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Agenda Packet CITY OF CUPERTINO AGENDA lop C U P E RTI N O PARKS AND RECREATION COMMISSION This will be a teleconference Meeting without a physical location Monday, November 16, 2020 6:00 PM Televised Special Meeting TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE SPREAD OF COVID-19 In accordance with Governor Newsom's Executive Order No-29-20, this will be a teleconference meeting without a physical location to help stop the spread of COVID-19. Members of the public wishing to observe the meeting may do so in one of the following ways: 1) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 2) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast Members of the public wishing comment on an item on the agenda may do so in the following ways: 1) E-mail comments by 5:00 p.m. on Monday, November 16th to the Commission at parksandrecreationcommission@cupertino.org. These e-mail comments will be received by the commission members before the meeting and posted to the City's website after the meeting. 2) E-mail comments during the times for public comment during the meeting to the Commission at parksandrecreationcommission@cupertino.org. The staff liaison will read the emails into the record, and display any attachments on the screen, for up to 3 minutes (subject to the Chair's discretion to shorten time for public comments). Members of the public that wish to share a document must email parksandrecreationcommission@cupertino.org prior to speaking. 3) Teleconferencing Instructions Members of the public may observe the teleconference meeting or provide oral public comments as follows: Page 1 Parks and Recreation Commission Agenda November 16,2020 Oral public comments will be accepted during the teleconference meeting. Comments may be made during "oral communications" for matters not on the agenda, and during the public comment period for each agenda item. To address the Commission, click on the link below to register in advance and access the meeting: Online Please click the link below to join the webinar: https:Hcityofcupertino.zoom.us/webinar/register/WN_OjSw5OIWSbi02_6mWxlk4Q Phone Dial 888 788 0099, enter Webinar ID: 919 9097 8667 (Type *9 to raise hand to speak) Unregistered participants will be called on by the last four digits of their phone number. Or an H.323/SIP room system: H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) 213.19.144.110 (Amsterdam Netherlands) 213.244.140.110 (Germany) 103.122.166.55 (Australia) 69.174.57.160 (Canada) Meeting ID: 919 9097 8667 SIP: 91990978667@zoomcrc.com After registering, you will receive a confirmation email containing information about joining the webinar. Please read the following instructions carefully: 1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer. 2. You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your name,you may enter "Cupertino Resident" or similar designation. 3. When the Chair calls for the item on which you wish to speak, click on "raise hand." Page 2 Parks and Recreation Commission Agenda November 16,2020 Speakers will be notified shortly before they are called to speak. 4. When called,please limit your remarks to the time allotted and the specific agenda topic. In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO PARKS AND RECREATION COMMISSION NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Parks and Recreation Commission is hereby called for Monday, November 16,2020, commencing at 6:00 p.m. In accordance with Governor Newsom's Executive Order No-29-20, this will be a teleconference meeting without a physical location. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, "Special Meeting." SPECIAL MEETING CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1. Subject: Meeting Minutes of November 5, 2020. Recommended Action: Review and approve the minutes for the November 5, 2020 Parks and Recreation Commission meeting. Draft Minutes POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Commission on any matter within the jurisdiction of the Commission and not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the Commission from making any decisions with respect Page 3 Parks and Recreation Commission Agenda November 16,2020 to a matter not on the agenda. WRITTEN COMMUNICATIONS OLD BUSINESS 2. Subject: Updated Administrative Procedures Within the Community Funding Grant Policy. Recommended Action: Review and provide feedback on updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, clarification on how applications will be organized and reviewed, eligibility requirements, program funding cap, and affirmation that all qualified applicant materials will be brought to City Council. Staff Report A-Current Community Funding Policy B-Updated Community Funding Policy(Redline Version) C-Updated Community Funding Policy(Clean Version) NEW BUSINESS STAFF AND COMMISSION REPORTS ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk's Office in City Hall located at 10300 Torre Avenue during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City's website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the members concerning any item that is described in the Page 4 Parks and Recreation Commission Agenda November 16,2020 notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment. Page 5 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8419, Version: 1 Subject: Meeting Minutes of November 5, 2020. Review and approve the minutes for the November 5, 2020 Parks and Recreation Commission meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 11/16/2020 powered by LegistarTM CITY OF CITY OF CUPERTINO 11 PARKS AND RECREATION COMMISSION Teleconference Meeting CUPERTINO Thursday, November 5, 2020 7:00 PM DRAFT MINUTES CALL TO ORDER Chair Kumarappan called the meeting to order at 7:00p.m. via remote teleconference. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Gopal Kumarappan, Carol Stanek, Neesha Tambe, Xiangchen Xu, Sashikala Begur Commissioners absent: None Staff present: Joanne Magrini, Whitney Zeller,Jeff Ordway, Toni Oasay-Anderson Guest speakers: Kiran Varshneya, Cupertino Library Foundation Seetha Lakshmi, Cupertino Library Foundation Sylvia Abboud, Heart of the Valley CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Library Foundation Programs. Recommended Action: Receive a presentation from the Library Foundation on their Programming. Kiran Varshneya and Seetha Lakshmi of the Cupertino Library Foundation provided a presentation on their programs with a focus on senior programming. Commissioner Tambe commented that the City has partners that we may be able to connect the Library Foundation with to help provide resources. Commissioner Xu recommended having the Senior Center and other organizations providing programs for seniors to combine their efforts and work together. Vice Chair Stanek shared that there is a Senior Advisory Council within the City. APPROVAL OF MINUTES 2. Subject: Meeting of October 1, 2020. Recommended Action: Review and approve the minutes for the October 1, 2020 Parks and Recreation Commission meeting. Vice Chair Stanek clarified and amended her comments on item 3, addressing the public pathway, to read "She added that the public pathway should be handled by the City..." Commissioner Tambe clarified and amended her comments on item 4 to note that she had believed her evaluation information had been attached when her email was sent. Chair Kumarappan clarified and amended his comments on item 3 to note that the commission would like to review the final package, which would include additional data from the city staff before presenting it to the Council. Commissioner Begur motioned to approve the minutes for the October 1, 2020 Parks and Recreation Commission meeting as amended. Vice Chair Stanek seconded the motion. Motion passed unanimously with five votes yes. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written communications were received for item 4 on the agenda. POSTPONEMENTS 3. Subject: Project Evaluation Criteria and Process Recommended Action: Discuss and establish a process and criteria for project evaluations. Chair Kumarappan postponed the item to the December meeting. OLD BUSINESS 4. Subject: Heart of the Valley's Request to Extend the Funding Period for Their Fiscal Year 2019-2020 Community Funding Grant Program Award. Recommended Action: Review and provide a recommendation to the City Council regarding Heart of the Valley's request to extend the funding period for their FY 19- 20 Community Funding Grant Program award. Administrative Assistant Whitney Zeller provided a presentation on the item. Sylvia Abboud, Executive Director for Heart of the Valley provided a presentation to the Commission. Commissioner Stanek commended Heart of the Valley for being responsible and bringing their request to the City. Commissioner Tambe commented that if we survey organizations who received funding, we should ask if COVID impacted how their funds were spent in comparison to what was submitted in their application. Commissioner Xu acknowledged that the reports from grant recipients are due after the applications are reviewed for the new fiscal year. Commissioner Begur commented that it would be helpful to have a report on how funds were used for any organizations who have already completed their funded project. Chair Kumarappan added that any data we could gather would be helpful. Commissioner Tambe motioned to recommend to City Council that Heart of the Valley have access to the same amount of the previously allocated funding for this fiscal year. Commissioner Begur seconded the motion. Motion carried unanimously with five votes yes. 5. Subject: Athletic Field Use Policy Youth Sports Organization Feedback and Next Steps. Recommended Action: Receive an Update on the Athletic Field Use Policy youth sports organization feedback and next steps. Chair Kumarappan postponed the item to the December meeting. NEW BUSINESS 6. Subject: McClellan Ranch Community Garden Assignment Process, Term, and Bed Fees. Recommended Action: Receive an update and provide feedback on the McClellan Ranch Community Garden assignment process, term, and bed fees. Recreation Coordinator Jeff Ordway provided a presentation to the on the item. Vice Chair Stanek suggested to include in the policy the ability to transfer a term to a satellite garden, once they are open, if it is closer to their home. Commissioner Tambe commented that option two is a good to consider high density housing for the waitlist. Vice Chair Stanek clarified information on gopher mitigation and commented that gardeners make an investment,buying things for their gardens, and the three-year term provides enough time for the investment to be worthwhile. Vice Chair Stanek noted that it is important for the gardens to be managed well and that she was ok with option two to prioritize those in high density housing. Commissioner Begur suggested to include language that will make gardeners aware of potential gopher issues. Chair Kumarappan commented that staff's plan to assign the beds to the existing waitlist and then continue with prioritizing those in high density housing made sense. The Chair added that it would be good to add in the policy that when the satellite gardens are built, those who live nearby should have preference, and the option to transfer their garden. Commissioner Tambe recommended that when staff review the existing waitlist, to include a note that gardeners can apply for a West Valley Community Service fee waiver. She shared that she does not want someone to feel like they can't participate because of the cost. The Commission recommended that once the existing garden list is exhausted, to follow option two (prioritizing those in high density housing), with a three-year term and the fees suggested by staff. 7. Subject: Parks and Recreation Commission Meeting for December 2020. Recommended Action: Discuss and select the schedule for the December 2020 Parks and Recreation Commission meeting. Commissioners confirmed they were all available to attend a special meeting on December 7, 2020 at 7:00 p.m. STAFF AND COMMISSION REPORTS 8. Subject: Monthly Update Reports Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and commissioners. Director Joanne Magrini provided a presentation and updated the Commission on department projects, COVID impacts to parks and recreation, and upcoming events. Commissioner Stanek asked if the letter to Council from the City Manager regarding Rancho Rinconada could be shared with the Commissioners and noted she would contact Joanne with comments regarding the Community Funding Policy. Commissioner Tambe provided a report on the Mayor's meeting where the other commissions provided updates and they discussed Rancho Rinconada, Lawrence Mitty and the strategic plan meeting. The commissioners noted that the work program update should be on the agenda and they would like to have it as a standing item. They added that they would like to have a standing item to discuss future agenda items and would like to move forward with discussing the strategic plan. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioner Begur will attend the December Mayor's meeting. ADJOURNMENT-Chair Kumarappan adjourned the meeting at 9:56 p.m. to the December 7, 2020 meeting at 7 p.m. Respectfully submitted, Whitney Zeller, Administrative Assistant Parks & Recreation Department Minutes approved at the regular meeting 0 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8418, Version: 1 Subject: Updated Administrative Procedures Within the Community Funding Grant Policy. Review and provide feedback on updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, clarification on how applications will be organized and reviewed, eligibility requirements, program funding cap, and affirmation that all qualified applicant materials will be brought to City Council. CITY OF CUPERTINO Page 1 of 1 Printed on 11/16/2020 powered by LegistarTM CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: November 16, 2020 Subject Updated Administrative Procedures Within the Community Funding Grant Policy. Recommended Action Review and provide feedback on updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, clarification on how applications will be organized and reviewed, eligibility requirements, program funding cap, and affirmation that all qualified applicant materials will be brought to City Council. Discussion The Community Funding Grant Policy was adopted in Fiscal Year 2012-2013 and was recently updated with new requirements and procedures, following best practices, and recommendations from the Parks and Recreation Commission. Adjustments included the establishment of a funding cap per applicant and a tiered funding evaluation structure for all applications. The current procedure is summarized as follows: • Applications are announced February 1 and due to the City by March 1. • Staff review submitted applications for completeness and eligibility, and contact applicants if additional information or clarification is needed. • Qualified applications are provided to the Parks and Recreation Commission for review and evaluation (generally during the April meeting). • Applications recommended for funding by the Parks and Recreation Commission are brought to City Council for their review. • City Council determines which applications will receive funding (generally in June), which is appropriated within the City's budget. • Grant recipients provide an annual project report to the City the following fiscal year, describing how the awarded funds were spent. To address concerns that were brought forward during the FY 20-21 implementation of the policy, the following amendments are recommended for review and approval: 1. The application will be made available at the beginning of January, with the submission deadline moved up to February 1. 2. The program will have an established funding cap of$70,000,based on a five- year average of awarded grant funds. This amount will be adjusted on an annual basis as determined by CPI for All Urban Consumers (CPI-U). 3. Organizations that are approved for Festival Fee Waivers cannot apply for community funding for the same event. They may apply for other events or projects. 4. Qualified applications are provided to Parks and Recreation Commission to be evaluated and ranked over the course of two commission meetings. 5. The Parks and Recreation Commission will evaluate all eligible applications. Applications will then be sorted into the following funding categories: a. Past recipients i. <$999.99 ii. $1,000.00 -$4,999.99 iii. $5,000.00—$9,999.99 iv. $10,000.00 -$20,000.00 b. New applicants i. <$999.99 ii. $1,000.00 -$4,999.99 iii. $5,000.00—$9,999.99 iv. $10,000.00 -$20,000.00 6. Parks and Recreation Commission will rank all the eligible applications for City Council consideration. 7. City Council will review all eligible applications, with consideration of the recommended rankings by the Parks and Recreation Commission. The establishment of an earlier deadline provides more time for applications to be fully vetted by staff and reviewed by the Commission and City Council, prior to the budget approval meeting in June. The establishment of the funding cap for the entire program provides a big picture consideration during the evaluation process, while the restriction on use of community funding towards events with City fees already waived ensures more equal opportunity to fund other additional programs and events. The remaining adjustments clarify the Commission's role in ranking the applications, while providing City Council the opportunity to review all applications for consideration. Sustainability Impact No sustainability impact. Fiscal Impact The established funding cap will be set at$70,000 in the City's budget for FY 2021-22. This amount will be adjusted on annual basis as determined by CPI for All Urban Consumers (CPI-U). Prepared by: Kevin Khuu, Management Analyst Rachelle Sander, Recreation Supervisor Reviewed by: Kristina Alfaro, Director of Administrative Services Approved for Submission by: Joanne Magrini, Director of Parks and Recreation Attachments: A-Current Community Funding Policy B-Updated Community Funding Policy (Redline Version) C-Updated Community Funding Policy (Clean Version) Fiscal Policies - Community Funding Grant Policy PURPOSE The City of Cupertino currently provides funding to local non-profit organizations in the areas of social services,fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria, Restrictions/Guidelines, and Procedure. SCOPE All requests for funding must comply with this policy. POLICY During the annual budgeting process,the City Council will determine the amount to appropriate for the Community Funding Grant Program. The Administrative Services Department shall approve or deny an applicant's request based upon the eligibility criteria set forth below. Community Grants, subject to availability of funds, shall not exceed $20,000 per applicant, per year. In all cases, the City reserves the right to reject any and all applications in the event the Administrative Services Department identifies a potential conflict of interest or the appearance of a conflict of interest.Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications, for any reason, at anytime. Eligibility To receive consideration for a Community Funding Grant, grant requests must: • Be made or sponsored by a 501(c)(3)non-profit organization with experienced staff capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be for one-time, project specific needs and not ongoing, operational costs. • Have more than 75%of the requested funds allocated for direct service costs versus administrative costs. • Be complete and submitted by the application deadline. Evaluation Criteria • Impact on and benefit to the Cupertino community • Community need for the program/project/event • Alignment with City priorities • Uniqueness of the program/project/event • Qualifications and experience of the organization and its staff • Reasonable cost • Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant Applications will be sorted into two categories: • New applicants • Past recipients Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows: <$999.99 • $1,000.00-$4,999.99 • $5,000.00—$9,999.99 • $10,000.00-$20,000.00 Restrictions/Guidelines • An organization that is applying for multiple grants shall only submit one application. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested,recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge"unless approved by Parks&Recreation Commission. • If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Administrative Services Department for a Grant application to be reviewed in accordance with this policy. • Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City's Public Information Officer. Procedure 1. Applicants submit timely and complete grant applications by March 1 to the Administrative Services Department for review. 2. The Administrative Services Department reviews application for compliance with eligibility criteria and availability of funds. Staff may seek additional information from applicant as necessary. 3. Eligible applications will be reviewed by the Parks and Recreation Commission for a recommendation to the City Council regarding grant approval and funding amounts, which typically happens in April.All applicants are strongly encouraged to attend the Parks and Recreation Commission meeting in April. 4. City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. 5. Grant recipients shall submit a written report to the Administrative Services Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino. o Due by the 15th business day of July following the Fiscal Year in which grant funds are disbursed. o Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future. Fiscal Policies - Community Funding Grant Policy PURPOSE The City of Cupertino currently provides funding to local non-profit organizations in the areas of social services,fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria, Restrictions/Guidelines, and Procedure. SCOPE All requests for funding must comply with this policy. POLICY The City has established the Community Funding Grant Program, subject to availability of funds, with $70,000 in total funding available. This amount will be adjusted on an annual basis as determined by CPI for All Urban Consumers (CPI-U). Community Funding Grants shall not exceed $20,00 per applicant, per year. City Council will determine the organizations to be awarded funds through the Community Funding Grant Program. City Staff shall review applications for completeness and review the qualifications and accuracy based upon the eligibility criteria set forth below. In all cases, the City reserves the right to reject any and all applications in the event staff identifies a potential conflict of interest or the appearance of a conflict of interest.Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications, for any reason, at anytime. Eligibility To receive consideration for a Community Funding Grant, grant requests must: • Be made or sponsored by a 501(c)(3)non-profit organization with experienced members capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project • For specific needs,not ongoing, operational costs. • Have more than 75%of the requested funds allocated for direct service costs versus administrative costs. • Be complete and submitted by the application deadline. Evaluation Criteria • Impact on and benefit to the Cupertino community • Community need for the program/project/event • Alignment with City mission and values • Uniqueness of the program/project/event • Qualifications and experience of the organization and its members • Reasonable cost • Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant Applications will be sorted into two categories: • New applicants • Past recipients Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows: <$999.99 • $1,000.00-$4,999.99 • $5,000.00—$9,999.99 • $10,000.00-$20,000.00 Restrictions/Guidelines • An organization that is applying for multiple grants shall only submit one application. • An organization that receives funds through the Community Festival Policy for a community event may not apply to receive funds for the same event through the Community Funding Grant Program.The organization may apply through the Community Funding Grant Program for a separate program/project/event. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested,recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge" for Cupertino residents unless stated in the application and approved by Parks&Recreation Commission. • If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Administrative Services Department for a Grant application to be reviewed in accordance with this policy. • Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City's Communications Officer. Procedure 1. Applicants submit timely and complete grant applications by February 1. 2. City Staff reviews application for completeness and compliance eligibility. 3. Applications will then be forwarded tothe Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure. All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in Spring. 4. City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed. 5. Grant recipients shall submit a written report to the Administrative Services Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino. o Due by the 15th business day of July following the Fiscal Year in which grant funds are disbursed. o Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future. o Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event. Fiscal Policies - Community Funding Grant Policy PURPOSE The City of Cupertino currently provides funding to local non-profit organizations in the areas of social services,fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria,Restrictions/Guidelines, and Procedure. SCOPE All requests for funding must comply with this policy. POLICY The City has established the Community Funding Grant Program, subject to availability of funds,with$70,000 in total funding available.This amount will be adjusted on an annual basis as determined by CPI for All Urban Consumers (CPI-U). Community Funding Grants shall not exceed $20,000 per applicant, per year. City Council will determine the organizations to be awarded funds through the Community Funding Grant Program. City Staff shall review applications for completeness and review the qualifications and accuracy based upon the eligibility criteria set forth below. In all cases, the City reserves the right to reject any and all applications in the event staff identifies a potential conflict of interest or the appearance of a conflict of interest. Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications,for any reason, at anytime. Eligibility To receive consideration for a Community Funding Grant, grant requests must: • Be made or sponsored by a 501(c)(3)non-profit organization with experienced members capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project. • For specific needs,not ongoing operational costs. • Have more than 75%of the requested funds allocated for direct service costs versus administrative costs. • Be complete and submitted by the application deadline. Evaluation Criteria • Impact on and benefit to the Cupertino community • Community need for the program/project/event • Alignment with City mission and values • Uniqueness of the program/project/event • Qualifications and experience of the organization and its members • Reasonable cost • Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant Applications will be sorted into two categories: • New applicants • Past recipients Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows: <$999.99 • $1,000.00-$4,999.99 • $5,000.00—$9,999.99 • $10,000.00-$20,000.00 Restrictions/Guidelines • An organization that is applying for multiple grants shall only submit one application. • An organization that receives funds through the Community Festival Policy for a community event may not apply to receive funds for the same event through the Community Funding Grant Program.The organization may apply through the Community Funding Grant Program for a separate program/project/event. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested,recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge"for Cupertino residents unless stated in the application and approved by Parks&Recreation Commission. • If an applicant makes a grant request directly to a member of the City Council,whether individually or as a group, the Council shall refer the applicant to the Administrative Services Department for a Grant application to be reviewed in accordance with this policy. Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City's Communications Officer. Procedure 1. Applicants submit timely and complete grant applications by February 1. 2. City Staff reviews application for completeness and eligibility. 3. Applications will then be forwarded to the Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in the Spring. 4. City Council will make the final decision on grant recipients and amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed. 5. Grant recipients shall submit a written report to the Administrative Services Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino. o Due by the 151h business day of July following the Fiscal Year in which grant funds are disbursed. o Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future. o Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event. Updated Community Funding Grant Program Policy November 16, 2020 CITY OF CUPERTINO Agenda Background • Current Procedure Recommended Revisions Fiscal Impact Recommended Action Background • Adopted FY 2012-13 • Updated January 2020 • $20k funding cap per applicant • Tiered funding structure Current Procedure Applications Staff review Parks and Recreation •Available February 1 y submitted y Commission review •Due March 1 applications and evaluate qualified applications City Council reviews Grant recipients recommendation y submit annual and determines project report approved funding Recommended Revisions Application timeline Available early January Due February 1 Provides more time for applications to be fully vetted by staff and reviewed by the Parks and Recreation Commission and City Council Recommended Revisions Funding cap of $70,000 • Based on a five-year average of awarded grant funds • Amount will be adjusted annually based on CPI for All Urban Consumers • Provides a big picture consideration during the evaluation process Recommended Revisions Events receiving a festival fee waiver from the City are not eligible to apply • Organizations may apply for other events or projects that do not receive a festival fee waiver • Ensures more equal opportunity to fund other programs and events Recommended Revisions Parks and Recreation Commission will evaluate all eligible applications • Evaluated applications will be sorted into the following categories: a. Past recipients b. New applicants i. <$999.99 i. < $999.99 ii. $1,000.00-$4,999.99 ii. $1,000.00-$4,999.99 iii. $5,000.00—$9,999.99 iii. $5,000.00—$9,999.99 iv. $10,000.00-$20,000.00 iv. $10,000.00-$20,000.00 • Clarifies the Commission's role Recommended Revisions City Council will review all eligible applications, with consideration of the commission's recommended rankings • Provides City Council the opportunity to review all applications for consideration Fiscal Impact • Funding cap $70,000 • Adjusted annually by Consumer Price Index (CPI) • All Urban Consumers (CPI-U) • Recommended Action Review and provide feedback on updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, clarification on how applications will be organized and reviewed, eligibility requirements, program funding cap, and affirmation that all qualified applicant materials will be brought to City Council. Questions?