CC 12-01-20 Item No. 12 Community Funding Grant Program Policy Update_Desk ItemsCC 12-01-20
#12
Community
Funding Grant
Policy Update
Desk Items
Fiscal Policies – Community Funding Grant Policy
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. The policy provides a
framework for the Cityʹs Community Funding Grant Program and guides the administration of
the program and decision‐making process. It also provides guidance on key aspects of the Cityʹs
Community Funding Grant Program processes including: Eligibility, Evaluation Criteria,
Restrictions/Guidelines, and Procedure.
SCOPE
All requests for funding must comply with this policy.
POLICY
The City has established the Community Funding Grant Program, subject to availability of
funds, with a range of $70,000 to $90,000 in total funding available. Community Funding Grants
shall not exceed $20,00 per applicant, per year. During the annual budgeting process, the City
Council will determine the organizations to be awarded funds through the amount to
appropriate for the Community Funding Grant Program. The Administrative Services
DepartmentCity Staff shall review applications for completeness and review the qualifications
and accuracy approve or deny an applicant’s request based upon the eligibility criteria set forth
below. Community Grants, subject to availability of funds, shall not exceed $20,000 per
applicant, per year. In all cases, the City reserves the right to reject any and all applications in
the event the Administrative Services Department identifiesstaff 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, for any reason, at any time.
Eligibility
To receive consideration for a Community Funding Grant, grant requests must:
Be made or sponsored by a 501(c)(3) non‐profit organization with experienced staff
members capable of implementing and managing the program/project/event.
Identify how the funds will be used to benefit the Cupertino community.
Be awarded only once per project for one‐time, project
For specific needs, and not ongoing, operational costs.
Have more than 75% of the requested funds allocated for direct service costs versus
administrative costs.
Be complete and submitted by the application deadline.
Evaluation Criteria
Impact on and benefit to the Cupertino community
Community need for the program/project/event
Alignment with City priorities mission and values
Uniqueness of the program/project/event
Qualifications and experience of the organization and its staffmembers
Reasonable cost
Demonstrated effort to secure funding from other sources and/or establishing
partnerships with other community or city organizations
Clarity, completeness, and accuracy of grant application
Past performance and compliance with requirements if a recurring applicant
Applications will be sorted into two categories:
New applicants
Past recipients
Applications in each category will be evaluated using a tiered structure based on the dollar amount
requested for award as follows:
< $999.99
$1,000.00 ‐ $4,999.99
$5,000.00 – $9,999.99
$10,000.00 ‐ $20,000.00
Restrictions/Guidelines
An organization that is applying for multiple grants shall only submit one application.
Proceeds generated from the funded activity may only be used for the conducted activity.
If requested, recipients must provide full financial statements for the organization.
Admission to or participation in the event must be ʺfree of chargeʺ for Cupertino
residents unless stated in the application and approved by Parks & Recreation
Commission.
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 Administrative
ServicesParks and Recreation Department for a Grant application to be reviewed in
accordance with this policy.
Grant recipients shall acknowledge the City contribution in formal promotional materials
and efforts related to the funded activity. Any use of the City logo must be approved by
the City’s Public InformationCommunications Officer.
Procedure
1. Applicants submit timely and complete grant applications by March February 1. to the
Administrative Services Department for review.
2. The Administrative Services DepartmentCity Staff reviews application for completeness
and compliance with eligibility criteria and availability of funds. Staff may seek
additional information from applicant as necessary.
3. Eligible aApplications will then be forwarded reviewed by to the Parks and Recreation
Commission to be evaluated and sorted into the tiered funding structure. for a
recommendation to the City Council regarding grant approval and funding amounts,
3. which typically happens in April. All applicants are strongly encouraged to attend the
Parks and Recreation Commission meeting in April. All applicants will be notified and
invited to attend the Parks and Recreation Commission Meeting where their
applications will be discussed. This meeting typically takes place in Spring.
4. City Council will make the final decision on grant amounts for each applicant as part of
the budget adoption which typically happens in June. All applicants will be notified and
invited to attend the City Council Meeting where their applications will be discussed.
5. Grant recipients shall submit a written report to the Administrative ServicesParks and
Recreation Department to show proof that the grant funds have been spent in the
manner and for the purposes stated on the application, including information about the
number of persons served and other results that benefit Cupertino.
o Due by the 15th business day of July following the Fiscal Year in which grant funds
are disbursed.
o Failure to submit a written report by the July deadline could result in the loss of
grant funding eligibility in the future.
o Applicants will be expected to reimburse the City any funding awarded and not
used for their program/project/event.
Fiscal Policies – Community Funding Grant Policy
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. The policy provides a
framework for the Cityʹs Community Funding Grant Program and guides the administration of
the program and decision‐making process. It also provides guidance on key aspects of the Cityʹs
Community Funding Grant Program processes including: Eligibility, Evaluation Criteria,
Restrictions/Guidelines, and Procedure.
SCOPE
All requests for funding must comply with this policy.
POLICY
The City has established the Community Funding Grant Program, subject to availability of
funds, with a range of $70,000 to $90,000 in total funding available. Community Funding Grants
shall not exceed $20,00 per applicant, per year. City Council will determine the organizations to
be awarded funds through the Community Funding Grant Program. City Staff shall review
applications for completeness and review the qualifications and accuracy based upon the
eligibility criteria set forth below. In all cases, the City reserves the right to reject any and all
applications in the event staff 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, for any reason, at any time.
Eligibility
To receive consideration for a Community Funding Grant, grant requests must:
Be made or sponsored by a 501(c)(3) non‐profit organization with experienced members
capable of implementing and managing the program/project/event.
Identify how the funds will be used to benefit the Cupertino community.
Be awarded only once per project
For specific needs, not ongoing, operational costs.
Have more than 75% of the requested funds allocated for direct service costs versus
administrative costs.
Be complete and submitted by the application deadline.
Evaluation Criteria
Impact on and benefit to the Cupertino community
Community need for the program/project/event
Alignment with City mission and values
Uniqueness of the program/project/event
Qualifications and experience of the organization and its members
Reasonable cost
Demonstrated effort to secure funding from other sources and/or establishing
partnerships with other community or city organizations
Clarity, completeness, and accuracy of grant application
Past performance and compliance with requirements if a recurring applicant
Applications will be sorted into two categories:
New applicants
Past recipients
Applications in each category will be evaluated using a tiered structure based on the dollar amount
requested for award as follows:
< $999.99
$1,000.00 ‐ $4,999.99
$5,000.00 – $9,999.99
$10,000.00 ‐ $20,000.00
Restrictions/Guidelines
An organization that is applying for multiple grants shall only submit one application.
Proceeds generated from the funded activity may only be used for the conducted activity.
If requested, recipients must provide full financial statements for the organization.
Admission to or participation in the event must be ʺfree of chargeʺ for Cupertino
residents unless stated in the application and approved by Parks & Recreation
Commission.
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 Parks and
Recreation Department for a Grant application to be reviewed in accordance with this
policy.
Grant recipients shall acknowledge the City contribution in formal promotional materials
and efforts related to the funded activity. Any use of the City logo must be approved by
the City’s Communications Officer.
Procedure
1. Applicants submit timely and complete grant applications by February 1.
2. City Staff reviews application for completeness and compliance eligibility.
3. Applications will then be forwarded to the Parks and Recreation Commission to be
evaluated and sorted into the tiered funding structure. All applicants will be notified
and invited to attend the Parks and Recreation Commission Meeting where their
applications will be discussed. This meeting typically takes place in Spring.
4. City Council will make the final decision on grant amounts for each applicant as part of
the budget adoption which typically happens in June. All applicants will be notified and
invited to attend the City Council Meeting where their applications will be discussed.
5. Grant recipients shall submit a written report to the Parks and Recreation Department to
show proof that the grant funds have been spent in the manner and for the purposes
stated on the application, including information about the number of persons served and
other results that benefit Cupertino.
o Due by the 15th business day of July following the Fiscal Year in which grant funds
are disbursed.
o Failure to submit a written report by the July deadline could result in the loss of
grant funding eligibility in the future.
o Applicants will be expected to reimburse the City any funding awarded and not
used for their program/project/event.