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HomeMy WebLinkAbout2003-01-27 03-58 ORDERCOUNCILAMON Item No UJ-sa Gate: January 27, 2003 Item/Subject ORDER - Authorizing Sponsorship of the Annual Camp Bangor Camp Fair and T -Shirts Responsible Department: Qty Manager Commentary: The United Way of Eastern Maine has requested that the City of Bangor sponsor the Annual Camp Bangor Camp Fair ($1,000) and t -shirts (y4,700). The event is deslgmed to offer children in the Bangor School System who are eligible for the Libra foundation's Summer Camp Program the opportunity to gain information about eligible amp programs. The t -shirts are a means of publicizing the program among Bangor children as well as a way to identify individuals from their hometown. The necessary funding for the requests were built into the H03 budget therefore no transfer or additional appropriation of funds Is necessary. This year's request Is down from prior years by nearly $1,000, due to conservative spending by the United Way as well as fees collected from amps participating in the fair. This request was reviewed and approved by the Finance Committee under the City's Bass Park fate and funding of Non -Profit Organizations Policies. The attached order would authorize City sponsorship as identified above. Department Head Recommended for approval by the Finance Committee of January 22, 2003 by a 3-1 voa, Councilor Nealley in opposition. Councilor Nealley indicated at the meeting that the forthcoming budget situation will require the City to be much more ngorous in evaluating requests for such contributions and that the private sector is in a position W sporaorthe cost of the t -shirts. While he recognized that the School Department would not allow privately sponsored t -shins to be di4nbu[etl 're schools, he intliatetl that the Department should be asked to review this position. City Manager Associated Infomration: United Way Request, Non -Profit Funding Policy. Approval: _( Passage _ Ffnt Reading Page _ of Referral Assigned aCouncil« ealnex Samna 27, 2003 fil',.AAA ffff CITY OF BANGOR (TALE.) Order, AuVioritirm SoonsorshIp of the Annual Camp Bartor Camp Fair and T WHEREAS, the Libm Foundation provided over $790,000 last year in camp scholarships to Bangor scholl children in grades 3 through 6; and WHEREAS, this program has extended the opportunity W attend summer camp to hundreds of Bangor children who might othenWse not have MB experience; and WHEREAS, the City of Bangor has supported this eRort in a number or ways in recognition of its benefit to the children of Bangor and As close relationship to Me OWS interest in strengthening children and families. NOW, THEREFORE, BE IT ORDERED BY THE CRY COUNCIL OF THE CITY OF BANGOR, THAT. The aty will sponsor the annual Camp Bangor camp fair at the Bangor Civic Center ($1,000) and t- shirls ($4,]00). The Finance Direcar shall establish the necessary accounts and take the necessary actions to Implement this order. bN CITY COOYCIL Jawary 27. 2003 Notion Mede and seconded for Passage Motion Doubted Vote: 8 yea. 1 on Councilors voting yes: Alien Crowley. Fambm, Farriogton, Greece. Falmer, Aobmn 6 Tremble Councilor voting no: Passedy_. n/1 �$In CLBHgI (TITLE,)e bip .. ^^ ual Camp Omni Faii+ and T -Shirts Assigned to Councilor n gffb�L4� 03/SQ The Camp prosddesafugnaeacdve,indoorwishevmnrreorvp acdsay(or loaf(aardgn. Ir also Provides m oppommiay(orloalp®opals m roses dera and(amgien in e kxvl' envmmiem, allowivgforbenerrehsiovsldps and commuwauon. The CavpBmgor/ay of B�vuum; help children feel dtrr belmg'a somclvng veryspeail. 5aduss whererhae c -shins wk�1e at schml, around uswn and during savmeramp. The sshnrs help identify these chgdrm z cared for by duir Cay 5. Please attach any other information that you feel would be helpful In evaluating this request or provide this information In the space below. Marry cbiklnfuraws and husimsswm Bangor hendit fromthe gcn nyof she Libra Foundation. We appracme anysupport to Cay of Bangor a wining ro covuibute. The disco rated price of the Qv¢Center n ml and rhe hmdmg of rix Cemp Bangor/Qayof Bangor r -shins go a bng myro nv6'ng rhe mwx of our Libra Fowrdedon summer camp sclolazslup swat. Thank you for} considemmn and support. Name of Authorized Representative: Na pobemor Sara Yuner Address: ' MB Sylveu Bond, Suive 1, Bangor Telephone: "I-2800 E -Mail: saayloumedwasem�ore Upon receipt of this request, It will be forwarded M Me members of the Qty Council for their review. If, within seven days, three or more members of the Council Indicate that they are interested In considering the request, it will be forwarded W the Finance Committee for its consideration and recommendation. If recommended by Finance, a final decision on funding will be made by the PoII City Council. Applicants will be notified of the date and time of the Finance Committee meeting. If less than three members of the Coundl Indicate that they are interested in considering the request, the applicant will be notified Mat the request will not be considered. Councilor Signatures (Mree signatures are required In order for this request W proceed) United Way of Eastern Maine 2003 Camp Fair and T shirts Event Budget Expenses A diflonum Renlsl Printing & Promotion Mlscelrocus Supplies T -Shins Total City of Bangor Contribution: AutlRwum basic Ase retludm T. VHS CRY IMCs Cleanup Total contribution from city of Bangor United Way Total: Camp Bangor S2,279 (Based on 2002 rental) $000 Me 34,700 (Heard on 2002 costs) $7,414 $1,000 -80,100 $01n-kWhfaffsupportfiom Cdy. Parts&Rec., etc. Ss,To9 $1710 83-58 19 The way we care, community by community. a 36a Surer rtw45utte Bug PhomeCM01-0321 United Way FxOne2al-wi.2eoe of Eastern Maine FID°s w,.w,aiw.aoiraew.,em.o.g Camp Bangor 2002 Summary Report 2002CAMPBANGORDAfMu • 1,137clWdrenmmplered Camp Bangorapphcadom. The same number of children also received 2002 Gump Bangor/Gtyof Bangor T-shirts. This number represents 97% of eligible youth in Bangor. • 1,022 children awarded camp. This is approximately 78% of the children in grades 34, which is vsistnu with Ust year's numberx • 90% of children who completed Camp Baugor applications amended carni up 3% from hart year. • Children receiving Camp Bangor Scbdarslrips attended 148 rump progmvn throughout the state of Maine, an increase of 23 camps from last year. • Total Camp Bangor Scholarship money spent for the 2002 summa season is$"2,921. • An estimated $440,000 of the octal amount spam went to camps or organizations in the city of Bangor. • The average limp Bangor camper spem$75 during the 2M summer. • limp Bangor students, on average, urendel dues different omp programs. - • 32% of youth mended camp three or more weeks during the summer. A OF STMS ❑UNDER 5250 15250-4500 ossm-nso ®ovErt sysi $ SPENT PER CHILD Sao sao SW , 4N lW EOJ 1 o , 0 0 0 $Se ❑UNDER 5250 15250-4500 ossm-nso ®ovErt sysi 100% 90% 0a% 70% 80% s0% ao% 30% 20% 10% 0% # Of Campers Per School Scha i 03-58 FUNDING OF NON-PROFIT ORGANIZATIONS 1.0 PURPOSE 01-300 The purpose of this policy is to outline the circumstances under which the City of Bangor will consider making a contribution to a non-profit organization or cause and to outline a procedure and guiding principles for considering such requests For support. 2.0 POLICY It is the policy of the City of Bangor to not contribute funds to non-profit organizations for general or unspecified operating purposes. Generally, non- profit organizations do not pay property taxes, and the City meets its obligations to these agencies through the provision of standard municipal services. From time to time, the City also receives requests for support from such organizations for special projects or purposes. Here again, It Is the general policy of the City to not provide such support unless an overriding municipal Interest is involved and the conditions specified below are met. 3.0 PROCEDURES FOR PRECESSING REQUESTS 3.1 Operating Requests When a request for general operating assistance is received from a non- profit organization, the City Manager is authorized to respond to that request with a standard form letter indicating the City's policy as outlined above. 3.2 Special Project Requests Should a request be contemplated for a special project or program, the requesting organization must provide the following information to the City Manager's Office: 3.2.1 A brief description of the special project or program; 3.2.2 Information on the number of individuals who will directly benefit from the project or program, including the number who are Bangor residents; 3.2.3 The total cost of the project or program and other sources of funding already available or which are anticipated to be raised; 03-58 01-300 3.2.4 The benefits which the City of Bangor or its residents, taken as a whole, may anticipate receiving from the project or program; 3.2.5 The amount of funding requested. 3.2.6 Such other information as may be deemed useful in addressing the criteria and guidelines outlined in Section 3.4 below. The City Manager or his/her designee shall provide requesting organizations a standardized form or application format to insure that the necessary information is available to the Council 3.3 Procedure for Processing Requests 3.3.1 Upon receipt, the City Manager shall forward the request to the members of the City Council with a request Mat those members of the Council interested in formally considering the request indicate that interest within seven calendar days. 3.3.2 A request for funding will be forwarded to the Finance Committee only in instances where three or more Councilors request that funding be considered. 3.3.3 Should three or more Councilors not request consideration within seven calendar days, the City Manger shall respond M the questioning organization in writing Informing Mem that the request will not be considered by the City Council. 3.4 Finance Committee Consideration Should the request be scheduled for Finance Committee consideration, the Committee will evaluate the request based on the following criteria: 3.4.1 The extent to which City support Is essential for the program or project to take place. Support should generally be provided only in instances where it is or is anticipated to be essential for the project or program to occur. 3.4.2 The benefit which the City or Its residents will receive. This should include an evaluation of the need for the program and project an As anticipated immediate and long-term Impact. 3.4.3 The number of City of Bangor residents to be directly benefited. The extent to which the program or project is open or available to the largest possible number of the class or targeted beneficiaries should be taken into account. Programs or projects which benefit small or select numbers of Individuals shall generally be denied funding. 03-511 01-300 3.4.4 The extent to which the program or project will further the goals, objectives, and priorities of the City. The Council should evaluate the extent to which the program or project specifically addresses an established Council goal, objective, or priority. In addition, consideration will be given to whether and the extent t0 which the program or project can be reasonably expected to reduce the demand for City services or direct expenditures. 3.5 Council Approval Should the Finance Committee recommend City support for the program or project, the Committee shall recommend a source of funding and an item shall be placed on the City Council agenda. The final decision will be made by the full City Council at the point where it approves or disapproves of the necessary funding. 4.0 EXCEPTIONS AND CLARIFICATIONS 4.1 Traditionally Funded Requests The City Council has traditionally funded the following organiutions and programs as an element of the annual budget process and may continue to do so: 4.1.1 40 of July Corporation 4.1.2 Bangor Convention and Visitors Bureau 4.1.3 Private School Transportation, Books, and Testing Materials 4.1.4 Bangor Public Library 4.1.5 Maine Shakespeare Festival 4.1.6 East/West Highway Association 4.2 Purchase of Goods and Services Nothing in the policy shall be construed so as to limit the ability of the City of Bangor to purchase goods or contract for services from non-profit agencies. 4.3 Memberships Nothing in this policy shall be construed so as to limit the ability of the City of Bangor to participate in membership organizations such as the Maine Municipal Association or National League of Cties or to provide financial support to non-profit agencies working Oa -58 01-300 specifically on City of Bangor legislative or programmatic issues where such support either directly supplements or replaces staff efforts or the efforts of contracted for profit agencies. 4.4 In -Kind Support The City Manager is authorized to provide In-kind services or support to specific projects or programs sponsored by non-profit agencies where: 4.4.1 Such projects or programs meet the intent of this policy; 4.4.2 Existing City staff and resources are available for the purposes requested and can be provided within authorized budget levels; 4.4.3 The total anticipated support costs are nor anticipated to exceed $5,000; 4.4.4 The provision of such support will not violate any other administrative policy, rule, or regulation governing City operations; and 4.4.5 The Manager finds that the support provided is in the general Interest of the citizens of Bangor. 5.0 RESPONSIBILITY FOR RENIEIN The City Manager shall review this policy as necessary and recommend such changes as may be appropriate to the full Council. Passed: 7-23/2001 by CO 01-300 03-5H NON-PROFIT FUNDING REQUEST SPECIRC PROJECTS Organization Name: Uurted Way oEEwron Maim Date: janumir15,3003 Amount Recovered: snap 1. Briefly describe the special project or program for which funding is requested CuaBangor is al.ibra Foundation funded program that provides to with tBe mordinary on famish 34 m the 00 scholarship to use x theshootwarmerr ctracle amp(s) of their chore. Publicor acboobwuLn immad hip amp Cemp Ferisznamwal ever which sows Lima anddoesfamiliea the owed to lan w reviewmanyaty different option e orceof aro Liam Foundadonhzsbeen pleasedtokaowdut the OryoFBangorraognizu the value of Gmp Bangw byiuvutia6 Lunda in this prowha the past. 2. Please provide information on the number nt Individuals wino will directly benefit from the project or program, including the number of Bangor residents. Iwo an mairmitind 1000 m rather Duringgtth,es rumncr of 2002, IOU Bangor cvhddaatiWren m grads}6 mad Jiu amen Camp, ithtfeFou . help of a Ca Bangor Scholarship. lLe program aho eaga6ed time to bop chldren and patensw cleaning the. city s pars w part of the Onwide Cleanup held b May. Moor imprasive is that the pmgrun dimiInied over 5191,000 man Mauve's ermomY, handful; 5440,000 into Buyer otgardsmiom inch as the Pub and Bxrution program, Platoon Coker, the Maine Discovery Museum, Peoohswt Theatre, WG BangocBr, wer, YMCh Banism and Pmohswt Vali Scholl of Gymnastics. 3. Please pmvitle information on the total cost M the projectand program and other 'sources of funding already available or which are anticipated W be raised. Intyear,the OryofBangwfunded51493towardwr tdofthe Ove Cemex. The Oryaho sPomoredthe Camp Bangor/Gryof Bmgwt sh'vu ajuavoder "700 aaddor t d 8500 wwud the ittleide Oran rap H.B.Q. picnic this year.we re romav led apeoding onompan as well rs fen wlluted (mmramp attendance at the tan, we are able w ask the Gy of Bavgor fora smaller of dvebank fee of the GikQatar Jonui! and ",70) for the �or�w of Bangorpaynreat Plow see the attached budget for room dads. Ca^V Bang6t shun 4. Specify and, to the eftent possible, quantify the benefits which Me Gty of Bangor or Its residents, taken as a whole, may anticipate receiving from the project or program. the Gunp would tognmprovidea exuaord'marysunof eyBueacutotnanspenrenwho summer dino uewouidnwrise suaverIWO 3 d6&. rusreaudents nwenjoybardren ning new sliagthe'u abides sad wimsebrs fmmotheng vu mar irate cououyaud vlm�tW�'utcreasmg ahe'v nam abgities anddeuv and eepaiemiag brand vewpoosibilmes. [a