Joint Special Council/BFPD
10/7/25 05:30 PM
City Clerk / Records
Maribel Hernandez
Policy
Doc ID: 6156
AGENDA ITEM
AGENDA MATTER:
ADOPT RESOLUTION ADOPTING COMMUNITY PROMOTIONAL FUND POLICY THAT
CONSOLIDATES AND SUPERSEDES THE EXISTING COMMUNITY PROMOTIONAL FUND POLICY (POLICY NO. 50-01) AND YOUTH COMMUNITY PROMOTIONAL FUND POLICY (REV. 05.28.2024) EXECUTIVE SUMMARY:
Staff is recommending that the City Council adopt a resolution adopting City Council Policy Memorandum #2025-XX that establishes the City’s new Community Promotional Fund Policy, which consolidates and supersedes the City’s existing Community Promotional Fund Policy (Policy No. 50-01) and Youth Community Promotional Fund Policy (rev. 05.28.2024).
DISCUSSION:
Background
The City’s Community Promotional Fund Policy was established on April 7, 1997 and last revised on August 19, 2013. A copy of the Community Promotional Fund Policy is attached as Attachment 1.
On December 16, 2019, the City established a Youth Community Promotional Fund Policy that outlined separate procedures and policies for youth organizations to apply for resources and services funded through the Community Promotional Fund. The Youth Community Promotional Fund Policy was last revised on May 28, 2024. A copy of the Youth Community Promotional Fund Policy is attached as Attachment 2.
In 2018, the City of Barstow electorate passed Measure Q, which increased sales tax by one percent.
Since Measure Q’s adoption, the City has used the Community Promotional Fund as a conduit to pass through Measure Q funds to community programs. Funding is provided either through cash grants or inkind contributions, such as fee waivers, donations of supplies and equipment, and City planning and logistical support.
Creation of Proposed Community Promotional Fund Policy
At the March 3, 2025 City Council Meeting, the award of Measure Q Youth Community Promotional Funds was before the City Council, during which time the City Council expressed several desired updates to the Community Promotional Fund policies, including specifically, but without limitation:
(a) consolidating the Community Promotional Fund Policy and Youth Community Promotional Fund Policy; (b) eliminating committee review of applications such that they are all reviewed by the City Council; (c) clarifying the budget appropriation and funding cycle processes, (d) delineating between property that is donated to youth sports organizations and property that remains the property of the City; and (e) elaborating on the permissible use of funds within the community. City staff utilized the Committee’s Joint Special Council/BFPD
10/7/25 05:30 PM
City Clerk / Records
Maribel Hernandez
Policy
Doc ID: 6156
AGENDA ITEM
direction to create the draft the Community Promotional Fund Policy (“CPF Policy”), which included additional revisions to improve the language, structure, clarity, and flow. The CPF Policy was brought before the Rules & Policy Committee on February 25, 2025, March 27, 2025, April 29, 2025, May 27, 2025, and July 29, 2025 where further changes were recommended and implemented.
The revised draft of the CPF Policy, with the revisions requested at the July 29, 2025 Rules & Policy Committee shown in red, is attached as Attachment 3. A clean version of the CPF Policy is attached as Attachment 4.
Overview of CPF Policy
Executive Summary of CPF Policy
The Community Promotional Fund Policy establishes guidelines for distributing Measure Q tax revenue to community-based nonprofit organizations, youth sports organizations, and schools within the Barstow community. The policy creates a structured framework for awarding grants and in-kind contributions to projects that serve public purposes and benefit Barstow residents.
Key Program Features
Funding Types:
Cash Grants: Direct financial support up to $3,000 per recipient per fiscal year In-Kind Contributions: City staff support, venue fee waivers, equipment, supplies, and other assistance valued up to $3,000 per recipient per fiscal year Event Support: Limited to $1,000
City Council has discretion to award more than the foregoing amounts Eligible Recipients:
California 501(c)(3) nonprofit organizations located in and serving Barstow Youth sports organizations (must partner with nonprofits if not 501(c)(3)) Barstow Unified School District schools and schools located within Barstow Recipients limited to one award per fiscal year (except multiple events allowed) Public Purpose Requirements:
All funded projects must do one or more of the following:
Recognize or promote the Barstow community
Promote community collaboration
Provide direct social and/or economic benefit to the community Joint Special Council/BFPD
10/7/25 05:30 PM
City Clerk / Records
Maribel Hernandez
Policy
Doc ID: 6156
AGENDA ITEM
Benefit Barstow residents and/or Barstow school attendees Application Process and Timeline:
Annual award cycle
Application Deadline: Second Thursday in August
Review Period: September
Interviews: September (as needed)
Awards Announced: First or second regular City Council meeting in October Selection Criteria:
The City Council evaluates applications based on:
Written application completeness
Interview responses (if applicable)
Demonstration of public purpose
Community benefit potential
Requirements and Restrictions:
Mandatory Requirements:
Formal program agreement with measurable deliverables Insurance compliance with City standards
Background checks for staff/volunteers working with minors and seniors (62+) Follow-up report within 30 days of fund utilization
City audit compliance
City recognition in all promotional materials
Restrictions:
No retroactive funding
No sole-source City funding
Events must be in public locations and open to all
No political or religious events
Joint Special Council/BFPD
10/7/25 05:30 PM
City Clerk / Records
Maribel Hernandez
Policy
Doc ID: 6156
AGENDA ITEM
For-profit entities ineligible (except youth sports with nonprofit partners) Individuals (natural persons) ineligible
Special Provisions for Youth Sports:
Items under $100 (balls, uniforms, etc.) may become donations to organizations Items over $100 remain City property with maintained inventory Detailed specification of resource needs required
Financial Controls:
Annual appropriation as part of City budget adoption
City Council specifies Measure Q allocation amounts
Applications not processed until budget approval
Accountability Measures:
Program agreements with performance standards
Monitoring against deliverables
Breach procedures with cure opportunities
Repayment requirements for misused funds
Five-year ineligibility period for terminated agreements California Environmental Quality Act
Adopting the resolution is not subject to the California Environmental Quality Act (CEQA) under CEQA guidelines Section 15061(b)(3) because CEQA applies only to projects that have the potential for causing a significant effect on the environment. It can be seen with certainty that there is no possibility that adopting the CPF Policy will have a significant effect on the environment because the City is simply establishing a policy for awarding grants and in-kind contributions to projects that serve public purposes and benefit Barstow residents.
Attachment 1 - Community Promotional Fund Policy (Policy No. 50-01) Attachment 2 - Youth Community Promotional Fund Policy (rev.
05.28.2024)
Attachment 3 - City Council Policy Memorandum #2025-XX, Community Promotional Fund Policy (redlined version)
Joint Special Council/BFPD
10/7/25 05:30 PM
City Clerk / Records
Maribel Hernandez
Policy
Doc ID: 6156
AGENDA ITEM
Attachment 4 - City Council Policy Memorandum #2025-XX, Community Promotional Fund Policy (clean version)
Attachment 5 - Resolution Adopting City Council Policy Memorandum #2025-XX, Community Promotional Fund
FISCAL IMPACT:
Only those Measure Q funds allocated to the Community Promotional Fund by the City Council through the regular budget adoption process will be subject to the CPF Policy. Adopting the CPF Policy in and of itself is not expected to have any fiscal impact on the City.
RECOMMENDED ACTION:
Staff recommends adopting the proposed resolution to adopt the CPF Policy to consolidate the City’s two existing community promotional fund policies and to provide clear, consistent guidelines for Community Promotional Fund administration while ensuring accountability, transparency, and maximum community benefit from Measure Q revenues allocated to the Community Promotional Fund..