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HomeMy WebLinkAbout2024-10-21 I01G Non Profit Funding Policy Amendment\AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: October 21, 2024 AGENDA ITEM:Consideration of approval of a resolution amending a policy for the City of Waukee related to contributions made to non-profit organizations/City partners FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The City’s policy for funding requests from qualifying non-profit organizations and City partners has been revised to account for additional transparency, clarification of funding requests and process for approval. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the revised policy. ATTACHMENTS: I. Proposed Resolution II. Revised Policy PREPARED BY: Brad Deets, City Administrator REVIEWED BY: I1G THE CITY OF WAUKEE, IOWA RESOLUTION 2024- AMENDING A POLICY FOR THE CITY OF WAUKEE RELATED TO CONTRIBUTIONS MADE TO NON-PROFIT ORGANIZATIONS/CITY PARTNERS IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, on September 12, 2011, the Waukee City Council approved a policy and process related to monetary contributions made to non-profit organizations (Resolution #11-175); AND, WHEREAS, the Waukee City Council previously approved amendments to the policy and process (Resolutions #17-486, #2020-415, #2023-409); AND, WHEREAS, City staff recommend an additional amendment to further change the policy and process to provide more transparency related to the expenditure of public funds. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on this 21st day of October, 2024, that it hereby approves an amended policy for the City of Waukee related to contributions made to non-profit organizations/City partners, attached hereto as Exhibit A. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Robert Grove Ben Sinclair GUIDELINES TO FUND COMMUNITY AND EXTERNAL NON-PROFIT ORGANIZATIONS/CITY PARTNERS CITY OF WAUKEE, IOWA Adopted October 21, 2024 OVERVIEW The Waukee City Council considers funding requests (November-December) from community and external non-profit organizations and city partners (collectively “Organization(s)”) when it develops the annual operating budget for the following fiscal year (July 1 through June 30). Any awards made under this policy are applicable for the fiscal year granted only, and expire at the close of the fiscal year. Organizations requesting funding must meet a “public purpose”, which is defined as an activity that will benefit and is open to the general public, benefits the community, relates to the function of government, and does not have the benefit of private interests as its primary objective. Organizations requesting funding are encouraged to focus on special events/projects or capital related items for purchase or fixed assets rather than on-going operating expenses. Funding for these Organizations can come from Hotel Motel Tax Fund dollars or General Fund dollars, depending on the nature of the Organization and the purpose of the request. As a part of the funding request consideration, the City will determine the appropriate funding source based upon the request. Any award funds unused at the end of the award period will be forfeited and revert back to the appropriate City of Waukee fund. For funding to be considered from either revenue source, the Organization must meet one of the following base criteria: 1.Submit a request using the City’s Funding Request Form, as prescribed by this policy, and include all requested information outlined below by the deadline indicated on the funding request form, OR 2.Be part of a 28E intergovernmental agreement with the City which obligates a contribution to the Organization; these entities do not need to complete the Funding Request Form. FUNDING REQUEST CRITERIA Requests for funding considered as serving a public purpose shall promote the following objectives for the benefit of all City residents Public health; Safety; General Welfare. To be considered for funding from the City of Waukee, an Organization shall meet the following criteria: 1.General Qualifications (two or more of the following are required) a.A non-profit organization (proof of non-profit status required) b.A Waukee based Organization c.An Organization wherein clients served include Waukee residents 2.The Organization’s general purpose shall include one or more of the following services provided to Waukee residents: a.Human Services such as: food and nutrition, clothing, health services, housing assistance, utility assistance or home repair/rehabilitation b.Education including Civic Education c.Elderly Services d.Arts and Culture e.Historic Preservation with a local focus f.Recreation g.Tourism h.Economic Development DOCUMENTATION REQUIREMENTS All non-28E Organizations must submit the following, along with their Funding Request Form: 1.Balance sheet/statement of cash position as of the most recently ended month. 2.Income statement/statement of cash flow for the most recently completed fiscal year or calendar year, which at minimum, must include one full year of activity. If fiscal year end is more than 6 months prior to deadline, also include income statement to date for current fiscal year. 3.For applicants that have received City funding in a prior year, a full accounting of use of prior year funds is required. Detail records relating to use of funds must be retained by the Organization to support subsequent applications, and if requested, must be provided to the City. Once application documents are submitted, unless additional information is requested by the City for clarification or review, changes cannot be made to the funding request. Application Approval Process 1.In September, City staff shall present to the Mayor and City Council a list of those Organizations that received funding from the City in the last two adopted annual budgets. 2.In November, City staff shall make public a Funding Request Form to be completed and submitted to the City Administrator by any and all Organizations that meet the criteria set forth above and wish to request funding in the upcoming fiscal year. Organizations that received funding in the current and previous fiscal year shall be notified directly that the form is available for completion and submittal. Applications shall be due by November 30th. The City Administrator reserves the right to accept applications after the November 30th due date. 3.In December, submitted applications will be presented to the Mayor and City Council with general information on each request. Organizations requesting funding shall have a representative available at the meeting when the applications are presented to address any questions by the Mayor and City Council. 4.In January, City staff shall present recommendations on funding requests to the Mayor and City Council. The Mayor and City Council shall review and provide input on the recommendations. City staff shall incorporate the final recommendations into the proposed annual budget. 5.Following approval of the annual budget by the City Council, the City Administrator shall notify all applicants as to whether or not their request was approved for funding and if so, at what amount. 6.In accordance with the State of Iowa, the City and any Organization receiving funding shall enter into an agreement either under Chapter 28E of the Code of Iowa or another form of agreement as approved by the City Attorney. Disclosures 1.All applications received by the City may be considered a public record subject to public disclosure under Chapter 22 of the Code of Iowa. 2.Funding requests may be approved, rejected or not acted upon. 3.Funding requests that are approved may or may not be at the funding level requested.