PREPARED BY: LATANYA FISHER DATE OF MEETING: 03/20/17
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO ISSUE THE FY 2017-18 ANNUAL SAN PABLO COMMUNITY FOUNDATION GRANT APPLICATION GUIDELINES, PROGRAM CRITERIA & POLICY CHANGES
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Community Grant Program 501 (c3) Funding - Special Event Funding and San Pablo Community Foundation Mini-Grant Program are adopted policy items under the FY2015-17 Council Priority Workplan, effective October 1, 2016
CEQA Compliance Statement
This is not a project as defined by CEQA
BACKGROUND
On September 16, 2014, the City Council by Resolution directed the City Manager to proceed with consolidating the Annual Community Grant Program and the San Pablo Community Foundation Mini-Grant Program.
The City Manager is directed by this proposed Resolution to proceed with the announcement and availability of $55,000 in the FY 2017-18 Annual San Pablo Community Foundation Grant Program and a total of $40,000 in private, corporate sponsorship from Lytton Rancheria Band of Pomo Indians who operate Casino San Pablo and Republic Services, Inc. (dba Richmond Sanitary Services) for a total of $95,000 available for local community service organizations and non-profit (501(c)(3)) organizations that serve San Pablo residents.
An additional $5,000 in a one-time charitable donation was identified and will be presented to the City from the San Pablo Senior Advisory Board for the FY 2017-18 grant program providing total grant funding of $100,000 to qualified recipients for the FY 2017-18 grant program period.
A five-member San Pablo Community Foundation Grant Review Committee (Committee) is authorized to review grant applications and select grant recipients for FY2017/18. The Committee is scheduled to make its grant funding selections in May 2017. In June 2017, the City Council will be asked to appropriate the funding for the selected grant recipients. Grant award disbursement is scheduled for prior to June 30, 2017.
Recommended FY 2017-18 Policy Changes from Committee
The Committee met on March 13, 2017 and recommends two (2) additions to the policy:
1) Final Review and Grant Award: After receipt and verbal presentations of applications by the SPCF Grant Review Committee, the Committee shall consider the established threshold qualifying criteria immediately following the presentations. The SPCF Grant Review Committee may also consider appeals of non-successful grant applicants. The Committee will determine all final grant award amounts and recipients, and
2) Grant Recipients Exemptions: All grant award recipients will be exempt from future San Pablo City Council discretionary sponsorships for a period of one-year (during FY 2017/18) as outlined in the City’s multi-year budget.
The recommended policy changes from the Committee will revise the attached City Council policy if approved by the City Council by Resolution (See Attachment). The City Council will no longer be the final decisions maker of SPCF grant awards from the Committee, and would focus only on their appropriation authority of public funds to enable the City Manager to disburse grant awards to designated grant award recipients as determined by the Committee. All decisions would be final at the Committee level and not the City Council.
With regard to the grant recipients exemption following grant award, this policy change would enable those local community service organizations from acquiring additional public benefit in addition to a SPCF grant award from the City Council’s annual discretionary event sponsorship budget for FY 2017-18 following future budget adoption in June 2017. This policy would enable other local community service organizations the ability seek one-time event sponsorship funding from the City Council who were not eligible or selected for a SPCF grant award.
The City Manager has proposed the following timeline based on the current City Council adopted policy for scheduling grant award disbursements by June 30, 2017, as follows:
Calendar/Timeline: FY 2017-18 SPCF Grant Program Action:
Ø March 20 City Council Action:
Approves FY 2017-18 SPCF Grant Program, Policy & Guidelines
Ø March 21 City Manager Releases FY 2017-18 Grant Package/Press Release
Ø April 10 (Special Council Meeting) FY 2016/17 Financial Report
Ø April 18 FY 2017-18 Grant Application Deadline
Ø April 19 Eligible/Non-Eligible Letters Mailed
Ø April 17 Appeal Letters Due to Committee
Ø May 8 Staff to Deliver Grant Application Binders to SPCF Grant Review Committee
Ø May 8 - May 19 SPCF Grant Review Committee - Grant Application Review Period
Ø May 22 SPCF Grant Review Committee Receives Applicant Presentations, etc. and Selects Grant Recipients for FY2017/18
Ø June 5 or 19 City Council Action:
Appropriate funding for SPCF Committee Selected Grant Recipients
Ø Week of June 20 Staff Prepares Check Requests to Finance
Ø June 26-28 Staff Prepares Letters to include with Grant Checks
Ø June 29 Grant Funding Disbursed to Approved Recipients
Financial Reporting - 2017-18 Award Recipients
March 1, 2018 Financial Letter Notification
April 4, 2018 Deadline to Submit Financial Report
April 16, 2018 Special City Council Meeting
In addition to the FY 2017-18 SPCF Grant Program Funding Available, the City Manager has proposed, with concurrence and review by the SPCF Grant Committee on March 13, 2017, the final recommended policy documents to administer the FY 2017-18 Grant Program for adoption as follows:
• Proposed FY 2017-18 SPCF Grant Application
• Proposed FY 2017-18 SPCF Grant Guidelines and Program Criteria
• Proposed FY 2017-18 SPCF Grant Program City Council Policy
Staff recommends that the City Council approve the timeline set forth above, the FY2017-18 Annual Community Grant Application, Grant Guidelines and Program Criteria, and Grant City Council Policy attached to this resolution, and directs the City Manager to announce such documents through all City media and social media sources and the City’s website.
FISCAL IMPACT
The action does not result in the expenditure of funds, and, therefore, has minimal fiscal impact. Approval of this resolution, however, will set into motion the planned expenditure of grant funds totaling $55,000 from the FY 2017/18 City Council budget. Approval of the FY2017/18 budget will take place later this fiscal year.