1992 03 10 CSC Minutes Special Meeting
'dl I Fi
e
e
\
COMMUNITY SERVICES COMMISSION
SPECIAL MEETING
MINUTES
TUESDAY, MARCH 10, 1992
I . CALL TO ORDER
A special meeting of the Community Services Commission was called
to order at the hour of 6:30 P.M., Chairwoman Kennedy presiding,
followed by the Pledge of Allegiance.
PRESENT:
Commissioners Benedict, Best, Francis, Kennedy, Nard,
Seaton and Thompson
ABSENT: None
II. COMMISSION BUSINESS
A. Criteria for Fundinq of Community Based Orqanizations
The Community Services Commission, having been notified of
Council's desire to meet with them in a joint study session on
March 4, 1992, met for this special meeting to discuss past funding
practices and recommended changes to be included in the discussion
of the City's annual grant process.
Chairwoman Kennedy provided background for the Commissioners,
explaining that City Council originally decided to provide grant
money to community organizations in the City. Council establishes
the criteria, then the Community Services Commissioners screen the
applicants and recommend an amount of grant money to award each
organization.
e
e
COMMUNITY SERVICES COMMISSION
March 10, 1992 - Meeting Minutes
page 2
Topics of discussion are as follows:
Fundine Criteria
1. Applications for funding will be accepted only from 501(c)3 nonproflt organizations which are La Quinra-
based providing a direct beneflt to the citizens of La QDinra.
Change:
- addition of requirement that an applicant be a 501(c)3 organization.
Reason:
- to insure that the money is given to an organization that bas shown that they are organized, have a board of
directors, have by-laws by which they operate, and that there is an indication that there are some fmancial
controls.
2. Funding will be based on program development and enrichment opposed to operational costs.
Change: .
- change of wording from "enbancementwhich is not measurable", which was viewed as non descriptive, to
program development and enrichment, which is viewed as more representative of the purpose.
Reason:
- for clarity.
3. Eligibility for funding will be based on compliance with reporting requirements for past Community Services
grants received.
Change:
- dropped the previous criteria regarding priority funding for seniors and youth.
Reason:
- several worthy organizations provide services to all age groups.
Change:
- addition of new funding criteria item.
Reason:
- for accountability purposes.
Application
1. Number the application 1-21, instead of having two separate sections.
2. Include a space on the application face sheet for the 501(c)3 Tax Identification Number, indicating the .
organization's registered non profit status.
e
e
COMMUNITY SERVICES COMMISSION
March 10, 1992 - Meeting Minutes
Page 3
Awlication (con't)
3. Add a section for the applicant to list their board members, and board member's addresses and phone numbers.
4. List as a question: "Has your organization been funded by the City of La Quinta previously?
Yes_ No_"
Insttuctions
1. Delete #1, and move #9 up to #I's place, changing the date to the Council's selected deadline.
Reason:
- #1 and 9 were redundanL
2. #5 should be altered per the funding criteria revisions indicated above.
Reason:
- as indicated above.
3. #6. Delete "It is recommended that you..." to end.
Reason:
_ opens the Administrative Director to suspicion of giving preferential information to one applicant over anotber.
4. #6. Should read: "Only limited funds are available for these grants. The maximum grants for 1991-92 were
$4,000-5000. The minimum grants were in the $1,500 range. The total available for flSCal year 92-93 is
$25,000."
Reason:
- gives applicant an indication of what will be considered a "reasonable" grant request amounts, without being
coached by City staff.
5. #7. Change dates as applicable.
6. #8. Change to the following: "Applications will be screened and reviewed by the Community Services
Commission, wbo will make recommendations for funding to the City Council. The City Council's decisions will
be final."
Reason:
- The Community Services Commission will screen the applications based on compliance with the Funding
Criteria. adherence to the insttuctions, and complete application (including requested materials). Those applicants
meeting the screening requirements will be considered for scoring.
Reason:
- Changed sentence consttuction. A bit confusing previously.
e
e
COMMUNITY SERVICES COMMISSION
March 10, 1992 - Meeting Minutes
Page 4
Insttuctions (con't)
7. Move #9 to #1, as indicated above.
8. #10 becomes #9. Cbange date as applicable.
9. #11 becomes #10. Change to read: "If you receive a grant, a fmal repon on how you used the grant money
will be due on April I, 1993 (see enclosed form) to the City of La Quinta, P.O. Box 1504, La Quinta, CA 92253.
Attn.: City Grants."
Reason:
- The above language is more specific. Old language is vague.
. 10. Delete #12.
Commission General CnmmenL~
1. The prior Application Insttuctions indicated that a fmancial repon was due from lhe grant recipients. The
Commission bas never seen any reports.
a. The Commission would like to know if the Adminiscrative staff ever received or solicited reports from
the past grant recipients accounting for the funds granted?
b. If the AdminiSttative staff did receive reports from grant recipients, can lhe Commission obtain a copy
for their review, and for the current year's deliberations?
The Commission is especially concerned with fmancial accountability and organizational stability.
2. The screening process this year will be conducted by Commissioners Jill Thompson, Sharon Kennedy, and
Larry Best. The process is explained above.
III. ADJOURNMENT
There being no further business to conduct, the meeting was
adjourned.
Respectfully submitted: