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, w
ith a ran ge 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 r eview 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. • I dentify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project
• F or specific needs, not ongoing, operational costs, or endowment funds . • 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
o Number of Cupertino residents served vs. number of non-Cupertino residents served
o Cost per Cupertino resident served vs. cost per non-Cupertino resident served o Availability of the program/project/event to the entire Cupertino community • Community need for the program/project/event
• Alignment with City mission and values Cupertino General Plan Principles • Uniqueness of the program/project/event
o Lack of duplication in service in Cupertino
o Level of collaboration if a duplicated service
• 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. • Festivals currently receiving funding through Festival Fee waivers may not apply for funding through the Community Funding Grant Process for the same festival • 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.