Joint Special Council/BFPD
10/21/25 06:00 PM
City Manager Department
Matthew Summers
Policy
Doc ID: 6163
COUNCIL 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:
The proposed Community Promotional Fund Policy was brought before the City Council for consideration at the October 7, 2025 City Council Meeting, where the City Council requested the following revisions:
Numbering: Revise the section numbering scheme.
Specific Events: Add the provisions of the existing Community Promotional Fund Policy (Policy No. 50-01) concerning the list of annual events that are pre-approved to receive in-kind contributions from the City along with an updated “Exhibit A” listing the pre-approved events to be included in the proposed policy.
Nonprofits: Specifically describe the types of nonprofits that are eligible to apply for grants and in-kind contributions under the proposed policy.
Barstow School Applicants: Clarify that City grants and in-kind contributions are intended to be supplemental sources of funding for Barstow school applicants, rather than the primary source of funding.
Funding Timeline: Advance the timeline for the grant and in-kind contribution funding cycle.
The City Council’s desired revisions have been incorporated into the current draft of the proposed policy as follows:
Numbering: The proposed policy now utilizes the following numbering scheme: Section 1, Subsection 1.1, Subdivision 1.1.1, Part (a), Subpart (i), etc. Internal cross-references were updated throughout the proposed policy.
Specific Events: Section 2.1.9 was added in substantially the same form as its predecessor section in Policy No. 50-01. (Attachment 1, p. 2). “Exhibit A” was also added to the proposed policy and it lists the following annual events: (1) Light Up the Night; (2) Main Street USA Festival and Car Show; (3) Mardi Gras Parade; (4) Juneteenth Celebration; and (5) New Mexico Chili Cook-Off and Belen Fiestas. (Attachment 1, p. 8).
Nonprofits: The proposed policy was amended to identify the following registered nonprofits under the Internal Revenue Code as eligible to apply for City grants and in-kind contributions:
Joint Special Council/BFPD
10/21/25 06:00 PM
City Manager Department
Matthew Summers
Policy
Doc ID: 6163
COUNCIL AGENDA ITEM
Section 501(c)(3) Religious, charitable, scientific, testing for public safety, literary, or educational organizations
Section 501(c)(4) Civic leagues or organizations
Section 501(c)(5) Labor, agricultural, or horticultural organizations Section 501(c)(6) Business leagues, chambers of commerce, real-estate boards, boards-of-trade, and professional football leagues
Section 501(c)(7) Clubs organized for pleasure, recreation, and other nonprofitable purposes
Section 501(c)(8), (10) Fraternal beneficiary societies, orders, and associations Section 501(c)(13) Cemetery, burial, and cremation companies Section 501(c)(19), (23) Posts, associations, and organizations of past or present members of the Armed Forces
Similar state- or federally-registered nonprofits are also eligible. All nonprofits must still be located in and serve the Barstow community. (Attachment 1, p. 3).
Barstow School Applicants: Section 2.2.10 of the proposed policy already requires applicants to have other sources of funding for projects and makes the applicant ineligible if the City’s grants or in-kind contributions would be the sole source of project funding. Another clause was added to provide that City grants and in-kind contributions must be less than half of a Barstow school applicant’s total project funding. (Attachment 1, pp. 3-4). Funding Timeline: The grant and in-kind contribution funding cycle has been revised as set forth below. (Attachment 1, p. 5).
Application Due Date Second Thursday in July
Application Review Period August
Application Interviews (as needed) August
Award of Funds First or second regular City Council meeting in September
Redlined and clean versions of the revised proposed policy are attached hereto as Attachments 1 and 2, respectively. The existing Community Promotional Fund Policy (Policy No. 50-01) and Youth Community Promotional Fund Policy (rev. 05/28/2024) that the proposed policy would consolidate and replace are attached hereto as Attachments 3 and 4, respectively.
Joint Special Council/BFPD
10/21/25 06:00 PM
City Manager Department
Matthew Summers
Policy
Doc ID: 6163
COUNCIL AGENDA ITEM
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 - City Council Policy Memorandum #2025-XX, Community Promotional Fund Policy (redlined version)
Attachment 2 - City Council Policy Memorandum #2025-XX, Community Promotional Fund Policy (clean version)
Attachment 3 - Community Promotional Fund Policy (Policy No. 50-01) Attachment 4 - Youth Community Promotional Fund Policy (rev. 05.28.2024) 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 proposed policy. Adopting the proposed 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 proposed 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.