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HomeMy Public PortalAboutPolicy Resolution-29POLICY RESOLUTION NO. 29 POLICY RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NAPA, STATE OF CALIFORNIA, APPROVING A POLICY FOR CONTRIBUTING TO THE FUNDING OF NON-PROFIT AGENCIES WHEREAS, the City of Napa wishes to recognize the invaluable service and support that over 200 non-profit agencies provide to the citizens of Napa; and WHEREAS, the City wishes to establish a consistent approach and process whereby non-profit agencies may apply for funding assistance from the City; and WHEREAS, the City wishes to establish criteria for evaluating and assessing funding applications of non-profit agencies; and WHEREAS, the City wishes to establish reporting guidelines for those entities awarded funding to ensure City Council goals and objectives, with respect to the policy, have ultimately been met. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Napa, State of California, approves the Policy for Contributing to the Funding of Non -Profit Agencies as follows: PI IRpn.gF Over 200 non-profit agencies provide invaluable service and support to the citizens of Napa. As resources become tighter and tighter for these agencies, the City has increasingly been requested to step-in and provide financial assistance to these entities by making direct financial grants of money or through the waiver of City fees and charges, which are then funded through the City's general fund. The purpose of this policy, therefore, is to: 1. Establish a consistent approach and process whereby non-profit agencies may apply for funding assistance from the City 2. Establish criteria for evaluating and assessing funding applications 3. Establish reporting guidelines for those entities awarded funding to ensure Council goals and objectives, with respect to the policy, have ultimately been met. FUNDING PHILOSOPHY As part of the budget process, monies will be set-aside specifically for the funding of non-profit agencies. The specific amount of money designated for these purposes will be determined as part of each budget process and independent of past funding practices. In determining the amount of money to be designated, the City Council will consider: 1. Current funding requirements to meet the basic service requirements of the City and maintain a balanced budge. 2. Projected funding in the emergency and undesignated reserve funds 3. Projected funding to maintain the City's capital improvement program. Recognizing the unlikelihood of being able to fund all requests, it is the intent of the City Council to evaluate all proposals at a designated period of time, and, based upon available funds and the merits of each proposal, award funding to those agencies which most effectively meet the City's stated criteria for this program. Q:\Policy Resolutions\Policy Resolution No. 29 .doc Page 1 of 4 Furthermore, the City Council encourages a goal of self-sufficiency for all community-based organizations seeking funding assistance from the City. Therefore, the City Council will consider proposals which provide "seed money" for new organizations, programs, activities and/or special projects. Because funding is not guaranteed beyond the given award, monies are not intended to cover on-going operating costs. PROCESS A. Qualifying Criteria to Apply for Funding 1. The requesting agency must be a non-profit agency, 501(c)(3) status, with headquarters or a branch office located within the City of Napa. Exceptions to this requirement may be granted to organizations not located in the City of Napa if there is no non-profit agency located in the City that serves the same purpose or need. 2. The requesting agency should serve a unique function and provide public services which (1) are not duplicated by the City of Napa or other organizations in the City and (2) are consistent with the short and long-term goals and objectives of the City Council. 3. The requesting agency should have a documented track -record for effectively serving the needs of the specified target group within the City of Napa. 4. The requesting agency should have the ability to define their proposed program, activity and/or special project in measurable terms in order for the City to assess the effectiveness of the award. 5. The majority of the beneficiaries of the proposed program, activity and/or special project must be residents of the City of Napa. B. Process for Submitting an Application 1. Agencies which meet the qualifying criteria must submit a completed application form to the City by May 1 of each year. Award determinations of the Committee are anticipated to be made by July 1 of each year. 2. An annual funding process will be followed. 3. The regular funding cycle will include the submittal of applications from between March 15th and May 1 st with award determinations of the Committee anticipated to be made by July 1 St. C. Criteria for Evaluating Funding Proposals 1. Specifics of the proposed program, activity or special project and how such will help meet an identified community need. 2. Consistency with stated City Council goals and priorities including food and shelter, programs for our youth, health and safety, education, neighborhood improvements and community -wide safe environment. 3. Uniqueness of community need met as contrasted by duplicative types and levels of service. 4. Degree to which funding will serve as "seed money" for new organizations, programs, activities and/or special projects and/or lead toward agency self-sufficiency. 5. Preventative nature of program, project or activity to protect our citizenry and, in the long- Q:\Policy Resolutions\Policy Resolution No. 29 .doc Page 2 of 4 run, to reduce future public agency expenditures due to focus on prevention. 6. Performance history of the agency. 7. Leverage potential of requested funding. 8. Criticality of requested funding to the agency. D. Method of Proposal Evaluation 1. A City Council subcommittee, with staff support, will assume responsibility for reviewing and ranking all applications against established criteria, confirmed annually by the full City Council. Those applications not deemed to be complete or consistent with qualifying criteria noted in this policy (see Section A) will be returned to the requesting agency for clarification. 2. The recommendations of the subcommittee will be brought forth for consideration and adoption by the full Council at the first meeting following the anticipated timeframe for developing funding recommendation (see Section B). E. Reporting Requirements 1. Agencies allocated $5,000 or less during the fiscal year must complete an annual report describing how the agreed upon services or programs met the specified community need. 2. Agencies allocated more than $5,000 during the fiscal year must complete bi-annual performance reports. The first report must be submitted by the end of July following receipt of funding; the second report must be submitted by the end of January thereafter. 3. Failure to submit the required reports will make the agency ineligible for allocation of future funds until the required report is submitted in full. These reports will be reviewed and taken into account for evaluating subsequent funding proposals from the agency. 4. For the first funding cycle under this proposal, reports will be submitted 6 and 12 months after funding awarded, with the exception that those agencies wishing to submit new funding proposals during the fall of 1998 must submit a report of activities through the first funding grant as part of the application. ONGOING REVIEW AND CONSIDERATION This policy and supporting process, procedure and criteria, will be reviewed, modified (as deemed appropriate) and confirmed regularly by the City Council as part of designating monies for this program through the budget process. I HEREBY CERTIFY that the foregoing resolution was duly and regularl� adopted by the City Council of the City of Napa at a regular meeting of said City Council held on the 20t day of February, 2001, by the following roll call vote: AYES: Techel, Busenbark, Martin, and Henderson NOES: None ABSENT: Sercu ATTEST: CITY CLERK OF THE CITY OF NAPA Q:\Policy Resolutions\Policy Resolution No. 29 .doc Page 3 of 4 Editor's Note: Date Amendment(s) 02/20/2001 Amended PROCESS — Section B to provide for once per year funding cycle QAPolicy Resolutions\Policy Resolution No. 29 Am Page 4 of 4