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HomeMy WebLinkAboutRes 2013-62 - OA Charitable Contributions Funding Cmte CITY OF PALM DESERT STAFF REPORT REQUEST: Adopt Resolution No. 2013-��, formalizing the Outside Agency / Charitable Contributions Funding Committee SUBMITTED BY: Paul Gibson, Director of Finance DATE: November 14, 2013 CONTENTS: Resolution No. 2013- 62 Recommendation Waive further reading and adopt Resolution No. 2013-62 , formalizing the Outside Agency/ Charitable Contributions Funding Committee. Backqround The City of Palm Desert receives numerous requests for funding from local organizations, clubs and school groups. As such, a review committee was established prior to 1994 to address these requests and recommend funding based on established applicable laws relative to donation of public funds as well as the benefit such organizations provide to the residents of Palm Desert. In the years since, guidelines have been established, and an application process is in effect to streamline the method in which the City handles such requests. The guidelines and application are attached as "Exhibit A". Funds are determined during the budget process each year, and should the Council see fit, funding is awarded to successful applicants within those budgetary constraints. Staff requests that Council waive further reading and adopt the resolution formalizing the Outside Agency / Charitable Contributions Funding Committee. Fiscal Analvsis: There is no direct fiscal impact to the City as a result of this request. Submit by: CITYCOUNCILA ON APPROVED DENiED RECEIVED OTHER ul S. G bson, Director of Finance MEETI A - - . � r� A ro ali, NOES: ` ABSENTs ABSTAtNs Jo M. Wohlmuth, City Manager VERtFIED BY: � Original on File wtt6 Ci lerk's Oflice G:\ inance\Niamh Ortega\Staff Reports\SR-Formalize Outside Agency Committee I 11513.Docx RESOLUTION NO. 2013- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, FORMALIZING THE OUTSIDE AGENCY / CHARiTABLE CONTRIBUTIONS FUNDING COMMITTEE WHEREAS, the City of Palm Desert ("City") receives many requests from citizens, groups and agencies for charitable, public benefit, public welfare and educational contributions; and WHEREAS, the City is constrained by applicable law regarding the donation of public funds; and WHEREAS, a Committee was established in the early history of the City to review such requests; and WHEREAS, the City Council of the City of Palm Desert desires to maintain the review committee to advise the City Council regarding consideration of charitable contributions and funding for local agencies to be known as the "Outside Agency Funding Committee"; and WHEREAS, the current Committee is comprised of the Mayor and Mayor Pro-Tempore or their designees, City Manager, City Attorney, and Finance Director; and WHEREAS, the City has established guidelines and procedures as set forth in Exhibit"A"; and WHEREAS, the City desires to adopt the guidelines and procedures as set forth in Exhibit "A" and formally establish the Outside Agency Funding Committee. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, that an Outside Agency Funding Committee be formalized with the following organization, objectives and responsibilities: 1. Committee Members. There is hereby formalized by the City of Palm Desert the Outside Agencies / Charitable Contributions Committee consisting of the Mayor and Mayor Pro Tempore or their designees, City Manager, City Attorney, Finance Director, and a staff member appointed by the City Manager to represent volunteer organizations. The Finance Director serves as Chairman for Committee meetings. 2. Outside Aqencv / Charitable Contributions Committee Purpose. The Outside Agency Committee is responsible for reviewing all requests for funding received during its annual application window, which is typically in the first quarter of the year. The Committee shall evaluate each application and make recommendations to the City Council based on each organization's benefit to the community and budget constraints, among other factors. The Committee also reviews Community Development Block Grant (CDBG) applications and provides its recommendations to Council. 3. Term of Office. There is no specific term of office, but Council members may be rotated annually at the discretion of the City Council. Staff shall remain on the Committee indefinitely. Page 1 of 2 RESOLUTION NO. 2013- 4. Time and Place of Meetinqs. The regular meeting of the Committee may be on call of the Chairman of the Committee, and should be held between the Outside Agency application deadline and the beginning of the next fiscal year at a location to be determined by the Finance Director. PASSED, APPROVED, AND ADOPTED by the City Council of the City of Palm Desert, California, at its regular meeting held on the 14th day of November, 2013, by the following vote to wit: AYES: NOES: ABSENT: ABSTAIN: JAN C. HARNIK, MAYOR ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY BEST, BEST & KRIEGER, LLP Page 2 of 2 EXHIBIT "A" ��� CITY OF PALM DESERT � � OUTSIDE AGENCIES/CHARITABLE CONTRIBUTION - FUNDING REQUESTS GUIDELINES FOR NON-PROFIT AGENCIES 1. The agency or group ( Applicant ) requesting funds must be in existence for a minimum of « „ five (5) years in order to be considered for funding by the Outside Agency Funding Committee. 2. The Agency must also be of verifiable non-profit status and presently providing charitable, public benefit, public welfare or educational services to persons residing in the City of Palm Desert or its sphere of influence (the "City"). 3. The Applicant must have an existing program in place and a staff that is ready and willing to provide services to the City for the benefit of its residents. Funds will not be contributed to any agency or group for"startup" costs. 4. The Applicant should submit to the City an application setting forth in detail its request for funding, including a statement of purpose detailing specifically the services it intends to provide for the City, how and where the contribution from the City will be allocated, and the quantity and quality of such proposed service. 5. The funds contributed to the Applicant will be donated for the purposes of providing services to the City of Palm Desert, or its sphere of influence, to the extent possible. Said funds are not designated for capital improvement projects. 6. The Applicant agrees to use the funds granted by the City to provide only the services represented in its application for funding. Additionally, the Applicant will explain how the services will benefit the City's residents. 7. The City must have the desire to have the services as detailed in the Applicant's application performed for the City and its residents by the agency or group. 8. The City will review the Applicant's application and tax exemption certification and, upon review and discussion, will determine if the expenditure of funds for these services is in the public's interest. 9. Where the Applicant is an audited entity, the Applicant's independent auditor will need to make a footnote in the financial statements confirming the use of the City's contribution in the manner set forth above, as well as the executed agreement. 10. Where the Applicant received funding for the current fiscal year, all documents must be submitted and agreement terms complete prior to funding disbursement for the following fiscal year. 11. Application and all supporting documents are to be submitted by the designated deadline to be considered for funding. Late or incomplete applications will not be accepted. Outside Agencies/Charitable Contributions EXHIBIT "A" Funding Request Guidelines Page 2 of 2 12. The Agreement is for the period of July 1 through June 30 of the following year. Services must be provided and funds must be disbursed during this time period. No payment will be made for services rendered after June 30 of the designated year. 13. All organizations requesting funding for a special event after the deadline for the annual review has passed must complete an application for Outside Agency/Charitable Contributions at least 45 days prior to the event. 14. Golf events and dinner sponsorships do not qualify for Outside Agency funding. Emergency contributions for situations such as wildfire relief assistance and farm workers' aid and other emergency situations should be funded from a source other than Outside Agency accounts, and should be reviewed on a case-by-case basis to determine the appropriate source of funding. ADDITIONAL CRITERIA FOR SCHOOL PARENT-TEACHER ORGANIZATIONS In addition to the above guidelines for non-profit agencies, the following items are in effect: 15. For school organizations and clubs, instead of a grant, a 50% matching funds reimbursement is awarded, wherein once the organization has spent the required funds, they should submit the appropriate receipts for reimbursement by the City at a rate of 50% of the total receipts up to the amount awarded. 16. Appropriate items for school program reimbursement are approved by the Committee, and generally include math- and science-oriented software, tutoring programs, and bully, drug and gang prevention programs. Odyssey of the Mind, SAT preparation and other such activities should also be allocated from the awarded funds. Educational field trip admission and transportation must be pre-approved by the Committee at the time of application review to ensure qualification for reimbursement. 17. Inappropriate programs include, but are not limited to, PTO fundraising event expenses, assemblies, award and reward programs, and programs that do not directly benefit the educational advancement of students. A more complete list can be found in the funding guidelines contained in the application for schools, and pre-approval is required for any anticipated expenditure not listed herein. 18. All paperwork must be submitted by June 30 in order to receive reimbursement. No reimbursement will be processed unless all required documents are received and the agreement is complete. Reimbursement requests must be reviewed and signed by the principal prior to submittal to the City of Palm Desert. Failure to meet the terms of the agreement and submit required paperwork by the deadline will result in forfeiture of all funds.