HomeMy WebLinkAboutR-2022-041 Community Grant Program Policy and Discretionary Funds Use PolicyRESOLUTION NO.2022-041
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, ADOPTING A CITY "COMMUNITY GRANT POLICY"
AND ADOPTING A CITY COMMISSION "DISCRETIONARY FUNDS" USE
POLICY; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City Commission desires to support local non-profit and charitable
organizations that provide beneficial programs and services to the community; and
WHEREAS, the City Administration recommends adoption of comprehensive policies
that provide guidelines for the Dania Beach Community Grants Program (DBCGP) and the City
Commission Discretionary Fund Accounts; and
WHEREAS, the City Finance Department has prepared policies governing the DBCGP
and use of Discretionary Fund Accounts, and hereby submits such policies to the City Commission
for approval and adoption.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That pursuant to this Resolution, the City Commission adopts a Community
Grant Policy, a copy of which Policy is attached, marked as Exhibit "A", and it is made a part of
and incorporated into this Resolution by this reference.
Section 2. That pursuant to this Resolution, the City Commission adopts a
Discretionary Fund Account Policy, a copy of which Policy is attached, marked as Exhibit "B",
and it 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are repealed to the extent of such conflict.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 in full force and take effect immediately upon
its passage and adoption.
PASSED AND ADOPTED on March 8, 2022
ATTEST:
THOMAS SCHNEIDER, CMC TAMARA
CITY CLERK 4-K �` MAYOR
APPROVED AS TO FORM AND CORRECTNESS:
EVPJA. B61UTSIS
CITY ATTORNEY
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EXHIBIT A
City of Dania Beach
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. Establishing the Dania Beach Community Grant Program (DBCGP)
demonstrates the City Commission's commitment to working with these local non-profit
organizations that provide beneficial programs and services to the community.
These guidelines serve to ensure that programs and events supported by grant 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
FUNDING PROCESS
Each year, the City Commission will establish the total amount of available funding for the
DBCGP 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.
APPLICATION CYCLE
The application cycle for the program 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:
• 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
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• Provide programs and services to address any urgent and pressing events and natural
disasters (i.e. public health crisis, tropical weather events)
Grants 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
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)
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• Any expenditures not aligned with the City's adopted strategic plan and/or the core purpose
and intentions of the Community Grants Program
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
grant funding assistance in a future year
• Funding is provided only for the sole purpose for which it was awarded within the current
fiscal year
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 require 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 three years (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 grant 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
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
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requirements 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.
Grant 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
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.
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 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. 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 grant cycles.
EFFECTIVE DATE
This policy shall become effective upon adoption by the City Commission.
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City of Dania Beach
City Commission Discretionary Funds Use Policy
PURPOSE
In fiscal year 2021-22, the City Commission established, through the annual budget process,
Discretionary Funds accounts for each City Commissioner, to be invested in community projects
and initiatives. The purpose of this policy is to establish formal guidelines for the use of
Discretionary Funds by City Commissioners.
Where not provided for in this policy, the use of Discretionary Funds must follow the terms of the
Community Grants Policy and any other applicable City policies.
In no way should the use of Discretionary Funds circumvent the Community Grants Policy,
whether intentional or not.
Finally, the goal of the policy is to provide the same transparency and accountability as the
Community Grant Program, and all expenditure of Discretionary Funds shall be aligned with the
City's adopted strategic planning goals.
ANNUAL DISCRETIONARY FUND AMOUNT
Each year, through the annual budget process, the City Commission will establish the total amount
of Discretionary Funds available and the amount per City Commissioner.
APPROVAL PROCESS
Any encumbrance or expenditure of Discretionary Funds shall first be approved via consensus of
the City Commission at a public meeting.
PROCUREMENT
The Finance Department is responsible for all procurement -related aspects to ensure satisfaction
of all purchasing policy items. The use of discretionary funds shall not in any way circumvent any
City policy. This includes, but is not limited to, obtaining required verbal/written quotes, vendor
registrations, issuance of purchase orders, and payments.
ELIGIBLE RECIPIENTS
In most cases, eligibility is aligned with the terms of the City's Community Grants Program. The
following list of eligible entities is not all-inclusive:
• Active not -for -profit organizations
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• Faith -based organization that do not use funding to promote a particular religious
faith, creed, or doctrine
• Schools
• After School Programs
• Community Associations
ELIGIBLE USES OF DISCRETIONARY FUNDS
In most cases, eligibility is aligned with the terms of the City's Community Grants Program. The
following list of eligible uses of discretionary funds is not all-inclusive:
• 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
PROGRAM RESTRICTIONS
Funding may be allocated to an organization only once in a particular fiscal year.
The award of Discretionary Funds in a fiscal year is not to be considered a commitment to
providing funding in a future year.
An organization may only receive either a Community Grant or Discretionary Funds in a particular
fiscal year, but not from both programs in the same year.
EFFECTIVE DATE
This policy shall become effective upon adoption by the City Commission.
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