HomeMy WebLinkAboutPACKET Town Board Study Session 2017-07-25
Tuesday, July 25, 2017
TOWN BOARD 5:30 p.m. – 6:40 p.m.
STUDY SESSION Rooms 202/203
5:30 p.m. Dinner.
5:45 p.m. Policy for Funding Outside Agencies (Including Community
Service Grants).
(Assistant Town Administrator Machalek)
6:30 p.m. Trustee & Administrator Comments & Questions.
6:35 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:40 p.m. Adjourn for Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 5:15 p.m.
AGENDA
1
2
Document Title Policy 671 – Town Funding of Outside Agencies 7/21/17
Revisions: 0 Town of Estes Park, Finance
Effective Period: Until superceded
Review Schedule: Triennially
Effective Date: 09/01/2017
References: Governing Policies Manual 3.11
FINANCE
671
Town Funding of Outside Entites
1. PURPOSE
To provide a process by which the Town of Estes Park allocates and distributes funding
to outside entities.
2. POLICY
The Town of Estes Park recognizes the important role that outside entities play in
meeting the needs of the residents of the Estes Valley. Accordingly, when adequate
funds are available, the Town may make financial contributions to these entities in
accordance with the procedure below.
3. PROCEDURE
a. Base Funding
i. Purpose
Base funding from the Town is intended to support the general operations and
overhead of nonprofit entities that play a critical role in supporting the Town’s
Strategic Plan.
ii. Eligibility
The following entities are eligible to apply for Base funding from the Town of
Estes Park:
1) Crossroads Ministry of Estes Park
2) Estes Park Economic Development Corporation
3) Estes Park Housing Authority
4) Estes Park Nonprofit Resource Center
5) Estes Valley Crisis Advocates
6) Estes Valley Investment in Childhood Success
7) Salud Family Health Centers (Estes Park)
8) Via Mobility Services
iii. Review of Eligible Entities
The Town Board will review the list of entities eligible to apply for Base funding
every three (3) years in June (first review date June 2018). This review will also
include opportunity for public comment.
3
Document Title Policy 671 – Town Funding of Outside Agencies 7/21/17
Revisions: 0 Town of Estes Park, Finance
iv. Application
Eligible entities seeking base funding from the Town shall submit a completed
“Base Funding Application” (Exhibit A) to the Assistant Town Administrator by
July 1st of each calendar year for the next year’s budget (i.e. by 07/01/2017 for
the 2018 budget year).
v. Process
Applications for Base funding will be processed as a departmental budget
request by Town staff and presented to the Town Board as such. The following
information will be presented by staff to the Town Board during the public budget
hearings:
1) The Base funding request from each entity; and
2) The Base funding support recommended by the Town Administrator.
b. Community Initiative Funding
i. Purpose
Community Initiative funding is intended to support specific projects and
programs that advance one or more Outcome Areas in the Town’s Strategic
Plan.
ii. Eligibility
Only 501(c)(3) nonprofit agencies serving the Estes Valley are eligible to apply
for Community Initiative funding.
iii. Application
Eligible entities seeking Community Initiative funding shall submit a completed
“Community Initiative Funding Application” (Exhibit B) to the Executive Assistant
in Administration on or before August 31st of every year.
iv. Process
Applications for Community Initiative funding will be reviewed and ranked by
each Board member individually in advance of the annual public budget
hearings. Funding decisions will be made by the Board as a whole and will be
adopted along with the budget.
v. Criteria
The following criteria will be used in the evaluation of Community Initiative
funding applications:
1) Application Quality – is the application complete and does it adequately
describe the proposed project or program?
2) Strategic Plan Advancement – how well, or to what degree, does the
proposed project/program advance the Town’s Strategic Plan?
4
Document Title Policy 671 – Town Funding of Outside Agencies 7/21/17
Revisions: 0 Town of Estes Park, Finance
3) Initiative Reach – how many residents of the Estes Valley will benefit from
the proposed project or program?
vi. In-Kind Requests
Applicants for Community Initiative funding may request in-kind support from the
Town. Town staff will evaluate the request and include a staff recommendation
when forwarding the request to the Board.
c. Event Sponsorship Funding
i. Purpose
Event Sponsorship funding is intended to demonstrate the Town’s support for
community events.
ii. Eligibility
Any nonprofit organization that is organizing a local event (serving the Estes
Valley) that is open to the public may request Event Sponsorship funding from
the Town.
iii. Application
Eligible entities seeking event sponsorship funding shall submit a completed
“Event Sponsorship Funding Application” (Exhibit C) to the Executive Assistant in
Administration.
iv. Process
All Event Sponsorship funding applications will be reviewed and awarded by the
Leadership Team. No sponsorship shall exceed $1,000 and an organization may
only receive one (1) sponsorship per calendar year. A budget for event
sponsorships will be adopted annually and will be distributed on a first-come,
first-served basis.
v. Criteria
The Leadership Team will evaluate Event Sponsorship funding applications using
the following criteria:
1) Vision Alignment – does the event align with the Town’s Vision?
2) Cost of Event Attendance – is the event free or affordable for the general
public?
3) Reach of Event – how many people does the event expect to attract?
4) Other Funding – have the organizers of the event received any other
funding?
5
Document Title Policy 671 – Town Funding of Outside Agencies 7/21/17
Revisions: 0 Town of Estes Park, Finance
d. Limitations on Off-Cycle Funding Requests
i. Definitions
For the purposes of this policy, an “Off-Cycle Funding Request” is any request for
financial support from an eligible outside entity that occurs outside of the
procedures established in Sections 3.a, 3.b, and 3.c of this policy.
ii. Purpose
The Town of Estes Park strives to consider all funding requests from eligible
outside agencies in a holistic manner in order to best prioritize these requests. To
this end, the Town does not accept or grant off-cycle funding requests with the
exception of those described in Section 3.d.iii.
iii. Exceptions
The Town will only consider off-cycle funding requests in the following
circumstances:
1) The Town is being asked to fund the final gap of a fundraising effort for a
time-sensitive project or program, and the Town’s contribution represents
twenty-five percent (25%) or less of the total amount fundraised; or
2) There is a time-limited opportunity to leverage a significant amount of
outside funding (at least a 1:1 match of the funding requested from the
Town).
iv. Application
Eligible entities seeking off-cycle funding must submit the following to the Town
Administrator:
1) A completed “Community Initiative Funding Application” (Exhibit B); and
2) A letter (no more than 500 words) explaining why the request qualifies
under one of the exceptions listed in Section 3.d.iii of this policy.
v. Process
If the off-cycle funding request application falls under one of the two exceptions
listed in Section 3.d.iii of this policy, the Town Administrator will schedule the
consideration of said request as an action item for a Town Board meeting.
Approved:
_____________________________
Todd Jirsa, Mayor
_____________
Date
6
POLICY 671 – EXHIBIT A
Base Funding Application
2018
Entity Name:___________________________________________________________
Contact Person:__________________________ Title:__________________________
Phone: ____________________________ E-mail:_____________________________
Address:_______________________________________________________________
Base Funding requested: $_________________
1. If your Base Funding request has increased by more than $5,000 from the
previous year, please explain what the additional funding would support.
2. Please attach the most recent fiscal year-end financial statements reflecting your
entity’s beginning and ending balances for the year. This requirement can be met
by submitting one or more of the following:
a. Financial statements as approved by your board
b. Audited statement or review by an outside expert
c. Most recently filed IRS Form 990
3. Please list all anticipated funding sources for the current and coming year. Be
sure to highlight any opportunities to leverage Town funds with external funds.
4. Please attach a list of your Board of Directors with names, Board titles, and
contact information (email, phone, and/or address).
I swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of my knowledge.
_______________________________ _______________________________
Entity Director Board President/Chair
7
POLICY 671 – EXHIBIT B
Community Initiative Funding Application
2018
Project or Program Title:__________________________________________________
Entity: ________________________________________________________________
When was your entity established?:_________________________________________
Contact Person:__________________________ Title:__________________________
Phone:___________________________ E-mail:_______________________________
Address_______________________________________________________________
Dollar amount requested for 2018: $_________________
Description of in-kind service requested (if applicable): _________________________
______________________________________________________________________
______________________________________________________________________
Please provide the following information to help us assess your entity’s eligibility:
Current Federal Employer Identification Number:_________________________
Registered with Colorado Secretary of State as non-profit?: Yes _____ No _____
Filed for 501(c)(3) with IRS?: Yes _____ No _____
Received non-profit status from the IRS?: Yes _____ No _____
Is another agency serving as your fiscal agent?: Yes _____ No _____
(If “yes,” list the agency’s name, address, and contact person)
__________________________________________________
Other __________________________________________________________
8
POLICY 671 – EXHIBIT B
1. What is the mission of your organization (100 words max)?
2. Describe the project or program that will be supported with the assistance to the
Town of Estes Park funding if granted (500 words max).
a. Please attach your anticipated detail budget for this project or program.
3. How does this project or program advance the Town’s Strategic Plan
(https://www.colorado.gov/pacific/townofestespark/strategicplan) (500 words max)?
4. What population and geographic area will be targeted for service through this
project or program (200 words max)?
5. How many people in the Estes Valley (total and unduplicated) do you expect to
serve with this project or program?
6. How will you measure the success of the project or program for which funding is
requested (200 words max)?
7. Who will be responsible for the administration of the project or program for which
you are requesting funding (name, title, and entity only)?
8. Are there currently any other entities or organizations providing similar projects or
programs in the Estes Valley? If so, please identify them and describe any
cooperation (250 words max).
9. Please attach the most recent fiscal year-end financial statements reflecting your
entity’s beginning and ending balances for the year. This requirement can be met
by submitting one or more of the following:
a. Most recent financial statements as approved by your board
b. Most recent audited statement or review by an outside expert
c. Most recently filed IRS Form 990
10. Please list all anticipated funding sources for this project or program. Be sure to
highlight any opportunities to leverage Town funds with external funds.
11. Please attach a list of your Board of Directors with names, Board titles, and
contact information (email, phone, and/or address).
12. Please indicate the percentage of your Board Members who have contributed
funds to your project or program during the past year (please note that we are
not interested in the amounts given by individual Board Members, but instead in
9
POLICY 671 – EXHIBIT B
the percentage of the Board Members who have financially supported the
organization).
I swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of my knowledge.
_______________________________ _______________________________
Entity Director Board President/Chair
10
POLICY 671 – EXHIBIT C
Event Sponsorship Funding Application
Applicant/Entity Name:___________________________________________________
Contact Person:__________________________ Title:__________________________
Phone:___________________________ E-mail:_______________________________
Address:_______________________________________________________________
Dollar amount requested (maximum funding $1,000): $_________________
Please provide the following information to help us assess your entity’s current non-
profit status:
Current Federal Employer Identification Number:_________________________
Registered with Colorado Secretary of State as non-profit?: Yes _____ No _____
Filed for 501(c)(3) with IRS?: Yes _____ No _____
Received non-profit status from the IRS?: Yes _____ No _____
Is another agency serving as your fiscal agent?: Yes _____ No _____
(If “yes,” list the agency’s name, address, and contact person)
__________________________________________________
1. Please provide the name, date, and location of the event.
2. Please describe the event (no more than 500 words).
3. How many people are projected to attend the event?
4. Is there an event admission fee? If so, how much?
5. Please list all other committed sponsors.
6. Please list any event partners.
11
POLICY 671 – EXHIBIT C
Town of Estes Park Event Sponsorship Applicant
Declaration and Acceptance of Conditions
1. In the event that any funds allocated are not used for the event as described in
this application, or if there are misrepresentations in the application, the amount
of the funds allocated will be re-payable immediately to the Town of Estes Park.
2. The applicant will make or continue to make attempts to secure funding from
sources other than the Town of Estes Park.
3. The applicant agrees that the event shall not be represented as a Town service,
event, or program in any way (the only relationship being that the Town has
approved and granted financial assistance to the applicant).
4. Any sponsorship recipient shall indemnify and hold harmless the Town of Estes
Park and its employees and officers against any claims, costs, fines, or any other
losses or penalties related to the event for which a sponsorship has been
awarded.
We swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of our knowledge and is endorsed by the Entity which we represent.
_______________________________ _______________________________
Applicant Board President/Chair
_______________________________ ______________________________
Date Date
12
August 8, 2017
Draft Stormwater Master Plan report.
August 22, 2017
Discussion of possible housing
partnership – America West.
September 12, 2017
Making Board e-mails available to the
public – follow up.
December 12, 2017
Final Review of 2017 Strategic Plan
Items Approved – Unscheduled:
Building Code Changes to Facilitate
Redevelopment
3rd Party Building Inspections
Items for Town Board Consideration
None
Future Town Board Study Session Agenda Items
July 25, 2017
13