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HomeMy WebLinkAboutR-2025-060 Policy and Procedures for Spending for Budgeted EventsRESOLUTION NO. 2025-060 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, CREATING THE CITY COMMISSION A SPENDING POLICY AND PROCEDURE FOR BUDGETED EVENTS OUTSIDE OF COMMUNITY GRANTS OR DISCRETIONARY FUNDS POLICIES; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission seeks to create a spending policy and procedure for budgeted events outside of community grant funding or discretionary grant funds; and WHEREAS, the policy would require application, matching funds, and accountability; and WHEREAS, the City Administration recommends amendment to the Policies to increase accountability and provide for placement on City Commission meeting agendas for approval prior to the obligation of funds for these community members or community events not funded by discretionary funds; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the foregoing “Whereas” clauses are ratified and confirmed to be true and correct and they are made a part of and are incorporated into this Resolution by this reference. Section 2. That pursuant to this Resolution, the City Commission adopts a Commission spending policy and procedure for budgeted events outside of community grants or discretionary funds, which policy and procedure is attached as Exhibit “A”, and is made a part of and incorporated into this Resolution by this reference. Section 3. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 4. That this Resolution shall be effective 10 days after passage. SIGNATURES ON THE FOLLOWING PAGE 2 RESOLUTION #2025-060 PASSED AND ADOPTED on April 22, 2025. Motion by Commissioner Ryan, second by Commissioner Rimoli. FINAL VOTE ON ADOPTION: Unanimous X Yes No Commissioner Lori Lewellen ____ ____ Commissioner Luis Rimoli ____ ____ Commissioner Archibald J. Ryan IV ____ ____ Vice Mayor Marco Salvino ____ ____ Mayor Joyce L. Davis ____ ____ ATTEST: ELORA RIERA, MMC JOYCE L. DAVIS CITY CLERK MAYOR APPROVED AS TO FORM AND CORRECTNESS: EVE A. BOUTSIS CITY ATTORNEY 3 RESOLUTION #2025-060 EXHIBIT “A’ CITY OF DANIA BEACH COMMISSION SPENDING POLICY AND PROCEDURES Introduction As stewards of public funds, the City recognizes that the community deserves to know that sponsorship funds are going to recipients with the capacity and integrity to provide quality community services, programs and events. Members of the City Commission are authorized to expend funds to meet local needs and fill gaps in City services. Policy This policy only applies to funding or in-kind services allocated by the Mayor and Commission to be expended by the Mayor and Commission in fiscal years when sponsorship funding is explicitly adopted in the annual operating budget. This policy shall apply when City Commission members act in their official capacity as members of the Commission or proposed for the annual budget of the City. Cap A recommended cap of funding for this spending policy for all uses is a total of $200,000. Purpose The City hereby expressly acknowledges its responsibility to wisely administer limited public resources and to expend them only when there is a substantial benefit to the City and its residents. To conserve City resources and keep expenses within community standards for public officials, expenditures shall adhere to the rules and guidelines set forth in this policy. Allocated funds are only for a public purpose and may not support political activities (including but not limited to lobbying, campaigns or endorsements) and/or private interests. Demonstrating Public Purpose All public funds, no matter how awarded, must be used for a public purpose. In general, a public purpose is defined as an activity or service that promotes the public health, safety, morals, general welfare, security, prosperity, and contentment of all the inhabitants or residents of Dania Beach and is open and accessible to all public members regardless of race, creed, gender, sexual orientation, religious affiliation, etc., without restriction. It is imperative for the entity requesting funding to demonstrate the benefit that funded programs or services will have on the Dania Beach Community. 4 RESOLUTION #2025-060 Where it is appropriate for the City to allocate public funds are as follows: • When an entity provides a service that complements or enhances a service that the City also provides; • When there is an identifiable secondary or indirect benefit to City residents; and, • When the entity provides a service to augment/complement City events, services or programs, or events associated with the city, or using City facilities or roads. Eligibility Standards Eligibility: To be eligible for funding, the requestor: • Must be located within the City of Dania Beach or provide community, environmental, or social services to the Dania Beach community or support a city initiative. • Must directly provide the Dania Beach community service(s) for which the City funds are sought; • Must have no outstanding debt due to the City. • Must not be financially dependent upon receiving City support to meet the budget and operational requirements of the organization (i.e.: paying taxes, payroll, rent). • Is a recognized entity in good standing by the Florida Secretary of State, Secretary of State, and the Federal Internal Revenue Service, if applicable • Must have a current Dania Beach Business License, if applicable. • Must have matching funds. Ineligibility: City funds may not be used for any of the following activities unless expressly authorized by the Commission: • Individuals; • For Services which are primarily commercial, religious or political in nature; • Closed membership groups – those to which membership is restricted or subject to eligibility based upon prohibited factors – may generally not receive funding. Groups that serve a particular population – for example, youth aged 12 to 16 in a particular community – are not considered a closed membership group, as long as the program is open and accessible to all youth within that age bracket in the community. • Using funds to challenge City activities, plans, or actions; or 5 RESOLUTION #2025-060 • The payment of outstanding debts • The purchase of alcoholic beverages. • Travel, meals, lodging, or entertainment expenses. • Funding scholarships or grants for non-Dania Beach residents. The application and contact shall require, before distribution of gran or scholarship funds that recipient be a resident of Dania Beach at least 12 months prior to applying for the scholarship or grant). • Permanent improvements to any non-City owned structure or property so that it becomes an integral part of the real property, and its removal would do harm to the building or land, including those improvements that are bolted, nailed, screwed, or wired into the wall, ceiling, or floor. Procedures A. Councilmembers or city staff shall complete and submits applications by June 1 of each fiscal year to allow staff sufficient time to evaluate the applications. Each application shall include the entity, event, program or service and detail, purpose, partner associations or organizations, sponsors, municipal purpose, benefit to the public and comply with all applicable terms and conditions contained therein, including the requirement that outside vendors shall be required to meet the City’s minimum insurance requirements. B. Required Attachments: • Current organization operating budget reflecting sources and amounts of income and expenditures for the organization as a whole, not just the program outlined in the application. • IRS determination letter indicating the organization’s 501(c)(3) charitable status (if applicable) • Certificate of Good Standing from the Secretary of State’s Office. • Current list of board of directors • Most recent tax return. • City of Dania Beach business license. C. Staff will review the application to determine whether the application satisfies a public purpose and should be considered for funding. Staff will only bring forward applications that meet the minimum requirements stated in the policy. D. The City shall create a written contract to be executed by the organization, ensuring that they agree to comply with the City’s terms and conditions of this policy. 6 RESOLUTION #2025-060 E. Any budgeted amounts established by the City Commission shall adhere to following guidelines: 1) The funds should not be considered in addition to any grant funds allocated through the grant program or discretionary funds. Organizations cannot apply for grant or discretionary funds and have the additional amounts per budget. 2) The funds must not exceed the allocated amount specified in the budget, there cannot be any overages approved or requested of the City. If requested, a 4/5 vote of the City Commission would be required for overage requests. Vetting of Application All organizations must demonstrate eligibility and integrity in order to receive sponsorship funding. The city’s vetting process includes, but is not limited to the following: • Not-For-Profit Business Records Searches. • News article searches. • Potential conflicts of interest. • Tax Warrant database searches. • Not-for-profit entity status. • Compliance with State Charity registration requirements or certification that the organization is exempt from the registration requirements. • Active Federal Employer Identification Number (EIN) from the IRS. • Current IRS tax exempt status. • Past evaluations of contract performance; and • Review of organizations’ use and public purpose of funds. A. If staff cannot determine after the initial review whether the application satisfies the eligibility requirements enumerated in this policy, program staff should consult with the City Manager. B. A report summarizing the eligible applications will be submitted by staff to the City Manager for review and placement on a City Commission meeting agenda for final action/approval. 7 RESOLUTION #2025-060 Post Funding Requirements Each awarded entity shall submit a reasonably detailed report, with receipts and proof of expenditures of the funds and proper backup documentation to substantiate those funds were expended appropriately. The report shall be submitted within 30 days of the end of the project or by September 30 of the fiscal year in which funds were awarded. Mandatory documentation is as follows: • Invoices/receipts documenting the expenditure of funds; and • A summary that explains all expenditures, including how they specifically benefited Dania Beach residents, may include pictures or other documents illustrating the use of the funds. If funds are not expended in accordance with the City’s Request and Approval Process, the awardee will be required to refund the award. The City reserves the right to request additional backup information to substantiate how funds received from the City were expended. Failure to spend the funds within the approved fiscal year, to provide proper documentation, and/or to utilize the funds for the intended purpose may jeopardize future funding opportunities. Failure to Comply with Policy, Procedure or Required Documents Failure to comply with the City’s policy, procedures and any required documents (relating to expenditures, applications, eligibility, etc.) shall result in the applicant’s loss of funding eligibility for 10 years. The City may also seek reimbursement of distributed funds. EFFECTIVE DATE This policy shall become effective upon adoption by the City Commission.