Exh 3CAGENDA ITEM #3C
OCTOBER 22, 2001
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Chazitable Contributions Policy
SUBMITTED BY: Jim Hansom{-~i~y-#Ian
DATE: October 11, 2001
BACKGROUND: The City's ordinance prohibiting contributions for chazitable purposes has
been discussed several times in recent Commission meetings. At the last
meeting, the request of Patricia Goelz for a contribution to the Town
Center Green Mazket Project was deferred pending further clarification of
the City's policy.
The present City ordinance reads as follows;
City Code Section 2-2 Chazitable Contributions Prohibited; The
City shall not contribute City funds to any chazitable, non-profit,
or other worthy cause.
Many Florida Cities contribute funds to chazitable causes, although staff
was unable to fmd any City with a written policy. See the attached
surmnary of responses from six cities that was completed by City staff
and dated October 10, 2001.
Also attached is a list of charitable requests made to the City of Atlantic
Beach during two time periods. The first is from 1984 through 1991
which led up to the adoption of the present City ordinance on 10/28/91.
Second is a list of more recent charitable requests.
Several options are available to the City Commission concerning the
ordinance, parameters to use in deciding which request to fund, and
who to make the decision on these contributions;
1. Ordinance
Change the ordinance to allow for some types of contributions, with
expanded limits and possibly some parameters for decision making
• Keep ordinance "as is"; make no charitable contributions as defined
in the ordinance
• .Eliminate ordinance entirely to allow more flexibility
AGENDA ITEM #3C
OCTOBER 22, 2001
2. Parameters for Decision Making
• Events; It appears that most of the contributions approved by the
City were to put on events that aze open to the public. The
limitation of only providing funds for events may be an effective
differentiator for future consideration.
.Sponsorship; The City may choose only to put money into events
that are jointly sponsored by the COAB. In this case, additional
parameters would undoubtedly be needed prior to making the
decision on sponsorship possibly including such criteria as
whether they are open to the public, free of charge, or in Atlantic
Beach.
• Budget; The City Commission may choose to adopba single
budget for a fiscal year and make contributions to organizations
up to that budgeted amount but not more. Again, the additional
questions of parameters may come up unless a "first come first
serve" policy was adopted.
Dollaz limit; The Commission may choose to place a maximum
dollar amount that could be contributed unless the event is directly
sponsored by the City.
• Budget Cycle; Many of the. cities surveyed indicated that they
make their chazitable contributions only through the budget
process, meaning that the organizations had to file their requests
ahead oftime for the following yeaz.
3. Who to Decide
• City Commission
• Boazd or Committee (Cultural Arts Board in effect is already
making recommendations on funding requests for some events)
• City Manager (only if the City establishes clear criteria)
BUDGET: Establishment of Policy is not expected to cost the City any money.
However, depending on the decisions made, funding for chazitable
purposes or events could be considerable.
RECOMMENDATION: Consider, debate and ultimately adopt an ordinance that reflects the
Commission's desires on charitable contributions and guides decisions on
individual requests in the future.
ATTACHMENTS: (I) Staff Report on policies from other cities
(2) List of chazitable contribution requests
Requests for donations 1984-1991, and the actions taken by the Citv Commission
Date Organization/Event Location Open to Admission Sponsored Funding Amount Who Action
Public Charged by AB? from Requested benefits?
other
Beach
cities?
10/08/84 Beaches Educational N. Beach No Unspecified Denied
Foundation 8chooi
06110/85 New Beaches Library N. Beach Yes No No Yes $27,100 Beaches Deferred;
residents no action
taken
later
11/11/85 BLES Foundation for Beaches Yes No No $190 Beaches Granted
banner advertising residents
Christmas Parade
04114/86 To advertise a party No No No $100 Navy Granted
to recognize the crew
of the USS Saratoga
and su ort shi s
09/25/89 American Lighthouse Yes No $5,000 Lighthouse Denied
Historical Socie Soc.
01/22/90 Youth of the Beaches Jax Bch. Yes Yes No $1,000. Granted
Art Guild
03112/90 Dial-A-Ride Beaches No $1,000 Beaches Granted
residents
05/29/90 Commissioning of Mayport No No No $2,500 Navy Granted
USS Montere base
07/09/90 N,E. Florida Council No $100 No action
on Alcoholism & taken
Dru Abuse
07/23/90 Atlantic Beach Atlantic Yes $1,000 Granted
Athletic Assoc. to Beach
attend all-star state
cham ionshi s
08/13/90 Atlantic Beach Men's Orlando No $500 Granted
Tennis Team to
attend state
tournament in
Orlando
11/19190 Pop Warner Football Jax Bch. Yes No $100 Beaches Denied
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Date OrganizationlEvent Location Open to Admission Sponsored Funding Amount Who Action
Public Charged by AB? from Requested benefits?
other
Beach
cities?
06/24/91 Atlantic Beach Atlantic Yes Yes No $2,500 Beaches Denied
Athletic Assoc. Beach .Youth
06/24/91 Beaches Arts Beaches Yes No Unspecified Denied
Foundation
Ordinance prohibiting donations passed on October 28, 1991
Recent Charitable Contributions made or Considered bV the Citv of Atlantic Beach
Agency/Event Location Open to Admission Sponsored Funding from Who Benefits Funded
Public? Charged by AB7 other Beach by AB?
cities?
Air Show Jax. Beach Yes No Yes Yes All Duvai Count Yes
Roosevelt Commissionin Ma ort base No No No Yes Nav Yes
Ad in Fletcher Football NA Yes Yes No Yes High School Yes
Pro ram
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AGENDA ITEM #3C
OCTOBER 22, 2001
October 10, 2001
I have contacted the following cities to inquire if they contribute to any charitable
organizations, non-profit organizations or worthy causes. Listed below are the results:
- Indian Rocks Beach -They sometimes provide contributions to Meals on Wheels.
However, Meals on Wheels usually provides written requests during their budget
meetings. Not always able to support them. They are a very small city and therefore
provide no written policy on donations.
- Lauderdale-by-the-Sea -They have donated thus far a total of $18,000. They
receive requests from many organizations, which are then reviewed and approved
during their budget workshops.. They have no written policies or procedures.
- Jacksonville Beach - They do not provide any donations: However, internally if
there is a death in family the city employees contribute to the deceased's
organization in lieu of flowers.
- Niceville -Yes they do provide donations mainly to Elder Services, Guidance
Services or Battered Women Organizations. All organizations wishing for donations
must provide information in writing. During the budgetary process the councils then
decide. which organizations personally affect their community and how it would
benefit their city and citizens within. They also contribute $100 - $200 here or there
for their educational activities. They have contributed anywhere from $25,000 -
$30,000. They do not have any written policies and feel that if there was it would be
inflexible and bureaucratic. I spoke with George Ireland.
- Lake City -Yes they contribute to many different organizations. Some
organizations they contribute to year after year. These groups the city even notifies
them to have their request in by set timeframes: Other organizations are received by
written requests and then approved or disapproved by city manager and council
members. Some of the donations they give are: $10,000 to Sr. Citizens, $2,500 to
museums, $3,500 for recreational centers, and $10,000 downtown Christmas
decorations. To date this year they have contributed approximately $25,000. In past
donations they have contributed as high as $50,000. They provide no written
policies on donations, this way it allows them to pick and choose as to what's needed
within their community. I spoke with Faye Billings.
- St. Augustine -Does not make charitable donations but has no written policy.