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1
MINUTES
OUTSIDE AGENCY FUNDING COMMITTEE /
COMMUNITY DEVELOPMENT BLOCK GRANT COMMITTEE
Thursday, May 29, 2014
I. CALL TO ORDER
Chairman Gibson called the meeting to order at 11:00 a.m.
II. ROLL CALL
Present:
Van Tanner, Mayor
Susan Marie Weber, Mayor Pro-Tempore
John Wohlmuth, City Manager
Paul Gibson, City Treasurer
David Erwin, City Attorney
Also Present:
Niamh Ortega, Recording Secretary
III. APPROVAL OF MINUTES
MOTION was made by Member Tanner to approve as presented the Minutes of the
regular meeting of the Outside Agency Funding Committee held on May 28, 2013. Motion
was seconded by Member Erwin and carried by a 5-0 vote, with Erwin, Gibson, Tanner,
Weber and Wohlmuth voting AYE.
IV. ORAL COMMUNICATION
None.
V OLD BUSINESS
None.
VI. NEW BUSINESS
A. OUTSIDE AGENCY FUNDING GUIDELINE REVIEW
The Committee reviewed the current guidelines and determined that the majority
of the guidelines should remain in effect. Additional procedural guidelines were
devised in an effort to streamline the application process and to aid staff in ensuring
grant funds are used and accounted for appropriately. The Committee agreed that
future applications will be required to be type -written with six black and white
copies provided by the applicant to forward for Committee review. Additionally,
approved agencies would be required to submit receipts supporting the fact that
funds were spent as approved and indicated on the agreement.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 2 of 6
May 29, 2014
Relative to school grants, it was the consensus of the Committee that educational
assemblies should be eligible for reimbursement on a case -by -case basis. Each
application was reviewed for items specifically requested for the upcoming fiscal
year, and a summary was provided to the Committee outlining all requested
expenses, including whether these expenses were covered by the current
guidelines and if they had been acceptable in previous years. Based on this
information, the Committee determined which line items would be eligible for
reimbursement pursuant to the revised guidelines.
B. REQUESTS FOR OUTSIDE AGENCY FUNDING
Member Gibson informed the Committee that the original Outside Agency budget
was $190,000, to be allocated as the Committee deemed appropriate. At the
February 13, 2014 Council meeting, Council approved a request from the College
of the Desert Foundation to make a contribution in the amount of $30,000 to the
Changing Lives Campaign. Funds were appropriated from the unobligated
Community Contingency Reserve, increasing the Outside Agency budget to
$220,000, leaving $190,000 for the Committee to allocate at the current meeting.
1. FAMILY YMCA. JEAN BENSON CENTER — Reauest in the amount of
$40,000
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $40,000 for services as listed in the application and in the subsequent
agreement (program support). Motion was seconded by Member Tanner and carried
by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
2. CARTER ELEMENTARY PTO — Reauest in the amount of $3,000
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $3,000 in the form of a 50% matching grant for select services listed in
the application and in the subsequent agreement (Field trip transportation to
McCallum, San Juan Capistrano; Library books and supplies; History assembly),
and to deny funding for teacher salary. Motion was seconded by Member Tanner
and carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting
AYE.
3. PALM DESERT HIGH SCHOOL FOUNDATION — Reauest in the amount
of $7.500
Staff was directed to obtain a copy of the grants submitted to the
Foundation by teachers.
MOTION was made by Member Tanner to award a contribution in the amount
of $7,500 in the form of a 50% matching grant for services listed in the application
and in the subsequent agreement (Aztec Impact; SAT prep; Teacher grants). Motion
was seconded by Member Weber and carried by a 4-0-1 vote, with Erwin, Gibson,
Tanner, and Weber voting AYE. Wohlmuth ABSTAIN.
4. PALM DESERT CHARTER MIDDLE SCHOOL PTO — Request in the
amount of $5,000
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 3 of 6
May 29, 2014
Staff was directed to obtain further information on the visiting author and
how it relates to the curriculum.
MOTION was made by Member Tanner to award a contribution in the amount
of $5,000 in the form of a 50% matching grant for select services listed in the
application and in the subsequent agreement (Visiting author assembly; internet
safety assembly; Robotics team entry fees and travel expense), and to deny funding
for chromebook purchase. Motion was seconded by Member Erwin and carried by
a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
5. RONALD REAGAN ELEMENTARY SCHOOL PTO — Request in the
amount of $10,000
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $2,000 in the form of a 50°/0 matching grant for services listed in the
application and in the subsequent agreement (Read-a-thon medals, prizes, books
and replacements). Motion was seconded by Member Erwin and carried by a 5-0
vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
6. WASHINGTON CHARTER PARENTS CLUB FOUNDATION — Request in
the amount of $3,000
MOTION was made by Member Tanner to award a contribution in the amount
of $3,000 in the form of a 50% matching grant for services listed in the application
and in the subsequent agreement (McCallum Theatre Aesthetic Education). Motion
was seconded by Member Wohlmuth and carried by a 5-0 vote, with Erwin, Gibson,
Tanner, Weber and Wohlmuth voting AYE.
7. ACT FOR MULTIPLE SCLEROSIS — Request in the amount of $6,270
MOTION was made by Member Wohlmuth to deny funding. Motion was
seconded by Member Tanner and carried by a 5-0 vote, with Erwin, Gibson, Tanner,
Weber and Wohlmuth voting AYE.
8. CHILDREN'S DISCOVERY MUSEUM OF THE DESERT — Request in the
amount of $10,000
Staff was directed to obtain additional information on the Imagination
Station program.
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $5,000 for services listed in the application and in the subsequent
agreement (Family Art Imagination Station). Motion was seconded by Member
Weber and carried by a 3-0-1 vote, with Gibson, Weber and Wohlmuth voting AYE.
Tanner ABSTAIN. Erwin ABSENT.
9. DESERT SANDS UNIFIED SCHOOL DISTRICT — EARLY CHILDHOOD
EDUCATION PROGRAMS — Request in the amount of $30,000
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $25,000 for select services listed in the application and in the subsequent
agreement (operational costs), and to deny funding for exterior painting. Motion
was seconded by Member Weber and carried by a 5-0 vote, with Erwin, Gibson,
Tanner, Weber and Wohlmuth voting AYE.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 4 of 6
May 29, 2014
10. DESERT UNITED GIRLS 99 SOCCER TEAM — Request in the amount of
$1,500
MOTION was made by Member Erwin to deny funding. Motion was seconded
by Member Wohlmuth and carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber
and Wohlmuth voting AYE.
11. FAMILY YMCA, SUMMER PROGRAMS — Reauest in the amount of
$20,000
MOTION was made by Member Erwin to award a contribution in the amount
of $7,500 for select services listed in the application and in the subsequent
agreement (program support). Motion was seconded by Member Tanner and carried
by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
12. HISTORICAL SOCIETY OF PALM DESERT — Reauest in the amount of
$32,830
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $20,000 for services listed in the application and in the subsequent
agreement (tours, mini muster, displays, exhibits, preservation, insurance, fire
alarm, youth programs). Motion was seconded by Member Erwin and carried by a
4-0-1 vote, with Erwin, Gibson, Tanner and Wohlmuth voting AYE. Weber ABSTAIN.
13. MCCALLUM THEATRE — Reauest in the amount of $50.000
MOTION was made by Member Tanner to award a contribution in the amount
of $15,000 for select services listed in the application and in the subsequent
agreement (support for Palm Desert International Dance Festival). Motion was
seconded by Member Erwin and carried by a 5-0 vote, with Erwin, Gibson, Tanner,
Weber and Wohlmuth voting AYE.
14. PALM DESERT SISTER CITIES FOUNDATION — Request in the amount
of $30,000
Staff was directed to obtain a copy of the job description for the provider of
contract services for further review.
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $20,000 for select services listed in the application and in the subsequent
agreement (McCallum Aesthetic Education; Zihuatanejo Scouting program; artist in
residence; bombero program; conferences; administration [insurance and
compliance only]; visitor recognition). Motion was seconded by Member Erwin and
carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
15. PALM DESERT YOUTH SPORTS ASSOCIATION — Reauest in the
amount of $6,000
MOTION was made by Member Tanner to award a contribution in the amount
of $5,000 for services listed in the application and in the subsequent agreement
(opening and closing day ceremonies), payable in two installments: $3,000 for
opening day; $2,000 for closing day payable directly to YMCA if held at the Aquatic
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 5 of 6
May 29, 2014
Center. Motion was seconded by Member Wohlmuth and carried by a 5-0 vote, with
Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
16. PALM SPRINGS ART MUSEUM — Request in the amount of $50,000
MOTION was made by Member Weber to deny funding. Motion was seconded
by Member Tanner and carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber
and Wohlmuth voting AYE.
17. RED HOT BALLROOM — Reauest in the amount of $2,000
Staff was directed to find out when the next competition would take place
so Council could attend to see what the program entails and have a better
understanding of the request for the following year.
MOTION was made by Member Tanner to deny funding. Motion was
seconded by Member Weber and carried by a 5-0 vote, with Erwin, Gibson, Tanner,
Weber and Wohlmuth voting AYE.
18. RSVP — Reauest in the amount of $6.000
MOTION was made by Member Weber to deny funding. Motion was seconded
by Member Erwin and carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and
Wohlmuth voting AYE.
19. SHELTER FROM THE STORM — Reauest in the amount of $100,000
MOTION was made by Member Tanner to award a contribution in the amount
of $20,000 for services listed in the application and in the subsequent agreement
(transitional housing; community counseling center). Motion was seconded by
Member Erwin and carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and
Wohlmuth voting AYE.
20. SOLDIERS ORGANIZED SERVICES — Reauest in the amount of $10.000
MOTION was made by Member Wohlmuth to award a contribution in the
amount of $2,000 for services listed in the application and in the subsequent
agreement (gas reimbursement). Motion was seconded by Member Tanner and
carried by a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
21. VIRGINIA WARING INTERNATIONAL PIANO COMPETITION — Request
in the amount of $20,000
MOTION was made by Member Tanner to award a contribution in the amount
of $10,000 for services listed in the application and in the subsequent agreement
(marketing programs). Motion was seconded by Member Wohlmuth and carried by
a 5-0 vote, with Erwin, Gibson, Tanner, Weber and Wohlmuth voting AYE.
VII. CONTINUED BUSINESS — None.
VIII. INFORMATIONAL ITEMS — None.
MINUTES - OUTSIDE AGENCY FUNDING COMMITTEE Page 6 of 6
May 29, 2014
IX. REPORTS AND REMARKS — None.
X. NEXT MEETING DATE — To be determined.
XI. ADJOURNMENT
There being no further business, the meeting was adjourned at 11:40 a.m.
Niamh Ortega, Recording Secretary
CITY OF PALM DESERT
FINANCE DEPARTMENT
Staff Report
Request: Review and Approve Outside Agency Funding (Charitable
Contributions) for Fiscal Year 2014-2015
Submitted By: Paul S. Gibson, Finance Director
Date: June 12, 2014
Contents: Summary of funding and services to be provided
Draft Minutes of Outside Agency Committee meeting of May 29,
2014
Recommendation
By Minute motion, that the City Council:
1. Approve the award of charitable contributions in the amount of $190,000 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 Agency/Charitable Contributions Funding were made
available on the City's website in January 2014. Completed applications were received
by the deadline of March 28, 2014 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 2014/2015 process, a total of $448,100 was requested from various
organizations, a slight increase over the previous year's total of $440,182. A previously
approved request from College of the Desert Foundation was included for the
Committee's review, and increased the budget from $190,000 to $220,000, and raised
total requests to $478,100.
The Outside Agency Funding Committee met in May 2014 to review the applications and
recommendations. The guidelines for funding PTO organizations and non-profit agencies
Staff Report
Review and Approval of Outside Agency Funding for FY 2014-2015
June 12, 2014
Page 2 of 3
were also discussed and each application received a thorough line -by-line review for
items that were eligible for funding. A copy of the updated guidelines for FY 14/15 are
included for the Council's review. Agencies approved for funding will receive an updated
copy 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. School Name Original Request Recommended
1 James E. Carter Elementary PTO
2 Palm Desert High School Foundation
3 Palm Desert Charter Middle School PTO
4 Ronald Reagan Elementary School PTO
5 Washington Charter Elementary PTO
Total School Contributions:
Amount for Approval
3,000 3,000
7,500 7,500
5,000 5,000
10,000 2,000
3,000 3,000
28,500 20,500
The Committee recommends funding to be approved for non-profit agencies for the
upcoming fiscal year as follows:
No. Agency Name
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
P
NON-PROFIT AGENCIES
ACT for Multiple Sclerosis
Children's Discovery Museum of the Desert
Desert Sands USD - ECE Programs
Desert United Girls 99 Soccer Team
Family YMCA of the Desert
Family YMCA - Jean Benson Childcare
Historical Society of Palm Desert
McCallum Theatre
Palm Desert Sister Cities Foundation
Palm Desert Youth Sports Association
Palm Springs Art Museum
Red Hot Ballroom
RSVP (Riverside Co. Office on Aging)
Shelter from the Storm
Soldiers Organized Services
Virginia Waring International Piano Competition
Total Agency Contributions:
TOTAL SCHOOL & AGENCY CONTRIBUTIONS
Original Request Recommended
Amount for Approval
6,270 0
10,000 5,000
30,000 25,000
1,500 0
20,000 7,500
40,000 40,000
32,830 20,000
50,000 15,000
30,000 20,000
6,000 5,000
50,000 0
2,000 0
6,000 0
100,000 20,000
10,000 2,000
25,000 10,000
419,600 169,500 1
448,100 I 190,000 1
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:1FinancelNiamh OrtegalOutside Agencies114-151SR - funding approval 14-15.docx
Staff Report
Review and Approval of Outside Agency Funding for FY 2014-2015
June 12, 2014
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 2014/2015.
Submitted by:
/Vol
Paul S. Gibson, Finance Director
oval:
ohn M. Wohlmuth, City Manager
PSG:nmo
CITY COUNCIL AC I'ION
APPROVED DENIED
RECEIVED OTHER
MEETI G DATE_X
AYES: 61rn ik*i3 , tuber: : t'T nnei'
NOES:
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ABSENT: Aky1 e
ABSTAIN:I/PQ
`' F R I F I E D BY: Mk //i1CI Q
Original on File with City/Clerk's Office
G:IFinancelNiamh OrtegalOutside Agencies114-151SR - funding approval 14-15.docx