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Res. No. 266-97-10266RESOLUTION NO-266-97-10266 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,RELATING TO FINANCE; APPROVING GRANT-GIVING GUIDELINES;PROVIDING AN EFFECTIVE DATE. WHEREAS,the Mayor andCityCommission oftheCity ofSouthMiami directed the Administration,and requested theCity of SouthMiamiGrants Advisory Board,to prepare written guidelines forevaluatinggrantrequests;and, WHEREAS,theGrants Advisory Board preparedwritten guidelines,which havebeen reviewedbythe Administration andtheCityAttorney;and, WHEREAS,the Mayor andCity Commission desireto approve the grant-giving guidelines with certain amendments. NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The grant-giving guidelines,whichare annexed andmadeapart of this resolution,are approved. Section2.Foranyaward of $5,000ormore,priortothereceiptonanygrantfunds fromtheCity of SouthMiami,therecipientshall acknowledge,inwriting,thatitshall receive,holdandexpendgrantfundsintrustonlyforthepurpose of thegrant,andshall certifytotheCityManagerthatithas engaged the services of an independent Certified Public Accountant and that it maintains its books and records in accordance with Generally Accepted Auditing Standards.Therecipient'sCPAshallannuallyfilewiththecity,upon aschedulespecifiedbytheCity Manager,anauditreportwhichdescribesthegrantfunds receivedanddepositedtotheaccountofthe recipient,andtheamountsandpurposes of expenditures of grantfundsduringtheauditperiod. Section 3.The Administration shall recommend,and the Grants Advisory Board mayconsider,otherfactorsinevaluatingandmaking recommendations onrequestsfor awards of grantsto effectuate the requirement thattheCity,in fulfilling itspublictrustduty regarding thegivingof grants,may expend public funds onlyforavalidpublic purpose. Section 4.This resolution shall take effect immediately upon approval. Page 2 of REs.#266-97-10266 PASSEDANDADOPTEDthis 16th day of December,1997. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM:C0MMISSI0N V0TE:5_0 <^^Mayor Price:Yea ,^Q^4^/-fc?C=*f //*A—Vice Mayor Robaina:Yea ^TY ATTORNEY Commissioner Oliveros:Yea Commissioner Bethel:Yea Commissioner Young:Yea CSM\Grant.res November 3,1997 Re:Criteria Committee for Non-Profit Organizations DearMayorPriceandCommission: Pursuant to your resolution #87-97-10056 creating a Criteria Committee for Non-Profit Organizations,please find attached the results of our deliberation. Thankyouforthe opportunity toserve. Sincerely, Randy Nimnicht Charlenia Rutland THE CITY OF SOUTH MIAMI GRANTS ADVISORY BOARD TheCityofSouth Miami provides funds tosupport community projectsor undertakings by non-profit groups whose activities would enhance the quality of life forthe citizens ofthe city. TheCity of South Miami also encourages theuse of available funds and guarantees thatall qualified applicants have a fair and equitable opportunity to apply forany funding available.This funding will beused specifically to maintain the "Hometown Spirit"inthe "City ofPleasant Living".All activities should encourage a sense of "neighborliness"and should primarily benefit the city and its neighborhoods and residents while inviting and welcoming the participation of visitorstoourcityinpartaking of any of its activities. Itis essential thatthe monies grantedbytheSouth Miami Commission beusedtosupport the advancement of programs that directly benefit the city andthe citizens of South Miami. Additionally,the process shall beopenand competitive.The Grants Advisory Board must determine inthe application process thatthe program applicant willusethis funding ina responsible manner prior to making their recommendation tothe City Commission.It will be the responsibility of the South Miami City Commission to hold each grant recipient accountable for any funds given according tothe requirements set forth through the application process by contract.This accountability process will take place through a review ofthe original grant guaranteeing thatall criteria and goals weremetbythe applicant. The City annually allocates special funds to support community undertakings and activities asapartofis grants program to non-profit organizations.The South Miami Grants Advisory Boardwill review and recommend each application totheCity Commission.TheBoardhas established a complete process for review and evaluation forall applicants.The Board will make itsrecommendationtotheCityCommissionafterdeterminingthattheapplicantisincompliance with theestablishedcriteria.This recommendation willbe used by the City Commission to make theirdecision.Thefinaldecision on allocationsismadesolely by the City Commission after receivingthe Advisory Board'srecommendation. Attachedisan application packagetobecompletedbyall organizations or individuals applying for fiscal year 1997-98 grants (beginning October,1997).Acompleted application (including copies specified)mustbe delivered totheCity Clerk's officeno later thandate TheBoardwill evaluate the applications andrecommend allocation amountsinNovemberand March.TheCity Commission's final approval ofthe allocations recommended willbeatthese times. The Grants AdvisoryBoardis sponsoring two grant-writing workshops(at separate times) for any individual or organization contemplating the submission of a grant application tothe City. The workshop is free and there isno obligation or requirement for applicants to attend.Please seetheattachedflyer with detailonthe workshop. GUIDELINES FOR CULTURAL AND COMMUNITY GRANTS PROGRAM FY 1997 -98 A.ELIGIBILITY Applicants forCity fimding mustbe not-for-profit community organizations.Priorities willbe givento those activities that take placewithintheCity of South Miami.However,consideration maybegivento those projects regardless of location which reflect positively on the City'simage andits unique quality of life. B.SUBMISSION OF APPLICATIONS Organizations mustdeliver ten (10)copies of a South MiamiCity application andall supporting documents requested totheCityClerk'sofficeatCityHallby . Submittals which aremailed or faxedwill not be considered.Applicants must filea completed applicationandthesupportingdocumentstoinclude:a brief history ofthe organization;anIRS Letter of Determination ofNon-Profit Status;alistand brief biography of its principal volunteers;names and addresses of board members;no more than three (3)one-page letters of recommendationandanyothermaterialsthatwouldenhancetheirchance of funding.An applicantmust identify anyCity employees whoworkfortheorganizationorserveasaboard member.(Allsupportingdocumentsmustbeeasily identifiable,captioned,fitted,andtypedon8- 1/2"x11"size paper.) Rules,applicationforms,names of theGrantsAdvisoryBoardandstaff,shallbemade available upon request. C.REVIEW PROCESS Thedecisiontorecommendfunding of grantapplicationsshallbemadeat Board reviewmeetings. Applicants may attend the Board reviewmeetings iftheysodesire.However,there shallbeno oral presentations orinvolvement of anykindby applicants atthereviewmeeting,unlessdirectly requestedbytheBoard.TheBoard's recommendations shallbeconsidered final and applicants shall benotifiedbymail oftheBoard's recommendations.All applications includingthose recommendedforfimdingshallbesubmittedbytheGrants Advisory Boardassoonaspossibleto theCityCommissionforits final action.All funding recommendationsandthe Commission's final approvals are contingent upon availability of such funds intheCitybudget.Grants approved by theCity Commission carry nocommitment for future supportbeyondthe current annual fimding cycle. D.ALLOWABLE GRANT EXPENDITURES Grantsmaybe expended for: ♦Personnelcostsrelatedtotheproposed program,projectorevent. ♦Productioncostsrelatedtotheproposedprogram,projectorevent. ♦Artistic salaries and/or consultant fees. ♦Equipmentrentalandexpendable materials. ♦Marketing (promotion andpublicity) ♦Publications Grantfunds may NOT be used for: ♦"Bricksand mortar"or permanent equipment (permanent equipment necessary forthe proposed project)maybe purchased ifthe purchase price islessthanthecost ofrental. ♦Debt reduction. ♦Hospitalityorvisitortransportationcosts. ♦Events not open to the public. E.GENERAL FUNDING EVALUATION CRITERIA ♦Value oftheactivitytotheCity. ♦Quality and realistic presentation ofthe activity seeking funding,its goals and anticipated attendance. ♦Administrative and/orartistic capability of applicant toorganizetheproject. ♦Degree of culturaland/orcivicoutreach of the activity. ♦Supportfromothersources,withproof of a minimum $1to$1matchinthe activity's budget. F.OBLIGATIONS OF ORGANIZATIONS A final reportaboutthefimded activity,onformsprovidedtoGrantees,shallberequiredwithin 60days of theprogram'scompletion.Failuretosubmitsuchareportshallmakeapplicants ineligible forthefollowingyear's fimding cycleandpotentiallyfuturecycles. Allfundedactivitiesmustprovideequalaccessandequal opportunity inemploymentandservices andmaynotdiscriminate on thebasis of handicap,race,age,family status,ethnicity,culture, creed,religion,gender orsexual preference.Grantees mustmake every effort tocomplywiththe mandate of the Rehabilitation Act of 1973 including Section 504 of that ActandtheAmericans with Disabilities Act. Projects receivingfunds from the City must insertinall promotional,marketing materials and mustinclude the following credit line: "WITH THE SUPPORT OF THE CITY OF SOUTH MIAMI" City of South Miami GrantstoNon-Profit Organizations GrantApplication 1997 (Please submit original andten (10)copiesofthis form and attachments) Organization name: Street Address:City:St:Zip: Mailing Address:City:St:Zip: Phone:Fax:Voice Mail:Email: Applicant name:Title: Co-applicantorothercontact:Title: Project name(pleasegiveshort description): Grant amount requested: On a separate sheet kindly provide a history of your organization.Include in your history the following: 1.Date organization was formed 2.Organization mission andgoal(s) 3.Names and addresses of officers and directors 4.Dateofincorporation,ifapplicable 5.Past activities;includemediacoverage,acknowledgements andawards 6.PreviousgrantsfromCityof South Miami 7.Previousgrants from other public and private organizations Please attach a copy ofthe Internal Revenue Service "Letter of Determination"ofthe organization's non profit status. Project Information (provide a description of the project;what it is,who it's for,when it will take place;where it will take place;and,howit will beproducedandconducted) sm.gnpoapp.v1 Financial Information Amount of cash grant requested: Amount ofin-kindgrant requested: AmountofAnnualBudget(beforethis grant): Estimated Project Expenses CATEGORY CASH EXPENSE IN-KIND EXPENSE SUBTOTAL Personnel-artistic $$$ Personnel-production $$$ Space Rental $$$ Transportation $$$ Marketing/Publicity $$$ Office supplies/utilities $$$ Equipment rental/purchase $$$ Other cost (please itemize)$$$ Total Expense $$$ CATEGORY Admission Grants Corporate County State Federal Others Cash on hand Citygrant request Total Expense Estimated Project Revenues CASH IN-KIND SUBTOTAL CONTRIBUTION $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ 2 sm.gnpoapp.vl