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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 . 2 Agenda Item 3A August 28, 2017 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. 3 Agenda Item 3A August 28, 2017 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. 4 Agenda Item 3A August 28, 2017 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. 5 Agenda Item 3A 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. 6 Agenda Item 3A August 28, 2017 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? 7 Agenda Item 3A August 28, 2017 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. 8 Agenda Item 3A 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: Agenda Item 3A 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. Page 2 of 4 Agenda Item 3A August 28, 2017 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. Page 3 of 4 Agenda Item 3A August 28, 2017 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. Page 4 of 4 Agenda Item 3A August 28, 2017 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