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HomeMy WebLinkAboutPH 1 & 2 REV SHARING 07-18-83 Inter-Corn July 12, 1983 ~ TO: FROM: 5 UBJ ECT: HONORABLE MAYOR AND CITY COUNCIL BILL HUSTON, CITY MANAGER 1983-84 PRELIMINARY BUDGET AND PROPOSED USE OF GENERAL REVENUE SHARING FUNDS. .The City Council continued hearings from its July 5, 1983 meeting. Any additional information staff has regarding the budget will be presented verbally at Monday's meeting. BH:dmt NO. 2 TO: FRO~: S UBJ ECT: William A. Huston, City Manager Director of Community and Administrative Services STATUS REPORT: 83/84 REVENUE SHARING REQUESTS Under the system'Council adopted earlier this year, applicants for revenue sharing funds may submit applications no later than fifteen days after the 83/84 budget is adopted. If the budget is adopted July 18, the application deadline would be August 2. If the budget is adopted August 1, the deadline would be August 16. For your information, the following applications have been submitted to date: Family Service Association Boys Club of Tustin Christian Temporary Housing Facility Feedback Foundation/TLC Santa Ana/Tust.in Meals on Wheels Assessment and Treatment Services Center $6,600 $6,000 $10,000 $3,000 $4,000 1o,ooo In addition, staff has'sent application materials to Lestonnac Free Clinic, L.P. Repertory, COPES, and The Villa; all will probably submit applications before the deadline. According to the new policy which Council adopted in March, when the budget is adopted, Council should earmark a l u~ sum for all non-profit revenue sharing agencies . Staff and the Revenue Sharing Review Committee will then evaluate all applications and make a recommendation to Council regarding which agencies should be funded and to what amount. Staff requests input from Council as to any qualified citizens who may be willing to serve on the Revenue Sharing Review Committee. A copy of the policy which Council adopted is attached for information~ Royleen A. White, Director Community and Administrative Services RAW/kaw Attachment :)ATE: March 15, 1983 Inter -Cone $ UBJ ECT': William A. Huston, City Manager Royleen A. White, Director of Community & Administrative Services REVENUE SHARING CRITERIA RECOIV~IENDATIONS 1. Council to adopt attached policies and procedures regarding financial support for community.non-profit organizations. 2. Pleasure of Council regarding establishment of citizens review committee. BACKGROUND In 1982, Council received numerous requests for revenue sharing funding from community non-profit groups. Because the City had no established policy or procedure for these requests, it was often difficult for staff to research these applications. Staff was requested to formulate revenue sharing policies and procedures in order to make the 1983 process fair and logical. The. attached policy suggests the procedure, time lin~, and. criteria for the revenue sharing process as regards to community non-profit groups. It has been reviewed by the Community Services Director, Police Chief, and Finance Director; the process, time line, and criteria all meet general revenue sharing gOld,lines as outlined by the federal government. Staff feels that this is an equitable process which would allow all groups to have an opportunity to present their need, and give the council the opportunity to make a fair decision regarding funding. SUMMARY OF PROPOSAL A time table is established, in order that all groups have an equal opportunity to compete for funding; however, the City Council retains the right to not allocate money for community groups if Council feels that city-initiated projects better serve the public good. The application process can begin as early as March, before the proposed-use hearing; in keeping to federal guidelines, applications will be accepted until 15 days after the City's budget is adopted, usually sometime in June or July. Bo In addition to the proposed-use hearing before the Finance Director, the City Council would hold a public hearing as part of the budget process. in May or June. C. Once the application deadline is reached, no further applications would be accepted. Revenue Sharing Criteria Page Two II. Citizens Review Committee Staff suggests that a review committee be created in order to screen all applications. Staff anticipates that this committee be comprised of 5 to 7 Tustin residents, selected by staff, Council or both, Staff feels that such a committee would be a great benefit to the Council, being a means to establish citizen-input during the revenue sharing process. Staff definitely recm~m~ends that this committee be "ad hoc" and that it be created only for the purpose of the review and then disbanded. In the next budget year, different citizens could be requested to serve on the committee, thus creating a wide spectrum of community involvement. Be While staff feels that with proper Council and staff guidance, the committee could be very efficient, whether or not to have a committee is strictly a Council decision. Should Council chose not to have a committee, staff would screen the 'applications for council review and make the recommendations. The policies and procedures were adapted from those used by several other cities in Orang, County.' These cities~have .had success; .staff feels they are equitable and reasonable. RAW:kaw Attachment: Policy & Criteria PROPOSED COUNCIL POLICY SUBJECT: FINANCIAL SUPPORT FOR COMMUNITY NON-PROFIT ORGANIZATIONS PURPOSE: It is the purpose of this policy to define the priorities, methods and procedures for the disbursement of available City of Tustin General Revenue Sharing Funds to community-based, non-profit organizations that actively enhance the quality of life for Tustin residents. POLICY: It is the policy of the City of Tustin to allocate General Revenue S-l~-~Ft-~g Funds when available, once each year, to community non-profit organiza- tions on a priority basis, provided they meet the following requirements and guidelines. PROCEDURE: 'A. General mandatory guidelines for organizations. 1. They must: Be a non-profit community organization committed to enhancing the quality of life for Tustin residents. 2. Serve Tustin residents, and provide documentation of such service. 3. Compete with other organizations for limited available funding. '4. Adhere to .the policies and~ordinances of. the City of Tustin. 5. Be registered with *the-State of California as a non-pro[it community organization, or for new organizations, be registered at the time the grant is awarded. 6. Have a Board of Directors, whose meetings are open to the public. 7. Carry adequate public liability insurance naming the City of Tustin as an additional insured as may be required by the City. 8. Provide the City of Tustin with a copy of current constitution/ bylaws and policy and procedures. 9. Not discriminate in employment or in clients served because of race, religion, sex, or national origin. 10. Demonstrate ability to generate financial and human resources from other sources. 11. 12. Be accountable for revenue and expenditures through standard book- keeping procedures. An annual audit at the agency's expense may be required, with the results available to the City of Tustin upon request. Provide access to periodic on-site reviews by City staff (and/or the revenue-sharing review committee if desired) for purposes of monitoring the program. Proposed Council Policy Page Two 13. Provide the City with an interim six-month report and an end-of-the- year full financial accounting and narrative report. The interim or progress report shall be in writing, may be brief, but should include a detailed financial summary and program evaluation. These reports will be reviewed by the City staff and City Council. 14. Apply at the specified time on the appropriate application form. Time Line 1. March 1-- Applications available and application process begins. 2. March/April--Proposed-Use hearing (held by Finance Director). · 3. May/June--City Council holds public revenue-sharing hearings as part of the budget process. June--City Council establishes revenue-sharing funding levels; these funding levels would be identified by project for City-coordinated projects, while revenue-sharing for non-profit community groups (if available) would be identi~ed as a lump sum. 5..June/July--If money is atlocated to non-profit groups, notify groups of the application deadline (fifteen days after budget adopted). If there are no funds available, advise the community. July--Deadline for submission of applications. Following deadline staff (and Committee if desired) will review and screen applica- tions. 7. August--Recommendation to City Council on organizations to be funded. 8. Mid-August-,City Council makes final decision regarding funJing levels. Categorical guidelines: Each year staff and the revenue sha~ing review committee will develop the recommendations for funding within the following categorical guidelines. These guidelines are not in order ofpriority. Crisis intervention and/or center: provides support to residential referral or other care facilities which are staffed with pro- fessionals or para-professionals for the purpose of dealing with crisis situations. Specifically, crises homes provide individuals needing immediate assistance or counseling to solve an urgent problem, or for individuals requiring protective services that temporarily provide a shelter away from the family environment. Proposed Council Policy Page Three Youth services: Provides services to youth in such areas as counseling, emergency referrals, outreach, rehabilitation, and transportation. 3o Senior Citizens: Provides support to the elderly by assisting them to participate in programs of meals, transportation, in-home supportive services, and the like. Physically handicapped/mentally disabled: Provide support to dis- abled persons by assisting them to gain access to programs and services vital to their well-being. 5. Children's day care: Provides Support to child care programs. Health and safety: Provides support to programs that include first aid, CPR training, water safety and other programs that relate to improving physical health. Youth serving agencies: Provides support for programs providing social development and informal education programs for children and youth. ~ Be Performing and Fine arts~-PPovides support for music, theatre, fine and visual arts; and th~se groups which offer programs of instruction, appreciation and exhibits to the public. Youth Athletic Organizations: Provides support to organizations providing opportunity for participation in organized athletics for children and youth. 10. Other services: Provides support for those services needed in the community which may not be described adequately within the context of the preceding definitions. D. Additional Funding Criteria 1. Funding level will be the City's determination; this may not corellate with amount requested by non-profit agency. 2. Funding.will be allocated only to those organizations who can clearly show service to Tust~n residents. 3. Funding granted in one year does not assure the applicant of any future funding. RAW:kaw 3/15/83 AGENDA DATE: June 29, 1983 PUBLIC HEARINGS No. 1 and No. 2 7-5-83 (no meeting) ' Inter-Corn TO: FROI'I: SUBJECT: HONORAB'LE MAYOR AND CITY couNCIL BILL HUSTON, CITY MANAGER PUBLIC HEARINGS - 1983-84 PRELIMINARY BUDGET AND PROPOSED USE OF .REVENUE SHARING FUNDS RE COMMENDAT ION: That the City Council close the public hearings and schedule the budget for final adoption on July 18, 1983. At the previous meeting, Councilman Edgar requested additional information con- cerning the water debt surcharge and the financial implications of activating a new water well. A report concerning the debt surcharge is attached. A verbal report will be presented at the meeting concerning the well. The City's revenue sharing guidelines provide that organizations may file requests for revenue sharing until ten days after the budget is adopted by the City Council. Staff will be reco~nending at the July 18, ~983 meeting, that the City Council appropriate a lump sum of revenue sharing for outside organizations with the specific amounts for each organization to be determined August 15, 1983. This procedure (previously adopted by the City Council) will enable the City Council to establish the maximum amount of revenue sharing funds to be appropriated in 1983-84 and avoid the problems created when outside organizations file requests for funds throughout the year. Staff will submit a report to the City Council prior to July 18, 1983 which sum- marizes the requests for revenue sharing filed to date. BH:dmt June 28, 1983 Inter - C om TO: Bill Huston, City M~r FROM: Ron Nault, Finance~ SUBJ[CT: Water Fund - Surcharge Analysis At the budget hearing held June 20, 1983 the Council requested additional detail concerning the water fund surcharge collections. The following details the bi- monthly collection of the surcharge and the projected balance for 6-30-83 and 6-30-84. Two items to be kept in mind, the surcharge was intended to collect 75% of the necessary resources with the balance coming from the commodity charges; secondly, the first full billing cycle was prorated so that only two and one-half cycles were billed with the new rates through 6-30-83. WATER FUND SURCHARGE-PROJECTED COLLECTIONS Based on: 13,807 meters 10,643 multiple units As of January 1, 1983 Surcharge intended to collect 75% of annual cost of: $191,500 450,000 451,900 Bond debt service, interest only Bond principal accumulation Acquisition cost as of November 1983 Based on the meter and multiple units, bi-monthly collections: $ 23,938 56,250 56,488 Bond interest Bond principal Acql~isition $ 59,843 140,625 141,219 $352,624 (341,687) Projected collection Jan. - June 1983 Comprised of: Bond interest only @ 75% Bond principal only @ 75% Acquisition cost @ 75% $ 10,937 Variance $846,298 (820,050) Projected collection July 1983-June 1984 Comprised of: Bond interest only @ 75% $143,625 Bond principal @ 75% 337,500 Acquisition @ 75% 338,925 $ 26,248 Variance Bill Huston, City Manager Water Fund-Surcharge Analysis June 28, 1983 page 2. The projected variances are primarily the result of rounding up the original recommendations made by the Montgomery study. I would recommend that this variance be viewed in one of three ways: (1) let the variance help mitigate any surcharge increase that may result regarding the acquisition after November 1983; (2) let the variance contribute to any pass-through requirements, or (3) let any variance in surcharge collections contribute to the accumulation of positive re- serves in the water fund. PAYMENT SCHEDULE OF OUTSTANDING DEBT Bond interest only $ 47,875 payable 3/3, 6/30, 9/30, 12/31 Bond principal payments 900,000 300,000 300,000 300,000 500,000 payable 1/85 payable 5/89 payable 11/90 payable 3/91 payable 6/93 Acquisition $451,900 payable 11/83 Future payment schedule and amounts unknown at this time.