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HomeMy WebLinkAboutA08 Service Organization Funding Policy CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 PURPOSE: To outline an efficient and effective process for the consideration of requests for City funding from organizations which provide services to the Mountain View organization or residents. POLICY: 1. This Policy focuses on the process for providing City funding for services that are not typically considered the direct responsibility of City government. It recognizes the City may enter into a contractual arrangement with nonprofit, community- based organizations or with joint powers authorities as a means to provide a desired service. Such contracts and agreements are addressed through other policies and procedures and are not the subject of this Policy. 2. The City recognizes the need for human services and other programs and projects serving Mountain View, and other governmental agencies, in addition to the City, are responsible for meeting the needs of Mountain View residents. The City also recognizes other entities, such as private foundations and funding federations, also support the provision of services in the community. 3. The City shall assume an active role to meet the needs of Mountain View residents by: (a) Encouraging and advocating coordination and cooperation among organizations providing services to Mountain View residents; (b) Advocating, encouraging, and, when appropriate, facilitating the co-location of service providers; (c) Pursuing the cooperation of Federal, State, County, and other agencies to enhance the quality and availability of services to the residents of Mountain View; and Page 1 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 (d) Contracting directly with nonprofit and other organizations. Criteria to be considered in making this decision include the following: The service to be provided addresses a significant community need in the City. The service does not duplicate existing services but augments existing services. Contracting with an organization is the most cost-effective way of providing services. The requesting organization is the most appropriate agency to provide the service. Whether there is sufficient funding available. 4. Funding Process: Three (3) different funding processes are identified below: (a) Federal Pass-Through Funds (e.g., CDBG and HOME); (b) Structured General Fund Grant Program; and (c) Ad-Hoc General Fund Support. 5. Federal Pass-Through Funds (e.g., CDBG, HOME) (a) Purpose: The City of Mountain View receives Federal pass-through funds such as the Community Development Block Grant (CDBG) Program and the HOME Investment Partnership (HOME) Program. The CDBG Program objectives are: (1) to provide decent housing and a suitable living environment; (2) to expand economic opportunities for low-income persons; and (3) to provide improved community facilities and services, principally for persons of low Page 2 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 and moderate income. The objective of the HOME Program is to increase the supply of decent and safe affordable housing for lower-income households. Although currently the City receives funding only from the CDBG and HOME programs, this application process will apply to similar Federal programs for which the City becomes eligible in the future or any modified versions of the current programs. (b) Timeline/Publicity: The City will advertise the availability of Federal pass-through funds in a newspaper of general circulation and will make funding applications available for a period of thirty (30) days, generally during the month of November or December, for the upcoming fiscal year. In addition, the City will mail funding applications to groups that have expressed an interest in obtaining funding. Funding applications will generally be due in late December or early January. Public service grants are awarded on a biannual basis while capital grants are awarded annually. The funding process shall be subject to modification per Federal requirements. (c) Applications Content/Requirements: Requesting organizations must submit a completed standard City application form by the specified deadline. The funding request must include a proposed budget in sufficient detail to permit the City to determine the merits of the funding request. Supporting data must include a minimum of three (3) years of expenditure and revenue data, including one (1) prior year actual, the current year estimated and projected for the year of the request. Revenues and expenditures shall be stated in sufficient detail to clearly show each source of revenue and each category of expenditure. The applicant must also provide the number of Mountain View residents served and projected to be served. New agencies with no financial history may still be considered by the City Council, but must submit projected expenditure and revenue data for the year of the request and current year estimated revenue and expenditure data if available. The requesting organization must clearly indicate the specific services and/or activities to be performed, how the services/activities align with and further Page 3 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 th Plan, and the measures to be used in verifying that performance as well as provide for a specific reporting process. The Board of Directors or other governing board of the requesting organization should have at least one (1) member who is a resident of the City of Mountain View. Organizations requesting Federal funds will be required to comply with this Policy as well as with all applicable Federal requirements. (d) Review and Approval Process: All applications for funding will be: Reviewed by City staff and evaluated against various assessment factors. Presented to the Human Relations Commission (HRC), or other recommending body if so designated by the City Council, for a public Presented to the City Council for a public hearing to consider recommendations by the HRC (or other recommending body) and City staff. The City Council shall make the final funding determinations. The public hearings by the HRC (or other recommending body) and the City Council will be held generally in the spring on funding allocations for the upcoming fiscal year. The public will be notified of the hearings website and also through published notices in a newspaper of general circulation, and other appropriate outreach efforts. (e) Contractual Requirements: If funded, the requesting organization will be required to enter into a written contract with the City to perform designated services for the prescribed compensation and will be required to provide quarterly client and financial reports. Records must be available for examination by the City or City representative at any reasonable time, commencing with the date of application, and shall be kept for a minimum of five (5) years from the close Page 4 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 of the funding year. Organizations will also be required to comply with all applicable Federal requirements. 6. Structured General Fund Grant Program (a) Purpose: support provided under this Policy A-8 is used to fund human service, educational, cultural, arts, and other programs not eligible for Federal funds or to supplement the Federal funding for human services. The General Funds that supplement Federal funding shall align Annual Action Plan. (b) Timeline/Publicity: The City will advertise the availability of General Funds under the same process and timeline as the Federal Pass-Through Funds as identified in the Section 5(b). (c) Application Content/Requirements: The application content and requirements for General Fund requests under this Policy are the same as those for the Federal Pass-Through Funds as identified in Section 5(c). (d) Review and Approval Process: All applications for General Fund requests will be subject to the same review and approval process used for Federal Pass-Through Fund requests as identified in Section 5(d). Page 5 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 (e) Contractual Requirements: All contractual requirements for General Fund requests will be subject to the same contractual requirements used for Federal Pass-Through Fund requests as identified in Section 5(e). 7. Ad-Hoc General Fund Support (a) Purpose: Organizations may approach the City with a request for funding for human service, educational, cultural, arts, and other programs not eligible for Federal funds or the Structured General Fund Grant Program under section, Sections 1 and 2 above. No funding allocation is set aside for such requests. Such requests may be considered in accordance with the process below, subject to Council determination of the availability of funding. (b) Application Review and Approval Process: Budget Process Organizations requesting Ad-Hoc General Fund support must submit an application by the deadline of November 1. Requests will be analyzed by department staff and reviewed by the staff Budget Review Committee. The City Manager will present any recommended funding for City Council consideration during the budget process. The City Council must approve these requests by four votes. Funding requests not recommended by staff for funding will be Report. Outside the Budget Process If an organization funding request requires a more prompt funding decision, the requesting organization must submit an application to the Page 6 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 Requests will be evaluated by the City using the criteria in Section 3(d). If the request is made between November 1 and March 1 of the same fiscal year, staff will make a funding recommendation to the Council s (currently the Council Procedures Committee). The Council subcommittee will develop recommendations for presentation to the City Council. If a request made after March 1 cannot wait until the following November, or an emergency request that requires review within a short time frame, the request may be forwarded from the City Manager directly to the City Council. The City Council must approve all requests outside the budget process with a five-vote majority in order to be funded on a limited-period basis from the General Non-Operating Fund. (c) Application Content/Requirements: The request shall meet the criteria stated in 3(d). The applicant shall submit a City-approved application form. (d) Funding Term: If a request is approved, the support will be considered one-time funding. Staff may recommend additional years of funding. The City Manager will present any recommendation for continued funding for City Council consideration during the budget process. (e) Contractual Requirements: If funded, the requesting organization will be required to enter into a written contract with the City to perform designated services for the prescribed compensation and will be required to provide quarterly client and financial reports. Records must be available for examination by the City or City Page 7 of 8 CITY COUNCILPOLICY SUBJECT: SERVICE ORGANIZATION FUNDING POLICY NO.: A-8 representative at any reasonable time, commencing with the date of application, and shall be kept for a minimum of five (5) years from the close of the funding year. Revised: December 4, 2018, Resolution No. 18284 Revised: March 27, 2007, Resolution No. 17196 Revised: January 13, 1998 Effective Date: December 7, 1982 CNL POL/A8-530CP Page 8 of 8