09-14-04 Agenda Spec/WS CITY OF DELRAY BEACH, FLORIDA
SPECIAL/WORKSHOP - TUESDAY. SEPTEMBER 14. 2004
6:00 P.M. POMPEY PARK RECREATION CENTER 1993
The City will furnish appropriate auxiliary aids and services where necessary to afford an individual
with a disability an equal opporttmity to participate in and enjoy the benefits of a service, program,
or activity conducted by the City. Contact Doug Randolph at 243-7127, 24 hours prior to the
program or activity in order for the City to reasonably accommodate your request. Adaptive
listening devices are available for meetings in the Commission Chambers.
SPECIAL MEETING AGENDA
Pursuant to Section 3.12 of the Charter of the City of Delray Beach, Mayor Jeff Perlman has
instructed me to announce a Special Meeting of the City Commission to be held for the following
purposes:
1. ADDENDUM NO. 1 TO SERVICE AUTHORIZATION/PGAL. INC.: Approve
Addendum No. 1 to Service Authorization No. 1 to PGAL, Inc. in the amount of $12,900.00 for
Optional Service No. 1, a site survey required to provide the background for establishing the
physical boundary parameters of alternative facility layouts for the proposed Old School Square
Cultural Arts Center Parking Garage Project. Funding is available from 380-4150-572-63.29
(2004 G.O. Bond/Parks & Recreation/Old School Square).
2. 2004 LOCAL LAW ENFORCEMENT BLOCK GRANT (LLEBG): Approve acceptance
and the proposed allocation of the 2004 Local Law Enforcement Block Grant in the amount of
$50,446.00 with a City match of funds in the amount of $5,044.00 for a total amount of
$55,490.00. Funding is available from 112-9111-581-91.15 (Law Enforcement Trust
Fund/Transfer to Special Projects).
3. RESCISSION/EMERGENCY RESOLUTION: Approve the rescission of the Revised
Emergency Resolution No. B.
WOR ICCFIOP AGENDA
1. Recommended Funding for Special Events and Grants for FY 2005
2. Discussion regarding proposed budget for FY 2005
3. Commission Comments
Please be advised that if a person decides to appeal any decision made by the City Commission with
respect to any matter considered at this meeting, such person will need to ensure that a verbatim
record includes the testimony and evidence upon which the appeal is based. The City neither
provides nor prepares such record.
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: CITY MANAGER~
SUBJECT: AGENDA ITEM # ~o.~X.. SPECIAL MEETING OF SEPTEMBER 14. 2004
ADDENDUM NO, 1 TO SERVICE AUTHORIZATION/PGAL. INC.
DATE: SEPTEMBER 10, 2004
This is before the City Commission to approve Addendum No. 1 to Service Authorization No. 1 to
PGAL, Inc. in the mount of $12,900.00 for Optional Service No. 1, a site survey required to provide
the background for establishing the physical boundary parameters of alternative facility hyouts for the
proposed Old School Square Cultural Arts Center Parking Garage Project.
Funding is available fi:om 380-4150-572-63.29 (2004 G.O. Bond/Parks & Recreation/Old School
Square).
Recommend approval of Addendum No. I to Service Authorization No. I to PGAL, Inc. in the
amount of $12,900.00 for site surveying for the proposed Old School Square Cultural Arts Center
Parking Garage Project.
S:\City Clerk\agenda merno~\Addendum No. 1.ServiceAuth. FGALOSS Parking Garage.09.14.04
City Of Delray Beach
Department of Environmental Services
M E M 0 R A N D U M
www. mydelraybeach, com
TO: David T. Harden, City Manager //~ tr~~
FROM: Richard C. Hasko, P.E., Environmental Services Director
SUBJECT: ADDENDUM #1 TO PGAL CONTRACT FOR OLD SCHOOL SQUARE GARAGE
DATE: September 9, 2004
A contract and associated service authorization was approved on the August 10, 2004 Special Agenda
for PGAL, Inc. for conceptual site design for the proposed Old School Square Parking Garage. Listed
in that service authorization was a menu of optional services requiting Commission approval for
implementation. At a meeting attended by the project oversight committee and consultant, it was
determined that a site survey was needed to form a basis for alternative plan layouts of different
footprints requiring different size sites. Optional service #1 in the approved service authorizatiuon is
for provision of a site survey for a fee of $12,900. Staff is requesting approval of this optional service
by Commission to accommodate conceptual planning activities.
Funding for this expense is available in account #380-4150-572-63.29, Old School Square Garage.
Please place this item on the special agenda for the September 14, 2004 Commission meeting for
consideration by Commission.
Cc: Bob Barcinski, Assistant City Manager
Joe Gilley, Executive Director Old School Square Cultural Arts Center
Diane Colonna, Executive Director CRA
,
EXHIBIT "A"
Service Authorization No. 1
to the Agreement to Furnish Professional Services Dated
Between the City of D®lray Beach, Florida and PGAL, Inc.
City P.O. Number: City Project Number: 2004-044
Project Title: Design Services for Old School Square Parking Garage
General
This SERVICE AUTHORIZATION, when executed, shall be incorporated in and shall
become an integral part of the professional service agreement referenced above. Changes
in the indicated Scope of Services will be subject to ranegotiation and implemented through
an Amendment to this agreement or an additional Service Authorization.
Project Description
The pdmary purpose of the project is to design a structured parking facility for approximately
570 cars. The structure shall be a maximum of 48' high, will incorporate 7,000 - 10,000
gross square feet of retail space at grade and be situated adjacent to the Old School Square
Cultural Arts Center in Delray Beach.
Scope of Services
The work plan outlined below includes the development of altemative conceptual layouts
and preliminary designs for the facility. These alternatives and preliminary plans will be
developed through meetings, workshops and other activities designed for coordinating
stakeholder input and consensus building. Additional services may be requested at the
discretion of the City, including, but not limited to, preparation of final design and documents
sufficient for permitting and construction, construction administration services and/or a
design-build combination with a contractor to be selected by the City.
We understand that an Oversight Committee will be formed consisting of 2 members from
Old School Square, 2 members from the CRA, 1 member from City Parking and 1 City
Project Manager (R. Hasko). The role of the Oversight Committee will be to provide specific
program information and review stakeholder comments relative to the program. All
communications are to be coordinated through the City Project Manager. We understand
the stakeholders may include the following groups (final determination to be made by the
Oversight Committee):
1. Old School Square (OSS) Board
2. Community Redevelopment Agency (CRA) Board
3. Pineapple Grove Executive Board
4. Pineapple Grove Design Committee
5. Existing Tenants/Memhants
6. Site Plan Review and Approval Board (SPRAB)
7. Downtown Development Authority (DDA) Board
8. Parking Management Committee
9. Chamber of Commerce
10. City Attorney
11. Local Utilities/Services (FP&L, Adelphia, BellSouth, Waste Management)
12. City Fire Department
Up to 10 total meetings will be held with stakeholder groups (individually or in combination)
to obtain consensus on the program, altematives and preliminary design.
It is our intent to identify and review existing documentation (pdor studies, surveys, etc. to
be provided by City) to facilitate development of a conceptual design that addresses the
needs of all users of the garage and occupants of the retail space. The preliminary design
shall enhance safety for ddvers, pedestrians and bicyclists on adjacent streets as well as
respond the historic context of the downtown area. We will establish capacity needs for the
garage (requirements for; retail, OSS, City, replacement of existing), identify traffic impacts
and evaluate the surrounding roadway network for proper ingress/egress locations
(elimination of one-way pairs to be studied by others) and consider potential service needs
for the proposed retail and existing OSS Amphitheater.
Garage planning will include analyses of ramp systems and grades, gate capacity and
queuing at peak hours, revenue control, stall and aisle sizes, pedestrian circulation and
structural systems. Preliminary architecture and engineering will include code reseamh,
envelope studies (elevations), exterior materials, mechanical (it is not intended for the
garage to be mechanically ventilated), electrical (lighting), fire sprinkler, civil and
landscaping. A budget construction cost estimate will be prepared for the approved
preliminary design.
Schedule
PGAL will commence work on the Scope of Services described herein upon receipt of a fully
executed copy of this Specific Service Authorization from the CITY, which will serve as the
notice to proceed.
Depending on the number and availability of stakeholders during the consensus building
process, we anticipate having a preliminary design ready to submit for SPRAB review and
approval within 120 calendar days of notice-to-proceed.
;:)FB~104~O7~ET561 DOC 2
Assumptions
This scope of services is based on the following modifications to the Professional Service
Agreement:
1. III.A.5. A *general economic analysis of the Owner's requirements" is not
included.
2. III.A.6. A schematic report including a preliminary estimate of construction cost
will be prepared, but it will not include an *allowance for engineering costs and
contingencies, allowances for such other items such as charges for all other
professionals and consultants, for the cost of lands and rights-of-way, for
compensation for or damages to properties, and for permit review and/or
approval fees by other governmental agencies, if required".
3. III.B.7. Value engineering meetings, if necessary at this time, are included in the
assumption of total meetings attended.
Compensation to the CONSULTANT
Compensation for basic professional consulting services as described herein shall be on a
lump sum basis in accordance with Article VII.A. 1 of the AGREEMENT.
Basic Services Tasks and Fees are as follows:
Task I Review of existing conditions and documentation $ 2,400
Task 2 Define preliminary program requirements $ 9,560
Task 3 Internal research and studies $ 4,220
Task 4 Provide up to 3 alternatives and report for review $14,600
Task 5 Build consensus with stakeholdem $21,800
Task 6 Develop final concept plan for approval $26,680
Task 7 Prepare budget cost estimate $ 6,900
Total Basic Services $ 86,160
All above fees are detailed on Attachment I to Exhibit A, Fee Schedule for Basic Services.
Tasks 1, 2, 3 and 4 above fulfill the requirements of Article III.A Phase I - Study and Report
Phase. Tasks 6 and 7 fulfill the requirements of Article III.B Phase II - Preliminary Design
Phase. A portion of Task 5 will be applied to both Phases as meetings are held.
Optional Services Tasks and Fees are as follows:
Opt I Site survey (boundary, spot elevations, existing structures) $12,900
Opt 2 Traffic study (surrounding mad network) $ 7,960
Opt 3 Underground utilities $ 1,420
Opt 4 Submit for SPRAB approval $41,740
· Architectural, MEP, Structural $20,225
· Civil $13,935
· Landscape $ 7,580
Opt 5 Rendering (allowance) $ 5,000
Total Optional Services $ 69,020
All above fees are detailed on Attachment 2 to Exhibit A, Fee Schedule for Optional Services.
Each Optional Service will require a separate written authorization from the City.
This service authorization is approved contingent upon the CITY's acceptance of and
satisfaction with the completion of the services rendered in the previous phase or as
encompassed by the previous service authorization. If the CITY in its sole discretion is
unsatisfied with the services provided in the previous phase or service authorization, the
CITY may terminate the contract without incurring any further liability. The CONSULTANT
may not commence work on any service authorization approved by the CITY to be included
as part of the contract without a further notice to proceed.
Approved by:
CITY OF DELRAY BEACH: PGAL, INC. (Corporate Seal)
Date:
lan A. Nestler, AIA, Principal
David T. Harden Witness
City Manager
Witness
Attest: STATE OF FLORIDA
COUNTY OF PALM BEACH
Approved as to Legal Sufficiency and Form The foregoing instrument was acknowledged
before me this day of
,2004, by lan A. Nestler, Principal,
PGAL, Inc., a Texas corporation, on behalf
of the corporation. He is personally known to
me and (did/did not) take an oath.
Notary Public
My Commission Expires:
State of Flodda
(Seal)
Agenda Item No.
AGENDA REQUEST
Date: Sept. 9, 2004
Request to be placed on:
__ Regular Agenda
X Special Agenda
__ Workshop Agenda When: Sept. 14, 2004
Description of item (who, what, where, how much): Staff requests Commission approval of
Addendum # 1 to PGAL Service Authorization for conceptual site planninq for the proposed Old
School Square Garaqe consistinq of Optional Service #1 for site surveyin.q in the amount of
$12,900. A site survey is required to provide the back.qround for establishinq the physical
boundary parameters of alternative facility layouts. Funding is available in account #380-4150-
572-63.29, Old School Square Garaqe.
ORDINANCE/RESOLUTION REQUIRED: YES/NO DRAFT ATTACHED YES/NO
Recommendation: Staff recommends approval of addendum #1 for site survey services.
Department head signature: ~ ~. 0~
Determination of Consistency with Comprehensive Plan:
City Attomey Review/Recommendation (if applicable):
Budget Director Review (re uo. uj[ed onall items involving~ej(penditure of funds);
Funding available: E~_____~O
Funding alternatives: (if applicable)
AccountACc°unt N°' & Descripti°n: '~'~'~1'5Z3~ ~"')'"/':~' ~Balance: ,.~ /?/
City Manager Review:
Approved for agenda: ~NO ~/~
Hold Until:
Agenda Coordinator Review:
Received:
Placed on Agenda:
Action:
Approved/Disapproved
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: CITY MANAGER
SUBJECT: AGENDA ITEM # ${),~-- SPECIAL MEETING OF SEPTEMBER 14. 2004
2004 LOCAL LAW ENFORCEMENT BLOCK GRANT (LLEGB)
DATE: SEPTEMBER 10, 2004
This is before the Commission to approve the acceptance of the FY 2004 Local Law Enforcement Block
Grant (LLEBG) award of $50,446.00, with a City match of $5,044.00 for a total of $55,940.00. The
Commission is also requested to approve the proposed allocation of funds as follows:
Holiday Task Force $40,000
Volunteer Program $10,446
Funding is available from 112-9111-581-91.15 (Law Enforcement Trust Fund).
Recommend acceptance of the FY 2004 Local Law Enforcement Block Grant in the total amount of
$50,446.00, which includes the City's match funds of $5,044.00.
S:\City Clerk\agenda rnemo~\2004 Local Law Enforcement Block Grant. 09.14.04
Delray Beach Police Department
(561) 243-7888 Fax (561) 243-7816
1993
Joseph L. Schroeder 2OOl
Chief of Police
MEMORANDUM
TO: City Clerk's Office
FROM: Tina L Lunsford, Administrative Services DirectorNI~
DATE: September 10, 2004
SUBJECT: AGENDA REQUEST
The Police Department has been awarded a Federal Block Grant, total grant award is
$50,446, with a 10% City match. The grant will fund the Holiday Task Force ($40,000)
and the Volunteer Program ($10,446).
Should you have any questions or require any additional information, please do not
hesitate to contact me.
ppt
Attachment
Serving with P.R.LD.E.
Professionalism, Respect, Integrity, Diversity and Excellence
Delray Beach Police Department
BJA BLOCK GRANT MEETING
08-23-04 ~ 0900 b. rs
Chief's Conference Room
PRESENT: Chief Joseph Schroeder, Administrative Director Tina Lunsford, City
Attorney Brian Shutt, A.S.A. Uriel Nero (COMBAT, Community Based Anti-Crime
Task Force), Atlantic Community High School Principal Kathleen Weigel
ABSENT: Edith Thompson, Community Neighborhood
OBJECTIVE: Every year part of the grant requirement is to meet with community
leaders to share the agenda of the grant. The purpose of this meeting is to explain the
BJA Block Grant and its requirements.
GRANT ALLOCATION: The grant allocation for this year is $50,446, which is down
from last year. There is a 10% match given by the City.
HOLIDAY TASK FORCE: $40,000 will be allocated to the Holiday Task Force which
runs from Thanksgiving to the New Year. The purpose of the task force is to saturate all
shopping centers in the Delray Beach area and provide high profile appearance of our
officers during the holiday season. The allocation will cover overtime expenses.
VOLUNTEER PROGRAM: $10,446 will be allocated to the Police Department's
volunteer programs. The volunteer programs are funded through this grant and include
costs associated with uniforms, equipment, supplies, vehicle leases, awards and other
special events.
CLOSING: Chief Schroeder asked for approval of the aforementioned expenses. All
persons present were in favor. The request will now go before the City Commission.
Meeting concluded 0930 hrs.
/rmh
DELI{AY BEACH POLICE DEPARTMENT
MEMORANDUM
TO: FILE
FROM: Chief Joseph L. Schroede~
Chief of Police
DATE: August 31,2004
SUBJECT: BJA BLOCK GRANT MEETING - ABSENTEE
On August 31, 2004, I spoke via telephone with Edith Thompson of Community
Neighborhood. Ms. Thompson was absent during the August 23, 2004 meeting
regarding the BJA Block Grant allocation. I explained to Ms. Thompson the
objective of the grant and the fund allocation as discussed during the meeting.
Ms. Thompson was in agreement as to the request to allocate the grant funds
through the Holiday Task Force and Volunteer Programs.
JLS/rmh
Date: 09/10/04 AGENDA iTEM NLrMBER: ~2)~
A ENDA RE EST
Request to he placed on:
I x Consent Agenda __ Regular Agenda __ Workshop Agenda_ __ Special Agenda
~laen: 09/14/04
Description of age~da item (who, what, where, how much):
This request is for City Commission approval the receipt of a $50,446 BJA Block
Grant and requires a City 10% match of $5,044. The match will be funded from the
Department's Federal Forfeiture Fund. The grant will be used to fund the following
items: Holiday Task Force, $40,000; Volunteer Program, $10,446.
Signature: ~,~
City Attorney Review/Recornmenda~n ~ appl/cable):
Budget Director Review (requir~ed on all ire ~ms~nFolving expencl]tu~re o~f funds):
Funding Available: (~ / No Initials:
Account Number
Funding Alternatives: (if applicable)
City Manager Review:
Approved for Agend~
Hold Until:
~da Coordlnator R~view:
Received:
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: CITY MANAGER ~
SUBJECT: AGENDA ITEM #~ - SPECIAL MEETING OF SEPTEMBER 14. 2004
RESCISSION/EMERGENCY RESOLUTION
DATE: SEPTEMBER 10, 2004
This is before the City Commission to approve the rescission of the Revised Emergency Resolution
No. B regarding a curfew established as a result of Hurricane Frances.
Recommend approval of the rescission of the Revised Emergency Resolution No. B.
S:\City Clerk\agenda mem~\Eme~,ency Res. No. B.09.14.04
RESCISSION OF REVISED RESOLUTION NO. B - FRANCES
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH,
FLORIDA, CONFIRMING A DECLARATION OF A STATE OF EMERGENCY, AND
AUTHORIZING THE SETTING OF A CURFEW AND DESIGNATING CERTAIN AREAS
OFF LIMITS.
WHEREAS, a State of Emergency in the City of Delray Beach was proclaimed by David
Harden, City Manager on Thursday, September 2, 2004.
WHEREAS, conditions arising from Hurricane Frances will seriously affect the safety and
security of the lives and property of the citizens of the City of Delray Beach; and
WHEREAS, Chapter 95 of the City of Delray Beach Code of Ordinances authorizes the
declaration of a curfew and the designation of areas as off limits during a state of emergency.
WHEREAS, Resolution B established a curfew from 8:00 p.m. to 6:00 a.m. and Revised
Resolution B established a curfew from 10:00 p.m. to 6:00 a.m.; and
WHEREAS, the curfew established as a result of Hurricane Francs is no longer necessary.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
DELRAY BEACH, FLORIDA, AS FOLLOWS:
Section 1. A declaration of a State of Emergency was proclaimed on September 2, 2004.
Section 2. Hurricane Frances seriously affected and created conditions which threatened the
safety and security of the lives and property of the citizens of Delray Beach and required the
establishment of a curfew throughout the City of Delray Beach, Florida.
Section 3. The curfew established as a result of Hurricane Frances is no longer necessary.
Section 4. The curfew is hereby terminated and Resolution B and Revised Resolution B are
hereby rescinded.
CONFIRMED, APPROVED AND RATIFIED on this the day of
2004.
MAYOR
ATTEST:
David Ha"rden, C~ity Manager Date?~/im~/oz'/''
MelTIO
To: City Commission
From: David Harden
CC:
Date: September 10, 2004
Re.- Recommended Funding for Special Events and Grants for FY 2005
The staff recommendation for funding special events and grants is attached. Also attached is
a copy of the City's policy and application forms for funding such requests.
Commission direction is requested concerning any changes in the pmpesed funding and any
additional information you may wish to have to assist you in making your decisions. We
anticipate having these recommendations on the September 21 agenda for your final
approval.
City of Delray Beach
Administrative Services Memorandum
TO: David T. Harden, City Manager
FROM: ~>Robert A. Barcinski, Assistant City Manager
SUBJECT: Recommendations for Funding Special Events and Miscellaneous
Grants FY 0/5 Budget
DATE: September O, eOO~
A committee composed of Rex Taylor, Lula Butler, Joe Safford, Doug Randolph and myself
reviewed funding requests in the FY 05 budget form the City Commission Special Event
account and the Miscellaneous Grant Division.
A total of $56,500 in requests was received for funding from the Special Event account with
a budget of $43,000. A total of $621,682 in requests was received for funding from the
Miscellaneous Grant Division with a budget of $355,000.
Past policy has been to limit the funding from the Special Event account to no more than
$50,000 and the Miscellaneous Grant Division to no more than 1% of operating millage
($380,919). The budgeted amount is $355,000. Although we have not adopted a specific
policy or criteria for funding these requests, the committee used the attached set of non-
binding criteria as we reviewed the requests this year.
Staff recommendations for funding are attached as Exhibit "A" and "B". Also attached is
Exhibit "C" which provides additional information for requests in the Miscellaneous Grant
Division.
A summary of staff review comments is as follows:
A) Special Events
1. Holiday Parade: This event is co-sponsored by our Parks and Recreation
Department with the Chamber of Commerce. The funding is used to pay bands, for
mailings and applications and prizes. This event does have a positive economic
impact. The Committee recommends $1,500 funding.
2. Fotofusion: Funding is requested by Palm Beach Photographic to offset this events
cost. Palm Beach Photographic has been approved for funding by the TDC in the
amount of $163,449. Although the Committee felt this event brought economic and
marketing value to the City we did not think there was a financial need due to TDC
funding. The Committee recommends $ -0- funding.
3. Martin Luther King Celebration: Funding requested is used to purchase trophies,
certificates and other items needed for youth participants in this birthday celebration.
The event meets the goal of "Community Unity". The Committee recommends $500
funding.
4. Sister Cities Committee: Funding requested will be used to offset costs for gifts
for visitors and the Art Contest. The total budget for Sister Cities for FY 04-05 is
$31,000. This is a City supported committee. The Committee recommends $2,$00
funding.
5. First Night: This is a City sponsored event. The Joint Venture provides assistance
in planning, fund-raising, marketing, program planning and volunteers. This event
does have marketing and economic value to the City. These funds would be
transferred to the Cities First Night account. The Committee recommends $5,000
funding.
B) Miscellaneous Grants
1. Economic DevelopmentDirector: This is the City's share for the Economic
Development Director position. This item does meet the goal of
Expanded/Diversified Downtown and was ~nded last year as part of our agreement
with the Chamber of Commerce. The Committee recommends $50,000 for funding.
2. Economic Development (Chamber of Commerce): Funds are used for
economic development purposes and marketing of the City. This is part of our
commitment to utilize occupational license revenue for this purpose. This request
also supports Goal 3 "Expanded Diversified Local Economy". The Committee
recommends $25,000 funding.
3. Economic Incentive ABC Carpet: The City, by agreement, has a commitment to
fund this item through 2006. The Committee recommends $26,410 funding.
4. Aid to Victims of Domestic Assault (AVDA): This agency is a United Way
funded agency that provides services which are not duplicated by another agency.
They are a 501c(3) organization that provides services utilized by our Police
Department. Funding will assist in costs associated with the emergency shelter
located in Delray Beach, 24 hour crisis line and counseling services. The Committee
recommends $22,000 funding.
5. The Association of Retarded Citizens (ARC): This is a United Way funded
organization whose services are not provided by another organization. Funding is
requested to provide in-home respite for Delray Beach children with profound
disabilities. The Committee recommends $3,000 funding.
6. Boys and Girls Club of Palm Beach County: This is a United Way funded
organization. Additional funding is requested to provide for operating costs
associated with the new 21,000 square foot building. Approximately 75% of their
clients are Delray Beach residents. Programs being provided include homework
assistance, computer education, sports and fitness, arts and crafts, leadership
programs and drug and alcohol prevention programs. Services are provided to youth
6-18 years of age from 2:009 p.m. until 8:00 p.m. The Committee recommends
$35,000 funding.
2
7. Community Child Care CenterofDelrayBeach: This is a United Way funded
agency. Approximately $75,000 will be provided from the CDBG Program for the
Village Academy programs they have taken over. Funding is requested for operating
costs to provide affordable, subsidized care to abused neglected, at risk children, low
income, working poor, legal refugee entrants and children of teen parents. Almost all
of their clients are Dclray Beach residents. The Committee recommends $25,000
funding.
8. Deaf Service Center: This is a United Way funded agency whose services are not
duplicated by another agency. Funding is requested for telephone equipment
distribution, client assistance, client education, and resource connection information
services of the 39,000 participants in their program, 4,000 arc from Dclray Beach.
The Committee recommends $2,000 funding.
9. Delray Beach Historical Society: Funds are being requested to cover the cabinets
in thc new bungalow for archive storage. This application was incomplete. The
Committee recommends $-0- funding.
I0. Drug AbuseFoundationofPalmBeach County: This is a United Way funded
organization. Funding is requested to supplement other services for the Adult and
Adolescent Outpatient Program as well as Residential Treatment Programs.
Approximately 28% of their beneficiaries are Delray Beach residents. Funding in the
amount of $35,000 is distributed via the Chris Evert Charities which will be funded in
the stadium budget. The Committee felt this organization provides a valuable service
to the City. The Committee recommends $5,000 funding.
11. Epoch: The City received two proposals from EPOCH. The original funding
application was received in the required submittal time for $50,000 and a second
more detailed proposal for $90,000 was received at a later date. The to(al proposal
budget for next year in both proposals was $486,139. This budget however is based
on additional facilities being built and adding programs and staff to accommodate this
expansion. Of the total budget $93,200 is requested for the expansion and $85,721 is
requested to increase the base budget by 10% for FY 05 plus additional staff. The
Committee felt it was unrealistic to expect the expansion project to be completed
before the next fiscal year since formal plans have not yet been submitted for City
review. In addition we felt a request to increase this year's budget by 10% and add
staff was also unrealistic. The Committee reviewed their FY 03-04 budget and felt a
reasonable increase of 4-5% could be justified. We also noted that EPOCH has been
selected to receive a TDC grant of $10,538 for their kids cultural club in next year's
budget year. Funding has been requested to support operating costs for the museum,
second phase of the kids cultural club and as previously stated for the expansion. The
Committee did not feel comfortable in recommending an increase in funding at this
time. We also felt there was some duplication of services being provided by other
organizations. The Committee recommends $30,000 funding.
12. Friends of Sandoway House: This organization operates their programs on
property the City leases from the County and provides unique programming geared to
youth. They reported over 10,000 visitors to the site in the last year. Of this total
approximately 75% are Delray Beach residents. The operating budget is only
$113,820 and they receive no other governmental funding. Staff recommendation
exceeds the 15% guideline but we felt due to their small budget and funding sources
that our contribution should exceed this limit. The Committee recommends $20,000
funding.
3
13. Community Neighbor Helping, Inc.: Funding was requested for programming
but was not specific. In addition the application was incomplete. The Committee
recommends $-0- funding.
14. Joint Venture (Fireworks): Funding is requested to offset the costs of the fireworks
display on the 4th of July. By agreement with the Joint Venture the City is committed
to this level of funding through 2005. The Joint Venture is responsible for
contracting with the fireworks company, fund-raising and promoting the event.
Actual costs for the show, barrage and docking fees is about $70,000. The
Committee recommends $40,000 funding.
15. Mae Volen Senior Center: This organization is funding by United Way which
increased from last year. They service approximately 2,300 Delray Beach residents
of the total of 6,400. Funding is requested to primarily offset costs for the
transportation program. They do not have a specific stipend for Delray Beach.
Approximately 35% of their budget is spent in Delray Beach. The City of Boca
Raton also contributes approximately $30,000 per year to this group. The Committee
recommends $6,000 funding.
16. Museum of Lifestyle and Fashion History: Funding has been requested to
offset costs for their education exhibits and programs. Although they have developed
partnerships with the Library and Community Child Care Center developing
programs in storytelling and, arts and crafts the Committee did not feel there was
adequate information provided in the application. Missing was performance and
visitor information. The Committee recommends $-0- funding.
17. Roots Cultural Festival, Inc.: Although we only received a letter request (not
complete application) for funding after the deadline, the Committee felt that due to
the long positive history of contributions to the City made by Roots that an exception
should be considered. Roots now operate programs about 9 months per year focusing
on youth education, and arts and crafts programs as well as their classical series. The
programs offered by this group do meet the Commission goal of "Community Unity".
Funding was requested to support the organizations operating costs and not the final
event weekend. Funds were requested as follows:
~ 50% Office rent and utilities $3,000
~' 50% Telephone/fax $900
>' 360 hrs. Program Coordinator $9,000
~' 360 hrs. Marketing/Advertising $9,000
} 1,048 hrs. Clerical support $10,480
The Committee felt consideration be given to fund office rent, telephone, and clerical
support. The Committee recommends $15,000 funding.
18. The Omega Joshua Generation Counseling Services, Inc.: In addition to
submitting an incomplete application the Committee felt the services they proposed to
provide are duplicated by other agencies. Funding was requested for equipment to set
up a computer lab to offer educational support for youth. The Committee
recommends $-0- funding.
19. Palm Beach County School Readiness Coalition, Inc.: This organization took
over the programs and responsibilities previously administered by the Palm Beach
County School District. Funding is requested to subsidize care for children of the
working poor. Most of their funding comes from Federal Funds, but requires a 6%
local match. They also however receive funding from Palm Beach County and
Children's Services Council which accounts for approximately two thirds of the local
4
match requirement. They propose to assist 169 Delray Beach children and based on
the match have requested $47,834. However because other County organizations
account for two thirds of the local match the Committee is only recommending
funding to offset the other third of the match. The Committee recommends $16,000
funding.
20. Urban League: This organization is funded by United Way and will receive
$15,000 from the City's CDBG Program which is an increase from last year's
contribution. Funding is requested to augment the costs of a Housing Counselor.
They provide assistance to 41 Delray Beach residents. Since CDBG funding has been
increased the Committee felt grant funding would be reduced. The Committee
recommends $3,000 funding.
21. Wayside House: This is a United Way funded organization. Funds are
requested to offset costs for long term substance abuse for indigent females primarily
for medical and psychiatrist services. Approximately 80% of their clients are Delray
Beach residents. The Committee recommends $5,000 funding.
22. Contingency: The proposed contingency is $26,590 which the Committee felt
could be used for training for capacity building for various organizations. Mr. Taylor
has been in touch with the Non-Profit Resource Institute at the Community
Foundation and has begun discussions on types of training programs that they could
provide.
Fil¢:u:sweeney/asmemos
Doc:Memo to DTH re Recommendations for Funding FY 05 Budget
5
Exhibit A
Special Events
Fiscal Year 2004-2005
Atlantic High School Luncheon 0 568 0 0
Boy Scouts of America 0 500 0 0
I
Holiday Parade 2,500 2,500 2,250 1,500 1,500
Fotofusion 5,000 8,000 8,000 22,000 0~
Joint Venture Christmas Tree 25,000 25,000 25,000 25,000 25,000
I
Mainstreet Baker Cake/Bond 0 0 550 0 0
Martin Luther King Celebration 500 500 500 500 500
Old School Square A1A project 300
Old School Square Goal Setting 300
Palm Beach County Black Elected
Officials Sponsorships 1,500
Palm Beach County Black Elected
Officials AD1 Gala Book 250
Palm Beach County Teen
Sponsorships 10 0
Radio-Haiti 0 175
Safety Patrol Trips (3) 0 0
Sister Cities Committee 3,00 2,500 2,500 2,50I 2,50
First Night 8,000 10,000 '7500 5,000~ 5,000
Contingency 5,233 1,582 00~ 8,500
* Transferred to First Night Fund
Exhibit B
Miscellaneous Grants
Fiscal Year 2004-2005
Organization Funding Funding
Economic Develop Dir. I 25,0000 4'1631 5°'°°°1 5°'°°°1 50'0001
Economic Development (C of C) I 25,000 25,000 25,000 25,000
Econ. Incentive - ABC Carpet 25,247 22,135 21,262 26,410 26,410
Sub Total $50,247 $51,298 $96,262 $101,410 $101,410
Aid to Victims of Domestic Assault
(ADVA) 20,000 20,000 22,000 30,00C 22,000
The Association of Retarded
Citizens (ARC) 3,000 3,000 3,000 5,00C 3,000
Boy's and Girl's Club of Palm Beach
County 35,000 32,000 32,000 50,00(: 35,000
Community Child Care Center of
Delray Beach (1) 25,000 25,000 25,000 25,00(: 25,000
Deaf Service Center 5,000 5,000 2,000 10,00(: 2,000
Delray Beach Historical Society 0 0 0 24,052 0
Drug Abuse Foundation (2) 25,750 25,750 35,000 40,00¢ 20,000
EPOCH 25,000 38,000 30,000 50,00£ 30,000
Friends of Sandoway House 25,000 30,000 25,000 50,00¢ 20,000
Community Neghborhood Helping,
Inc. (Glory Awards) 10,000 0 0 40,00(:
Haitian Music Festival 10,000 0 0
Joint Venture (Fireworks) 40,000 40,000 40,000 40,00{: 40,00
Mae Volen Senior Center 5,000 30,00¢ 6,000
Museum of Lifestyle & Fashion 0 25,00C 0
Roots Cultural Festival, Inc. 11,995 32,38C 15,000
School District Palm Beach County
Child Care Program 30,0¢
Sister Cities 2,700
Soul of Delray 30,000
The Omega Joshua Generation
Counseling Services, Inc. 8,0(:
Palm Beach County School
Readiness Coalition, Inc. (3) 18,00 20,00 47,83,~ 16,00
Perfect Results Video 15,0¢ 0 0
Pinapple Grove Main Street 30,000 30,000 0
Urban League (4) 4,000 4,000 4,000 5,0(: 3,00
Wayside House 6,000 6,000 6,000 8,00¢ 5,000
Contingency 0 6,000 1,535 C 31,590
Sub Total $341,450 $282,750 $262,530 $520,272 $273,590
1) Additional funding of $75,000 will be provided from CDBG program
2) Funding is distributed via Chris Evert Charities from stadium account $35, 000
3) This program was handled by the School District of Palm Beach County prior to FY 03
4) Additional funding of $15,000 will be received from CDBG program
I
City of ADMINISTRATIVE SUBJECT: XDMI ZST ?ZON
POLICIES AND PROCEDURES Charitable and Benevolent
Del ray MANUAL Contributions and Special Event
Funding
NUMBER REVISIONS EFFECTIVE DATE: PAGE
Beach GA-23 5 January 1, 2002 1 of 7
SUPERCEDES APpROVeD BY:c
(01-09-98) DAVID T. HARDEN, City Manager
GA-23.0 Purpose:
The purpose of this policy, as approved by the City Commission on September 30, 1986, is to provide
formal procedures for reviewing requests for charitable and benevolent contributions and special event
funding from City Funds.
GA-23.1 Procedures:
The presentation and consideration of requests for City funding by agencies will be based on the following
guidelines:
1. Agencies desiring funding from the City of Delray Beach are required to complete the City's
"Application for Charitable and Benevolent Contribution Request" (Exhibit A) or "Application for
Special Event Funding" (Exhibit B) for review prior to any award.
2. Requesting agencies should be agencies which supply a needed service to the Citizens of Delray
Beach which, in the absence of such agency programs, the City would provide such service directly
from its own resources.
3. Where possible, requesting agencies should participate in and provide volunteers to take advantage
of special event fund raising opportunities taking place within the City of Delray Beach (i.e., Delray
Affair, etc.).
4. Funding applications will be reviewed by a City Staff Committee designated by the City Manager. The
Committee's funding recommendations will be submitted to the City Commission for their approval or
denial.
5. As a condition of being funded, the recipient organization shall submit Status Reports to the City
Manager. Failure to submit these Status Reports may jeopardize approval of future requests for
funding.
6. The total charitable and benevolent contribution funding for eligible requesting agencies should not
exceed 1% of the Ad Valorem Tax revenue annually.
7. The total special event funding should not exceed $50,000 annually.
These guidelines are designed to be consistent with funding criteria which seek to ensure funding is
provided for agencies that are involved in projects which serve Delray residents and that the City's
contributions are relevant to the needs of Delray residents served.
EXHIBIT A
City of Delray Beach
Application for Charitable and
Benevolent Contribution Request
for Fiscal Year
APPLICANT INFORMATION:
Agency: -
Address:
City: State: ZIP:
Name/Title of
Contact Person: Phone:
Grant Request: ~
AGENCY INFORMATION:
Please indicate which of the following criteria your organization meets:
Tax exempt status under Internal Revenue Code 501(c)3. Please include a
copy of your notification letter.
Not a Private Foundation as defined under Internal Revenue Code 509.4.
Volunteer Board of Directors is the governing body.
Independent audit is performed each year. If so, please include.
Annual budget is approved by the Board of Directors. Please include.
Please outline the intended use of the requested funds.
What public benefit (educational, economic, health, etc.) will result from funds
received from the City?
Application for Charitable and
Benevolent Contribution Request
Page 2
How many participants are currently utilizing your agency's program?
Of the total, how many are residents of Delray Beach?
Geographic Area(s) Served:
What is the total cost of your program?
Please list those special event fund raising opportunities held in the City of Delray
Beach in which your agency participated or provided volunteers and the number of
volunteers provided at each:
Special Event Number of Volunteers Provided
Please list the other sources and amounts of revenue being requested this fiscal year.
Has your organization received funding from the City of Delray Beach in the past? If so
please indicate the amount and year.
Please provide a Needs Statement (Why dO you need the money?) explaining the
reasons for your project and your request for funding. This statement should be a
paragraph in length and provide specific and measurable information.
Application for Charitable and
Benevolent Contribution Request
Page 3
Provide an Outcome Statement (What will be accomplished with the money?)
explaining the impact as a result of obtaining funding from the City. This statement
should be a paragraph in length and provide specific and measurable information.
Demonstrate how you will evaluate your results. These measures need to be directly
related to the need and expected outcome.
As a condition of being funded, the recipient organization shall submit two Status
Reports to the City Manager. These reports should be submitted as designated in the
award letter. These reports need to address how the use of City funding has impacted
the expected outcome as provided in the Outcome Statement. These reports need to
include measurable evaluation information and should not exceed one page in length.
Failure to submit these Status Reports may jeopardize approval of future requests for
funding.
The undersigned is submitting this application on behalf of the agency.
Signature Date
Name (Print) Title
EXHIBIT B
City of Oelray Beach
Application for Special Event Funding
for Fiscal Year
APPLICANT INFORMATION:
Agency:
Address:
City: State: ZIP:
Name/Title of ·
Contact Person: Phone:
Event:
Grant Request: ~
AGENCY INFORMATION:
Please indicate which of the following criteria your organization meets:
Tax exempt status under Internal Revenue Code 50t(c)3. Please include a
copy of your notification letter,
:Not a Private Foundation as defined under Internal Revenue Code 509.4,
Volunteer Board of Directors is the governing body.
Annual budget is approved by the Board of Directors, Please include.
Please outline the intended use of the requested funds,
What public benefit (educational, economic, health, etc.) will result from funds
received from the City?
What is the total anticipated attendance of the event?
Application for Special Event Funding
Page 2
Of the total, how many are residents of Delray Beach?
What is the total cost of the event?
Does the total cost of the event include reimbursements to the City for services
provided (i.e., security, facility rental, clean-up)? If yes, please indicate type and
amount. -
Service Provided: Amount $
Please list the income producing activities or other revenue sources for the event.
Please list those special event fund raising opportunities held in the City of Delray
Beach in which your agency participated or provided volunteers and the number of
volunteers provided at each:
Special Event Number of Volunteers Provided
Has your organization received funding from the City of Delray Beach in the past? If so
please indicate the amount and year.
Please provide a Needs Statement (Why do you need the money?) explaining the
reasons for your project and your request for funding. This statement should be a
paragraph in length and provide specific and measurable information.
Application for Special Event Funding
Page 3
Provide an Outcome Statement (What will be accomplished with the money?)
explaining the impact as a result of obtaining funding from the City. This statement
should be a paragraph in length and provide specific and measurable information.
Demonstrate how you will evaluate your results. These measures need to be directly
related to the need and expected outcome.
As a condition of being funded, the recipient organization shall submit a Status Report
to the City Manager after the event has been completed. This report needs to address
how the ~use of City funding has impacted the expected outcome as provided in the
Outcome Statement. This report needs to include measurable evaluation information
and should not exceed one page in length.
Failure to submit this Status Report may jeopardize approval of future requests for
funding.
The undersigned is submitting this application on behalf of the agency.
Signature Date
Name (Print) Title
Suggested Criteria to Review Event and Miscellaneous
Grant Requests for FY 04-05
Events in City Commission Budget 1. City sponsored or co-sponsored event or City organization
2. Does the event or function meet one of the strategic plan goals and objectives
3. Does the event bring economic or marketing value to the City
4. Financial need
Cultural Facilities/Events 1. Funded by United Way or TDC
2. Do they operate on property or facilities owned by the City
3. Do they attract visitors to the City (non-residents)
4. Do programs provide value to City residents and youth
5. Financial need
6. Management capacity
7. Not fund over 15% operating budget based on national average
8. Economic benefit
9. Tax exempt status
Social Service Agencies 1. United Way approved for funding
2. Is service provided to City residents that would not be provided by another
organization
3. Financial need
4. Other City funding
5. Benefit to City residents
6. Management capacity
7. 503c(3) status