Item 3A- Application & Guidelines for Cont. to Outside OrganizationsCITY OF ATLANTIC BEACH
CITY COMMISSION
August 14,2017
STAFF REPORT
AGENDA ITEM: Application and Guidelines for Contributions to Outside Organizations
SUBMITTED BY: Timmy Johnson
DATE: July 26, 2017
SUMMARY:
In accordance with City Code Section 2-2. Charitable Contributions Prohibited, requests for
contributions to such programs, events or projects shall be submitted to the Cultural Arts and
Recreation Advisory Committee. The Committee will make recommendations on any such
requests to the City Commission, for final approval.
At its meeting on July 11, 2017, the Cultural A1is and Recreation Committee discussed and
approved an Application and Guidelines for Contributions to Outside Organizations process. This
process includes a tight timeline, contribution guidelines including a scoring criteria, and an
application form for the Organizations to complete and submit to the Recreation Department,
which will be reviewed by the Committee for recommendation to the City Commission.
The Committee unanimously voted to recommend that the City Commission adopt this package
as the process by which funds are contributed to outside organizations.
RECOMMENDATION:
Approve the Application and Guidelines for Contributions to Outside Organizations.
BUDGET:
ATTACHMENTS:
None
I. Application Form
2. Guidelines
Agenda Item 3A
August 28, 2017
City of Atlantic Beach
Contribution Awards:
Cultural Arts and Recreation Programs
FY 2017-2018 Application Guidelines
Package
Agenda Item 3A
August 28, 2017
APPLICATION GUIDELINES FOR FY 2017 -2018 CONTRIBUTION AWARDS
Funding Availability: The City Commission has allocated funding for FY 2017-2018 to support
artistic, recreational, or cultural programs, events or projects which benefit the residents of
Atlantic Beach . Applications for contributions are invited from eligible non-profit, 501 (c)(3)
community organizations, schools or districts providing extra-curricular/extramural programs to
fund one-time arts, cultural and recreation programs, activities or events that serve Atlantic
Beach residents.
Only one (1) Contribution application may be submitted per eligible non-profit, 501(c) (3)
community service organization, with award request of $100-$5,000 per applicant. Final
Contribution Award amount may be allocated as determined by the Cultural Arts and Recreation
Advisory Committee.
Please note relevant code pertaining to contributions:
Sec. 2-2. Charitable contributions prohibited.
The City shall not contribute City funds to any charitable, non-profit, or other worthy cause. However, the City
may contribute City funds or other support to aJtistic, recreational, or cultural programs, events or projects which
benefit the residents of Atlantic Beach, as follows:
(I) 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 aJtistic, recreational, or cultural in nature shall be submitted
directly to the City Commission for consideration.
(Ord. No. 95-91-50, §I, 10-28-91; Ord. No. 05-02-37, § 1, 7-8-02)
Editor's note-Ord. No. 95-91-50,_§_1, adopted Oct. 28, 1991, amended the Code by adding__§_j.:2.(b ). For purposes of
classification,__§_j.:2.(b) has been codified as~ at the discretion of the editor.
Agenda Item 3A
August 28, 2017
REQUIRED APPLICATION DOCUMENTS
Documents Required for Submittal: All applicants must complete the attached application
form and provide the following documents:
D Completed Application Form
D Summary of organization's current budget
D Program budget
D Proof of current Non-Profit 501(c)(3) certification form issued by the State of Florida
D List of Current Organization's Board of Directors
D Most current IRS W-9 Form
ELIGIBLE NON-PROFIT ORGANIZATIONS ONLY
Non-profit organizations which have officially filed as a non-profit with the State of Florida must
attach a copy of its current year 501 (c) (3) non -profit certification form. For organizations filed
with the State, the Cultural Arts and Recreation Advisory Committee, at its discretion, may
consider their application.
APPLICATION SUBMITTAL AND DEADLINE: 5:00p.m., September 29, 2017
Applications must be postmarked by deadline time and date 5:00 p.m. September 29,
2017. No Exceptions.
Ma i l applications to: City of Atlantic Beach
Recreation & Special Events
Contribution Application
716 Ocean Boulevard
Atlantic Beach, FL 32233
For more information contact: City of Atlantic Beach Recreation Office:
Email (preferred method of contact) ~ohnson@coab .us
or call (904) 247-5828 .
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DISQUALIFICATION CRITERIA AT TIME OF SUBMITTAL
Any application received that are postmarked after the deadline time and date are immediately
disqualified from funding consideration . No exceptions .
~ POSTMARKS AFTER DEADLINE DATE ARE NOT ACCEPTED.
~ E -MAILED APPLICATIONS ARE NOT ACCEPTED .
QUALIFYING CRITERIA
Applications are limited to non-governmental , non -profit organizations serving the Atlantic
Beach commun ity . Excluded entities include the following: municipal organizations , state or
local government organizations and private individuals. Schools or districts applying for funding
for extra-curricular or extramural activities/programs/services, after-school programs , or
authorized student activity organizations are elig ible.
I PROPOSAL GUIDELINES
Appl ications will be judged and selected for funding consideration by the Cultural Arts and
Recreation Advisory Committee on a number of criteria. Please ensure that proposals describe
how those criteria will be addressed:
1. Serves Atlantic Beach residents. Proposal describes how many residents of Atlantic
Beach are expected to participate , and describes target audience (e .g. children, teens,
families , older adults). The event or program is open to all residents of Atlantic Beach.
2. Cultural, Arts and Recreation: Program , event or activities are cultural arts and
recreation in nature (or suppo rt access to participation in cultural, arts, recreation
programs or events).
3. Community need: The proposal addresses an existing need in the community (for
example there is currently a need to increase opportuni t ies for cultural , arts and
recreation programs or activities for teens and young adults).
4 . Marketing: Effective promotion or marketing of the program or event is planned.
5. Affordability: The event or program is free or made affordable to residents of Atlantic
Beach. Proposal describes planned steps to ensure that participants are not denied the
opportunity to participate due to their inability to pay the registration or other related fees .
6. Program Costs: Fair and justifiable program costs (Budget required).
7. Adequately resourced : The proposal includes evidence of supplemental fund ing , such
as leveraging matching funds , collaboration, volunteers or other resources .
8. Originality and creativity. Applications of projects or programs that are new and
unique to the community or wh ich provide a new or unique twist on an existing program
are strongly encouraged.
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9. Evaluation: There is in evaluation plan that measures participation/impact and will
provide useful/actionable data.
10. Timely: Completion of Special EvenUProgram Activity between: November 1, 2017 and
September 30, 2018.
CONTRIBUTION AWARD EXPENDITURES
Contributions will be funded upon approval of the City Commission and announcement of
recipients . Expenses must be directly related to proposed program or event services, materials
or activities occurring within the award period.
Awardees will be required to maintain financial records to support claimed expenditures and
project accomplishments .
Funds for the proposed special event or program activity must not be used to replace or offset
funding sources normally available for any portion of the special event or program activity, nor
be used by the applicant to fund/supplement its own monetary giving.
Funds may not be used for capital expenses, lobbying or other excluded activities. Funding may
not be used for inherently religious activities.
I FINAL REPORT AND RECEIPTS
The 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 approval application. Applicant will be
required to reimburse the City of Atlantic Beach for all inappropriately spent funds .
Final Report is due one (1) month following completion of the program or event, and no later
than October 31, 2018 .
I PRIOR FINANCIAL ASSISTANCE
Information provided on application will be used to review prior performance history . Significant
non-compliance issues will be taken into consideration and may affect future funding decisions
jointly made by the City Commission.
NOTE: Eligibility for FY 2017-2018 Contribution Awards may be affected if an organization has
previously received a Contribution Award by the Atlantic Beach City Commission, or has not
fully disclosed that a Contribution Award was not fully expended, or did not complete required
financial or other reporting requirements for a previous Contribution Award. All eligibility criteria
is administered and determined by the Recreation Director, and Cultural Arts and Recreation
Advisory Committee. All decisions made on eligibility by the Atlantic Beach City Commission,
the Recreation Director and the Cultural Arts and Recreation Advisory Committee are deemed
final.
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CONTRIBUTION AWARD MAXIMUM AWARD AMOUNT
Contribution Awards: Most of the award amounts are expected to be between $100 and
$5,000
*NOTE: The City Commission and/or the Cultural Arts and Recreation Advisory Committee, at
its discretion, may modify the Contribution award to qualified recipients based on merit of
proposal, number of other qualified applications received and other criteria. The Contribution
award may not exceed the maximum amount of available financial resources for the FY 2017-
2018 Annual Atlantic Beach Community Contribution Program as approved under the City 's
Annual Operating Budget.
KEY TIMELINES FOR FY 2017 -2018 PROG RAM PERIOD
August14,2017
August 15, 2017
September 12, 2017
September 29, 2017
October 3, 2017
October 6, 2017
October 10 , 2017
City Commission authorizes solicitation for applications for annual
Contribution Awards for arts, cultural and recreation programs ,
events and activities
Distribute Request for Proposals (RFP) and issue press
notification
(Notice of RFP will also be included in newsletter distributed
September 4-5, 2017)
City Commission approval of total funding amount for 2017-2018
Contributions Program
Deadline for 2017 -2018 Contribution Awards proposals. The
Recreation Director will review each application as they are
received and forward eligible applications to the Cultural Arts and
Recreation Advisory Committee within 3 business days of receipt
The Cultural Arts and Recreation Advisory Committee will meet to
review proposals and determine preliminary scores in order to
develop a short-list of semi-finalists
Notify semi-finalists who will be required to present a brief
summary of their proposal/answer questions to the Cultural Arts
and Recreation Advisory Committee
MANDATORY presentations to the Cultural Arts and
Recreation Advisory Committee are required by all short-list semi-
final ists.
The Recreation Director will calculate final scores based on both
proposal content and presentations.
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August 28, 2017
October 23, 2017
October 24, 2017
November 8, 2017
City Commission Approval: City Commission awards
Contributions and appropriates funds at Regular City Commission
Meeting
Applicants notified regarding application outcome
Contribution Awards Disbursed: All FY 2017-2018 Contribution
awards released to award recipients
FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS (FY 2017-2018) I
December 1, 2017-
September 30, 2018
January 31, 2018-
October 31, 2018
LETTER NOTIFICATION : Upon completion of the program or
event, all FY 2017-2018 award recipients will be notified to submit
their final reports and copies of receipts.
DEADLINE: All FY 2017-2018 award recipients must submit
copies of paid receipts/invoices and a written report , including
number of citizens served and program or event outcomes within
30 days of completion of the program or event.
If the paid receipts/invoices and written report is not received, the
award recipient will be required to immediately reimburse City of
Atlantic Beach Contribution funds .
Note: All Contribution Award recipients' final reports will be submitted before the Recreation
Director for approval of expenditures . If determination is made that funds were expended
inappropriately , the Recreation Director will direct award recipients to reimburse the City of
Atlantic Beach.
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I SCORING AND REVIEW CRITERIA AND GUIDANCE
NOTE: Reviewer questions are listed to provide a helpful guide for applicants
Funding amount requested:$ Dates of event/program start-end ---l----
Yes/No Conditions (no further review if any of the Yes/No conditions are not met):
1. Fair and justifiable program costs (Program/Event Budget required)
2. Serves Atlantic Beach residents
3. Program/event pertains to cultural, arts, recreation
4. Program/event activities completed by September 30, 2018
5. Program/event is non-discriminatory
1. Participants (2-3 sentences) maxim urn 25 points
Reviewers will consider the following questions :
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
D What is the estimated number of participants through this program or event?
D What number and percent of the participants will be Atlantic Beach residents?
D Is this an adequate number relative to the amount of funding requested?
D Is the event open to all residents of Atlantic Beach who may want to participate?
D Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach?
2. Need (1-2 sentences) maximum 25 points
Reviewers will consider the following questions :
D Is there a demonstrated need for the program/event?
D Is the program/event duplicative of other programs/events in the area?
D Is the program/event a response to a need articulated from the community?
D Does the program/event target a population group that is currently underserved? (e.g.
teens, children with special needs, low-income residents, etc.)
3. Description of program/event (3-4 paragraphs) maximum 100 points
Reviewers will consider the following questions :
D Are the goals and objectives described in the proposal specific, realistic, relevant and
measurable?
D Does the proposal clearly articulate , who, what, where , when, how?
D How will the program/event benefit residents of Atlantic Beach (pertaining to cultural arts
and recreation?
D Is there an effective plan for promoting/advertising or marketing the program/event?
D Does the program or event have a demonstrated history of success (in other contexts or
similar cities, or in previous years)?
D Does the applicant organization have a history of successful implementation of similar
programs/events?
D Originality and creativity -is the program or event new and unique to the community or
provide a new or unique twist on an existing program or event?
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D Is the program/event free or made affordable to residents of Atlantic Beach? If there is a
fee, does the proposal describe steps to ensure that participants are not denied the
opportunity to participate due to their inability to pay the registration or other related
fees?
D Is the event free from inherently religious activities?
D Is this a family oriented and wholesome event that City funding should support?
4. Evaluation (2-3 sentences) maximum 25 points
Reviewers will consider the following questions:
D Is there an adequate evaluation plan for measuring participation , satisfaction, impact and
capturing suggestions for improvement?
D Will data provide actionable information for future planning?
D Will results be useful for dissemination to the community?
D Does evaluation include feedback from participants/audience as well as planners/
organizers and volunteers?
5. Resourcing (1-2 sentences) maximum 10 points
Reviewers will consider the following questions :
D Is there a plan to leverage additional resources (other funding, volunteers, and/or in-kind
donations)?
D Is there collaboration with other organizations that will help to offset resources and
expenditures?
D Is this a for-profit event?
6. Other
To what extent is this a worthwhile expenditure of scarce City funds or resources compared
with other potential programs or events? maximum 15 points
Indemnification
Contribution Award applicants and recipients agree to indemnify and hold harmless the City
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 in by Recipient in its use of the public funds.
Site Visits
Applicants must be available for site visits during the application process and successful
applicants must be available for site visits during program activities or events
Save the Date
It is recommended that all applicants consider holding time on their calendars for a 10 minute
presentation on October 10, 2017 in the event that they should make the short-list of semi-
finalists (applicants may send any member of their staff or team to represent the application at
the presentation).
All decisions are final.
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August 28, 2017
CITY OF ATLANTIC BEACH
Contribution Awards for arts, recreation,
cultural events and programs
FY 2017-2018 APPLICATION FORM
NOTE: All Applications MUST be Postmarked by 5:00p.m ., September 29 , 2017
GENERAL APPLICANT INFORMATION: Please type or print legibly
1. Name of Organization :
Mailing Address :------------------------
City State Zip
Contact Person :------------------------
Daytime Phone :------------------------
Evening Phone :------------------------
Email Address(s): ------------------------
2 . Organization certified as a Florida Non-profit Corporation? Yes D NoD
State of Florida Non-Profit 501 (c)(3) Corporation Certification Number _____ _
Federal EIN Number: -----------
3. Has your organization ever received financial assistance from the City of Atlantic
Beach before? Yes D No D
If yes, what activities and which fiscal year?
4. Amount requested for FY 2017-2018 $ ___ _
Funds must be used for services or materials directly associated to proposed special
event activity that Atlantic Beach residents can benefit from.
5. Title of Proposed Special Event/Prog ram/Service:
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August 28, 2017
6. Date of Event! Program Start date: End Date: ______ _
*Note, the term "program" is used broadly to include a program, event, activities or
services.
7. Participation (maximum 25 points)
i. Estimated number of people who are expected to participate in this program: __ _
ii. Estimated number and percent of who are Atlantic Beach residents:# % __
iii. Location where the program or event will take place: _________ _
iv. Is the program open to all residents of Atlantic Beach? Y/N
v. Is there a fee for participating? Y/N
8. Need Statement (maximum 25 points)
Briefly describe any community needs or gaps that the program is intended to address.
Please note how it was determined that these needs or gaps exist, and state if the
program targets a population or age group that is currently underserved.
9. Description of Program/Event (maximum 100 points)
A.) Describe the goals and objectives of the program and benefits to the residents of
Atlantic Beach (specifically cultural arts and recreation benefits). Include a
description of the program activities and how they will be delivered. Also describe
how the program will be advertised to ensure adequate participation.
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B.) Describe the intended outcomes of the program, and why you believe the program
will successfully achieve the intended outcomes (i.e. is the program based on solid
evidence of success?)
1. Does this program have a history of success in similar contexts?
2. Has your organization successfully implemented programs of similar scope
and scale?
C.) If there is a fee or cost to participate, please 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.
10. Evaluation (maximum 25 points)
Briefly describe how you will measure success (important metrics include reach,
outcomes, participant satisfaction, and suggestions for improvement). Describe data
collection methods and who will be surveyed. Please also describe how data will be
used to inform program improvement and how (if) results will be disseminated to the
community.
11. Resourcing (maximum 10 points)
Please describe any plan to leverage additional resources (e.g. other funding,
volunteers, in-kind donations), or if there will be collaboration with others to help offset
expenditures.
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12. Total Program Cost:$ _____ _
(Includes all estimated costs to conduct proposed activity/program)
13. Attach to Contribution Application:
D Copy of Organization's Budget Summary
D Copy of Proposed Program Budget
D Copy of current State of Florida Non-Profit Corporation Certification
D List of Current Organization's Board of Directors
D IRS W-9 Request for Taxpayer Identification Number (TIN) and Certification
14. How will the organization acknowledge the City's financial contribution to the
community/beneficiaries of the proposed special event activity?
ACKNOWLEDGMENT OF RESPONSIBILITY:
Authorized Signature assumes all responsibility for developing and implementing
proposed activities or events in this application, including public acknowledgment of
the City's financial contribution. Authorized signature will comply with all
accounting and budget procedures outlined by the City. Authorized signature and
accompanying group will hold harmless the City of Atlantic Beach from all losses,
claims, accidents and problems associated, directly or indirectly, with the
development and implementation of proposed activities or events. Authorized
Signature agrees to present final outcome of event to Cultural Arts Recreation
Advisory Committee within 30 days of the event.
Authorized Signature of Organization Date
Printed Signature
All Information Requested On This Application Must Be Completed As A Condition
For Being Considered For Public Funds By The City Of Atlantic Beach Cultural Arts
And Recreation Advisory Committee And In No Way Guarantees Funding.
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CARAC Contribution Awards Program: Timeline
July 6, 2017 Recreation Director sends draft documents to Cultural Arts and
Recreation Advisory Committee for review. Documents include:
1. Application Package with timeline and review criteria
2. Application Form
3. Review guidelines and score sheet
July 6, 2017 Recreation Director sends a Save the Date to City Manager asking
City Manager to set aside time to review documents
July 11, 2017 Cultural Arts and Recreation Advisory Committee meeting to
review, discuss, edit and finalize FY 2017-2018 Contribution
Awards Program documents
July 13, 2017 Contribution Awards Program documents sent to City Manager (or
interim/deputy) and City Attorney for review
July 19, 2017 Review deadline: City Manager and City Attorney must submit
suggested edits, comments or changes to Recreation Director by
this date
July 20, 2017 Recreation Director will incorporate edits and send final documents
to Cultural Arts and Recreation Advisory Committee for final review
July 25, 2017 Final version deadline
August 14, 2017 Approval of documents and process from City Commission
August 15, 2017 Request for Proposals (RFP) -Press notification goes public
without published amount
Sept. 12, 2017 City Commission approval of total funding
Sept. 29, 2017 Deadline for all applications 5 p.m.
October 3, 2017 CARAC meet to review proposals/preliminary scores to develop
short list of semi-finalists
October 6, 2017 Notify semi-finalists to present brief summary of proposal
October 1 0, 2017 Mandatory presentations to CARAC
October 23, 2017 City Commission approval of awards
October 24, 2017 All applicants notified
November 8, 2017 Contribution awards disbursed at City Commission Meeting
Agenda Item 3A
August 28, 2017