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HomeMy WebLinkAboutCouncil Policy No. 300-12 - Grant Program CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Effective Date: 9/12/06 Page No. 1 of 6 BACKGROUND The City Council is frequently requested to provide financial support to various community organizations and non-profit entities as well as to specific fundraising and other events. PURPOSE The City of Lake Elsinore Community Grant Program is designed to assist community based organizations for programs, services and events benefiting the residents of the City of Lake Elsinore. The Lake Elsinore City Council will, through its annual operating budget, determine the amount of funds to be allocated to these grant program. POLICY eCIVIS GRANT SEARCH PROGRAM The eCivis Grant Search Program shall be made available to the public during any time in which the City contracts for such service. COMMUNITY ORGANIZATION GRANT POLICY The purpose of this policy is to provide financial assistance to not-for profit community groups and organizations by means of an annual grant program. General Criteria An applicant organization must meet the following general criteria in order to be considered for a City of Lake Elsinore Community Organization Grant: 1. Operate strictly as a not-for-profit organization. Any specific service, program or activity for which funding is requested must also be not-for-profit in nature. 2. Operate under a formal organizational structure with an active Board of Directors and/or Executive Committee/Officers. First-time applicants must submit copies CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Page No. 2 of 6 of Constitution/By-Laws currently in effect. All applicants must submit lists of Board of Directors and Executive Committee/Officers. 3. Be based in Lake Elsinore, with at least a majority of members being Lake Elsinore residents. Membership and programs must be open to Lake Elsinore citizens, and services, programs and activities must be of benefit primarily to Lake Elsinore citizens. The use of Community Grant Funds outside of the City’s boundaries is highly disfavored. 4. Demonstrate a willingness to co-operate as much as possible with the programs and activities of other community organizations, especially those in its own sector (e.g. social services, arts, etc.). 5. Community organizations receiving $5,000 or more of CDBG funding in the 12 months prior to the application are not eligible for a Community Organization Grant 6. Activities that duplicate existing programs or services will not be funded. 7. Applications from private enterprise or individuals will not be considered. 8. Applications will be processed on a “first-in” basis and shall be subject to the availability of funds budgeted by the City Council for Community Organization Grants 9. Applicant shall complete the Application for a City of Lake Elsinore Grant in full, attached as Schedule ‘A’ to this policy. Procedures 1. The Community Services Department will, on an annual basis, advertise in the local media, information relevant to the Community Organization Grant process. 2. Applications must be received by City Community Services Department by the deadline date specified in the information materials. Late applications as well as emails, faxes and computers discs will not be accepted. Support materials CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Page No. 3 of 6 (brochures, flyers, programs) that will help explain an application will be accepted, but should be kept to a reasonable minimum. 3. In considering grant applications, the Community Services Department will evaluate applications in terms of the general and financial criteria and principles outlined in the Grant Policy and will also consider:  the contribution that the service, program or activity makes to the life of the community;  the effectiveness and quality of the service, program or activity;  the fiscal viability and accountability of the organization and of any specific service, program or activity for which funding is being sought;  the need of the organization for funding;  the degree of community involvement in the service, program or activity. 4. The recommendations of the Community Services Department will be compiled and forwarded to the City Manager. 5. The Community Services Department will then inform all applicant organizations of the recommendations and of the timing and process for any appeals that might be considered. 6. The City Manager will determine whether the applicant has met the criteria for providing a Community Group Grant. 7. City staff will notify all organizations of the final grants results, and will look after dispatching grant checks in a timely manner. 8. An unsuccessful applicant may appeal the City Manager’s determination to the City Council only if there is evidence that the normal process was not followed (e.g. if some materials submitted were misplaced and were not considered by the Community Services Department looking at the particular application). CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Page No. 4 of 6 B. SPECIAL EVENTS GRANT POLICY The purpose of the City of Lake Elsinore’s Special Events Grant Policy is to improve and increase the quality of leisure activity and support the City’s various community organizations. General Criteria 1. All requests are reviewed by the Visitor & Convention Services Committee with support from the Sports Advisory Council. 2. Each request is reviewed on the following basis:  Importance of the activity  Fiscal viability and accountability of the organization  Community impact  Media impact  Economic impact 3. Funds being requested for a volunteerism pride program or activity should have major impact within the City. 4. Leisure and Community organizations must show that they have made reasonable efforts to raise funds and may be responsible to repay a portion or all of their grant money. 5. Applicants applying to the City of Lake Elsinore must satisfy all of the following criteria:  Non Profit Organization (incorporation or charitable status not required)  Sanctioning governing body (P.S.O. or N.S.O.) endorsement or resolution of your Board of Directors  Special one-time event  Event is local, regional, national, and international in scope  Event will attract visitors/participants from out-of-town  Event is a championship, tournament, festival, sporting in nature, trade show, conference or educational event CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Page No. 5 of 6  Organization is not in a deficit situation  With specific exemptions, the event is based within the City and provides the majority of services within proximity of City 6. Event is a continuing one that will establish the City of Lake Elsinore as a permanent or semi-permanent site. 7. Requests for financial assistance must originate only from organizations and not from individuals. Eligible Costs 1. Expenses related to event bid preparation and presentation. 2. Bond or holding fees required to secure an event once a bid has been won. 3. Start up costs for organizing committee to begin the process of planning, sponsorship campaigns, volunteer recruitment and training or marketing campaigns prior to revenue generation. 4. Legacy items that can be used for other events. 5. Costs associated with the contract of professional services or the lease of office equipment. 6. To leverage for additional/matching funding from other sources i.e. public or private sectors. 7. Associated expenses related to staging the event. Procedures 1. Carefully read the Event Development grant package information and complete the application form including budget information. The application should be submitted at a minimum of two months prior to the commencement of the event or bid submission to the Finance Department. 2. Consult with Visitors and Convention Services staff before completing your application. 3. Enclose letters of intent or support, Board resolution and or letters of confirmation from governing body. CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Grant Program Policy No. 300-12 Page No. 6 of 6 4. The review committee will review the application form and budget information. 5. Your organization will be contacted with the final recommendation prior to Council’s final decision. 6. If your organization is successful in receiving a grant, applicants must submit a post-project report to the Community Services Committee within 60 days of the completion of the project. 7. For tournaments/events that are of a fundraising nature part or the entire grant would be required to be payable back to the City of Lake Elsinore. This will depend on the assessment of the pre budget and final audited financial report. HISTORY Approved by Resolution No. 2006-152 9/12/06