CITY COUNCIL STAFF REPORT
Meeting: September 20, 2022
Subject
Update on the Status of the Research from the City Council Subcommittee Meetings for the Cupertino Community Funding Grant Program
Recommended Action
Receive an update on the status of the research from the City Council subcommittee meetings for the Cupertino Community Funding Grant Program and provide direction on next steps.
Discussion
Background
Through the Community Funding Grant Program, the City of Cupertino has been awarding funding to local non-profit organizations in the areas of social services, fine arts and other programs for the general public since 2013. Historically, City Council determined the organizations to be awarded funds through the Community Funding Grant Program. On June 5
th, 2018, City Council directed City staff to update the policy and process in which community funding updates were shared with the Parks and Recreation Commission first before presenting recommendations from the commission to City Council.
The current Community Funding Grant Program process consists of a January to February application period. City staff then review the received applications for completeness and compliance eligibility. The applications are presented to the Parks and Recreation Commission in March and April, where commissioners can evaluate and discuss the applications, and make a recommendation to the City Council. City Council will consider the Community Funding Grant requests at their Budget Study Session in May and make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. After the final budget is adopted, City Staff coordinates funding agreements with the awarded organizations. On July 15 of the following year, grant recipients submit a written report to the Parks and Recreation Department to show proof grant funds have been spent in the manner and for the purposes stated on the application.
The Community Funding Grant Policy (Attachment A) established a range of $70,000 to $90,000 in total available funding per year with awards not exceeding $20,000 per applicant, per year. For Fiscal Year 2022-2023, $69,461 was approved for the Community Funding Grant Program. Below is a breakdown of the City’s previously awarded funds through the Community Funding Grant Program:
FY 2017-2018: $52,400
FY 2018-2019: $52,400
FY 2019-2020: $109,800
FY 2020-2021: $110,000
FY 2021-2022: $115,900
FY 2022-2023: $69,461
At the June 4, 2021, City Council Special Meeting, Council voted to form a Council Subcommittee comprised of Vice Mayor Chao and Councilmember Moore to review the Community Funding Grant Program evaluation process and procedures for the upcoming funding cycle in the next calendar year. On March 9, 2022, City Staff met with the Council Subcommittee and was given guidance to research specific items and bring an update to City Council (Attachment B). Staff has prepared a historical funding report on the allocation of program funds during FY 2018-2023 (Attachment C & D), compiled a comparative analysis of other community funding programs within Santa Clara County (Attachment E), reviewed the General Plan Guiding Principles for additional eligibility criteria (Attachment F), categorized the most recent awarded recipients (Attachment G), and provided clarification on additional eligibility and evaluation criteria during the Community Funding Grant process.
To receive funding through the Community Funding Grant process, applicants need to meet the following eligibility criteria from the Policy:
- Be made or sponsored by a 501(c)(3) non- profit organization with experienced members capable of implementing and managing the program/project/event. - Identify how the funds will be used to benefit the Cupertino community. - Be awarded only once per project.
- For specific needs, not ongoing, operational costs.
- Have more than 75% of the requested funds allocated for direct service costs versus administrative costs.
- Be complete and submitted by the application deadline.
An option for eligibility criteria may be to require applicants to submit programs/projects/events that coincide with at least one of the General Plan Guiding Principles. It may also make the policy clearer to omit the most confusing eligibility criteria: Be awarded once per project.
Moving forward upon City Council direction, City Staff will update the Community
Funding Grant Policy in addition to eligibility requirements, evaluation criteria, and the City webpage.
Sustainability Impact
No sustainability impact.
Fiscal Impact
If City Council approves to continue allocating funding to the Cupertino Community Funding Grant Program, this will be included in the annual budget for FY 2023-24.
________________________________________________________ Prepared by: Jacinta Liang, Management Analyst
Reviewed by: Rachelle Sander, Acting Director of Parks and Recreation Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Community Funding Grant Policy
B – Questions from Community Grant Subcommittee
C – Historical Funding Report (FY2018-2023)
D – Funding and Services Organizations Received (FY2018-2023) E – Comparative Analysis – Santa Clara County Community Grant Programs F – General Plan Guiding Principles
G – Community Funding Recipients by Proposed Categories (FY2021-2023)
Fiscal Policies – Community Funding Grant Policy
PURPOSE
The City of Cupertino currently provides funding to local non-profit organizations in the areas of social services, fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria, Restrictions/Guidelines, and Procedure.
SCOPE
All requests for funding must comply with this policy.
POLICY
The City has established the Community Funding Grant Program, subject to availability of funds, with a range of $70,000 to $90,000 in total funding available. Community Funding Grants shall not exceed $20,00 per applicant, per year. City Council will determine the organizations to be awarded funds through the Community Funding Grant Program. City Staff shall review applications for completeness and review the qualifications and accuracy based upon the eligibility criteria set forth below. In all cases, the City reserves the right to reject any and all applications in the event staff identifies a potential conflict of interest or the appearance of a conflict of interest. Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications, for any reason, at any time.
Eligibility
To receive consideration for a Community Funding Grant, grant requests must:
• Be made or sponsored by a 501(c)(3) non-profit organization with experienced members capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project
• For specific needs, not ongoing, operational costs.
• Have more than 75% of the requested funds allocated for direct service costs versus administrative costs.
• Be complete and submitted by the application deadline.
Evaluation Criteria
• Impact on and benefit to the Cupertino community
• Community need for the program/project/event
• Alignment with City mission and values
• Uniqueness of the program/project/event
• Qualifications and experience of the organization and its members • Reasonable cost
• Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant Applications will be sorted into two categories:
• New applicants
• Past recipients
Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows:
• < $999.99
• $1,000.00 - $4,999.99
• $5,000.00 – $9,999.99
• $10,000.00 - $20,000.00
Restrictions/Guidelines
• An organization that is applying for multiple grants shall only submit one application. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested, recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge" for Cupertino residents unless stated in the application and approved by Parks & Recreation Commission.
• If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Parks and Recreation Department for a Grant application to be reviewed in accordance with this policy.
• Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City’s Communications Officer.
Procedure
1. Applicants submit timely and complete grant applications by February 1.
2. City Staff reviews application for completeness and compliance eligibility.
3. Applications will then be forwarded to the Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure. All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in Spring.
4. City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed.
5. Grant recipients shall submit a written report to the Parks and Recreation Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino.
o Due by the 15th business day of July following the Fiscal Year in which grant funds are disbursed.
o Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future.
o Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event.
From: Kitty Moore <[email protected]>
Sent: Wednesday, March 9, 2022 5:27 PM
To: Joanne Magrini <[email protected]>; Rachelle Sander <[email protected]> Cc: Liang Chao <[email protected]>
Subject: Community Grant Subcommittee
Hi Joanne and Rachelle,
Thank you for the meeting today and thank you so much for working on this!
Here is a brief summary of thoughts/requests:
• Please provide a comparison of what surrounding cities do for their grant programs o looking at Sunnyvale, they have a Community Events Grant Program, which provides some policy in the title: it is for events, so we may want to stick to events specifically (as opposed to maintenance/improvements of Deer Hollow Farm, which is not an event) o website: https://sunnyvale.ca.gov/services/customers/affordability/citygrants.htm o Please also look at Saratoga for ideashttps://www.saratoga.ca.us/301/Community-Event- Grants
▪ they appear to have some accounting requirements, do we have these? ▪ they have a separate street closure grant which sounds interesting ▪ their eligibility criteria may have some parts to draw upon as well • possibly categorize the most recent types of events/projects with some attributes such as ages, location, food, art, music etc. whatever categories make sense • using the General Plan Guiding Principles in the GP Introduction as the basis for what kinds of projects (very generally, but ensure that is the basis of selection) • Please edit the evaluation criteria further to explain what each criteria ultimately would mean in the evaluation (is less expensive good or not or is there more to this question?) • How much is the cap of the entire program?
• How much is the per project/event cap?
• How much of an event is covered by the city (a percent, like Sunnyvale)? • What funding have Chamber, Rotary, and WVCS received in total. Chamber has the $8k 2x/yr plus use of Community Hall (free or not?), for example
• State (if this is not already on your website) that there will be an MOU and follow-up evaluation metrics for success of the grant, to evaluate outcomes
• possibly state that the eligibility requirements are coming to Parks and Rec/Council prior to awarding of this year's grants as a policy resolution? Or have this be a subcommittee recommendation to the Council?
Community Event Grants | Saratoga, CA
The City of Saratoga recognizes the value of community
events and their role in bringing residents together, building community, and establishing an identity for the City.
www.saratoga.ca.us
Sunnyvale, CA - City Grants and Loans
Community Grants. The City awards up to $34,000 each year for the Community Events and Neighborhood Grant program. Grant purpose: Events and projects taking place between Jan. 1 and Dec. 31, 2023 Grant status: Closed. Opens September 2022
sunnyvale.ca.gov
Sincerely,
Kitty Moore
Kitty Moore
Councilmember
City Council
[email protected]
(408) 777-1389
Organization FY 17-18 FY 18-19 FY 19-20 FY20-21 FY 21-22 FY 22-23 Total Funding Received
Friends of Deer Hollow Farm $ 15,000 $ 15, 000 $ 15,000 $ 15,000 $ 7,000 - 67, 000$ Cupertino Rotary $ 12,000 $ 12, 000 $ 12,000 $ 12,000 $ 12,000 - 60,000$ Euphrat Museum of Art $ 10,000 $ 10, 000 $ 10,000 $ 10,000 $ 15,000 - 55,000$ Cupertino Historical Society $ 15,000 $ 15, 000 20,000$ 20, 000$ 20, 000$ - 90, 000$ Iranian Federated Women's Club $ 400 $ 400 - - - - 800$ Bay Area Chrysanthemum Show - - $ 1,300 - - - 1, 300$
Cupertino Symphonic Band - - $ 2,000 - - - 2, 000$
Santa Clara Valley Audubon Society - - $ 10,000 7,500$ 8, 500$ - 26, 000$ Cupertino DeAnza Lion's Charities - - $ 10,000 - - - 10,000$ Heart of the Valley - - $ 7,000 - - 6, 161$ 13, 161$
West Valley Community Services - - $ 20,000 20,000$ 10, 000$ 10, 000$ 60, 000$ Breathe CA - - $ 2,500 4, 000$ - 4, 000$ 10, 500$
Elevate the Future - - - 3,000$ - - 3, 000$
Chinese American Coalition for Compassionate Care - - - 6,000$ 12, 000$ 13, 000$ 31, 000$ Bhubaneswar Sister City - - - 7,500$ - - 7, 500$
Silicon Valley Jewish Film Festival - - - 5,000$ - - 5, 000$ Cupertino Library Foundation - - - - 15,000$ - 15, 000$ Buddhist Tzu Chi Medical Foundation - - - - 7,400$ 8, 300$ 15, 700$ Valkyrie Robotics - - - - 3,000$ - 3, 000$
Tian Hong Foundation - - - - 3,000$ - 3, 000$
Monta Vista High School Music Boosters - - - - 3,000$ - 3, 000$ Women SV - - - - - 20,000$ 20, 000$
American Cancer Society - - - - - 6,000$ 6, 000$
Omniware Networks - - - - - 2,000$ 2, 000$
Total 52,400$ 52,400$ 109, 800$ 110, 000$ 115, 900$ 69, 461$ 509, 961$ Community Funding Historical Funding Report
Fiscal Year 2018-2023
Funding and Services Organizations Received from the City Fiscal Year 2018-2023
Cupertino Chamber of Commerce FY 2017-2018 FY 2018-2019 FY 2019-2020 FY 2020-2021 FY 2021-2022 FY 2022-2023** Total Received Budget
Contract Agreement ($8,000 2x per year) 16,000.00$ 16,000.00$ 16,000.00$ 16,000.00$ 8,000.00$ -$ 72,000.00$
Rooms
LAC Meetings (Generally First Fridays) 10 bookings 11 bookings 8 bookings None None None 29 bookings Festival Fee Waivers
Diwali 14,188.00$ 16,414.00$ 14,161.00$ 16,602.00$ 16,803.00$ 13,764.00$ 91,932.00$ Holi 2,791.00$ 4,791.00$ 5,106.00$ 6,021.00$ 6,104.00$ 5,557.00$ 30,370.00$ Night Market -$
-$
-$
15,099.00$ 9,545.00$ -$
24,644.00$
Rotary Club of Cupertino FY 2017-2018 FY 2018-2019 FY 2019-2020 FY 2020-2021 FY 2021-2022 FY 2022-2023** Total Received Budget
Community Grant Funding 12,000.00$ 12,000.00$ 12,000.00$ 12,000.00$ 12,000.00$ -$ 60,000.00$
Festival Fee Waivers
Fall Festival 14,277.00$ 15,599.00$ 16,943.00$ 16,931.00$ 17,323.00$ 16,798.00$ 97,871.00$ West Valley Community Services FY 2017-2018 FY 2018-2019 FY 2019-2020 FY 2020-2021 FY 2021-2022 FY 2022-2023** Total Received Budget
Community Grant Funding -$
-$
25,000.00$ 20,000.00$ 10,000.00$ 10,000.00$ 65,000.00$ CDBG Capital Housing Grant* 165,716.20$ 176,201.24$ 43,310.00$ 174,850.40$ 222,971.41$ -$ 783,049.25$
CDBG Public Service Grant* 32,488.00$ 34,999.62$ 35,646.16$ 38,460.07$ 31,117.81$ 38,054.69$ 210,766.35$ General Fund Human Services Grant -$ 40,000.00$ 39,999.87$ 65,780.00$ 65,765.84$ 65,780.00$ 277,325.71$ CWP Homeless Job Program -$
-$
-$
-$
97,016.09$ 200,000.00$ 297,016.09$
BMR Affordable Housing Fund Capital Housing Grant 122,264.84$ 79,986.13$ -$ -$
-$
-$
202,250.97$
*Community Development Block Grant (CDBG) federal funds are provided by the US Dept of Housing and Urban Development. **Fiscal Year 2022-2023 displays the amounts approved and not the actual amounts distributed.
City Cupertino Campbell Los Gatos Mountain View Santa Clara San Jose Saratoga Sunnyvale Policy Name Community Funding Grant Policy Social Service Subgrants Community Grants Community for All Grant *One-Time Program for FY 2018-2019 Community Grant Policy Festival, Parade & Celebration Grants Community Event Grants Community Events Grant Program Purpose
Provides funding to local non-profit organizations in the areas of social services, fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria,
Restrictions/Guidelines, and Procedure.
Provides grant funds to support community agencies that offer programs to serve Campbell residents. The
programs fulfill a critical need that is not already
provided by the City through an existing program or
service. The Social Service Subgrant program provides
funding for two years and applicants must specify the
requested funding per year in their application.
Provides grants of Town general fund monies to projects and organizations that directly benefit the community
and residents of Los Gatos.
As part of the City Council Major Goals, the Council
adopted a goal that affirms Mountain View’s
commitment to protecting vulnerable populations and
preserving the socioeconomic and cultural diversity of
Mountain View. Known as “Community for All,” the goal
supports efforts to fund and/or improve awareness of,
and access to, information and referral resources for
immigrants; particularly for mixed-status families.
To establish a standardized process to award grants to
qualifying nonprofit community organizations, youth
athletic groups or organizations, educational groups or organizations, or individuals, for events, activities, and competitions that provide a public benefit for the City of Santa Clara and its residents.
Provides a limited number of Festival, Parade &
Celebration Grant (FPC) awards each year in order to:
- Expand access for all City residents to a wide range of cultural experiences in the form of community festivals, parades and celebrations;
- Enhance San Jose’s overall cultural environment;
- Support San Jose’s economic vitality; and
- Increase the City’s visibility and reputation as a
desirable destination for visitors.
Program gives local event organizers the opportunity to seek funding for their community events and focuses in
bringing residents together, building community, and
establishing an identity for the City.
Program was created to support and encourage groups
to build community and celebrate our unique culture by
holding community events in Sunnyvale.
Elgibility
Eligibility:
- Be made or sponsored by a 501(c)(3) non-profit organization with experienced members capable of implementing and
managing the program/project/event.
- Identify how the funds will be used to benefit the Cupertino community.
- Be awarded only once per project
- For specific needs, not ongoing, operational costs.
- Have more than 75% of the requested funds allocated for direct service costs versus administrative costs.
- Be complete and submitted by the application deadline.
Eligibility:
- Program demonstrates the community need or problem
to be addressed by the proposed project.
- Program serves and benefits Campbell residents.
- Program serves an at-risk population.
- Program does not duplicate a service already provided by the City.
- Program shows a positive and measurable impact for
the community.
Eligibility:
- Applicants must be incorporated as a 501c3 nonprofit
organization
- For community non-profit organizations to propose one- time funding for projects or services that have a direct impact on post-pandemic recovery and/or a need created
as a result of the COVID-19 pandemic
- Limit of one community grant proposal per
agency/organization. Priority will be given to
organizations that do not receive Town funding through
other means
- Proposal must directly benefit Los Gatos residents or the general community of Los Gatos
- Applicants must be in compliance with all applicable
local, state, and federal laws and non-discrimination
requirements
Eligibility:
- Nonprofit 501(c)(3) organization, including faith-based organizations, that serves Mountain View residents; or
- Community-based organization or association in
partnership with a 501(c)(3) fiscal sponsorship that serves Mountain View residents.
The grant-funded project, program, or event must take
place during the 2019 calendar year in the City of
Mountain View and serve Mountain View residents; and
Grant recipients are responsible for the implementation of the project, program, or event and must have the
authority and capacity to complete the funded activity.
Eligibility:
- Provides a benefit to Santa Clara residents
- If the grant is for an event, then the event will be open to the general public and does not discriminate on the
basis of race, gender, religion, sexual orientation, or any other protected characteristic under state or federal law - Aligns with established Council goals
- Grant funds will not be used for political or religious purposes
- If the event or activity is a fundraising event, that the proceeds from the fundraising activity will support
programs, services or events for residents of the City of Santa Clara
Eligibility:
- Designated as a 501(c) not-for-profit public benefit
corporation in good standing;
- One year history of events programming in San Jose at the time of application;
- Organization’s event takes place during July 1, 2022 – June 30, 2023 in the city of San Jose and has cash
expenses of at least $5,000;
- Organization’s event is not conducted primarily as a
fundraiser and is not intended to convey a religious
message nor advocate a political position; and
- Organization a) is not a division/department within the City of San Jose; and b) will not fund the event with a take pART Grant from the City of San Jose.
Eligibility:
- Event is located in Saratoga
- Event is free and open to the public
- Event is volunteer-led
- Event concentrates on Saratoga’s character, diversity, or history
- Event celebrates the community, not limited to a small group (such as a reunion)
- $1 million liability coverage for event is required
Eligibility:
- The sponsoring organizations must be nonprofit or not- for-profit. Applicants must attach a copy of nonprofit
documentation if the organization has such
documentation.
- All proposed events must: be held within Sunnyvale City limits, be of a citywide nature, serve the greater
community, be free and open to the public, and occur
between January 1 and December 31, 2022. Note:
priority may be given to events that demonstrate
capacity to serve at least 500 people.
- The event should encourage celebrations of community
which focus on the character, diversity and quality of
Sunnyvale and provide vitality and identity to the
community.
- Priority will be given to encourage new event
applications as well as supporting existing events that have been highly successful in the past, subject to other grant criteria.
-Community event grant funding from the City will
represent no more than 40 percent of the total event
budget, including the value of in-kind goods and services but excluding the value of volunteer time.
Evaluation Criteria
Criteria:
- Impact on and benefit to the Cupertino community
- Community need for the program/project/event
- Alignment with City mission and values
- Uniqueness of the program/project/event
- Qualifications and experience of the organization and its members
- Reasonable cost
- Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations
- Clarity, completeness, and accuracy of grant application - Past performance and compliance with requirements if a recurring applicant
- Applications will be sorted into two categories (New applicant and Past recipients)
- Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows:
< $999.99
$1,000.00 - $4,999.99
$5,000.00 – $9,999.99
$10,000.00 - $20,000.00
N/A Criteria:
Applications will be ranked and evaluated based on the
scoring rubric.
Grant Scoring Rubric - Scored on a scale (exemplary,
good, neds improvement, and evidence not
demonstrated/disqualifying if recieved in any one
category). Criteria Categories include:
- Post-pandemic recovery or need related to COVID-19
pandemic
- Community Impact
- Organizational Background
- Approach
- Budget Analysis
- Feasibility
- Assessment/Evaluation
Criteria:
Applications will be evaluated according to the following criteria:
Project Impact:
- Information and Referral: How does the project,
program, or event provide access to information or
referral services for immigrant communities?
- Benefit: How many people and/or which populations
are expected to benefit from the project or event? Does the project fill a gap in services or address an identified need?
- Diversity: Does the project or event help to preserve the socioeconomic and cultural diversity of the Mountain
View community?
- Number of Mountain View residents served.
Project/Event Design: Is the project or event well planned and conceptualized? Is there a high likelihood of success? Does the applicant have experience in providing similar projects?
Values: Does the project demonstrate close alignment to City values of respect, inclusivity, and preserving cultural diversity?
Criteria:
- Applicants submit timely and complete grant
applications to the City Manager’s Office for review
- City Manager’s Office reviews application for
compliance with eligibility criteria and availability of funds. City Manager may seek additional information
from applicant as necessary.
- If an application is approved by the City Manager’s
Office, then the approved application marked accordingly shall be transmitted to the applicant with additional
instructions, if any.
- If an application is not approved by the City Manager’s Office, the City Manager shall notify the applicant in
writing.
Criteria:
Applications will be evaluated according to the following criteria, in the context of the applicant’s overall goals and the purpose and goals of Festival, Parade and Celebration Grants Program:
- Event narrative & cultural, historical and/or
neighborhood significance 30%
- Communications (marketing and outreach) and
attendance 30%
- Financial and budgetary capabilities/leveraging of City funding 20%
- Ability to produce a well-planned and safe event 10%
- Economic impact 10%
Rating System: 10- point scale - An application must
receive an overall score of at least 75 points in order for the panel to consider it for funding. However, achieving a score of at least 75 points does not guarantee that the Panel will recommend an application for funding, as
funds may not be sufficient to recommend a grant for all applicants that score above the minimum threshold.
N/A Criiteria:
The CENGP Subcommittee will review each application
and may choose to contact the applicant for more
information or clarification regarding the details of the application during the review period and/or request an
interview with any applicant. City Council will make final funding decisions by January 2022 and grant applicants
will be notified, in writing within 10 days.
Fundraiser events are not eligible for grant funding. A “fundraiser” is defined as any event that solicits funds from attendees either through direct ticket sales or
asking for a donation. Events that are free and open to the public that include passive, purely optional
opportunities for donations to other community
nonprofit organizations, such as canned food or school
supply drives or voluntary donation jars on exhibitor
tables, are not considered fundraisers. Under no
circumstances shall event sponsors, partners or
participants seek funds in the form of raffle tickets, silent auction bids or items of similar intent.
Restrictions and
Guidelines
Guidelines:
- An organization that is applying for multiple grants shall only submit one application.
- Proceeds generated from the funded activity may only be used for the conducted activity.
- If requested, recipients must provide full financial statements for the organization.
- Admission to or participation in the event must be "free of charge" for Cupertino residents unless stated in the application and approved by Parks & Recreation Commission.
- If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Parks and Recreation Department for a Grant application to be reviewed in accordance with this policy.
- Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City’s Communications Officer.
Guidelines:
The Civic Improvement Commission (CIC) is responsbile
for making recommendations to Council on allocating the City's Social Service Subgrant funds.
- The CIC will manage the Social Services Subgrant
allocation based on the budget approved by City Council. - During the two-year funding cycle the City reserves the right to reduce funding levels should the City’s operating budget be constrained.
- Performance Reports are required annually and
reviewed by the Commission.
Guidelines:
Application does not commit the Town to award a
contract, pay any costs incurred in the preparation of the application, or procure or contract for services or
supplies. The Town reserves the right to accept or reject an or all applications received, to negotiate with all
qualified applicants, or to cancel in part or in its entirety the community grant program if it is in the best interest of the Town. The Town may also negotiate with qualified agencies to meet community need.
Guidelines:
Grant proposals need to demonstrate a focus on one or
more of the following areas:
- Improving awareness of, and access to, information and referral resources for immigrant communities.
- Building community and helping to create an inclusive and welcoming environment for immigrant communities.
The Community for All Grant will not fund:
- Political and organization fundraising campaigns
- Lobbying efforts
- Marketing of products or technologies
- Costs for preparing or submitting a grant application - Endowment campaigns
- Alcoholic beverages
All groups or organizations receiving Community for All grants will be required to enter into an agreement with the City of Mountain View concerning the use of grant
funds and term of grant funding.
Guidelines:
- If the applicant has received a grant for an
event/activity other than competition attendance, then
applicant shall submit proof that the grant funds have
been spent in the manner and for the purposes stated on the application within thirty (30) days after the
event/activity.
- If the applicant has received a grant for competition attendance, then proof of all allowable expenses actually incurred, as well as allocation of grant funds, shall be submitted to the City Manager’s Office by the applicant within thirty (30) days after the competition.
- If an applicant makes a grant request directly to a
member of the City Council, whether individually or as a group, the Council shall refer the applicant to the City Manager’s Office for application and review in
accordance with this policy.
- Staff shall report any distributions in accordance with applicable tax law.
Guidelines:
Grant awards are intended to serve as partial support for events. Grant requests:
- Must not exceed 50 percent of the proposed event’s
expenses and, due to limited funds, grant awards will
usually be significantly less.
- Must be a minimum of $2,500, which means that an
event must have expenses of at least $5,000 to be
eligible.
- Must be between $2,500 and $5,000 if the proposed
event has not been produced in the last five years.
Grant funds must be used for event-related expenses only and not for a previous year's operating deficit,
administrative costs, or other organizational costs
unrelated to production of the event or for any capital equipment purchases. No part of the grant shall be used to promote or inhibit religion nor for any political
advocacy.
Guidelines:
Grant funding may be used for:
- City-related fees (such as park rental or permit costs) - Contract services
- Event materials
- Permits
- Supplies
- Grants are issued upon a reimbursement basis. Funding sources in addition to the grant are encouraged.
Insurance Coverage
- All event organizers who receive funding through the
Community Event Grant Program must obtain event
liability insurance coverage in the amount of at least $1 million. The insurance coverage will name the City of
Saratoga, its officers, officials, employees, agents and volunteers as additional insured. Event organizers must provide a "Certificate of Insurance" with "Additional
Insured Endorsement" to the City prior to holding the
event.
Guidelines:
- Funds may be granted to religious organizations if the funds are not used for a religious purpose including for the promotion of any sect, church, creed, or sectarian
organization, nor to conduct any religious service or
ceremony. This eligibility criterion is an attempt to
preserve separation of church and state while still
allowing religious organizations to be eligible for grant funds.
- Organizations that are collaborating with the City in co- sponsoring an event are eligible to apply for grant
funding, however, grant funds can only be used to defray expenses incurred by the co-sponsoring organization(s)
rather than the City.
- Grants will not be awarded to organizations owing a
debt to the City.
- Grants will not be awarded to individuals.
- The sponsoring organization must demonstrate the
ability to produce a well-planned, safe event and
demonstrate strong financial management and effective
management controls, including cost-effectiveness.
- Organizations must be able to communicate the public
purpose of their proposed event or service. Some factors that demonstrate the purpose of your event may include:
Whether the proposed project/service compliments or
enhances a service that the City also provides, When
there is an identifiable secondary, or indirect, benefit to h C i W h h i i i d i h
Funds Available
Total: $70,000 - $90,000
Grant shall not exceed $20,000 per applicant, per year
N/A Total: $80,000
Grant shall not exeed $10,000 each
Total: $60,000
Grant shall not exceed $10,000 each
Grant shall not exceed $10,000 each Up to 50% of total event expenses Grants shall not exceed $2,000 per event Total: $34,000 Up to 40% of total event expenses
Funding (Provided
Upfront or
Reimbursement)
Upfront N/A N/A Reimbursed N/A N/A Reimbursed Reimbursed Community Grant Policies in Santa Clara County
Notes/Comments
Applications are due by February 1.
- Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event.
Applications open for two Fiscal Years/Funding Cycles at a time
Applications are reviewed by the City Manager’s Office
staff for completeness and conformance to guidelines
and will present recommendations to the Human
Relations Commission. The Human Relations Commission
will evaluate grant requests and make funding
recommendations to the Mountain View City Council for
approval. The City Council will have the sole discretion to approve or not approve grant awards.
If the activity being funded is individual or group
attendance at a youth competition or performance, then
the applicant must demonstrate that the activity being
funded by the City’s grant will satisfy all of the following criteria:
- Funding the activity provides a benefit to Santa Clara residents, students or schools
- Contributes positively to the recognition and image of the City of Santa Clara
- Aligns with established Council goals
- Grant funds will not be used for political or religious purposes
- The grant funds requested will only be used for a
specific state, national, or international title or
performance
- The grant funds requested do not exceed 20% of the
allowable expenses (registration, hotel, transportation, and food) and comport with the other requirements
stated in the application
- Individuals, teams or groups should either be from
Santa Clara schools or have at least 50% of the students from the teams or groups be residents in the City of Santa Clara
- The student-to-coach/chaperone ratio is six students to one coach/chaperone
City Council also sets aside funding to help a local
organization pay for the cost of closing down Big Basin Way for a community event. This Street Closure Grant is separate from the Community Event Grant and is
awarded to only one organization.
Grant recipients must attempt to expend all grant
funding within City limits. Grant funds must be used only for the event applied for, but may be used for any costs, including costs payable to the City. The City will not waive any fees for services associated with the event.
Cities that do NOT have Community Grants: Los Altos
Cities reached out to and have not heard back from: Gilroy, Milpitas, Palo Alto CHAPTER 1: INTRODUCTION | general plan ( community vision 2015 - 2040) I- 4
The Guiding Principles provide additional detail about Cupertino’s desired future necessary to fully articulate the ideas contained in the vision statement. Similarly, the Guiding Principles were developed based on extensive community input.
GUIDINGPRINCIPLES
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5 6 SUPPORTVIBRANTAND MIXED-USEBUSINESSES
Ensure that Cupertino’s major mixed- use corridors and commercial nodes are vibrant, successful, attractive, friendly and comfortable with inviting active pedestrian spaces and services that meet the daily needs of residents and workers.
ENSUREA BALANCED COMMUNITY
Offer residents afull range of housing choices necessary to accommodate the changing needs of a demographically and economically diverse population, while also providing a full range of support uses including regional and local shopping, education, employment, entertainment, recreation, and daily needs that are within easy walking distance.
ENHANCEMOBILITY
Ensure the efficient and safe movementof cars, trucks, transit, pedestrians, bicyclists and disabled persons throughout Cupertino in order to fully accommodate Cupertino’s residents, workers, visitors and students of all ages and abilities. Streets, pedestrian paths and bike paths should comprise an integrated system of fully connected and interesting routes to all destinations.
IMPROVECONNECTIVITY
Create a well- connected and safe system of trails, pedestrian and bicycle paths, sidewalks and streets with traffic calming measuresthat weavethe community together, enhance neighborhood pride and identity, and create access to interesting routes to different destinations.
IMPROVEPUBLICHEALTHAND SAFETY
Promote public health by increasing community- wide access to healthy foods; ensure an adequate amount of safe, well- designed parks, open space, trails and pathways; and improve safety by ensuring all areas of the community are protected from natural hazards and fully served by disaster planning and neighborhood watch programs, police, fire, paramedic and health services.
DEVELOPCOHESIVENEIGHBORHOODS
Ensure that all neighborhoods are safe, attractive and include convenient pedestrian and bicycle access to a “full- service” of local amenities such as parks, schools, community activity centers, trails, bicycle paths and shopping.
CHAPTER 1: INTRODUCTION | general plan ( community vision 2015 - 2040) I- 5
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11 ENSUREA RESPONSIVEGOVERNMENT
Continue to be a regional leader in accessible and transparent municipal government; promote community leadership and local partnerships with local and regional agencies; and remain flexible and responsive to changing community needs.
ENSUREFISCALSELFRELIANCE
Maintain fiscal self-reliance in order to protect the City’s ability to deliver essential, high- quality municipal services and facilities to the community.
PRESERVETHEENVIRONMENT
Preserve Cupertino’s environment by enhancing or restoring creeks and hillsides to their natural state, limiting urban uses to existing urbanized areas, encouraging environmental protection, promoting sustainable design concepts, improving sustainable municipal operations, adapting to climate change, conserving energy resources and minimizing waste.
SUPPORTEDUCATION
Preserve and support quality community education by partnering with local school districts, community colleges, libraries and other organizations to improve facilities and programs that enhance learning and expand community- wide access.
EMBRACEDIVERSITY
Celebrate Cupertino’s diversity by offering a range of housing, shopping and community programs that meet the needs of the full spectrum of the community, while ensuring equal opportunities for all residents and workers regardless of age, cultural or physical differences.
ENSUREATTRACTIVECOMMUNITY DESIGN
Ensure that buildings, landscapes, streets and parks are attractively designed and well maintained so they can complement the overall community fabric by framing streets and offering a variety of active, relaxing andintimate pedestrian spaces.
12 Category Organization Project Funding total Fiscal Year Funded Art Euphrat Museum of Art Art Exhibits $15,000 2021-2022 Art Tian Hong Art Contest $3,000 2021-2022
Art Omniware Networks Youth Art Exhibition $2,000 2022-2023 Education Chinese American Coalition for Compassionate Care Mindfull Self-Care program $12,000 2021-2022 Education Cupertino Library Foundation Empower/Connect with Seniors $15,000 2021-2022 Education Monta Vista High School Music Boosters Speech Program $3,000 2021-2022 Education Breathe CA Wellness Programs $4,000 2022-2023 Education Chinese American Coalition for Compassionate Care Grief and Loss Program $13,000 2022-2023 Education Women SV Technical Support for domestic abuse survivors $20,000 2022-2023 Events Cupertino Rotary Fall Festival $12,000 2021-2022 Events Santa Clara County Audubon Festival $8,500 2021-2022 Events West Valley Community Services Gift of Hope- Holiday Shopping for familes in poverty $10,000 2021-2022 Events Buddhist Tzu Chi Health Fair $7,400 2021-2022
Events Valkyrie Mini Robot Competition $3,000 2021-2022 Events Buddhist Tzu Chi Health Fair $8,300 2022-2023
Events Relay for Life Event $6,000 2022-2023
Events West Valley Community Services Gift of Hope- Holiday Shopping for familes in poverty $10,000 2022-2023 Health Services for Seniors COVID Car Kit $6,160 2022-2023 Site Improvements Friends of Deer Hollow Farm Demonstration Garden $7,000 2021-2022 Communty Funding Recipients by Proposed Categories