• 11121 Lei 0i R1 I•I IN •_J[Nem
FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR OF PARKS & RECREATION
DATE: AUGUST 22, 2023
SUBJECT: COMMUNITY BASED ORGANIZATION FUNDING PROGRAM & THE
INCLUSION OF AN ANNUAL BUDGET ALLOCATION FOR THE
DOWNEY ROSE FLOAT ASSOCIATION
EXECUTIVE SUMMARY
The City Council will approve the establishment of a Community Based Organization Funding Request Program for local non -profits who serve the Downey community. The City Council will also consider including an annual budget allocation for the Downey Rose Float Association's Tournament of Roses entry as part the City's annual operating budget.
RECOMMENDATION:
That the City Council:
1. Approve the Community Based Organization Funding Request Program as outlined in this report; and
2. Authorize the City Manager to make necessary modifications to the program application to ensure program compliance and transparency.
3. Direct staff to include an annual budget allocation for the Downey Rose Float Association's Tournament of Roses entry as part of the City's annual operating budget, including appropriating $30,000 in the Fiscal Year 2023-2024 Budget.
BACKGROUND
At the June 27, 2023 City Council meeting, the City Council adopted the Fiscal Year (FY) 2023-2024 operating budget. As part of the budget adoption, the City Council approved a $100,000 allocation for the creation of a Community Based Organization (CBO) Funding Request Program. Additionally, at the meeting, staff was requested to bring back the details of the CBO Funding Request Program at a future meeting.
COMMUNITY BASED ORGANIZATION FUNDING PROGRAM & THE INCLUSION OF AN ANNUAL
BUDGET ALLOCATION FOR THE DOWNEY ROSE FLOAT ASSOCIATION AUGUST 22, 2023
PAGE 2
Further, the City Council requested that staff return with a report for discussion regarding the establishment of an annual allocation for the Downey Rose Float Association's annual Tournament of Roses entry as part the City's annual operating budget. This was previously discussed at the September 13, 2022 City Council meeting, where the Council approved financial assistance for the Downey Rose Float Association participation in the 2023 Pasadena Tournament of Roses Parade, in the amount of $30,000. At the meeting, the City Council also expressed its desire for staff to bring back the item for City Council to discuss providing ongoing annual support.
ANALYSIS
CBO Funding Request Program
Each year, non-profit organizations provide programming, services, and other valuable contributions to the Downey community. The CBO Funding Request Program is designed to help assist local non-profit organizations in providing community benefits to Downey residents. The CBO funding program also provides a clear and efficient way for community -based programs to request funding from the City for programs, events, or services.
Staff reviewed other city established CBO funding request programs, and developed the following requirements for the City's program.
Program requirements:
• The CBO must be an existing non-profit corporation in good standing with the California Secretary of State and provide documents from the Secretary of State of such status.
• The organization exhibits a sound fiscal program through appropriate financial records and documentation.
• The organization demonstrates a history of community fundraising activities and is not entirely dependent on City financial assistance for program, event, or services.
Application requirements:
• Completed application form (Attachment A)
• Documents from the Secretary of State establishing the organization's current non- profit corporate status.
• Copy of the organization's Mission Statement.
• List of the organization's current Board of Directors and Officers.
COMMUNITY BASED ORGANIZATION FUNDING PROGRAM & THE INCLUSION OF AN ANNUAL
BUDGET ALLOCATION FOR THE DOWNEY ROSE FLOAT ASSOCIATION AUGUST 22, 2023
PAGE 3
• Letter or other document providing evidence of Board/Organization approval of application, and date approval was granted.
• Copy of the organization's current Certificate of Liability insurance, including the type and amounts of coverage.
• Copy of the organization's previous year-end financial statement, the most recent financial statement, and current year's operating budget. • Copy of the organizations most recent audit report or tax return (if applicable). • Provide a list of current (within the last 12 months) grants, cash donations, and other financial aid awarded to the organization, including amounts of the grant, donation, or financial aid.
• Description of the proposed project/program.
• Description of how the proposed project/program would address an unmet community need and improve the quality of life for Downey residents. • Specify the Proposed Project/Program population to be served. • Description of how the CBO plans to monitor the project/program's success and impact.
Application Process:
• The initial application period will begin September 1, 2023 and conclude on September 30, 2023. Future application periods will coincide with the budget process each year and be subject to an annual appropriation in each fiscal year's budget.
• An Application must be completed in its entirety.
• Completed applications, including all supplemental documentation, shall be submitted to the Director of Parks & Recreation, 11111 Brookshire Ave., Downey CA 90241. Incomplete applications will not be considered for approval. • Applications will be reviewed and evaluated by staff and brought before the Downey City Council for consideration to determine if funds will be granted and at what amount.
Award of Funding
• Maximum Award Amount — Staff researched cities that have community grant programs and found they had varying policies regarding annual maximum awards.
Some agencies had no maximum award amount, while others had between 10%- 30% of overall allocated funds as a maximum award amount. Staff recommends a maximum award to kick off this program of $15,000.
COMMUNITY BASED ORGANIZATION FUNDING PROGRAM & THE INCLUSION OF AN ANNUAL
BUDGET ALLOCATION FOR THE DOWNEY ROSE FLOAT ASSOCIATION AUGUST 22, 2023
PAGE 4
Downey Rose Float Association Annual Budget Allocation
The Downey Rose Float Association is classified by the Tournament of Roses as a self - built organization, and is one of six still in competition. The six self -built organizations/communities are City of Burbank, City of Downey, City of South Pasadena, City of Sierra Madre, City of La Canada Flintridge, and the Cal Poly Universities. Self - built is defined by the Tournament of Roses as small, non-commercial floats that are funded by donations and designed, constructed, and decorated by volunteers.
City staff contacted the four cities that have a self -built organizations/communities entry and their contribution towards the float. Below is the breakdown.
Agency
Contribution
Funding
Notes
Amount
Source
Burbank Water and
$54,000
BWP
The City of Burbank does not allocate
Power
Fund
money from its General Fund/Budget
towards its community float. A
donation is provided by Burbank Water
and Power (BWP), approx. $54,000 a
year to the Burbank Tournament of
Roses Association. BWP is a not -for -
profit utility with Burbank's City Council
determining how it provides services.
City of South
$1,000
General
The City contributed $1,000 to assist
Pasadena
Fund
with the cost of flowers for the South
Pasadena Tournament of Roses float.
City of Sierra Madre
In Kind Donations
N/A
The City does not allocate money from
its General Fund/Budget towards their
community's float. However, the City
leases property to the Sierra Madre
Rose Float Association for $0 and
includes the Association under the
City's Liability Insurance.
City of La Canada
$15,000 (FY 22-23)
General
Each year, the City accepts
Flintridge
$15,000 (FY 21-22)
Fund
Community Group Funding Requests
$12,500 (FY 20-21)
as part of the City's annual budget
process. The La Canada Flintridge
Tournament of Roses Association
submits a request every year. The
City's community funding allocation
and amount are not always
guaranteed.
COMMUNITY BASED ORGANIZATION FUNDING PROGRAM & THE INCLUSION OF AN ANNUAL
BUDGET ALLOCATION FOR THE DOWNEY ROSE FLOAT ASSOCIATION AUGUST 22, 2023
PAGE 5
The Downey Rose Float Association needs to raise between $65,000 to $100,000 per year depending on the special feature significant to that year's float. The Downey Rose Float Association holds various fundraisers throughout the year, including three fundraisers that generate most of the Association's funds:
•4th of July Firework Stand - $25,000 (after 10% sales tax) •Parade of Winners - $10-15,000
•Miss Downey Pageant - $15-22,000
As additional background, the City annually budgets $40,000 for a Downey Civic Theater Financial Assistance Program. The financial assistance is in the form of rental credit to Downey based non-profit performing art organizations wishing to present a program at the Downey Civic Theatre. Historically, each year, the Downey Rose Float Association has applied and been approved for $8,000 in rental credit for their Miss Downey Pageant event.
Additionally, similar to City of Sierra Madre, the Downey Rose Float Association also leases property at 7631 Gardendale Street from Los Angeles County and is not charged rent for use of the site.
The City Council will consider establishing an annual budget allocation for the Downey Rose Float Association's Tournament of Roses entry into the City's annual operating budget at an amount of $30,000 annually starting FY 2023-2024.
CITY COUNCIL PRIORITIES
Quality of Life, Safety and Infrastructure
Public Engagement
FISCAL IMPACT
Approval of the recommended actions will result in an expenditure of $100,000 for the Community Based Organization Funding Program from the Parks and Recreation General Fund account 10-4-4320-0585 as previously approved in the FY 2023-2024 operating budget.
Additionally, the approval of an annual allocation as part of the City's operating budget for the Downey Rose Float Association's Tournament of Roses entry will result in an appropriation of $30,000 in the Parks and Recreation General Fund account 10-4-4320- 0585
ATTACHMENT
Attachment A: CBO Funding Request Program Application
COMMUNITY BASED ORGANIZATION PROGRAM
FUNDING REQUEST
APPLICATION PACKET
Fiscal Year 2023-2024
Application for
Community Based Organization Funding
*Program Funding Allocation and Applicant Funding Award is not guaranteed. Program funding is subject to Downey City Council approval as part of the annual operating budget adoption.
Im
CITY OF DOWNEY
Fiscal Year 2023-2024
COVER PAGE
AGENCY NAME:
FUNDING AMOUNT REQUESTED:
Im
CITY OF DOWNEY
Fiscal Year 2023-2024
1. Please select one category:
2. Applicant Information:
Organization/Agency Name
Mailing Address
Street Address
City
Executive Director/Chairperson
❑ Program ❑ Event ❑ Service
State
Work Phone
Board President (if applicable) Work Phone
Email
Email
Zip
Please list the Primary Project Contact Person who would be able to answer questions about this application and program/event/service during the funding period.
Contact Person for Program/Event/Service Job Title
Work Phone Email
Nonprofit Identification No. (required)
IM
City of Downey
Fiscal Year 2023-2024
Application for Funds
3. Proposed Program/Event/Service Information (Do not describe organization.) Amount of Funds Requested $
Proposed Program/Event/Service Name _
Proposed Program/Event/Service Date(s): Start / / and End / / mo. day yr. mo. day yr.
a. How would the requested funds be used?
■ Describe, in detail, the PROPOSED PROGRAM/EVENT/SERVICE (not the Agency).
■ Bulleted text is acceptable.
■ Identify if the proposed program/event/service is a new to the city, or an extension of an existing one.
■ An additional page may be added, if needed.
IM
City of Downey
Fiscal Year 2023-2024
Application for Funds
b. How would the PROPOSED PROGRAM/EVENT/SERVICE address an unmet community need and improve the quality of life for Downey residents. Why is this program/event/service needed? (Additional page may be added, if needed):
C. Specify the PROPOSED PROGRAM/EVENT/SERVICE population to be served.
V
City of Downey
Fiscal Year 2023-2024
Application for Funds
d. Programs/events/services must be evaluated to determine if they are being carried out efficiently and if program/event/service goals are being met. Please describe how you plan to monitor your program/event/service's success and impact. ■ An additional page may be added, if needed.
e. Specify numbers of clients served by agency, then by PROPOSED PROGRAM/EVENT/SERVICE:
Total Number of Participants Served by Agency if applicable) Total Number of Downey Residents Served by Agency (if
aDDlicable)
Total Proposed Participants Served by this Program/Event/Service Total Number of Downey Residents Served by this Project
City of Downey
Fiscal Year 2023-2024
Application for Funds
5. Financial Information — Operating Budget
a. Expense Budget
Employee Salaries & Benefits
Services & Supplies
Capital Costs
Other (please specify)
Other (please specify)
Further Comments/Explanations (if necessary):
City of Downey
Fiscal Year 2023-2024
Application for Funds
b. Revenue Budget
TOTAL
Further Comments/Explanations (if necessary):
IM
City of Downey
Fiscal Year 2023-2024
Application for Funds
6. General Agency Information
a. Has your agency ever previously received funds from the City of Downey? If yes, please specify in what Fiscal Years and the amount received each year. b. Provide a list of your fundraising efforts and current (within the last 12 months) grants, cash donations, and other financial aid awarded to the organization, including amounts of the grant, donation or financial aid.
C. Describe all the services the Organization currently provides to Downey residents. ■ An additional page may be added, if needed.
F
City of Downey
Fiscal Year 20023-2024
Application for Funds
7. Required Attachments:
o Only one (1) copy per Agency of each of the following is required, even with multiple programs/events/service requests submitted.
o Applications without the following documents will not be reviewed for funding. o Please label attachments: A B C etc.
❑ A. Names of Governing Board; identify current Board officers. ❑ B. Copy of the organization's Mission Statement.
❑ C. Documents form the Secretary of State establishing the organization's current non-profit corporate status.
❑ D. Current total Organization operating budget, including revenue. ■ Clearly label/identify the program that includes the PROPOSED PROGRAM/EVENT/SERVICE.
❑ E. Copy of the most recent financial statement.
❑ F. Copy of the organization's previous year-end financial statement. ❑ G. Most recent audit report or tax return (if applicable). ❑ H. Letter or other document providing evidence of Board/Organization approval of application, and date approval was granted.
■ Board/Organization approval may be pending.
❑ 1. Organization's certificate of insurance showing coverage for liability and workers' compensation.
❑ J. Application Verification Declaration Signature Page. ❑ K. Signed affidavit form from each collaborating agency named in proposed project/program plan (if applicable).
IM
City of Downey
Fiscal Year 20023-20024
Application for Funds
APPLICATION VERIFICATION
I attest that the information contained in this FY 2023-2024 grant application is accurate and that the funds requested will not supplant any other monies secured by the organization.
Attached is a letter or other document providing evidence that the Board of Directors approved the application as submitted. Successful applicants are required to submit a summary report as soon as possible after the completion of the program/event/service, but not later than June 30, 2024. Failure to submit a report will result in ineligibility for future funding.
Signatures:
Executive Director
Board President/Chairperson
Date
Date
City of Downey
Fiscal Year 2023-2024
Application for Funds
COLLABORATION AGENCY
AFFIDAVIT FORM
o This form is to be completed by each collaborating organization as named by the applicant agency in the proposed program/event/service. o Completed forms must be submitted at time of application.
Collaborating Agency Name:
Agency Division/Department:
Program/Event/Service Title:
Program/Event/Service Role Description (i.e., facility space, staff support, etc.):
Agency Contact Person
Title
Phone Email
I attest that the applicant agency and our organization agree to work collaboratively to implement the proposed program/event/service as identified in the FY 2023-2024 funding application.
Executive Director Date
Project/Event/Service Contact Person Date
V
CITY OF DOWNEY
Fiscal Year 2023-2024
COMMUNITY BASED ORGANIZATION FUNDING PROGRAM
SUMMARY REPORT
(Summary Report must be completed and submitted prior to June 30, 2024.)
AGENCY NAME
MAILING ADDRESS:
TELEPHONE:
PROGRAM/EVENT/SERVICE NAME:
TOTAL FUNDING AMOUNT AWARDED
P,
TOTAL FUNDING USED
I attest that the above listed expenses are accurate and true and have been used as represented in the approved funding application.
Submitted by:
Signature:
Date:
IM
City of Downey
Fiscal Year 2023-2024
SUMMARYREPORT
1) How has the PROGRAM/EVENT/SERVICE addressed an unmet community need and improved the quality of life for Downey residents. (Additional page may be added, if needed):
2) Please evaluate the success of your program/event/service. Were the goals outlined in the application met? Was the program/event/service carried out efficiently? Please use the objectives identified in your application to discuss your program/event/service's success and impact. Include any documentation/data/records you have that support your conclusions. 3) How many total participants were served by this program/event/service? How many of those participants are Downey residents?
I attest that the above listed information is accurate and true.
Submitted by:
Signature:
Date: