City of Santa Clara
Council Policy Manual
COMMUNITY GRANT POLICY
Adopted DATE P&P XXX Page 1 of 3
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 availabi lity of funds, shall not exceed $10,000 per applicant, per year. To receive grant funds, g rant applications must be submitted at least ninety (90) days before the planned event/activity being funded , regardless of the form of the grant, and will be evaluat ed by the City Manager’s Office on a case -by-case and “first come-first served” basis, throughout the fiscal year. Applicants are encouraged to submit their applications at the beginning of the fiscal year, for events or activities occurring at any time du ring that fiscal year, to maximize opportunity for availability of funds.
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 app roved by the Ci ty Council through the adoption of the annual budget. Grants for community events shall not be provided for waiver of or reimbursement for already discounted permit fees.
Grants for attendance at youth state, national, or international competitions or per formances shall be limited to costs of registration, hotel, transportation and food for participants and coaches/chaperones only. Due to short notice to advance to state, national, or international competitions, applicants shall submit an application with in one week of advancing to such competitions.
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. 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.
COMMUNITY GRANT POLICY (cont.)
Adopted DATE P&P XXX Page 2 of 3
ELIGIBILITY
CRITERIA
In addition to a timely and complete applica tion, t he 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:
a) Provides a benefit to Santa Clara residents
b) Contributes positively to the recognition and image of the City of Santa Clara
c) 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
d) Aligns with established Council goals
e) Grant funds will not be used for political or religious purposes f) 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 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:
a) Funding the activity provides a benefit to Santa Clara residents, students or schools
b) Contributes positively to the recognition and image of the City of Santa Clara
c) Aligns with established Council goals
d) Grant funds will not be used for political or religious purposes e) The grant funds requested will only be used for a specific state, national, or international title or performance
f) 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 g) 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
h) The student-to-coach/chaperone ratio is six students to one coach/chaperone
COMMUNITY GRANT POLICY (cont.)
Adopted DATE P&P XXX Page 3 of 3
PROCEDURE 1. City Council approves an annual budget item for City grants , to be administered by the City Manager’s Office
2. Applicants submit timely and complete grant a pplications to the City Manager’s Office for review
3. City Manager’s Office review s application for compliance with eligibility criteria and availability of funds . City Manager may seek additional information from applicant as necessary.
4. If an application i s approved by the City Manager’s Office, then the approved application marked accordingly shall be transmitted to th e applicant with additional instructions, if any.
5. If an application is not approved by the City Manager’s Office, the City Manager shall notify the applicant in writing.
6. 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 applicati on within thirty (30) days after the event/activity.
7. 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.
8. 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.
9. Staff shall report any distributions in accordance with applicable tax law.
Attachment: City of Santa Clara Community Grant Application