24 - Non-Profit Organization Contracting PolicyItem No. 24
TO: Mayor
Mayor Pro Tem
City Council
FROM: Robert G. Vine, Assistant City Manager
SUBJECT: Non -Profit Funding Assistance Program for FY 23-24
DATE: July 24, 2023
BACKGROUND:
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 third 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 twelve applications from non-profit entities
during the designated period of April 1St — May 31St. No applicants were received after the posted
deadline.
The Non -Profit Services Agreement states [Section III. Reporting] "No later than ninety (90) days
prior to the termination of this Agreement as provided herein, SERVICE ORGANIZATION shall
provide to CITY the following information in writing:
1. A financial statement, in such detail and containing such information as CITY shall require:
Of the repeat applicants required to provide this information, two, (2), applicants missed this
requirement, however, both entities provide their reports to the City, albeit, after the 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 12 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 to prepare a presentation to the City Council and staff is requesting
direction regarding the preferred presentation, 1) to receive presentations from these non -profits
and/or 2) would like to call a special meeting for the purpose of addressing these non -profits. If
presentations are requested, City Staff would recommend that a special meeting be held just for
this purpose.
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 FY23/24 budget in
September 2023.
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.
RECOMMENDATION:
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.