Loading...
HomeMy WebLinkAbout2001-07-23 01-300 ORDER___000NCILAMON than No.nr_arm Date: 7-23-91 Item/Subject: Order, Adopting Policy on Funding of Non -Profit 0rgarl®tions rtecparuible Department any Manager Commentary: Recently, the Clty Council has considered several requests for support from non-proft organizations. In the process of reviewing them, an effort was made to determine whether the Owe traditional practice of not funding such requests had ever been formally documented. This practice apparently dates from the mid fill Na formal documentation has been found. M a result the Council requested that a formal policy be developed. The attached policy sets forth the Cil general approach to such requests and outlines a procedure to be followed when they are made. Generally, the policy indicates that the City will not provide general operating assistance to non9rofit organizations. It does, however, set forth a procedure and criteria to be used when requests for assistance in special projects are received. The procedure requires that requesting agencies be provided with a copy of the policy, be asked to provide information necessary for Council consideration, and indicates that upon the request of three members of the City Council, the request will be forwarded to the finance Committee for consideration. Should the finance Committee recommend approval, the full Council must then consider the request A number of exceptions and cladfiradons are also Tall In the policy which cover traditionally funded requests, the purchase of goods and services from non-profit organizations, memberships in run -profit organizations, and the authorization of limited levels of In-kind services or support. This policy has been reviewed by the Strategic Issues Committee, which recommends your approval. At the request of the Committee, one change has been made in the draft policy. Immediately following section 3.2.6, we have added that the City Manager shall provide a standardized form or applil format to insure that the necessary information to evaluate the request is provided. I would recommend your approval uepamriart neao Manager's Comments: Qty Manager Assodalled Information: Order, Policy. Finance Director Legal Approval: IN licRar Int oduced for X Passage _ First Reading Paw— of Referral 01-300 F AscigiW mCouOcibr lkemble. July 23, 2001 CITY OF BANGOR (MLE.) Order, Adopting Polley on Nrding of Non -Profit Organizations By tee CRy Coozm7 of Bre Qty ofaswor. ORDERED, That the attached policy an Funding of Non -Profit Organizations is hereby adopted. IN CITY COUNCIL July 23. 2001 Notion Made and Seconded for Passage Passed I BBB (TITLE,) Adoptive Police on Ponding of Non -Profit Ocganiaatiooa B Fqw WCouncilor _ f / X44 W 01-300 :1r U MMUNTit ak trir` 1.0 PURPOSE The purpose of this policy is to outline the circumstances under which the City of Bangor will consider making a contribution W 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 W not contribute funds W non-profit organizations for general or unspecified operating purposes. Generally, non-profit organizations do not pay property taxes, and the qty 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 over- riding municipal interest is Involved and the conditions specified below are met 3.0 PROCEDURES FOR PROCESSING REQUESTS 3.1 Operating Requests When a request for general operating assistance is received from a non-profit organization, the City Manager is authorized W respond to that request with a standard form letter indicating the QWs 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 Qty Manager's Office: 3.2.1 A brief des iption 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 wised; o1-3qo 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 arteria 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 Gty Council with a request that 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 clays, the City Manager shall respond W the questioning organization in writing informing them 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 Me need for the program and project and Its 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 of targeted beneficiaries should be taken into account. 01-300 Programs or projects which benefit small or select numbers of individuals shall generally be denied funding. 3.4.4 The extent W 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 to 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 0nal decision will be made by the full City Council at the point where R 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 organisations and programs as an element of the annual budget process and may continue to do so: 4.1.1 4n of July Corporation 4.1.2 Bangor Convention and Vistors 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 this 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 polity 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 Cities or to provide financial support to non-proflt agencies working 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 agendes. 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 not 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 REVIEW The City Manager shall review this polity as necessary and recommend such changes as may be appropriate to the full Council.