HomeMy WebLinkAboutR-2026-128 Combined Discretionary Funds Use Policy AmendmentRESOLUTION NO. 2026-128
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AMENDING THE CITY COMMISSION
“DISCRETIONARY FUNDS USE POLICY” TO COMBINE THE
DISCRETIONARY FUND AND THE COMMUNITY GRANT POLICY INTO
ONE PROGRAM; PROVIDING FOR CONFLICTS; AND PROVIDING FOR
AN EFFECTIVE DATE.
WHEREAS, on March 8, 2022, the City Commission approved Resolution No. 2022-041
adopting a Community Grant Policy and Discretionary Funds Use Policy (the “Policies”); and
WHEREAS, on January 28, 2025, the City Commission approved Resolution No.: 2025-
020 which further clarified the City’s Community Grant and the Discretionary Fund Policies; and
WHEREAS, during the City Commission’s August 4th, 2026 budget workshop, the City
Commission provided consensus that they would like to combine the two programs; and
WHEREAS, the City Administration recommends the following amendment to create one
policy, with one deadline and to increase accountability and providing for placement on City
Commission meeting agendas for approval prior to the obligation of 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 an
amendment to combine the Community Grant Policy and Discretionary Fund Use Policy into one
policy, attached and incorporated by this reference as Exhibit “A”.
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are repealed to the extent of such conflict.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
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PASSED AND ADOPTED on September 14, 2026.
Motion by Commissioner Lewellen, second by Vice Mayor Salvino.
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:
ERIN MCCLENDON JOYCE L. DAVIS
DEPUTY CITY CLERK MAYOR
APPROVED AS TO FORM AND CORRECTNESS:
EVE A. BOUTSIS
CITY ATTORNEY
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EXHIBIT A
City of Dania Beach
Discretionary Funds/Community Grant Program Policy and Guidelines
PURPOSE
Many programs and services are provided through the efforts of local non-profit organizations to
enhance the life experience of City residents, complementing, and often supplementing programs
beyond the City’s capability. The City Commission is committed to working with these local non-
profit organizations that provide beneficial programs and services to the community.
Additionally, the City Commission uses this same funding source, known as “Discretionary
Funds” to invest in community projects and initiatives.
The goal of this combined policy for the use of discretionary funds for community grants and
discretionary community projects is to provide transparency and accountability. All expenditure
of Discretionary Funds shall be aligned with the City’s adopted strategic planning goals and shall
comply with City policies and best practices regarding the transparency and accountability over
the expenditure of public funds.
These guidelines serve to ensure that programs and events supported by funding awards are aligned
with the City’s strategic planning goals adopted in 2021, as follows:
Financially sound and responsible City, providing services valued by the community
Investment in upgrading City infrastructure and facilities
Your hometown in Broward County – A vibrant and sustainable community
Opportunities for leisure and cultural experiences
All funding provided through the discretionary shall comply with City policies and best practices
regarding the transparency and accountability over the expenditure of public funds.
FUNDING PROCESS
Each year, the City Commission will establish the total amount of available funding under the
discretionary funding budget during the budget process, with guidance and input from the City
Manager and Finance Director. This amount will drive the not-to-exceed individual award amount
and total number of awards, which will be noticed on the City’s website once the application cycle
has begun.
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APPLICATION CYCLE
The application cycle begins on October 1 each year. Completed applications are due by November
30 or as otherwise outlined in the public notice published on the City’s website. Awards will be
announced by early February.
ELIGIBILITY
The City of Dania Beach may, at the discretion of the City Commission, provide direct monetary
grants, donations, or contributions to local non-profit organizations who demonstrate their
eligibility based on the following criteria:
• Active not-for-profit organizations
• Faith-based organization that do not use funding to promote a particular religious faith, creed, or
doctrine
• Schools
• After School Programs
• Community Associations
• Initiate or deliver programs and services to the residents of Dania Beach; or
• Provide events of local significance, which could be expected to bring economic, public
relations, or social benefit to the City, including promoting environmental awareness,
educational excellence, expansion of the arts, or scientific research; or
• Provide programs and services to address any urgent and pressing events and natural
disasters (i.e. public health crisis, tropical weather events)
All organizations must be able to sufficiently demonstrate compliance with all applicable non-profit and
corporate filing requirements. Failure to remain compliant will result in exclusion from City funding
opportunities.
Fundings may be provided to eligible applicants for:
• General operating and capital expenses including administrative costs and program-related
expenses
• Activities/functions generally occurring within City boundaries
• Programs/activities/functions addressing a community need, responding to an under-
served demand, or contributing to the positive image of the City
Ineligible Organizations
The DBCGP will not support and considers ineligible the following:
• Non-profit organizations without a tax-exempt status
• For-profit organizations
• Private foundations
• Organizations or programs designed to influence legislation or elect candidates to public
office
• Faith-based organizations that intend to use funding to promote a particular religious faith,
creed or doctrine
• Community or event advertising
• Student trips or exchange programs
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All organizations must be able to sufficiently demonstrate compliance with all applicable non-
profit and corporate filing requirements. Failure to remain compliant will result in exclusion from
City funding opportunities.
Disallowed Expenditures
The following is a list of disallowed expenditures which is not intended to be all-inclusive. The
City may, at its sole discretion, determine that an expenditure is not valid at any time during the
application, award, and/or expenditure cycle.
• On a retroactive basis for events that have already occurred
• To support programs or services which are operated under the authority of another level or
unit of government
• Donations to general charitable causes that have no observable benefit to the City or its
residents
• For debt retirement
• To an applicant that has an overdue amount owing to the City
• Cell phones, smartphones, and similar electronic devices, including service costs to support
such devices
• Proposal preparation
• Pre-award costs
• Entertainment (i.e. disc jockey, band, performers for social events)
• Out-of-state travel; non-local travel expenses
• Gift cards
• Purchase/lease of facilities and/or vehicles (e.g., buildings, buses, vans)
• Land acquisition
• Furniture
• Honorariums for presenters/speakers
• Kitchen appliances (e.g., refrigerators, microwaves, stoves, tabletop burners)
• Any expenditures not aligned with the City’s adopted strategic plan and/or the core purpose
and intentions of this Policy.
Restrictions
• Organizations can only submit one funding application per year
• If the programs or services proposed in the organization’s application are not commenced
or not completed within the current fiscal year and there remain City’s funds on hand, or
are completed without requiring the full use of the City’s funds, the balance of the
contributed funds must be returned to the City
• The granting of assistance in any year is not to be considered a commitment to providing
funding assistance in a future year
• Funding is provided only for the sole purpose for which it was awarded within the current
fiscal year
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APPLICATION PROCESS
The requirements listed below will be used as conditions when screening the applications to
indicate whether the application is completed in full. Each organization applying is required to
provide:
• Completed application executed by President/CEO/Chairperson
• Detailed itemized budget for current budget year
• Copy of IRS letter or certificate verifying tax exempt status
• Copies of IRS filings/returns for last year (if applicable)
• Proof of active corporate registration status (Sunbiz.org)
• Current copy of IRS Form W-9
• List of Board of Directors
• Articles of Incorporation
• A statement of the organization’s goals and objectives and how the specific funding request
is aligned with the City’s adopted strategic plan
• A description of how the organization intends to measure the success of the program or
service if the funding request is approved
• Demonstrated need for financial assistance
• If organizations are requesting funding for a specific event/project, they must provide a
budget for the event/project
• That adequate funding for the programs or services is not available from other sources
For funding under $2,000.00, the list of requirements may be modified or eliminated at the
determination of the City Commission except there cannot be a waiver of the IRS compliance
requirements and Florida corporate filings.
Additional documents that may be required during the application review process:
• Audited financial statement along with an audit opinion for the most recent fiscal year; or
• Unaudited financial statement along with a certified statement from the organization’s
President/CEO/Chairperson and Treasurer.
REVIEW PROCESS
Applications that demonstrate a surplus as shown on the income statement of the event or program
being hosted will not be considered. Staff will review the remaining applications using the
requirements of this policy as conditions when screening each application to distinguish whether
the application meets the requirements and should be considered for funding. Staff will only bring
forward applications that meet the minimum requirements stated in the policy.
A report summarizing the eligible submissions will be submitted by staff to the City Manager for
review and placement on a City Commission meeting agenda. Applicants will be advised of the
scheduled meeting date at which their application will be considered.
Funding recipients will be required to acknowledge the support of the City of Dania Beach in all
advertising, publicity, programs, and signage for which funds are granted. The recipient may not
represent the City as a partner or hold the City responsible for any obligations relating to the grant
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initiative. Additionally, the City shall not be held liable for claims against a recipient in connection
with a program, project, initiative, or event funded by a City grant award. All logo use by City
authorized third parties, whether for promotion, sponsorship or partnership, must first be shared
with the City’s Marketing and Communications Division for review of the design and content of
the flier or other presentation materials to ensure the aesthetics and substance meet the City’s
standards.
If at any time, it is determined that an applicant knowingly provided false information (whether
material in nature) in an attempt to obtain a City financial contribution, the applicant will be
permanently disqualified from the program.
PROGRAM REQUIREMENTS & MONITORING
Upon award notification and prior to disbursement of award, recipients must execute a binding
Agreement that outlines the grant conditions between the City and recipient. Additional
information may be required at the City’s discretion, based on the usage of funds.
Recipients will be required to maintain detailed documentation of all grant expenditures. Failure
to comply with this requirement may result in disqualification from future grant cycles.
All expenditures must be completed by September 30th. If the expenditure of funds is delayed due
beyond unforeseen circumstances, the recipient must make a request in writing to the City Manager
to extend past the expenditure deadline for the particular award cycle.
FINAL REPORT
Recipients must submit a Final Report to the City Manager’s office by October 15th of the
following fiscal year. The report will indicate the amount of funds received, use of the funds, and
any other information or images that show the direct benefit to the community. Failure to submit
a Final Report may result in disqualification from future funding cycles.
EFFECTIVE DATE
This policy shall become effective upon adoption by the City Commission.
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APPENDIX I