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HomeMy WebLinkAbout1994 02-15 FCA• AGENDA BROOKLYN CENTER FINANCIAL COMMISSION February 15, 1994 City Hall Council Chambers 1. Call to Order: 7:00 P.M. 2. Roll call. 3. Approval of Minutes: January 11, 1994 4. Policy and Procedure Relating to City Contractual Services for Nonprofit Organizations 5. Organizational Evaluation Process. 6. Set Date of Next Meeting. 7. Adjournment: 9:00 P.M. 40 MINUTES OF THE PROCEEDINGS OF THE FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER JANUARY 11, 1994 BROOKLYN CENTER CITY HALL, COUNCIL CHAMBERS CALL TO ORDER Vice Chair Ned Storla called the meeting to order at 7:00 P.M. in the City Hall Council Chambers. ROLL CALL Present at roll call were Commissioners: Denis Kelly, Lee Anderson, Ron Christensen, Ned Storla and Larry Peterson. Chair Donn Escher arrived at 7:10 P.M. Also present were Council Liaison Dave Rosene, City Manager Gerald Splinter, and Finance Director Charlie Hansen. ADDroval of Minutes A motion was made by commissioner Denis Kelly to approve the minutes of the November 30, 1993 meeting. Commissioner Larry Peterson seconded the motion and all members voted in favor of it except Lee Anderson who abstained. New Member Lee Anderson was introduced. He is the newly appointed • Commissioner and works for the Minnesota Department of Transportation in the audit section. Adopted 1994 Annual Budaet Gerald Splinter reported on the City Council's action in adopting the 1994 budget. He explained that the City is moving toward a program budget and the inclusion of the Central Garage is an essential step toward that goal. Citv Council Action of DroDosed Dolicies Gerald Splinter reported on the City Council's action in adopting the Capital Improvements Fund Expenditure Policy and the Policy and Procedure on Mayor and Council Member Total Compensation at their January 10, 1994 meeting. These policies were developed by the Financial Commission during 1993 and were unanimously adopted by the City Council. The Personnel Coordinator has been directed to begin the process on Council compensation as described in the policy. Donn Escher requested that a folder of adopted policies be prepared for each member. Staff will try to have this ready to hand out at the next meeting. Financial Commission Chair for 1994 Denis Kelly nominated Donn Escher to be Chair for 1994. Larry • Peterson seconded the nomination and all voted in favor. Donn Escher appointed Ned Storla to be Vice Chair. • Oraanizational Evaluation Process Donn Escher reviewed the history of the process for the benefit of the new members. Gerald Splinter introduced the organizational charts included in the agenda and discussed the operation of the various departments. Donn Escher recommended that the management positions be evaluated under the "Hay System" after the reorganization. Denis Kelly requested more information on the number of people in each department, the flatness of the organization, and the number of supervisors/managers. Next Meetina The next meeting will be Tuesday, February 15, 1994 at 7:00 P.M. ADJOURNMENT At 9:00 P.M. there was a motion by commissioner Denis Kelly and seconded by Commissioner Ned Storla to adjourn the meeting. The motion passed unanimously. • • CITY OF BROOKLYN CENTER POLICY AND PROCEDURE RELATING TO CITY CONTRACTUAL SERVICES FOR NONPROFIT ORGANIZATIONS General The City of Brooklyn Center is aware that there are many worthwhile nonprofit organizations serving Brooklyn Center residents, and that such organizations are supported primarily through public and private funding. Contractual services to such organizations for i the City of Brooklyn Center, when made, will be distributed in accordance with this policy. Purpose ✓ To develop an effective method for receiving and considering requests made to the City of Brooklyn Center from nonprofit organizations. ✓ To maximize the benefits to the citizens of Brooklyn Center from the limited resources available. ✓ To maintain objectivity and equity in granting contractual service requests. • ✓ To provide a means of monitoring and responding to community needs and interests that may change from year to year. General Policy Guidelines The Brooklyn Center City Council is responsible for determining whether financial or in-kind contractual services will be made by the City to assist nonprofit organizations. The City Council will consider the following guidelines in determining which nonprofit organization(s), if any, receive contractual services from the City. This policy should not be construed to obligate the City Council to provide financial or in-kind contractual services. 1. The City Council shall offer contractual services to nonprofit organizations for one year, with the option for contractual services after review and approval by the City Council on an annual basis. All requests for Should be submitted to the City by June 1 for consideration for the following fiscal year (January 1 to December 31). 2. The City Council will give high priority to contractual services to organizations which can demonstrate that the contractual services are used to provide services to Brooklyn Center residents. 3. Contractual service requests will normally be considered in relation to existing City commitments and the target populations served. January 1994 - 1 - commitments and the target populations served. 4. The City Council may request proposals from a variety of alternative sources. 5. Preference will be given to organizations which: a. Have taken affirmative efforts to raise funds to support their efforts. b. Demonstrate in their budgets that there is a continuing concentration on minimization of administrative and overhead costs. c. Cannot be effectively or fully funded through other sources. d. Sponsor programs which have verifiable benefits to the community at large; for example, programs that enhance the effectiveness of City programs. e. Make effective use of volunteer skills and in-kind contributions to reduce the cost of program/service delivery. 6. Final approval of requests are subject to the City's public hearing and budget approval process. Contractual Service Request Guidelines The completion of the following procedures is the responsibility of the City Council. 1. A letter specifying the required information for consideration for contractual services and the deadline for application will be sent to the organizations which have previously idd contractual services €er the City. This information will be available to other interested parties upon request. 2. All written requests for contractual services must be submitted prior to June 1 for consideration for the following fiscal year (January 1 to December 31). An application for contractual services form must be filled out completely and submitted as part of the written request. 3. The City Council may request an oral explanation of the written request from each applicant. 4. The City Council may designate an appropriate City advisory commission to research and monitor groups receiving City contractual services. At the request of the City Council, the designated commission shall monitor' the ee x i :ft by methods available at the time of assessment. 5. City staff may make contractual service recommendations to the City Council based • upon use of the evaluation form for requests. January 1994 -2- APPLICATION FOR CONTRACTUAL SERVICES CITY OF BROOKLYN CENTER (FOR NONPROFIT ORGANIZATION/PROGRAM/AGENCY) Date Submitted! (Deadline is June 1 for consideration for the following fiscal year, January 1 to December 31.) Applicant Organization/Program/Agency Name: Address- City, State, Zip: Phone Number Contact Person- PROGRAM OVERVIEW 1. Generally describe the organization, including its mission, date established, services, and goals. • 2. Explain the areas of expertise of the organization, including a description of the range of staff capability. 3. Describe the target group for services of the organization. • -1- January 1994 • • 4. Describe how the organization is marketed, and to what geographical and demographical areas. 5. Discuss the methodology employed in measuring the effectiveness of the organization. BUDGET DOLLAR AMOUNT REQUESTED FROM CITY $ $ TOTAL ORGANIZATION BUDGET CITY AMOUNT AS % OF TOTAL BUDGET % OF TOTAL BUDGET FOR OVERHEAD AND ADMINISTRATION COSTS 6. List specific secured and anticipated sources of contributions available to the applicant. SECURED (S) OR SOURCE AMOUNT ANTICIPATED (A) • 7. List all other funding organizations explored and the outcome. -2- January 1994 8. List in-kind items requested from the City. • 9. Describe use of all in-kind contributions, and include estimated value of each in-kind contribution. 10. a. Describe use of volunteers. b. Describe how the use of volunteers impaets' your budget. 0 COMMUNITY NEED 11. Explain the community need for the proposed service. -3- January 1994 13. Describe how Brooklyn Center benefits from the services provided. • • • 14. a. Discuss possible alternative sources for those services available within the community. b. Describe why those alternative services are not fulfilling the current needs. 15. State the total numbers of people from all communities who participate or receive direct benefits, and describe how these numbers were determined. TOTAL SERVED LAST YEAR PROJECTED TOTAL TO BE SERVED NEXT YEAR 16. a. State the numbers of residents from Brooklyn Center only who are served, and describe how these numbers were determined. TOTAL SERVED LAST YEAR PROJECTED TOTAL TO BE SERVED NEXT YEAR x.:;.:.;:.:::;::: a.;; -4- January 1994 ORGANIZATION NEED 17. What would be the consequences to your organization of not receiving the amount requested? Inelude -the following supporting documentation thM must accompany this application. If any item is not enclosed, please explain why not. 1. Financial statement for the preceding fiscal year. 2. Proposed budget for the upcoming fiscal year. 3. Data bkuppumi~tat~d substantiating the need for this service in Brooklyn Center. 4. Proof of nonprofit status. 5. List of current Board of Directors. 6. Job descriptions and resumes of key personnel. 7. Statistical or other data measuring effectiveness of the organization. Signature Date Title -5- January 1994 EVALUATION FORM FOR CONTRACTUAL SERVICES CITY OF BROOKLYN CENTER • • City Commission Conducting Evaluation: Date of Evaluation: Applicant Organization/Program/Agency Name: Address- City, State, Zip: Contact Person: Phone Number Date Application Submitted- Budget Year Requested- Score each statement based on the maximum points listed in parentheses next to each item. The higher the score, the more the actual request is equated to the statement. A total of 100 points is possible. For Y/N responses, select Y for yes or N for no. A. PROGRAM OVERVIEW (20) ( (.1. The application and supporting documents were submitted in a timely fashion for inclusion in the annual budget. (5) 2. The applicant has a realistic view of theif its resources and the organization is limited to its level of competence. The applicant indicates the availability of an effective staff, if applicable. (5) 3. The applicant has demonstrated the ability effectively to reach its target/demographical and geographical areas. (5) 4. The methodology employed to measure the organization's effectiveness is effective, clear, and concise. B. BUDGET (30) (10) 1. The total amount requested from the City of Brooklyn Center is reasonable given the overall organization's budget. (10) 2. The budget request is reasonable given the objectives of the proposal for the contractual services. (10) 3. The administrative and program service costs are in reasonable balance. (Y/N) 4. The use of volunteers is reasonable and cost effective. (Y/N) 5. Other funding sources have been explored. C. COMMUNITY NEED (3% (10) 1. The applicant is meeting an important community need. (10) 2. The extent of this service does not overlap with services provided elsewhere in the community. (18}O3. The number of Brooklyn Center residents served is high in relation to the amount requested. D. ORGANIZATION NEED (20) (10) 1. The program is not viable without local government support. (5) 2. There are few, if any, alternate sources of funding available to the applicant. (5) 3. The organization's request does not create an ongoing demand for funding in future budgets. TOTAL SCORE • January 1994