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Resolution No. 22-42RESOLUTION NO. 22-42 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE CITY'S CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE'S GRANT APPLICATIONS; ESTABLISHING THAT INDIVIDUALS AND FOR-PROFIT ENTITIES ARE ELIGIBLE TO APPLY FOR AND RECEIVE GRANT FUNDING FROM THE CULTURAL ARTS & RECREATION ADVISORY COMMITTEE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Cultural Arts & Recreation Advisory Committee (CARAC) desires to update and modernize the City's cultural arts and grant program, and approved new grant application documents on May 10, 2022, accordingly; and WHEREAS, CARAC'S new grant application documents (Exhibits A and B) state that, in addition to nonprofits, individuals and for-profit entities are eligible to receive CARAC grant funding; and WHEREAS, enabling individuals and for-profit entities to participate in the CARAC grant program is not inconsistent with the City of Atlantic Beach Code of Ordinances, particularly Section 2-2: Charitable contributions prohibited, which states: "The city shall not contribute city funds to any charitable, nonprofit, or other worthy cause. However, the city may contribute city funds or other support to artistic, recreational, or cultural programs, events or projects which benefit the residents of Atlantic Beach, as follows: (1) Requests for contributions to such programs, events or projects shall be submitted to the cultural arts and recreational advisory committee. (2) The cultural arts and recreational advisory committee will make recommendations on any such requests to the city commission, who will then make the final decision on funding the request. (3) Any request for contributions which are not artistic, recreational, or cultural in nature shall be submitted directly to the city commission for consideration." NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows: Section 1. The City Commission hereby approves the City's newly revised Cultural Arts and Recreation Advisory Committee grant application documents in substantially the forms attached as Exhibits A and B and made a part hereof. Section 2. The City Commission hereby establishes and confirms that individuals and for-profit entities are eligible to apply for and may receive CARAC grant funding. Section 3. This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach this 27th day of June, 2022. e Glasser, Mayor Attest: 4ftW4, d6wlt& Donna L. Bartle, City Clerk Approved as to form and correctness: Bre" Durde +,rty�Attorney 01684017-1 EXHIBIT A S S1 1 / f City of Atlantic Beach Cultural Arts & Recreation Advisory Committee Grant Application FY 2022-23 1 ORGANIZATIONS & INDIVIDUALS July 2022 Dear Grant Applicant, Thank you for your interest in applying for a City of Atlantic Beach Cultural Arts & Recreation (CARAC) grant. In Atlantic Beach, we place a high priority on arts and recreation as a key indicator of a good quality of life for our residents; and our City Commission has allocated funding for FY 2022-23 once again to support these activities. Indeed, one of the City Commission's 2022 Priorities is "LIVABILITY- Improve health, recreation, arts, culture, leisure, education, military appreciation, and other quality of life indicators via ... improving accessibility to programming for all residents, particularly children and senior citizens." If you've applied for a CARAC grant in the past, you'll find that we've made some changes. First, it is no longer necessary for applicants to have 501(c)3 nonprofit status so long as your project or program adheres to our stated giving guidelines. Second, to encourage a variety of programming year to year, we may recommend moving forward that your project become a regular City project if you've been funded for three years or more. We'll evaluate these projects on a case-by-case basis when the time comes. Finally, we've moved the entire process online to save some trees, as we here in AB are always wont to do. We are, however, still adhering to the relevant code pertaining to contributions: Sec. 2-2: "... the City may contribute city funds or other support to artistic, recreational, or cultural programs, events or projects which benefit the residents of Atlantic Beach, as follows: (1) Requests for contributions to such programs, events or projects shall be submitted to the cultural arts and recreational advisory committee. (2) The cultural arts and recreational advisory committee will make recommendations on any such requests to the city commission, who will then make the final decision on funding the request. Please note the timeline we have outlined within this application. One other heads up: We will be requiring each recipient to submit a Final Report at the end of this grant cycle. A sample of what to expect is attached in the Appendix. Let's get started REQUEST FOR PROPOSAL (RFP) October 1, 2022 -September 30, 2023 City of Atlantic Beach Cultural Arts & Recreation Grant Giving Guidelines and Eligibility Requirements 1. The City of Atlantic Beach (COAB) seeks to support arts and recreation events and programs are physically and financially accessible to all Atlantic Beach residents, with priority consideration given to events or programs that are held within COAB city limits. 2. COAB will NOT consider grants for: a. Organizations that discriminate, including but not limited to, on the basis of race, religion, gender, gender identity, sexual orientation, ethnic orientation, country of origin, citizenship, veteran, or disability status. b. Political groups. 3. Programs and/or events must be completed within the fiscal year of this grant award. Grant Expenditures and Accountability 1. The maximum grant awarded is $5,000. 2. Grant recipients are required to maintain and provide financial records to support claimed expenditures pertaining to the successful completion of the project or event. (In other words, show us how you spent the money.) 3. On-going projects or programs will be required to submit a mid-term Progress Report at a milestone determined by the City Staff. Mid-term Progress Reports will be submitted to the Cultural Arts & Recreation Advisory Committee. 4. Upon completion of program or event, a Final Report outlining the success of the event or program will be submitted to the Cultural Arts & Recreation Advisory Committee. Any media produced highlighting the event or program should be included in this Final Report along with lessons learned and opportunities for improvement, if any. S. Significant non-compliance issues will be taken into consideration and may affect future funding by COAB. For more information, please contact: City of Atlantic Beach Cultural Arts and Recreation Department Latrenia Thomas, Director Ithomas@coab.us (preferred method of contact); (904) 247-5828 Key Timeline for FY 2022-23 Grant Period: July 18, 2022 Electronic Request for Proposal goes live. Press release issued. Week of July 15, 2022 Public meeting to review grant and FAQs. (Potential applicants are invited to attend, but attendance is not mandatory. August 22, 2022 —11:59 p.m. Deadline for FY 2022-23 Cultural Arts & Recreation grant proposals. September 13, 2022 Cultural Arts & Recreation Committee will vote and make recommendations on funding at this regularly scheduled meeting. October 10, 2022 Committee presents grants recommendations to the City Commission at this regularly scheduled meeting. October 12, 2022 Applicants are notified regarding awards. October 12, 2022 — - Grant awards are dispersed, and agreements signed. November 10, 2022 - Grantees are provided a rubric for progress/final reports - Payments to schools; ongoing events receive incremental payments. - (One-third at signing, another third halfway when progress rubric is submitted, and final third when the final report is submitted.) The Recreation Director will collect all applications as they are received and forward eligible applications to the Cultural Arts & Recreation Advisory Committee (CARAC) within three (3) days of submission deadline. August 31, 2022 Notify semi-finalists, who will be required to present a brief summary of their proposal and answer questions from the CARAC. September 8, 2022 MANDATORY presentations to the CARAC. Specific times of the 9 a.m. to noon presentations TBD. 4 September 13, 2022 MANDATORY presentations to the CARAC. Specific times of the 9 a.m. to noon presentations TBD. September 13, 2022 Cultural Arts & Recreation Committee will vote and make recommendations on funding at this regularly scheduled meeting. October 10, 2022 Committee presents grants recommendations to the City Commission at this regularly scheduled meeting. October 12, 2022 Applicants are notified regarding awards. October 12, 2022 — - Grant awards are dispersed, and agreements signed. November 10, 2022 - Grantees are provided a rubric for progress/final reports - Payments to schools; ongoing events receive incremental payments. - (One-third at signing, another third halfway when progress rubric is submitted, and final third when the final report is submitted.) To gain access to the application, please answer the following questions: (Answers indicated in RED preclude advancing to the application.) 1. Does your program pertain to cultural arts and/or recreation? a. Yes. b. No. 2. Has your project/program received a Cultural Arts & Recreation grant in the past? a. Yes. When, and how much did you receive? Upload your Final Report from previous year's funding. b. No, this is my first time applying. 3. Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? a. Yes. b. No. 4. Are you prepared and committed to providing COAB with information and material 5 that will be shared by COAB in public event notification? a. Yes. b. No. 5. Are you prepared and committed to providing COAB with year-end data and measurement of success? a. Yes. b. N o. 6. Will your project/program be performed in Atlantic Beach? a. Yes. Move on to application. b. No. 7. Do you have data to suggest Atlantic Beach residents have historically participated in your programming? i. Yes. What percentage of your audience/participation is attended by Atlantic Beach residents? ii. No. I'm sorry; your project/program does not qualify for COAB funding at this time. APPLICATION: NAME OF PROGRAM/EVENT: 1. Participation (Max 10 points) a. Location(s) where program will take place b. Number of attendees/participants who are Atlantic Beach residents c. Total estimated number of participants d. Frequency or duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) e. Is the event open and accessible to all residents of Atlantic Beach who may want to participate? i. Yes. ii. No. Please describe why. 250 word limit 2. Need (Max 10 points) - Briefly describe any community needs or gaps that the program/event is intended to address. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there a demonstrated need for the program/event? b. Is the program/event duplicative of other programs/events in the area? c. Is the program/event a response to a need articulated from the community? d. Does the program/event target a population that is currently underserved? (e.g., teens, children with special needs, low-income residents, etc.) 6 3. Program/Event Description (Max 10 points) - Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. 250 word limit Reviewers will consider the following questions when assigning points: a. Are the goals and objectives described in the application SMART (specific, measurable, achievable, results -focused, and time bound)? b. Does the program/event pertain to arts and/or recreation? c. How will the program/event benefit the residents of Atlantic Beach? 4. Expected Outcomes (Max 5 points) - Describe if the program is evidence based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. 250 word limit Reviewers will consider the following questions when assigning points: a. Is the program/event based on published evidence? b. Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c. If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? Upload your Final Report from previous year's funding. d. How will the program/event benefit the residents of Atlantic Beach? 5. Marketing (Max 5 points) - Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. 250 word limit 6. Cost (Max 5 points) - If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. 250 word limit Reviewers will consider the following questions when assigning points: a. Is the program/event free for residents of Atlantic Beach? b. If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? 7. Evaluating Success (Max 5 points) - Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants and, if applicable, changes in knowledge, attitudes, skills or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve program/event. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there an evaluation plan for measuring participation, participant satisfaction and, if applicable, changes in knowledge, attitudes, skills or behavior? b. Will data provide actionable information for future planning? c. Will results be useful for dissemination to the community? d. Does evaluation include feedback from participants/audience, as well as planners, organizers and volunteers? 8. Resourcing (Max 5 points) - Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there a plan to leverage additional resources as mentioned above? b. Is there collaboration with other organizations? c. Is this a for-profit program/event? UPLOAD Required Application Documents: 1. Program/Event Responsibility Party/Point of Contact Information 2. List Social Media Handles, Website 3. Upload Summary of Program Budget 4. Upload Timeline of Key Milestones and Deliverables 5. Upload List of Organization Board of Directors and/or Additional Donors 6. Upload One (1) Letter of Recommendation 7. Provide Contact Information for (2) References 8. Upload most current IRS W-9 Form 8 IMPORTANT NOTES: 1. Only one (1) grant per eligible applicant. 2. The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY2022-23 Annual Atlantic Beach Community Grant Program as approved under the City's Annual Operating Budget. 3. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 4. Applications received after deadline or outside of online application will NOT be accepted. 5. Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2022-2023 may not apply for additional funding. 6. Expenses must be directly related to proposed program or event services, materials, or activities occurring within the award period. 7. Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 8. Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 9. The Final Report is due 30 days following completion of the program or event. If the Final Report is not received within 30 days following completion of program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 10. City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 11. Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 12. All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 13. All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 14. Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 15. Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. APPENDIX SAMPLE Final Report City of Atlantic Beach Cultural Arts & Recreation FY 2022-23 Grant Please provide the following information and data on the actual event/program that was implemented. If the actual information or data differ significantly from what you expected and described in your proposal, please explain the difference. NAME OF PROGRAM/EVENT: 1. PARTICIPATION 10 • Location(s) where program/event took place. • Total # of participants. • # of participants who were Atlantic Beach residents. • Total # of hours each participant was directly engaged in program/event. • Frequency and duration of program/event (e.g. twice a week, 2 hours each time). • Was the event open to all residents of Atlantic Beach? • In what ways did you facilitate accessibility of your program/event to participants? (e.g., Did you rotate locations, or provide transportation options?) • If known, what age group(s) did your program serve? (e.g., Under 18, 18-30, 30-54, 55+) • What was the fee or cost to participate? • In what ways did you advertise and market the event? Please UPLOAD marketing samples. • Do you feel the advertising/marketing was effective? 2. PROGRAM/EVENT • Briefly describe how the program/event went. You are encouraged to UPLOAD up to five photos related to your program/event. • What were the main goals and objectives of your program/event? Were your goals and objectives met? Why or why not? 3. EVALUATION • How did you evaluate the success/effectiveness of your event/program? • Were you able to collect the data and measures that you proposed in your application? If the answer is yes, please summarize the evaluation results. If no, please explain. 4. STRENGTHS & AREAS FOR IMPROVEMENT • Please list what you consider to be the biggest achievements or accomplishments of your program/event. • What did you learn? Please list at least two ways to improve your program/event in the future. • If you have been funded in prior years, how has your project changed or improved over the years? S. BUDGET & FUNDING • How much were you awarded? • How much did you utilize? • Did you return funds that were not ultimately utilized? • If known, what was the total cost of your program/event? • What other sources of funding did you have? 11 • UPLOAD copies of paid receipts and invoices here. 6. FEEDBACK • Please share any feedback you have about how our process could be improved. EXHIBIT B S - 1= =1 \ZJr City of Atlantic Beach Cultural Arts & Recreation Advisory Committee Grant Application 1 FY 2022-23 SCHOOLS July 2022 Dear Grant Applicant, Thank you for your interest in applying for a City of Atlantic Beach Cultural Arts & Recreation (CARAC) grant. In Atlantic Beach, we place a high priority on arts and recreation as a key indicator of a good quality of life for our residents; and our City Commission has allocated funding for FY 2022-23 once again to support these activities. Indeed, one of the City Commission's 2022 Priorities is "LIVABILITY- Improve health, recreation, arts, culture, leisure, education, military appreciation, and other quality of life indicators via ... improving accessibility to programming for all residents, particularly children and senior citizens." If you've applied for a grant in the past, you'll find that we've made some changes. First, while nonprofits are still invited to apply, it is no longer necessary for applicants to have 501(c)3 nonprofit status so long as your project or program adheres to our stated giving guidelines. Second, to encourage a variety of programming year to year, we may recommend moving forward that your project become a regular City project if you've been funded for three years or more. We'll evaluate these projects on a case-by-case basis when the time comes. Finally, we've moved the entire process online to save some trees, as we here in AB are always wont to do. We are, however, still adhering to the relevant code pertaining to contributions: Sec. 2-2: "... the City may contribute city funds or other support to artistic, recreational, or cultural programs, events or projects which benefit the residents of Atlantic Beach, as follows: (1) Requests for contributions to such programs, events or projects shall be submitted to the cultural arts and recreational advisory committee. (2) The cultural arts and recreational advisory committee will make recommendations on any such requests to the city commission, who will then make the final decision on funding the request. Please note the timeline we have outlined within this application. One other heads up: We will be requiring each recipient to submit a Final Report at the end of this grant cycle. A sample of what to expect is attached in the Appendix. Let's get started REQUEST FOR PROPOSAL (RFP) October 1, 2022 -September 30, 2023 City of Atlantic Beach Cultural Arts & Recreation Grant Giving Guidelines and Eligibility Requirements 1. The City of Atlantic Beach seeks to support eligible Duval County Public Schools providing extracurricular/extramural programs, arts, cultural, and recreation programs, activities or events that serve students who are Atlantic Beach residents, with priority consideration given to events or programs that are held within COAB city limits. 2. COAB will NOT consider grants for: a. Organizations that discriminate, including but not limited to, on the basis of race, religion, gender, gender identity, sexual orientation, ethnic orientation, country of origin, citizenship, veteran, or disability status. b. Political groups. 3. Programs and/or events must be completed within the fiscal year of this grant award. Grant Expenditures and Accountability 1. The maximum grant awarded is $10,000. 2. Grant recipients are required to maintain and provide financial records to support claimed expenditures pertaining to the successful completion of the project or event. (In other words, show us how you spent the money.) 3. On-going projects or programs will be required to submit a mid-term Progress Report at a milestone determined by the City Staff. Mid-term Progress Reports will be submitted to the Cultural Arts & Recreation Advisory Committee. 4. Upon completion of program or event, a Final Report outlining the success of the event or program will be submitted to the Cultural Arts & Recreation Advisory Committee. Any media produced highlighting the event or program should be included in this Final Report along with lessons learned and opportunities for improvement, if any. 5. Significant non-compliance issues will be taken into consideration and may affect future funding by COAB. For more information, please contact: City of Atlantic Beach Cultural Arts and Recreation Department Latrenia Thomas, Director lthomas@coab.us (preferred method of contact); (904) 247-5828 Key Timeline for FY 2022-23 Grant Period: July 18, 2022 Electronic Request for Proposal goes live. Press release issued. Week of July 15, 2022 Public meeting to review grant and FAQs. (Potential applicants are invited to attend, but attendance is not mandatory. August 22, 2022 —11:59 p.m. Deadline for FY 2022-23 Cultural Arts & Recreation grant proposals. September 13, 2022 Cultural Arts & Recreation Committee will vote and make recommendations on funding at this regularly scheduled meeting. October 10, 2022 Committee presents grants recommendations to the City Commission at this regularly scheduled meeting. October 12, 2022 Applicants are notified regarding awards. October 12, 2022 — - Grant awards are dispersed, and agreements signed. November 10, 2022 - Grantees are provided a rubric for progress/final reports - Payments to schools; ongoing events receive incremental payments. - (One-third at signing, another third halfway when progress rubric is submitted, and final third when the final report is submitted.) The Recreation Director will collect all applications as they are received and forward eligible applications to the Cultural Arts & Recreation Advisory Committee (CARAC) within three (3) days of submission deadline. August 31, 2022 Notify semi-finalists, who will be required to present a brief summary of their proposal and answer questions from the CARAC. September 8, 2022 MANDATORY presentations to the CARAC. Specific times of the 9 a.m, to noon presentations TBD. 4 September 13, 2022 MANDATORY presentations to the CARAC. Specific times of the 9 a.m. to noon presentations TBD. September 13, 2022 Cultural Arts & Recreation Committee will vote and make recommendations on funding at this regularly scheduled meeting. October 10, 2022 Committee presents grants recommendations to the City Commission at this regularly scheduled meeting. October 12, 2022 Applicants are notified regarding awards. October 12, 2022 — - Grant awards are dispersed, and agreements signed. November 10, 2022 - Grantees are provided a rubric for progress/final reports - Payments to schools; ongoing events receive incremental payments. - (One-third at signing, another third halfway when progress rubric is submitted, and final third when the final report is submitted.) To gain access to the application, please answer the following questions: (Answers indicated in RED preclude advancing to the application.) 1. Does your program pertain to cultural arts and/or recreation? a. Yes. I 2. Has your project/program received a Cultural Arts & Recreation grant in the past? a. Yes. When, and how much did you receive? Upload your Final Report from previous year's funding. b. No, this is my first time applying. 3. Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? a. Yes. b. No. 4. Are you prepared and committed to providing COAB with information and material 5 that will be shared by COAB in public event notification? a. Yes. b. No. 5. Are you prepared and committed to providing COAB with year-end data and measurement of success? a. Yes. b. No. 6. Will your project/program be performed in Atlantic Beach? a. Yes. Move on to application. b. No. 7. Do you have data to suggest Atlantic Beach residents have historically participated in your programming? i. Yes. What percentage of your audience/participation is attended by Atlantic Beach residents? ii. No. I'm sorry; your project/program does not qualify for COAB funding at this time. SCHOOL APPLICATION: NAME OF SCHOOL: NAME OF PROGRAM/EVENT: 1. Participation (Max 10 points) a. Location(s) where program will take place b. Number of attendees/participants who are Atlantic Beach residents c. Total estimated number of participants d. Frequency or duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) e. Is the event open and accessible to all residents of Atlantic Beach who may want to participate? i. Yes. ii. No. Please describe why. 250 word limit 2. Need (Max 10 points) - Briefly describe any community needs or gaps that the program/event is intended to address. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there a demonstrated need for the program/event? b. Is the program/event duplicative of other programs/events in the area? C. Is the program/event a response to a need articulated from the community? 6 d. Does the program/event target a population that is currently underserved? (e.g., teens, children with special needs, low-income residents, etc.) 3. Program/Event Description (Max 10 points) -Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. 250 word limit Reviewers will consider the following questions when assigning points: a. Are the goals and objectives described in the application SMART (specific, measurable, achievable, results -focused, and time bound)? b. Does the program/event pertain to arts and/or recreation? c. How will the program/event benefit the residents of Atlantic Beach? 4. Expected Outcomes (Max 5 points) - Describe if the program is evidence based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. 250 word limit Reviewers will consider the following questions when assigning points: a. Is the program/event based on published evidence? b. Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c. If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? Upload your Final Report from previous year's funding. d. How will the program/event benefit the residents of Atlantic Beach? 5. Marketing (Max 5 points) - Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. 250 word limit 6. Cost (Max 5 points) -If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. 250 word limit Reviewers will consider the following questions when assigning points: a. Is the program/event free for residents of Atlantic Beach? b. If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? 7. Evaluating Success (Max 5 points) - Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants and, if applicable, changes in knowledge, attitudes, skills or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve program/event. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there an evaluation plan for measuring participation, participant satisfaction and, if applicable, changes in knowledge, attitudes, skills or behavior? b. Will data provide actionable information for future planning? c. Will results be useful for dissemination to the community? d. Does evaluation include feedback from participants/audience, as well as planners, organizers and volunteers? 8. Resourcing (Max 5 points) - Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. 250 word limit Reviewers will consider the following questions when assigning points: a. Is there a plan to leverage additional resources as mentioned above? b. Is there collaboration with other organizations? c. Is this a for-profit program/event? UPLOAD Required Application Documents: 1. Program/Event Responsibility Party/Point of Contact Information 2. List Social Media Handles, Website 3. Upload Summary of Program Budget 4. Upload Timeline of Key Milestones and Deliverables 5. Upload List of Organization Board of Directors and/or Additional Donors 6. Upload One (1) Letter of Recommendation 7. Provide Contact Information for (2) References 8. Upload most current IRS W-9 Form 0 IMPORTANT NOTES: 1. Only one (1) grant per eligible applicant. 2. The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY2022-23 Annual Atlantic Beach Community Grant Program as approved under the City's Annual Operating Budget. 3. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 4. Applications received after deadline or outside of online application will NOT be accepted. 5. Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2022-2023 may not apply for additional funding. 6. Expenses must be directly related to proposed program or event services, materials, or activities occurring within the award period. 7. Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 8. Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 9 9. The Final Report is due 30 days following completion of the program or event. If the — Final Report is not received within 30 days following completion of program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 10. City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 11. Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 12. All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 13. All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 14. Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 15. Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. APPENDIX SAMPLE Final Report City of Atlantic Beach Cultural Arts & Recreation FY 2022-23 Grant Please provide the following information and data on the actual event/program that was implemented. If the actual information or data differ significantly from what you expected and described in your proposal, please explain the difference. NAME OF PROGRAM/EVENT: 1. PARTICIPATION 10 • Location(s) where program/event took place. • Total # of participants. • # of participants who were Atlantic Beach residents. • Total # of hours each participant was directly engaged in program/event. • Frequency and duration of program/event (e.g. twice a week, 2 hours each time). • Was the event open to all residents of Atlantic Beach? • In what ways did you facilitate accessibility of your program/event to participants? (e.g., Did you rotate locations, or provide transportation options?) • If known, what age group(s) did your program serve? (e.g., Under 18, 18-30, 30-54, 55+) • What was the fee or cost to participate? • In what ways did you advertise and market the event? Please UPLOAD marketing samples. • Do you feel the advertising/marketing was effective? 2. PROGRAM/EVENT • Briefly describe how the program/event went. You are encouraged to UPLOAD up to five photos related to your program/event. • What were the main goals and objectives of your program/event? Were your goals and objectives met? Why or why not? 3. EVALUATION • How did you evaluate the success/effectiveness of your event/program? • Were you able to collect the data and measures that you proposed in your application? If the answer is yes, please summarize the evaluation results. If no, please explain. 4. STRENGTHS & AREAS FOR IMPROVEMENT • Please list what you consider to be the biggest achievements or accomplishments of your program/event. • What did you learn? Please list at least two ways to improve your program/event in the future. • If you have been funded in prior years, how has your project changed or improved over the years? 5. BUDGET & FUNDING • How much were you awarded? • How much did you utilize? • Did you return funds that were not ultimately utilized? • If known, what was the total cost of your program/event? • What other sources of funding did you have? 11 • UPLOAD copies of paid receipts and invoices here. 6. FEEDBACK • Please share any feedback you have about how our process could be improved.