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CCP116 Grant ApplicationCITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 1 of 6 5/18/05 116 I. INTRODUCTION It has been the practice of the City of San Juan Capistrano to contribute to the funding of community based programs and activities conducted by nonprofit organizations which provide valuable services to the community. This policy is established to define the types of programs eligible for grant funding, provide information about the community service area priorities of the City Council, and outline the process for submitting grant proposals for consideration. II. FUNDING PHILOSOPHY The City Council will consider requests for funding received from community-based nonprofit organizations during the regular budget process. Due to limited resources, not all requests can be funded. Therefore, it is the City Council’s intention to evaluate each proposal and, based upon available funds and the merits of each proposal, provide money or other forms of assistance to those organizations which most effectively serve the needs and improve the well being of San Juan Capistrano residents. Further, the City Council encourages a goal of self-sufficiency for all community-based organizations seeking City funding. The City Council will consider proposals which provide “seed money” for new organizations or new programs. However, City grants are not intended to provide on-going funding to well-established programs or services, except where the City Council finds merit for funding consistent with the community-need philosophy stated in the paragraph above. III. ELIGIBLE PROGRAMS The City Council will consider grant proposals only for specific programs and activities, and not for general operating assistance or for deficit assistance. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 2 of 6 5/18/05 116 IV. COMMUNITY SERVICE PRIORITIES Programs and activities to meet needs in the following areas are prioritized in the following order: 1. Human Services Programs for Low Income, Minority or Disadvantaged Residents such as: Crisis Intervention and/or Centers Adult and Child Day Care Special Disabled Populations Youth Serving Agencies Recreational Program for At-Risk Youth Senior Citizens Safety Programs 2. Health and Social Service Programs for Low Income, Minority or Disadvantaged Residents such as: Health and Social Service Clinics Health Education Programs or Events for Target Groups 3. Cultural Service Programs or Activities such as: Museums Performing Arts Fine and Visual Arts 4. Recreational Programs: General recreational or sports programs are not eligible for funding. Funds are available for scholarships for City-sponsored and or community organization-sponsored recreational activity for qualified children and youth through the City’s scholarship program. Scholarships are awarded to City residents only. The City Council will consider grants to community sports organizations to participate in regional, state, or national competition. No grants will be provided for travel outside the country. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 3 of 6 5/18/05 116 5. Other Services The City council will consider proposals in other areas. These proposals must demonstrate an ability to effectively provide programs or activities of need to other target populations determined to be important by the City Council. V. INELIGIBLE PROGRAMS, ACTIVITIES, OR EVENTS No grants will be made to political action committees, to any candidate seeking election to office, nor for any religious activity. General recreational or sports programs are not eligible, except as stated in Paragraph IV.4 above. VI. QUALIFYING CRITERIA TO REQUEST GRANT FUNDING 1. The requesting organization must be a nonprofit organization with headquarters or a branch office located within San Juan Capistrano. Exceptions to this requirement may be granted to organizations not located in San Juan Capistrano if there is no nonprofit organization located in the City which serves the same purpose or conducts the proposed services, program, or activity beneficial to the San Juan Capistrano. 2. The requesting organization should serve a unique function and provide services which have minimal overlap with, or no duplication of services provided by other organizations in San Juan Capistrano. 3. The requesting organization should actively serve the needs of a target group within San Juan Capistrano, and have a record of providing services effectively. 4. The requesting organization should have the ability to define their proposed program or activity in measurable terms so that effective delivery can be determined. 5. The majority of the beneficiaries of a proposed program or activity must be residents of San Juan Capistrano. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 4 of 6 5/18/05 116 VII. TIME FOR SUBMITTING GRANT PROPOSALS Qualified organizations must submit complete City applications (which can be obtained from the City Manager’s Office) for consideration from March 1 through April 30 each year. Funding for approved proposals will be included in the City’s budget which begins the following July 1. Funds are allocated periodically to approved organizations as described later in this policy. The only exception regarding the timing of submitting a grant application is in the case of community sports organizations desiring grant funds to participate in regional, state or national competition. A request for grant funding must be submitted no less than 45 days prior to the date funds are needed. A sample application is attached to this policy. VIII. CRITERIA FOR EVALUATING PROPOSALS The criteria by which each proposal will be evaluated include (1) the specifics of the proposed program or activity, (2) how it will help meet identified community priorities, (3) the performance history of the organization seeking funding, (4) whether the proposed program or activity will have minimal overlap or no duplication of services already provided to the community from other sources, (5) the organizational ability of the organization seeking funding to successfully provide the proposed services, and (6) availability of funding from other sources, including state and federal agencies. The City’s ability to provide funds to leverage funding from other agencies will also be a criterion for proposal evaluation. IX. METHOD OF EVALUATING PROPOSALS The Mayor will designate an ad hoc committee, which shall include one but no more than two council members, to evaluate the proposals. Proposals will first be reviewed for completeness by the City Manager or designee and then reviewed by the ad hoc committee. In May and/or June, the ad hoc committee may schedule interviews with the community organizations that submitted qualified proposals. If the ad hoc committee schedules interviews, representatives of the community organizations with qualified proposals will be invited to address the ad hoc committee’s questions and to provide brief, oral remarks about their organization and their funding proposal. Subsequently, the ad hoc committee will make final recommendations for funding to the City Council for consideration at a City Council meeting in July. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 5 of 6 5/18/05 116 X. NOTIFICATION OF CITY COUNCIL CONSIDERATION OF GRANT PROPOSALS The City Council will consider the ad hoc committee’s recommendations at a City Council meeting in July. All community groups that have submitted proposals will be notified in writing as to the ad hoc committee’s recommendations and the date of the City Council meeting. XI. DISTRIBUTION OF APPROVED GRANT FUNDS Approved funds of $1,500 or less for the fiscal year: The entire allocation will be given within 45 days of approval of the grant by the City Council. Approved funds over $1,500 for the fiscal year: The annual allocation will be made in two parts. Half of the funds will be provided within 45 days of approval of the grant by the City Council. The remaining half of the approved funds will be allocated in March, provided the funded organization has submitted a completed report specifying how the grant funds have been used as of December 31. The report must be submitted to the City by January 31. This reporting requirement is described more fully below. Withholding of approved funds: The City Council reserves the right to withhold funding if the organization fails to perform the tasks or effectively provide the services for which the funding has been awarded. The criteria by which this would be determined is based upon the information provided in the status report. Other criteria determined by the City Council to be important may also be used to judge whether an organization is performing according to the approved grant proposal. Request for return of funds: If the City Council determines that an organization has not provided the programs or services for which it received City funding, the City Council may require that all or a portion of the granted funds previously allocated be refunded to the City. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMUNITY ORGANIZATION GRANT PROGRAM 6 of 6 5/18/05 116 XII. REPORTING REQUIREMENTS Organizations allocated $1,500 or less during the fiscal year must complete an annual report describing how the agreed upon services or programs were rendered pursuant to their approved proposals during the fiscal year. The annual report is due by July 31 covering the performance period of July 1 to June 30. Organizations which do not submit the annual report will be required to refund the grant allocation to the City. Organizations allocated more than $1,500 during the fiscal year must complete biannual performance reports. The first report describing how the organization delivered the agreed upon activity, program, services or event must be submitted by January 31 of each year. It must describe the efforts of the organization from the period of July 1 to December 31. Failure to submit the biannual report will make the organization ineligible for allocation of future funds until the required report is submitted in full. The second report must be submitted by July 31 so that performance during the entire fiscal year (July 1 to June 30) can be evaluated. Failure to submit the required report may make the organization ineligible for future funding. XIII. EXCEPTION TO REPORTING REQUIREMENTS - SPORTS ORGANIZATIONS Sports organizations which receive special allocations to participate in regional, state or national competition are not required to submit annual or biannual reports. XIV. NOTIFICATION OF COUNCIL DETERMINATION CONCERNING FUNDING PROPOSALS The City Manager or designee will notify all community organizations in writing of the outcome of the City Council review process. ### City of San Juan Capistrano Community Grant Funding Application Date: ________________________ Name of Organization: ____________________________________________________ Contact Person: __________________________________________________________ Mailing Address: _________________________________________________________ City/State/Zip Code: ______________________________________________________ Telephone: _____________________________________________________________ Email: ________________________________ Website: ________________________ Amount requested: $ _________________ Date Funding Requested: _______________ Project/Service Start Date: __________________ End Date: _____________________ ____________________________________________________________ Return completed application to: City of San Juan Capistrano Attention: Mike Cantor Senior Management Analyst 32400 Paseo Adelanto San Juan Capistrano, CA 92675 949.234.4565 – Direct Line 949.488.3874 – Fax Page 1 of 4 Organizational Information Nature of the Organization: _________________________________________________ ________________________________________________________________________ Geographic area(s) served: _________________________________________________ Demographics served: _____________________________________________________ Year founded: _________________ Number of paid staff: _______________________ Number of volunteers: ____________ Volunteer hours contributed in past year: _______ Is this Organization incorporated in California as a non-profit organization? ___Yes. ___No. If Yes, date of incorporation as a non-profit: ____________________________________ Federal Identification Number: ______________________________________________ State Identification Number: ________________________________________________ If No, name of sponsoring organization: ______________________________________ Sponsors Federal Identification Number: ______________________________________ Sponsors State Identification Number: ________________________________________ Financial Statement (Based on your Organization’s last fiscal year) Income Expenses Fund-raising: $ _______________ Salaries: $ __________________ Foundation Grants: $ __________ Operating Expenses: $ ________ United Way: $ _______________ Community Service: $ ________ Government Funds: $ _________ Amount sent to national/parent Organization: $ ______________ Other sources: $ _____________ Other expenses: $ ____________ In addition, please attach your Organization’s most recent treasurer’s report or financial statement (It does not require a CPA’s audit, but please submit if available). Page 2 of 4 Please indicate how the money allocated will be used by your Organization: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Please note with an asterisk any numbers you think require additional explanation and comment on these items: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Briefly describe the goals and objectives of your organization and the major community services it provides: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ PROJECT OR SERVICES NEEDING AWARD FUNDING: How will your Organization use any funding awarded? Give the service or project’s objectives, number of persons served, area where services are provided, and number of volunteers involved. Be specific. Note any equipment or services that award money would purchase and why it is needed. Please include a detailed budget and a schedule of significant activities related to this service or project. Please attach a maximum of one double-spaced type written page of information if you need to expand your answer beyond this space. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Page 3 of 4 This application has been authorized by the Organization’s: Executive Committee: _______ Board of Director’s: _______ Members-at-large:______ We hereby certify that the information contained in this application is true to the best of our knowledge and belief. (If same person, sign both) ________________________________________________________________________ Signature of individual preparing form Title Date ________________________________________________________________________ Signature of Authorized Agent/Officer Title Date ________________________________________________________________________ Name of Organization ________________________________________________________________________ Address City State Zip ________________________________________________________________________ Telephone Email ________________________________________________________________________ Website address This application may also be downloaded from the City’s official website at www.sanjuancapistrano.org. Go to City Services; Resource links; Community Grant Funding Program Application. (Do not write below this line) For Offical use only Date received: Initials: Notes: Page 4 of 4