30 - Non-Profit Assistance Program FY 2022-2023 directionItem No. 30
Memorandum
TO: Mayor
Mayor Pro Tem
City Council
FROM: Robert G. Vine, Assistant City Manager
SUBJECT: Non -Profit Funding Assistance Program for FY 22/23
DATE: July 25, 2022
In February of 2021, the City Council approved a new Policy for the purpose of accepting,
reviewing, and contracting with non-profit organizations in regards to a funding assistance
program. This year marks the second year the City Council will make the determination regarding
which organizations will participate in this program along with the amount of funding assistance
provided.
STATUS OF ISSUE:
Per the policy, City Staff advertised for and received eight applications from non-profit entities
during the designated period of April 1St — May 31St. The policy states that any applications
received after May 31St will not be considered and staff did receive two applications after the May
31 St deadline. The policy also states, "a presentation will be given to City Council .... to include a
list of eligible applications as well as ineligible application for City Council review", so these two
application packets will be included.
Staff has reviewed all 10 of the applications and have prepared a Dropbox folder with the policy,
all of the submitted application packets along with a staff summary for members of the Council to
review at your leisure.
The next step in this process is for the City Council to review and make decisions on applications
to fund. To do this, staff is requesting direction regarding the preferred next step. Options consist
of. 1) to receive presentations from these non -profits or not, and 2) whether to call a special
meeting for the purpose of addressing these non -profits or add it to a future regular agenda. The
City Council must also decide whether to include the two applications that missed the deadline.
This may set precedent as well as make it difficult to turn applications away throughout the rest of
the year or for other policy reasons. The City Council however has discretion in this policy to
amend when needed. If presentations are requested, City Staff would recommend that a special
meeting be held just for this purpose, and if these two applications are included, City Staff will
invite them to that same meeting.
BUDGET:
Today's discussion does not have any budget ramification. That will come when awarding various
non -profits a contract, which ultimately comes with the approval of the FY22/23 budget in
September 2022.
OPTIONS:
1. Determine if the City Council will entertain presentations by non -profits and/or request
their presence during deliberation for questions and answers. Note, as these are public
meetings, representatives of the non -profits are free to attend and will likely do so. If
members of the council foresee themselves asking questions, then it is best to invite all
non -profits to attend and be available.
2. Determine if a Special Meeting will be held for carrying out this Non -Profit Contracting
Policy.
3. Determine if the two ineligible applications will also be considered.
RECOMMENDATION:
1. It is very likely that City Council members are going to want to ask questions of various
non -profits, therefore it is recommended that 1) a special meeting be scheduled and 2) non-
profits be invited to send a representative, prepare a short 5 -minute presentation and be
available for questions and answers very similar to last year. While we recommend
following the policy which would mean excluding the two ineligible applications, the City
Council has the ability to allow them to be included — and if so, we will carry this out.