The Birds of Fire2.1
City of Atlantic Beach
Contribution Awards:
Cultural Arts and Recreation Programs
FY2019-2020
Application Guidelines Package
For OAR GA NIZA TIONS
APPLICATION GUIDELINES FOR FY2019-2020 CONTRIBUTION AWARDS
Funding Availability: The City Commission has allocated funding for FY2019-2020 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, providing extra-curricular/extramural programs, 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 - $3,000 per applicant. Final
Contribution Award amount may be allocated as determined by the Cultural Arts and Recreation
Advisory Committee.
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.
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 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.
(Ord. No. 95-91-50, § 1, 10-28-91; Ord. No. 05-02-37, § 1, 7-8-02)
Editor's note— Ord. No. 95-91-50, , adopted Oct. 28, 1991, amended the Code by adding (b). For purposes of
classification, (b) has been codified as at the discretion of the editor.
REQUIRED APPLICATION DOCUMENTS
Documents Required for Submittal: All applicants must complete the attached application
form and provide the following documents:
❑ Completed Application Form
- CE] Summary of organization's current budget
Prof ram budget
D-' Proof of current Non -Profit 501(c)(3) certification form issued by the State of Florida
Y-❑, List of Current Organization's Board of Directors
rte'' Most current IRS W-9 Form
Applications will not be processed for review if complete package is not received together
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 DEADLINE: 4:30 p.m., August 23, 2019
Applications must be RECEIVED by deadline time and date 4.30 p.m. August 23, 2019. No
Exceptions.
Hand deliver applications to:
Mail applications to:
Must be RECEIVED in
The Recreation Office by
August 23, 2019
NOT postmarked by this date
Adele Grage Community Center
716 Ocean Blvd, Atlantic Beach, FL 32233
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) tjohnson@coab.us
or call (904) 247-5828.
APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE
Funding amount requested: $ Dates of event/program start -endue r'
Yes/No Conditions C;z-/5 _1Q0
A.
Fair and justifiable program costs (Program/Event Budget requiredLYes�No
B.
Serves Atlantic Beach residents
No
C.
Programlevent pertains to cultural, arts, recreation
No
D.
Program/event activities completed by September 30, 2020
res/No
E.
Program/event is non-discriminatory
No
F.
Is the event free from inherently religious activities?
/No
NOTE: If the Yes/No conditions are not met, the application is not eligible for funding,
and will not be processed for review.
NOTE: Questions reviewers will consider are listed in italics as a helpful guide for applicants
1. Participants (Maximum 35 points)
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❑ Location(s) where program/event will take place
❑ Total estimated number of participants C 1�� ,�nla 42 r_ 0a r--7
❑ Number and percent of participants who are Atlantic Beach residents A /k? % 75
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Total number of hours each participant will be directly engaged in , ra_ryl'
program/event�l�5 6-0-6-, r r-
❑ Frequency and duratio of program/evente.g. 1 time event for 2 hours, or 1 x/month for
1 hour)_ itA.1111 t�*�� %ems `/
❑ Is the event open to all residents orAtlantic Beach who may want to participate? i,0S
❑ Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach? 5
NOTE: An important criteria for funding is to ensure that an adequate number of
Atlantic Beach residents will benefit from the program/event relative to the
amount of funding requested. To address this criteria, a per -person -per -hour cost
will be calculated by the reviewers. c
2. Need (Maximum 20 points)
Briefly describe any community needs or gaps that the program/event is intended to
address. Please state if the program/event targets a population or age group that is currently
underserved in Atlantic Beach.
NOTE: Reviewers will consider the following questions when assigning points:
❑ Is there a demonstrated need for the program/event?
❑ Is the program/event duplicative of other programs/events in the area?
11 Is the program/event a response to a need articulated from the community?
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❑ Does the program/event target a population group that is currently underserved?
(e.g. teens, children with special needs, low-income residents, etc.)
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3. Description of program/event
3.1 Describe the goals and objectives of the program/event, and benefits to the
residents of Atlantic Beach, please make sure goals and objectives are specific,
measurable, achievable, results -focused and time -bound (Maximum 15 POINTS)
NOTE: Reviewers will consider the following questions when assigning points:
o Are the goals and objectives described in the application SMART
(specific, measurable, achievable, results -focused, and time- bound)
o How will the program/event benefit residents of Atlantic Beach (pertaining
to cultural arts and recreation?
o Are the goals and objectives artis 'c recreational and/or cultural in nature
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3.2 Describe programlevent activities (Maximum 40 POINTS)
NOTE: Reviewers will consider the following questions when assigning points:
o How appropriate are these activities are in terms of achieving the stated
goals and objectives
o 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?
o Is this a family oriented and wholesome event that City funding should
support?
be advertised too ensure adequate
participation (Maximum 5 POINTS)
NOTE. Reviewers will consider the following questions when assigning points:
o Is there a plan for promoting/marketing the program/event?
o . Is this plan likely to be effective and feasible?
4 Describe how you will facilitate access to the program or event so that residents of Atlantic
Beach who do not live near the program/event location and/or who do not have
transportation can still participate. (Maximum 10 POINTS)
NOTE Reviewers will consider the following questions when assigning points:
o Is there a plan to ensure that access is not a barrier?
o Is this plan effective and feasible?
5 Describe if the program is evidence based (i.e. has a record of achieving expected
outcomes) (Maximum 15 POINTS)
NOTE: Reviewers will consider the following questions when assigning points.
o Is the program or event based on published evidence?
o Does the program or event have a demonstrated history of success (in other
cgn(exts or sim#ar cities. or in ore vious vears)?
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6 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 (Maximum 15 POINTS)
NOTE. Reviewers will consider the following questions when assigning points:
o Is the program/event free for residents of Atlantic Beach?
o If there is a fee or cost, does the proposal describe steps to ensure that
participants are not denied the opportunity to participate due to their inability
to pay fees or costs?
7. Evaluating Success (Maximum 30 POINTS)
8.
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 collection methods and who will be
surveyed. Please also describe how data will be used to inform program improvement.
NOTE. Reviewers will consider the following questions when assigning points:
o Is there an adequate evaluation plan for measuring participation,
participant satisfaction and (if applicable) changes in knowledge,
attitudes, skills or behaviors
o Will data provide actionable information for future planning?
o Will results be useful for dissemination to the community?
o Does evaluation include feedback from participants/audience as well as
planners✓ organizers and volunteers?
Resourcing (Maximum 15 POINTS)
Please describe any plan to leverage additional resources (e.g. other funding,
volunteers, in-kind donations) or collaboration with others to offset expenses
NOTE. Reviewers will consider the following questions when assigning points:
o Is there a plan to leverage additional resources (other funding, volunteers,
and/or in-kind donations)?
o Is there collaboration with other organizations that will help to offset
resources and expenditures?
o is this a for-profit event?
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DISQUALIFICATION CRITERIA AT TIME OF SUBMITTAL
Any applications received after the deadline time and date are immediately disqualified from
funding consideration. No exceptions.
➢ APPLICATIONS RECEIVED AFTER DEADLINE DATE ARE NOT ACCEPTED.
➢ E-MAILED APPLICATIONS ARE NOT ACCEPTED.
P QUALIFYING CRITERIA
Applications are limited to non-governmental, non-profit organizations serving the Atlantic
Beach community. Excluded entities include the following: municipal organizations, state or
local government organizations and private individuals. (NOTE: Duval county schools applying
for funding for extra -curricular or extramural activities/programs/services, after-school programs,
or authorized student activity organizations that serve Atlantic Beach residents should apply
using the SCHOOL application package). Organizations already receiving funds or financial
support from the City of Atlantic Beach FY 2019-2020 may not apply for additional funding.
PROPOSAL GUIDELINES
Applications will be judged and selected for funding consideration by the Cultural Arts and
Recreation Advisory Committee on a number of criteria.
7. Serves Atlantic Beach residents. Proposal describes how many residents of Atlantic
Beach are expected to participate and how many hours participants will be engaged in
the program or event. The event or program is open to all residents of Atlantic Beach,
and is non-discriminatory and free from inherently religious activities.
2. Cultural, Arts and Recreation: Program, event or activities are cultural arts and
recreation in nature (or support 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 opportunities for cultural, arts and
recreation programs or activities for teens and young adults, and there is currently a
need for programs and events in Jordan Park and Donner Park areas of Atlantic Beach).
4. Evidence Based: The program or event is supported by evidence of successfully
achieving expected outcomes
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. Accessibility: The program or event is made accessible so that residents of Atlantic
Beach who do not live near the program/event location and/or who do not have
transportation can still participate
7. Program Costs: Fair and justifiable program costs (detailed program/event budget
required).
8. Adequately resourced: The proposal includes evidence of supplemental funding, such
as leveraging matching funds, collaboration, volunteers or other resources.
9. Originality and creativity. Applications of projects or programs that are new and
unique to the community or which provide a new or unique twist on an existing program
are strongly encouraged.
3
10. Evaluation: There is in evaluation plan that measures participation/impact and will
provide useful/actionable data.
11. Timely: Completion of Special Event/Program Activity between: October 2019 and
September 30, 2020.
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.
FINAL REPORT AND RECEIPTS I
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 30 days following completion of the program or event.
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 FY2019-2020 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.
CONTRIBUTION AWARD MAXIMUM AWARD AMOUNT
Contribution Awards: Most of the award amounts are expected to be between $100 and
$3,000
*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 FY2019-
2020 Annual Atlantic Beach Community Contribution Program as approved under the City's
Annual Operating Budget.
KEY TIMELINES FOR FY2019-2020 PROGRAM PERIOD
July 15, 2019 Distribute Request for Proposals (RFP) and issue press
notification
(Notice of RFP will also be included in newsletter distributed
September 25, 2019 City Commission approval of total funding amount for FY2019-
2020 Contributions Program
August 23, 2019 Deadline for FY2019-2020 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
August 27, 2019 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
September 3, 2019 MANDATORY presentations to the Cultural Arts and
Recreation Advisory Committee are required by all short-list semi-
finalists.
The Recreation Director will calculate final scores based on both
proposal content and presentations.
October 14, 2019 City Commission Approval: City Commission awards
Contributions and appropriates funds at Regular City Commission
Meeting
October 17, 2019 Applicants notified regarding application outcome
October 24, 2019 Contribution Awards Disbursed: All FY2019-2020 Contribution
awards released to award recipients
FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY2019-2020
LETTER NOTIFICATION: Upon completion of the program or
event, all FY2019-2020 award recipients will be notified to submit
their final reports and copies of receipts.
DEADLINE: All FY2019-2020 award recipients must submit
copies of paid receipts/invoices and a written report, including
number of Atlantic Beach 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.
General guidelines for reports
1. Report should clearly state how deliverables described in the proposal were met
2. Report should be clear regarding how funding was used to benefit residents of Atlantic Beach.
3. Describe what was accomplished in general and pertaining to AB specifically,
4. Description of the steps taken to reach out to AB residents to participate or attend the program
5. Report how many from AB attended/participated (number and percent of total participants is
preferred)
6. Include feedback received from participants, especially highlight any from AB.
7. Include evaluation results
8. Submit the paid receipts showing how the money from COAB was used
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.
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 SEPTEMBER 3, 2019 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).
Birds of Fire Budget Program Budget 2020
Event Item
Amount
Total
Martin Luther King, Jr. Program
Music
1,200
19200
Administration,
Program design,
PR Advertising
300
11500
Building Rental
150
1,550
Speakers
100
1,750
Reception
300
2,050
Black History Program Music
1,200
35250
Administration,
Program design,
PR Advertising
300
3,550
Building Rental
150
39700
Speakers
100
39800
Reception
300
49100
Birds of Fire Organizational Budget
Office Supplies
Printing and Publishing
Receptions
Building Rentals
Gas and Mileage
Entertainment
Equipment and Maintenance
Advertising/PR
200
500
900
600
400
3000
2000
2000
Social Media Services 1200
$10,800
Calendar of Events
Jan — Martin Luther King Program
Feb - Black History Month Program
Mar — Spring Festival
April — Arts in the Park
May — Gospel in the Park
June — Tumbling Waters Campground Program (North Carolina
July, August, September — Recording and various community outreach
October - Birds of Fire community camping and picnic
Nov — Fall Festival
Dec — Community Christmas Program