PURPOSE
POLICY
To establish a standardized process to award grants to qualifying non-profit 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.
Annually, and subject to availability of funds, the City Council shall establish grant appropriation(s) as part of the approval of the budget. Community grants, subject to availability of funds, shall not exceed $10,000 per applicant, per fiscal year. To receive grant funds, grant applications must be submitted at least ninety (90) days and no more than six (6) months before the planned event/activity being funded, regardless of the form of the grant. Applications will be evaluated by the City Manager’s Office on a case-by-case and “first come-first served” basis, throughout the fiscal year.
The City Manager’s Office shall approve or deny an applicant’s request based upon the eligibility criteria set forth below, and subject to funding availability as approved by the City Council through the adoption of the annual budget. Additionally, if the event or activity being requested for funding has been previously supported by the City, the City Manager’s Office may evaluate the event or activity’s past success, measured by the applicant’s ability to meet attendance and/or fundraising projections and the individual/organization’s ability to satisfy the requirements of this policy when considering approval or denial of a request. Grants for community events shall not be provided for waiver of or reimbursement for already discounted permit fees nor shall they be provided to organizations that receive separate annual funding from the City.
Allowable expenses shall be defined as: City permits, Fees and Services, Venue, Food and Beverage, Trash/Recycling, and Stage/Tent Rentals. Grant funds requested for Food and Beverage do not exceed 15% of the total grant amount or $1,500.Grantees shall be required to return any unspent grant funds to the City within 3 days after completion of the audit.
Grants for attendance at youth state, national, or international competitions or performances shall be limited to costs associated with registration, hotel, transportation and food for participants and coaches/chaperones only. Due to short notice of advancement to state, national, or international competitions, applicants shall submit an application within one week of advancing to such competitions.
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, wholly or in part, at any time, without penalty. In all cases, the City reserves the right to reject any and all applications in the event the City Manager’s Office identifies a potential conflict of interest or the appearance of a conflict of interest.
ELIGIBILITY CRITERIA
In addition to a timely and complete application, the applicant must demonstrate that the event or activity being funded (other than competition funding, described below) by the City’s grant will satisfy all of the following criteria:
Provides a benefit to Santa Clara residents
Contributes positively to the recognition and image of the City of Santa Clara 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 If the grant is for an event or activity, then the applicant must demonstrate that the event or activity being funded by the City’s grant will be held within the City of Santa Clara.
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
PROCEDURE
City Council approves an annual budget item for City grants, to be administered by the City Manager’s Office 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.
If the applicant has received a grant for an event/activity other than performance or 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 performance or 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.
Applicants that have received a grant, regardless of type of activity, shall maintain sufficient books and records in accordance with generally accepted accounting principles. The City shall have the right to audit the books and records of the applicant for up to four (4) years from the date of disbursement of grant funds for the purpose of verifying any and all reimbursement requests made by the applicant.
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.
Attachment: City of Santa Clara Community Grant Application COMMUNITY GRANT POLICY (cont.)
Adopted //2021 CP 049 Page PAGE 2 of NUMPAGES 3 Resolution No. 18-8605
City of Santa Clara
Council Policy Manual
COMMUNITY GRANT POLICY
Adopted //2021 CP 049 Page PAGE 1 of NUMPAGES 3 Resolution No. 18-8605