Charitable and Benevolent Contributions and Special Event Funding (GA-23, Rev 7)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. Requesting agencies are required to submit their last tax return or audit report as
part of the application.
5. Requesting agencies are required to demonstrate how they meet City Commission
goals and objectives.
6. Funding applications will be reviewed by a Committee designated by the City
Manager. The Committee's funding recommendations will be submitted to the City
Commission as part of the annual budget process.
ADMINISTRATIVE
SUBJECT:
City of
POLICIES AND PROCEDURES
Charitable and Benevolent
Contributions Special Event
and
MANUAL
Funding
Delray
NUMBER
REVISIONS
EFFECTIVE
PAGE 1 OF 2
Beach
GA -23
7
DATE:
Plus Exhibits
June 1, 2015
A & B
SUPERSEDES
APPROVED BY:
Rev.
July 6, 010)
/v'l�Lt'l / ✓�f Donald Cooper, 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. Requesting agencies are required to submit their last tax return or audit report as
part of the application.
5. Requesting agencies are required to demonstrate how they meet City Commission
goals and objectives.
6. Funding applications will be reviewed by a Committee designated by the City
Manager. The Committee's funding recommendations will be submitted to the City
Commission as part of the annual budget process.
SUBJECT: Charitable and Benevolent Contributions and Special Event Funding
NUMBER: GA -23, Rev. 7
PAGE: 2
7. 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.
8. The total charitable and benevolent contribution funding for eligible requesting
agencies should not exceed 1% of the Ad Valorem Tax revenue annually.
9. 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.
City of Delray Beach
Application for Charitable and
Benevolent Contribution Request
For Fiscal Year
APPLICANT INFORMATION:
Agency:
Address:
City:
Name /Title of
Contact Person:
Grant Request: $
AGENCY INFORMATION:
EXHIBIT "A"
State: ZIP:
Phone:
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 a governing body.
Independent audit is performed each year. If so, please include.
Annual budget is approved by the Board of Directors. Please include.
Attach copy of last tax return or audit report.
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
Name (Pri
Date
Title
EXHIBIT `B"
City of Delray Beach
Application for Special Event Funding
For Fiscal Year
APPLICANT INFORMATION:
Agency:
Address:
City:
Name /Title of
Contact Person:
Event:
Grant Request: $
AGENCY INFORMATION:
State: ZIP:
Phone:
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.
Annual budget is approved by the Board of Directors. Please include.
Attach a copy of last tax return or audit report. If not available, explain reason.
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 Special Event Funding
Page 2
What is the total anticipated attendance of the event?
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
Name (Print)
Date
Title