Page 1 of 16 WORK SESSION MEMORANDUM Work Session Date: To: Re: May 1, 2017 at 6:00 p.m. City Council Chambers 448 East 1 st Street, Room 190 City of Salida, Colorado Mayor and City Council City Council Work Session I. Community Funding Process Guy Patterson II. III. City Council Meeting Procedures Guy Patterson Park Rental Fees Guy Patterson
Page 2 of 16 MEMORANDUM DATE: May 1, 2017 FROM: Guy Patterson, City Administrator TO: Mayor LiVecchi & City Council SUBJECT: Community Grants Protocol It has been requested Council review the protocol for processing and awarding the Salida community grant program. The program has been around over the years but never funded at a similar level. For example, in FY2016 the budget for this line item (10-56-5570-0, Community Support Grants) was $6,000. In FY2017 the amended budget was $31,000 funding 22 projects through 21 applicants. The average grant award was $1,428.57 and the largest award was $5,000 to the Chaffee Shuttle for salaries for drivers. Along with the current structure, Administration would suggest the following modifications: Grants will be prioritized. First will be 501(c)3 organizations who provide for the betterment of Salida and/or Chaffee County. Second will be community service groups who have no 501(c)3 designation but also provide for the betterment of Salida and/or Chaffee County. Other governmental agencies or for-profit entities will not be funded. It should be noted that it is not uncommon for granting agencies to ONLY award 501(c)3 non-profits. The priority of the recipients should be limited to Salida-based first and Chaffee County second. Money should not be awarded to applicants outside those two areas. There will be a grant limit ($1,000, $3,000, etc). This will encourage tax dollars being more broadly distributed. This will be at Council discretion annually. Years when there are less funds to distribute the cap could be lower and vice-versa. Grant money can only be used to fund specific programs and not to generally underwrite the day-to-day operations of the entity. Nor can it be used to defray costs associated with government (property taxes, etc). Applicants should be very detailed and specific on how the grant will be used. No specific project can be funded two cycles in a row. Applicants not awarded in the prior cycle will have priority in the new cycle. If Council wants to award a program annually they might consider another line item for this purpose so that both the Council and the program may budget accordingly. An entity can only receive one award per cycle. Applicants must provide budgets for their organization. This is a common granting process. The idea is that if an organization has a $100,000 annual budget but pays their executive
Page 3 of 16 director $75,000 they don t need taxpayer subsidized grant money. It is not uncommon for granting agencies to ask applicants for financial statements (balance sheet, etc) and a list of officers and/or directors. Applicants must provide an up-to-date budget for the program and not a general budget for the entity in its entirety. Applicant submissions will be limited to a defined number of pages. For instance, an entire grant application cannot be longer than 8 pages including program description, entity background, financials, support letters, etc. Council should make every effort to standardize the period when grant applications are due and awarded (first quarter, July 1, etc.). This will allow for applicants to have some stability in their budget process. Awards given to applicants who already receive money from the City of Salida in any form should be discouraged (membership dues, grant participation, etc). Applicants who fail to abide by any and all reporting requirements in the prior year will not be prioritized in the current year.
Page 4 of 16 COMMUNITY FUNDING REQUESTS EVALUATION GUIDELINES EVALUATION CRITERIA: 1. Operating Budget Impact Will this project cost the City anything in the future? 0 pts City funding will be required in the future to help manage or maintain what results from this project 3 pts A very small amount of City funds may be needed in the future for maintenance and/or operations 5 pts No City dollars will be needed in the future for maintenance and/or operations; financial benefits are expected to outweigh costs 2. Impact to City Staff and/or Facilities How will the project affect City property and staffing resources during or after the project? 0 pts Project requires new infrastructure and support from the City or considerable staff time will be required now or in the future to help manage or maintain what results from this project 3 pts Very limited City staff time required to help manage or maintain what results from this project 5 pts No City staff time is needed or requested for future maintenance and/or operations; project has no negative impact on the City s current infrastructure or properties 3. Future Dependence on the City Is this a one-time project or an on-going activity or program? 0 pts This is a program for which funds need to be raised annually 3 pts This is a new or continuing program but other sources of funding are secure and the City will not likely be asked for annual support 5 pts This is a one-time project (or event) 4. Quality of Life Benefits for the Community How many people benefit and is the project aligned with other City priorities? 0 pt No easily identified benefit to many citizens 3 pts Project will positively impact one or two groups of citizens, including the under-served, and has broad public support 5 pts Project will positively impact a significant portion of the community, has broad support of citizens and is in alignment with the City s Comprehensive Plan, Parks Master Plan or other council approved guiding documents 5. Feasibility & Implementation Risk Are there significant obstacles or unknown factors that may prevent the project from being completed as proposed? 0 pt Requesting entity has not completed a feasibility analysis, has budgetary constraints and/or timing issues that jeopardize the project s successful completion 3 pts Slight possibility of timing issues or other delays, but project seems reasonably well planned and feasible 5 pts Project is thoroughly vetted and is expected to be completed on time and on budget and will meet the stated need 6. Implication of Reduced or Delayed Funding for the Project What happens if the City awards partial funding or delays the funding until the following year? 0 pt Deferring the funding will not eliminate the opportunity altogether (such as a date specific project, matching grant funds, etc.) or create a noticeable disruption of any services 3 pts Deferring the funding will result in a disruption to community services / benefits, and it will be more difficult or costly to complete the project at a later date 5 pts Deferring the funding will cause a noticeable disruption to an established program within the community and / or will terminate the opportunity to complete the proposed project
Page 5 of 16 MEMORANDUM DATE: May 1, 2017 FROM: Guy Patterson, City Administrator TO: Mayor LiVecchi & City Council SUBJECT: Council Meeting Rules and Procedures It has been requested Council review the meeting rules and procedures used to govern Council activities. In 2001, Council passed Resolution 18-2001 A Resolution of the City Council for the City of Salida, Colorado Amending the Salida City Council Meeting Rules of Procedure. This document detailed the processes and procedures regarding agendas, meeting protocol, violations of order, etc. This was an ordinance amending Resolution 17-2000. It appears no further formal action was taken to amend any of this resolution until Resolution 91-2008 which amended meeting days. It moved the Council meetings from the first and third Monday to the same schedule on Tuesday due to schedule conflicts and timing considerations for preparation and review of Council materials While not specifically citing it, this did effectively amend Section A of Resolution 18-2001 while the remainder of that resolution stayed intact. The next Council action in regards to meeting procedures took place with the passage of Resolution 28-2014. This again effectively amended Section A of Resolution 18-2001 by repealing the policy to not allow any Council meeting to go past 8pm without a motion, second and affirmative vote of the Council. The remainder of 18-2001 stayed intact. To this day, Resolution 18-2001 substantially should be the guiding document, with noted amendments, for the protocol of the Salida City Council. All of the aforementioned resolutions have been included in your Council packet for reference.
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Page 13 of 16 MEMORANDUM DATE: May 1, 2017 FROM: Guy Patterson, City Administrator TO: Mayor LiVecchi & City Council SUBJECT: Park Fees It has been requested Council review the procedures for park fees within Salida. The general question is why are citizens of Salida charged a park use fee? Could the procedure be returned to just holding a deposit with no associated fee? Currently Salida has a three-level park application system: Level A- Level B- Level C- Private Parties Events to which the public is invited that may require permits for street closure, alcohol, amplified sound. Political rallies, memorial services & short notice events. The attached spreadsheet outlines the various requirements for each level of application. Please notice that each level has the same park use fee and damage deposit regardless the size of the event. As the size and scope of the event grows, the costs associated grow. Larger events are required to have applicable food and sales tax licenses, liquor permits, professional trash removal, etc. The revenues for park fees are deposited in the Pool & Recreation department with the bulk going to 10-51-4541-0, Park Rental Charges. Last year this line received $16,472.50. The budgeted revenue for FY2017 is $16,000 keeping in mind that the Scout Hut will be offline for the summer season. To date, the City has received $3,870. Staff has no ability to know how much of this revenue was received by Salida residents versus those who reside outside City limits. That said, it is a reasonable assumption that the majority of fees paid come from residents.
Page 14 of 16 City of Salida, CO Park Application and Fee Review 21-Apr-17 Application scope Park Use Fee Electricity Damage Deposit Riverside Park Other A. Private $50/4 hours or Parties $100/park/day The public is not invited to your event or your event requires no additional permits (including liquor permits, which are only granted to 501c3 organizations) or safety considerations. Examples include private gatherings such as family reunions, school reunions, birthday parties, etc. An amplified sound permit may be necessary. $10 $75 All parks except Riverside. Please make this a separate check so it can be refunded or destroyed if the park is left in satisfactory condition $150 Riverside Park/Band Shell. The permit holder must pick up and sign for the band shell key at the Aquatic Center prior to the event. County Health policy REQUIRES 1 toilet/50 people. Events with over 100 attendees must have additional portable toilets. Events with 50 or more participants require a professional trash service. You are responsible for trash removal during and after your event.
Page 15 of 16 B. Events to which the public is invited that may require permits for street closures, alcohol, amplified sound. The general public is invited or if $50/4 hours or your event requires the following: -$100/park/day insurance (all public events) - liquor licensing (non-profit organizations only) - street use and closures - vendors You must also include a letter of intent to the City Council and Mayor clearly outlining the purpose of the gathering. Your letter should include the date, time of event, number of attendees, sponsors of the event, beneficiaries and any other pertinent information. Once the application is submitted, the City will schedule a pre-event meeting with Fire, Police, Public Works and event planners to discuss logistics. After Fire, Police and Public Works sign off on the logistics of the event the application will go before City Council for final approval. $10 $75 All parks except Riverside. Please make this a separate check so it can be refunded or destroyed if the park is left in satisfactory condition $150 Riverside Park/Band Shell. The permit holder must pick up and sign for the band shell key at the Aquatic Center prior to the event. Are streets closed? If yes, it is the applicant's responsibility to circulate and submit a petition signed by abutting residents/merchants as to their support or non-support of the closure. Do you plan on using any portion of the Salida Trail System (STS) during your event? Please attach an event site plan including venues, street closures, parade/race routes, emergency vehicle access routes, portable toilet placement, vendor booths, etc. OUTLINE (on the site map) THE AREA WHERE ALCOHOL WILL BE DISTRIBUTED. Will there be amplified sound? If yes, please fill out the attached AMPLIFIED SOUND PERMIT. County Health policy REQUIRES 1 toilet/50 people. Events with 50 or more participants require a professional trash service. Will any food or merchandise be sold? If yes, FOOD AND SALES TAX LICENSES MUST BE OBTAINED. Vendors must have a fire extinguisher on site. Will alcoholic beverages be sold and/or dispensed at your event? If yes, please fill out the attached Application f S i l E t P it d b it it
Page 16 of 16 C. Political Rallies, Memorial Services & Short notice events The event is scheduled on short notice beyond your control and your organization could not go before the City Council for final approval. Examples include Memorial Services and other qualifying events as determined by City Administration. General Guidelines: The general public is invited. Event is less than two hours. No roads will be closed. $50/4 hours or $100/park/day $10 $75 All parks except Riverside. Please make this a separate check so it can be refunded or destroyed if the park is left in satisfactory condition $150 Riverside Park/Band Shell. The permit holder must pick up and sign for the band shell key at the Aquatic Center prior to the event. Will there be amplified sound? If yes, please fill out the attached AMPLIFIED SOUND PERMIT. County Health policy REQUIRES 1 toilet/50 people. Events with 50 or more participants require a professional trash service. Will any food or merchandise be sold? If yes, FOOD AND SALES TAX LICENSES MUST BE OBTAINED. Please explain your Emergency Action Plan, including first aid stations and communication with public safety agencies.