suQported as of FY 09/!0 • School assemblies and awards, inctuding individual reward programs • Supplemental classroom materials • Funding for culinary, photography, or other specialty programs • Subscriptions and supplies • Reward or social parties • School dance and promotional expenses • Fundraising activities • Other expenses that would typically be the responsibility of the school district In order to increase accountability and accuracy, the request should be very specific with regard to anticipated expenditures. Funding should be explained as cost per unit, the number of units intended for purchase, and the resulting total request. For example, the SAT preparation should be noted on the request as $150 per child, 40 children, for a total of$6,000. Software programs should be explained as the cost per program and the number of programs to be purchased. 1 Palm Desert Public Schoo/s Abraham Lincoln School 74-100 Rutledge Way Palm Desert, CA 92260 (760) 862-4340 FAX (760) 862-4344 Jiil 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 George Washington Charter SGhool 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) 862-4380 Pat Walsh, Principal 2