BARSTOW Date Established: December 16, 2019
Date Revised: April 26. 2024
CITY OF BARSTOW
Administrative Policy Manual
SUBJECT: YOUTH COMMUNITY PROMOTIONAL FUND POLICY
PURPOSE: To establish guidelines for providing resources and services to youth sports organizations that provide social and economic benefits and/or recognition to the community.
GENERAL POLICY
The Youth Community Promotional Fund process provides funding of resources for community- based youth organizations that develop events and programs to meet new and continuing social and economic needs and trends, promote community collaboration, and/or bring recognition to the community.
PROVISIONS
A. Program Guidelines
1. The City can provide financial support to youth sports organizations through resources and services such as city staff planning and logistical support, waiver of venue fees, equipment, supplies and other assistance as needed. Any property purchased with city funds will be considered city property. Park amenities/repairs will not be considered through these funds. Any request of park amenities or repairs will be disregarded. Providing either resources or services is conditional based on agreed criteria to be met by the community-based organization(s).
2. Donations must be used for a direct public purpose that benefits the organization(s).
The public purpose shall be served if the community of Barstow is recognized or promoted, or there is a direct and identifiable social and economic benefit to the community and organization(s) as a whole.
3. Each fiscal year, Youth Community Promotional Funds will be allocated from the Measure Q Fund for donations when the budget is approved in June, and throughout the year as needed based on available contingency funds.
4. Youth organizations will only be eligible to be awarded donations once during each fiscal year, and funding will not be approved for events/projects retroactively. The City will only accept one application per fiscal year per non-profit.
5. As part of the City's annual budget process, the City Manager shall recommend an amount to be set aside from the Measure Q Fund for youth organizations. If needed, a recommendation to increase the amount can be made at any time during the fiscal year. The promotional funding amounts will not be finalized unless approved by the City Council.
Youth Community Promotional Fund Policy
6. In addition to the funds for donations that will be set-aside for allocation during the fiscal year, the City shall also reserve a minimum of $5,000 per year to serve as a contingency grant fund for potential programs or projects that may arise outside of the normal community promotional funding cycle. These funds will only be available to new application or newly qualified applicants. The City Council may appropriate additional funds if needed based on the total benefit to the community.
7. Promotional fund donation awardees will be required to enter into a formal program agreement with the City of Barstow. The agreement will detail program components and service level requirements that must be met by the agency/individual receiving promotional donations.
8. A list of youth sports organizations requiring donations is provided. This list will be updated as needed based on new organizations or cancellation of existing organizations. These organizations will be awarded levels of donations each year as determined by the Selection Committee.
9. Amount of funds awarded will be based on budget constraints and amount of qualified applicants.
B. Eligibility Requirements
1. Organizations must have a current non-profit (501c) status or be partnered with a non- profit agency to be eligible for funding.
2. Applicants must provide services to the youth population of the City of Barstow.
3. Applicants must provide a two-year operating plan outlining the goals and objectives for the organization.
4. Applicants must specifically request resources and/or services needed and explain how the promotional fund donation will benefit their organization.
5. Applicants must meet the City of Barstow's insurance requirements.
6. Applicants must have a formal process in place to conduct background checks on all employees and volunteers who work with persons under the age of 18 years.
7. Any request from an organization or club shall include the signature of the organization's president or director.
8. Each organization or club that receives promotional donations shall provide evidence that the City is not the sole source of funding for the group. Along with the application, the applicant shall submit a detailed description for the use of the donation.
9. Applicants who are awarded a promotional fund donation must commit to providing an after-event report and presentation to the City Council outlining how the group used the donation provided by the City of Barstow for benefit of the community. Failure to
Youth Community Promotional Fund Policy
do so may result in termination of donation or may put future considerations at risk.
10. The event or program must use approved public places within the City of Barstow.
11. The recipient must allow an audit on the use of donations should the City of Barstow request such an audit.
12. The recipient must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports and similar publications, and at the event.
Failure to meet eligibility requirements at the time of submission of the application, will result in the application being disqualified. Applicants will be redirected to apply for the contingency funding once qualified, if funds are still available.
C. Promotional Fund Donations Allocation Timeline
1. The City shall establish one donation funding cycle per year based on the following timeline. Dates are subject to change and are set to align with the new fiscal year. In the result of a delay current applicants will be notified. i. Awards:
• Promotional Fund Workshop- 2nd Week of May
• Applications will open same day of workshop
• Workshops are not mandatory but highly recommended
• Applications Due Date- 2nd Week of June
• Application deadline will be announced during the workshop • Any applications received after the deadline will be only considered for the contingency funds
• Review of the applications will begin on the deadline date Recommendation to City Council/ Awards of Promotional Fund-Month of July Contingency Funding Process
a. Each year, the City shall set-aside $5,000 for use as a contingency donation funding source.
b. At any point in time during each fiscal year, any agency or individual can submit an application for a contingency donation. Those who have been awarded funds during that current fiscal year may not receive additional funds from the contingency funds. These funds are reserved for new or newly qualified applicants.
Each contingency donation shall be reviewed and analyzed in the manner as outlined in Section D of this policy.
Youth Community Promotional Fund Policy
d. The City will accept contingency donation applications during the course of each fiscal year until the $5,000 contingency funding allocation has been exhausted.
D. Selection Process
1. Upon receipt of the applications, the City Manager will designate a subcommittee of one representative from the following City operations to review the submittals and conduct applicant interviews:
i. City Manager's Office
ii. Recreation Department
ili. Finance Department
2. The subcommittee will make funding recommendations that will be forwarded to the entire City Council who will review and amend as necessary prior to final approval.
3. Funding recommendations will be made based on information obtained through the written application, the interview process, any past due balances owed to the City, budget restraints, number of qualified applicant, and how well the applicant demonstrates that their proposed project or program will fulfill a need within the community, particularly with regard to youth development.
E. Termination
1. The City will monitor the performance of each donation recipient against the goals and performance standards required by the formal agreement.
2. Substandard performance or failure to maintain eligibility requirements by the agency as determined by the City will constitute non-compliance with the agreement. If action to correct substandard performance is not taken by the agency, suspension or termination procedures will be initiated, which may include withholding of donations.
Legend: Definition of Terms
• Donation: Non-cash gift made to a non-profit organization. This can be done in the form of time, services, goods or fee-waivers • 501(c)(3): Operated for the benefit of private interests, and no part of a section 501(c)(3) organization's net earnings may inure to the benefit of any private shareholder or individual.
CITY OF BARSTOW
BARSTOW YOUTH COMMUNITY PROMOTIONAL FUND
APPLICATION
APPLICANT INFORMATION
Name of Applicant: Name of Organization:
Mailing Address:
City: State: Zip:
Telephone: ( ) Email:
Non-Profit: Yes O No D If No, are you planning on partnering with a non- profit? Yes D No O
501 (c)(3) #:
EVENT DESCRIPTION
Name of Event:
Date(s) of Event: | Location:
# of Participants:
WAIVER OF FEES DESCRIPTION
[Park/Facility: Date(s):
Fees: Total:
$
Rental Fee: $ /hrx hrs
$
Lights: $. /hr x hrs
Total Fees Waived: $
MATERIAL DESCRIPTION
Quantity Unit Cost Total
Total:
Youth Community Promotional Fund Application Page 1
•
1. Why is your organization requesting funding?
2. How will this donation benefit your organization and the youth population of Barstow? By signing below, I declare that I have read the Youth Community Promotional Fund Policy and agree to all its terms and conditions. I agree that there is a formal process in place to conduct background checks on all employees and volunteers who work with persons under the age of 18 years and senior citizens. I understand that an incomplete application will not be accepted and that the organization or applicant will not be considered for funding. (If the application is being submitted on behalf of an organization or school, an additional signature is required.) Applicant Signature Applicant Name (printed)
Organization President/Director Signature Date
(if applicable)
Youth Community Promotional Fund Application Page 2
Youth Community Promotional Fund Policy
Youth Community Promotional Fund Check List:
Listed below is a check list of all required documents to submit an application for the Youth Community Promotional Funds. Please refer to this list as a guideline to ensure a complete application.
Document Check List
Details Date Submitted
Document / /
Current Non-Profit Status (501c) 1. Documentation showing current status
2. Latest 990 Form
Breakdown of Services and Cost 1. Provide a detailed breakdown of what services are being provided
Provide a detailed breakdown of
the cost to the Residents of
Barstow
Two Year Plan 1. Provide a detailed explanation of
goals for the organization for the
next two years
2. Provide a detailed explanation of
operations for the next two years
Donation Benefit 1. Detailed explanation of how the
donation will benefit organization.
2. Detailed explanation of how this
donation will cut down the cost to
the Residents of Barstow
Include a copy of a certificate of liability 1 /
Certificate of Liability Insurance insurance. Policy must be a $1,000,000 policy listing the City of Barstow as
additionally insured.
Background Checks Procedures Provide a detailed explanation of what procedures are being used to conduct
backgrounds checks for individuals
Provide evidence and proof of funds / /
Evidence or Proof of Funds showing that the City is not the sole source of funding.