R15-055 1 RESOLUTION NO. R15 - 055
2
3 A RESOLUTION OF THE CITY OF BOYNTON BEACH,
4 FLORIDA, ESTABLISHING A COMMUNITY SUPPORT
5 FUNDS POLICY; RESCINDING ALL PREVIOUS
6 RESOLUTIONS AND POLICIES GOVERNING
7 EXPENDITURES OF COMMUNITY INVESTMENT
8 FUNDS; AND PROVIDING AN EFFECTIVE DATE.
9
10 WHEREAS, the City Commission of the City of Boynton Beach desires to establish
11 a Community Support Funds policy, to provide a source of discretionary funding to support
12 projects and activities in the City which are accessible and beneficial to the citizens of the
13 City; and.
14 WHEREAS, passage of this Resolution will rescind all previous Resolutions and
15 policies governing expenditures of Community Support Funds.
16 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
17 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
18 Section 1. The foregoing "WHEREAS" clauses are true and correct and
19 hereby ratified and confirmed by the City Commission
20 Section 2. That the City Commission of the City of Boynton Beach does hereby
21 establish a Community Support Funds Policy as follows:
22 PURPOSE: The purpose of the Community Support Funds (CSF) is to provide a source of
23 discretionary funding to support projects, programs and activities in the City which are
24 accessible and beneficial to the citizens of the City. Due to the broad and diverse nature of
25 programs or projects that may be eligible for funding from the Community Support Funds, no
26 specific list of eligible projects, programs, or activities is appropriate.
27
28 SCOPE: This policy recognizes that there is a specific line item in the City Commission
29 portion of the City's annual budget. Each year, in the annual budget adoption process, the
30 City Commission shall consider an appropriation for Community Support Funds. The
31 Commission is not required to appropriate Community Support Funds but when it does, the
32 amount appropriated, if any, shall be available for distribution by the Mayor and City
33 Commissioners in equal amounts only for qualified programs or projects. By way of
34 example: If the Commission budgets $10,000, the Mayor and each Commissioner may
35 request Commission approval for distributions up to $2,000 for the year that the funds are
36 appropriated.
37
38
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39
40
41 CRITERIA FOR ELIGIBILITY: Eligibility for funding shall be conditioned on a finding
42 by the City Commission that:
43
44 1. Public funds should not be used to improve private property unless the public record
45 demonstrates a clear public need, purpose and benefit;
46 2. The recipient/payee will use 100% of the funds to provide services within the City;
47 3. The public purpose is beneficial to the entire community served by such donation and
48 to the City as a whole; and
49 4. Proper safeguards shall be implemented by the City administration to assure that the
50 funds will be used for the stated purpose, such as:
51 a. Prior to receiving any funds, the recipient must complete a W -9 Request for
52 Taxpayer Identification Number Form in order to be added to the City's
53 vendor list.
54 b. Within 60 days of receipt of funds, the recipient must provide the Finance
55 Director appropriate backup documentation demonstrating the funds were
56 used for the stated purpose approved by the Commission.
57 c. Should the recipient fail to submit the appropriate documentation within the
58 allotted time, the City Commission may deem the recipient ineligible for any
59 future funding and may demand repayment from the recipient.
60
61 The findings of the City Commission as to each of these required elements must be reflected
62 in the record of a public meeting prior to the Commission's approval.
63 PROCEDURE FOR CONSIDERATION OF EXPENDITURES: The procedures for
64 expenditures from the Community Support Funds are as follows:
65 1. The Mayor or any member of the City Commission shall make a request to the City
66 Clerk for the expenditure of funds. The requesting member of the City Commission
67 must have a written request from the entity seeking funds. The written request must
68 contain a narrative explanation indicating how the funds will be used and an
69 affirmative acknowledgement that the requestor understands and will comply with the
70 above listed conditions for eligibility and use. The written request will be forwarded
71 to the City Commission along with Exhibit "A" (see Step 2).
72 2. The City Clerk shall complete a Community Support Fund Request Form (form
73 attached as Exhibit "A ") and confirm the funds are available with the Finance
74 Director.
{00076519.1306- 9001821 } 2
75 3. If the appropriate funds are available the City Clerk will schedule the matter to be
76 considered by the City Commission at the next scheduled City Commission meeting
77 under New Business.
78 4. The City Commission shall act on the request for expenditure by approving or
79 disapproving the agenda item. A majority vote is required for approval of the
80 expenditure.
81 DISCRETIONARY NATURE OF COMMISSION ACTION: The decision of the City
82 Commission to approve or disapprove a requested distribution of Community Support Funds
83 is discretionary and is not subject to appeal, review or challenge.
�'Y subject pp e. g
84
85 Section 3. That any and all previous Resolutions and/or Policies governing expenditures
86 of Community Support Funds are rescinded.
87 Section 4. That this Resolution will become effective immediately upon passage.
88 PASSED AND ADOPTED this 19 day of May, 2015.
89
90 CITY OF BOYNTON BEACH, FLORIDA
91
92 YES NO
93
94 Mayor — Jerry Taylor
95
96 Vice Mayor — Joe Casello
97
98 Commissioner — David T. Merker
99
100 Commissioner — Mack McCray ✓
101
102 Commissioner — Michael M. Fitzpatrick ✓
103
104
105 VOTE '"
106 ATTEST:
107
108 ' _
109 dim., 11 • r� - - •
110 Jan : M. Prainito, MMC
111 C
• ,
y..
113 J � 3
114
115 (Co ) ate "-al �,GN
116
{00076519.1 r te. g 3
117
118
119 EXHIBIT A
120
121 COMMUNITY SUPPORT FUNDS
122 REQUEST FORM
123
124
125 Part I - Summary of Request (to be completed by City Clerk)
126
127 Date of Request:
128 Requested by Mayor /Commissioner:
129 Amount Requested: $
130 Recipient/Payee:
131 Description of project, program, or activity to be funded:
132
133
134
135
136
137 Part II - Availability of funds
138
139 The annual appropriation of funds available to the requesting Member of the
140 Commission listed above is $
141
142 The balance of funds available for the requesting Member of the Commission is
143 $
144
145 Accordingly:
146
147 ❑ There are funds available as requested
148 ❑ There are insufficient funds available as requested
149
150 Dated: By:
151 City Clerk
152
153 Part III - Eligibility Evaluation
154
155 ❑ Public funds will not be used to improve private property unless there is a clear public
156 need, purpose and benefit
157 ❑ The recipient/payee provides services within the City
158 ❑ The public purpose is beneficial to the entire community served by such donation
159
160 Dated: By:
161 Requesting Member of the City Commission
162
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R15 -055
CITY OF BOYNTON BEACH
COMMUNITY SUPPORT FUNDS POLICY
PURPOSE: The purpose of the Community Support Funds (CSF) is to provide a
source of discretionary funding to support projects, programs and activities in the City
which are accessible and beneficial to the citizens of the City. Due to the broad and
diverse nature of programs or projects that may be eligible for funding from the
Community Support Funds, no specific list of eligible projects, programs, or activities is
appropriate.
SCOPE: This policy recognizes that there is a specific line item in the City Commission
portion of the City's annual budget. Each year, in the annual budget adoption process,
the City Commission shall consider an appropriation for Community Support Funds.
The Commission is not required to appropriate Community Support Funds but when it
does, the amount appropriated, if any, shall be available for distribution by the Mayor
and City Commissioners in equal amounts only for qualified programs or projects. By
way of example: If the Commission budgets $10,000, the Mayor and each
Commissioner may request distributions up to $2,000 for the year that the funds are
appropriated.
CRITERIA FOR ELIGIBILITY: Eligibility for funding shall be conditioned on a finding by
the City Commission that:
1. Public funds should not be used to improve private property unless there is a
clear public need, purpose and benefit; and
2. The recipient/payee will use 100% of the funds to provide services within the
City; and
3. The public purpose is beneficial to the entire community served by such donation
and to the City as a whole; and
4. Proper safeguards shall be implemented by the City administration to assure that
the funds will be used for the stated purpose, such as:
a. Prior to receiving any funds, the recipient must complete a W -9 Request for
Taxpayer Identification Number Form in order to be added to the City's
vendor list.
b. Within 60 days of receipt of funds, the recipient must provide the Finance
Director appropriate backup documentation demonstrating the funds were
used for the stated purpose approved by the Commission.
c. Should the recipient fail to submit the appropriate documentation within the
allotted time, the City Commission may deem the recipient ineligible for any
future funding.
The findings of the City Commission as to each of these required elements shall be
inferred from the Commission's approval or disapproval of the requested distribution
without the need for separate findings.
PROCEDURE FOR CONSIDERATION OF EXPENDITURES: The procedures for
expenditures from the Community Support Funds are as follows:
S: \CC \WP \COMMUNITY INVESTMENT FUNDS\ Community _Support_Funs_Policy.2015.doc
R15 -055
1. The Mayor or any member of the City Commission shall make a request to the
City Clerk for the expenditure of funds. The requesting member of the City
Commission must have a written request from the entity seeking funds. The
written request must contain a narrative explanation indicating how the funds will
be used and an affirmative acknowledgement that the requestor understands and
will comply with the above listed conditions for eligibility and use. The written
request will be forwarded to the City Commission along with Exhibit "A" (see Step
2).
2. The City Clerk shall complete a Community Support Fund Request Form (form
attached as Exhibit "A ") and confirm the funds are available with the Finance
Director.
3. If the appropriate funds are available the City Clerk will schedule the matter to be
considered by the City Commission at the next scheduled City Commission
meeting under New Business.
4. The City Commission shall act on the request for expenditure by approving or
disapproving the agenda item. A majority vote is required for approval of the
expenditure.
DISCRETIONARY NATURE OF COMMISSION ACTION: The decision of the City
Commission to approve or disapprove a requested distribution of Community
Support Funds is discretionary and is not subject to appeal, review or challenge.
S: \CC \WP \COMMUNITY INVESTMENT FUNDS\ Community _Support_Funs_Policy.2015.doc
R15 -055
EXHIBIT "A"
COMMUNITY SUPPORT FUNDS
REQUEST FORM
Part I - Summary of Request (to be completed by City Clerk)
Date of Request:
Requested by Mayor /Commissioner:
Amount Requested: $
Recipient/Payee:
Description of project, program, or activity to be funded:
Part II - Availability of funds
The annual appropriation of funds available to the requesting Member of the
Commission listed above is $
The balance of funds available for the requesting Member of the Commission is
Accordingly:
There are funds available as requested
There are insufficient funds available as requested
Dated: By:
City Clerk
Part III - Eligibility Evaluation
L Public funds will not be used to improve private property unless there is a clear
public need, purpose and benefit
❑ The recipient/payee provides services within the City
❑ The public purpose is beneficial to the entire community served by such donation
Dated: By:
Requesting Member of the City Commission