HomeMy WebLinkAboutR-2025-020 Community Grant Program Policy and Discretionary Funds Use Policy Amendment
RESOLUTION NO. 2025-020
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AMENDING THE CITY COMMISSION “COMMUNITY
GRANT POLICY” AND “DISCRETIONARY FUNDS USE POLICY”;
PROVIDING FOR CONFLICTS; FURTHER, 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, the City Administration recommends amendment to the Policies 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 amendments
to the Community Grant Policy and Discretionary Fund Use Policy, copies of which Policies are
attached as Exhibit “A” and Exhibit “B”, respectively, and are 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are repealed to the extent of such conflict.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
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PASSED AND ADOPTED on January 28,2025.
Motion by Commissioner Lewellen second by Commissioner Rimoli
FINAL VOTE ON ADOPTION: Unanimous ____
Yes No
Commissioner Archibald J. Ryan IV X
Commissioner Lori Lewellen X
Commissioner Luis Rimoli X
Vice Mayor Marco Salvino X
Mayor Joyce L. Davis X
ATTEST:
ELORA RIERA, MMC JOYCE L. DAVIS
CITY CLERK MAYOR
APPROVED AS TO FORM AND CORRECTNESS:
EVE A. BOUTSIS
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
All community grants provided through this program 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 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.
MAXIMUM AWARD AMOUNT
Each organization may receive a maximum annual grant amount of $10,000 per fiscal year /
funding cycle.
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.
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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
• 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
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 grants and 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
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• 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 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 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 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
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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 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, 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. 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.
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EFFECTIVE DATE
This policy shall become effective upon adoption by the City Commission.
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EXHIBIT B
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. 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.
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 must be formally approved by the City
Commission prior to obligation. All requests must be placed on the City Commission Meeting
Agenda using the Discretionary Funds Use Request Form (attached to this policy as Appendix I),
which form may be amended from time to time by the City Administration. The agenda
item/request must be sponsored by the Mayor, Vice-Mayor, or a Commissioner and include the
appropriate supporting information for review by the City Administration.
All requests for funding must be submitted to the City Administration at least thirty (30) days prior
to the City Commission meeting date, to allow for review and vetting of all information.
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.
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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
• Faith-based organization that do not use funding to promote a particular religious
faith, creed, or doctrine
• Schools
• After School Programs
• Community Associations
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 grants and funding opportunities.
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
• Initiatives directly paid by the City, including but not limited to, special events and
associated expenditures, repairs/enhancements to public facilities, and other gestures of
goodwill.
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.
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FINAL REPORT
Recipients must submit a Final Report to the City Manager’s office following the expenditure of
funds / completion of program. 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, or if has been determined that funds were not properly spent, will result
in disqualification from future grant cycles.
EFFECTIVE DATE
This policy shall become effective upon adoption by the City Commission.
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APPENDIX I