Exhibit CC 04-02-13 Item #7 policy for adopting budget requests ∎ / CC 4/2/13 Item # 7
PARKS AND RECREATION DEPARTMENT
CITY HALL
c;r.t 10300 TORRE AVENUE •CUPERTINO,CA 95014-3255
TELEPHONE:(408)777-3110 www.cupertino.org
CUPERTINO
CITY COUNCIL STAFF REPORT
Meeting: April 2, 2013
Subject
Review and adopt a policy for processing budget requests from non-profit organizations
providing services for the general Cupertino community.
Recommended Action
Adopt the attached policy.
Description
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. Approximately $50,000
per year is allocated based on an application process done in conjunction with our Community
Development Block Grant Program and our Fine Arts Commission. In addition, groups
routinely request "new" funding each year in conjunction with the budget public hearing
process.
In FY 12/13, Council requested staff to review and present a policy for funding of non-profit
requests on a fair and consistent basis. Such a policy would prevent agencies from receiving
funds without following the same process and review that other non-profits receive. The policy
before you tonight establishes a set of criteria for evaluating requests, ensures that all entities
follow a formal application process and proposes a dollar limit for those requests.
Discussion
The Parks and Recreation Commission discussed these issues at its February 7 and March 28,
2013 meetings with the following conclusions:
➢ It is important to have an application process for all non-profit groups seeking funds
from the City;
➢ The application should identify the services provided, purpose for the funds, how the
expenditure aligns to City priorities and how the funds will be used to benefit the
Cupertino community.
➢ A recurring organization should state how prior year funds, if any, were used.
➢ The application should include information about the organization, its budget and its
purpose.
> Non-profit organizations which serve multi-jurisdictions should state what they have
requested from the other cities they service.
> Staff should include all requests and funding recommendations for Council
consideration.
> Non-profits will be notified of our process in advance and no last minute proposals will
be entertained.
> City Council will make the final decision as part of the budget process.
If approved, staff will contact all non-profit agencies that have requested funds in the past three
years (see Attachment A) to explain the new policy and encourage them to submit an
application for consideration.
Fiscal Impact •
- - - - - -• - - - r ...
Historically, these appropriations have ranged from $10,000 - $65,000. The Commission
deferred to Council to set a limit on available funds.
Prepared by: Carol Atwood, Acting Director of Parks and Recreation
Reviewed by:
Approved for Submission by: David Brandt, City Manager
Attachments:
A-Funding History for unanticipated budget requests
B -Policy for processing Non-profit requests for non-profit organizations
Attachment A
Funding History for Unanticipated Budget Requests
Organization _FY 10/11 FY 11/12 FY 12/13
Deer Hollow Farm $5,000 $5,000 $10,000
Historical Society $5,000 $5,000 $5,000
Euphrat Museum (additional) $0 $8,500 $0
KMTV $0 $0 $50,000
Enhanced Tree Lighting $0 $5,000 $0
Total $10,000 $23,500 $65,000
ATTACHMENT B
Policy for processing budget requests from non-profit organizations
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. This policy establishes a
standard application process whereby funding decisions of non-profit requests can be
addressed on a fair and consistent basis by establishing a set of criteria for evaluating requests,
ensuring that all entities follow a formal application process and pre-approving a dollar limit
for those requests.
Criteria
> All requests for funding must comply with this policy.
> The applicant should identify the services provided, purpose for the funds, how the
expenditure aligns to City priorities and how the funds will be used to benefit the
Cupertino community.
> A recurring organization should state how prior year funds,if any, were used.
> The applicant should include information about the organization, its budget and its
purpose.
> Non-profit organizations which serve multi-jurisdictions should state what they have
requested and or received from other cities/organizations they service in regards to this
program request.
• Cupertino does not fund ongoing operational costs. Requests should be for one time,
project specific needs.
> The organization must show that their staff has the experience to implement and
manage the project.
> More than 75% of the budget must go to direct service costs versus administrative costs.
> Staff should include all requests and funding recommendations for Council
consideration.
> Non-profits will be notified of our process in advance and no proposals will be
entertained after March 1 of each year. kz 013 applications will be received no later than
April 8, 2013).
> City Council will make the final decision as part of the budget process.
Approved by the City Council—April 2, 2013