HomeMy WebLinkAboutPR 14559: PA COMMUNITIES FUND GRANT - LETTER OF INTENT & APPLICATIONMemorandum
City of Port Arthur, Texas
Health Department
TO: Stephen Fitzgibbons, City Manager
FROM: Yoshi D. Alexander, MBA-HCM, Health Director 1, ~
DATE: February 8, 2008
SUBJECT: Proposed Resolution No. 14559
Authorization for the City of Port Arthur to submit a letter of intent and
Application for Port Arthur Communities Fund grant
RECOMMENDATION
It is recommended that the City Council approve Proposed Resolution No. 14559
authorizing the City of Port Arthur to submit a letter of intent and application for the Port
Arthur Communities Fund grant in an amount not to exceed $100,000.
BACKGROUND
The Port Arthur Communities Fund (PACF) was established with a $2 million gift by
Motiva Enterprises to be used as seed capital to invest in the West Side and EI Vista
communities and to benefit the community of Port Arthur. The Fund supports local non-
profit organizations that focus initially on the social and economic redevelopment of
West Side and El Vista communities and the overall revitalization of Port Arthur. Funds
'can be used for operating expenses; program support, seed funding and/or capital. Grants
are intended to significantly impact the community and assist residents in the Port Arthur
area.
Before an application can be submitted for this grant, a letter of intent is due by February
15, 2008 that briefly describes the proposed project. If the project concept is approved,
the City of Port Arthur will be invited to submit a full proposal which is due by March
31, 2008.
BUDGETARY/FISCAL EFFECT:
The allowable grant request must be between $25;000-$100,000.
STAFFING/EMPLOYEE EFFECT:
None.
SUDIMARY:
It is recommended -that the City Council approve Proposed Resolution No. 14559
authorizing the City of Port Arthur to submit a letter of intent and application for the Port
Arthur Communities Fund grant in an amount not to exceed $100,000.
P. R. NO. 14559
2/8/08-yda
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY OF PORT
ARTHUR TO SUBMIT. A LETTER OF INTENT AND
• APPLICATION FOR THE PORT ARTHUR COMMUNITIES
FUND GRANT IN AN AMOUNT NOT TO EXCEED $100,000
WHEREAS, the Port Arthur Communities Fund (PACF) was established with a
$2 million gift by Motiva Enterprises to be used as seed capital to invest in the West Side
and El Vista communities and to benefit the community of Port Arthur; and,
WHEREAS, a letter of intent due by February 1~, 2008 that describes the
proposed project is required prior to submitting a full proposal: and,
WHEREAS; if the City of Port Arthur's letter of intent is approved, a full
proposal is due by March 31, 2008 for an amount not to exceed $100,000.
WHEREAS,. authorization is being requested for the City of Port Arthur to
submit a letter of intent and full proposal upon approval.
NOW THEREFORE BE 1T RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR:
Section 1. That, the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council of the City of Port Arthur hereby authorizes
the submittal of a letter of intent to the Port Arthur Communities Fund and full proposal
in an amount not to exceed $100.000 as delineated in the information provided in Exhibit
«A „
P. R. NO. 14559
Page 2
Section 3. That, a copy of the caption of this Resolution be spread upon the
Minutes of the City Council.
READ, ADOPTED, AND APPROVED, this day of February
2008 A.D., at a Regular Meeting of the City Council of the City of Port Arthur. Texas by
the following Vote:
AYES: Mayor:
Council members:
NOES:
ATTEST:
City Secretary
APPROVED AS TO FORM:
Mayor
^ ' ~
/ /
,~i ~ ,~ ~
Mark Sokolow, City torney ~ 4M bF.~1~ ~~
AP,P,ROVED FOR ADMINISTRATION:
Stephen Fitzgibbons, City Manager
1 ~~ ~ ,~~
oshi D. Alexander, MBA-HCM
irectcir of Health~Services
EXHIBIT "A"
Purpose: The Port Arthur Communities Fund (PACF) was established with a two million
dollar gift by Motiva Enterprises to be used as seed- capital to invest in the West Side and El
Vista communities and to benefit the community of Port Arthur.
Description: The PACF is a $2 million fund administered by the Greater Houston Community
Foundation (GHCF) at the direction of the PACF Committee. The mission of the fund is to act
as a catalyst for developing the economy and the capacity of the Port Arthur community. It
was shaped by a diverse group of Port Arthur citizens who met for over 10 months and
recommended the structure and priorities.
The Fund supports local non-profit organizations that focus initially on the social and
economic redevelopment of West Side and El Vista communities and the overall revitalization
of Port Arthur making it a vibrant, appealing place to work, to raise a family and to visit. Funds
may be used for operating expenses, program support, seed funding, and/or capital. They are
not intended to substitute for or replace existing funding sources, including support from
government, county and/or national sponsoring organizations. Grants are- intended to allow
charitable organizations to make a significant impact in the community and assist a lazge
number of residents of the Port Arthur area. The Fund desires that charitable organizations use
this grant to attract additional funding.
Application Process
Completed letters of intent and grant applications must be sent to GHCF at 4550 Post Oak Place,
Suite 100, Houston, TX 77027 to be considered for funding.
• An electronic copy of the grant application without attachments must also be sent electronically
to PACFCcr~~hc£or~:
Funding selection announcements will be mailed following 60 to 90 days from submission of
application. The Steering Committee will meet 3 times per calendar year to approve funding
decisions
Grant applications will be accepted in the following five PACF funding categories:
• Neighborhood redevelopmenUrevitalizing • Health Services
• Enterprise/Workforce development • Affordable Housing
• Human Services
Eligibility requirements:
• Proposed programs must align with PACF funding categories.
Only one application per organization will be accepted within a calendar year.
Generally, no more than 25% of the organization s budget may be funded through this grant.
Motiva Enterprises employees and affiliates are not eligible for direct funding.
• Funding requests range should be between $25,000 - $100,000.
I of 10
Organizations must meet the following qualifications:
• To indicate that funds will be used in West Side and El Vista communities in the city of Port
Arthur.
• To have atax-exempt status under Sections 501(c)(3) of the Internal Revenue Code.
• To demonstrate broad-based funding support of the organization.
• To demonstrate fiscal responsibility.
• To track outcomes using accepted measurements.
2of10
All of the following documents must be received for the application to be considered:
^ A cover letter that includes a brief history of the organization, the mission
statement, a description of the project, and the amount of request.
^ A completed grant application form between seven and ten pages submitted in
hard copy with attachments and electronically without attachments.
^ A list of the organization's Board of Directors with officer positions identified. If
the project has a separate advisory group, these names should also be submitted.
^ Letters of commitment from outside organizations collaborating on or directly
benefiting from the proposed project.
^ A copy of the latest determination letter from the Internal Revenue Service.
^ A complete copy of the organization's most recently filed IRS Form 990
including Schedule A.
^ A copy of the organization's most recent financial statement (audited if available).
^ A copy of the most recent organizational budget.
^ Letters of support. (optional)
3 of10
Name of Organization:
Mailing Address:
Executive Director:
Website:
Primary Contact for Grant Application:
Name:
Title:
Phone:
Fax:
Email:
Most recent organization budget: $
Percentage of organization budget requested:
Percentage of expenses based on Part I of the most recent Form 990:
(Example formula: $80,000 program services expenses / $100,000 total expenses = 80%)
Program Services
Management and General
Fundraising
Payments to Affiliates
What is the organization's mission statement?
Provide a brief overview of the organization's major programs:
Number of full- or part-time staff members:
What is the number of volunteers and their cumulative hours contributed for:
Boazd of Directors: # hrs.
Direct service delivery: # hrs.
Operations support, not direct service: # hrs.
Other: # hrs.
4of10
Program Title:
Identify which funding prioritization best categorizes the program:
Neighborhood Redevelopment ^
Enterprise/Workforce ^
Human Services ^
Health Services ^
Affordable Housing ^
Total Project Budget:
Amount of Request:
Percentage of Project Budget Requested:
Nature of Request (check all that apply):
General Organizational Support ^
Program Support ^
Seed Funding (New Program Only) ^
Capital Campaign ^
Is this a new project, an existing project, or a project expansion?
Have you previously requested funding for this program from PACF? If so, did you receive
funding and for how much?
Provide a detailed project summary including the specific goals and objectives:
Sof10
Is this a collaborative project? Yes NO
If so, please list the agencies/organizations and describe the nature of the partnership.
How will the organization determine whether the goals and objectives have been met?
Which indicators of change will be tracked and evaluation tools used to measure the
program's outcomes? How often will this data be collected?
Describe the plan for the continuation of the project beyond this funding period.
Is Motiva Enterprises or any of their affiliates involved with this project? If so, please
describe the nature of their involvement.
6of10
Describe any similaz services provided by other organizations in this geographic azea.
Explain the need for this program within the community.
Number of individuals to be directly served by the proposed program:
Total served:
Children (0-18):
Adults (19-64):
Seniors (65 and over):
7of10
Describe the geographic azea in Port Arthur (El Vista and/or West Side) that will be
served by the project.
`= k
~,,~•e~
rx , ~.~_ ~
,~ :,~~
~, Estimated
2008:= Proposed
~ ..:
2009 ~~
INCOME
Grants /Contracts /Contributions
*** Please list fundin sources in Section E
Local Government
State Government
Federal Government
Foundations
Co orations
Individuals
Other
Fundraising Events /Products
Membership Dues
O erating Revenue /Client Fees
Investment Income
Other (specify)
Total Income:
EXPENSES
Personnel
*** Please list ro am staff in Section F
Salazies
Payroll taxes and benefits
Consultants and professional fees
Professional development and training
Direct assistance to individuals
Travel and mileage
Events (refreshments, facility, etc.)
Marketing and advertisin
Su lies and rogram materials
Printing and co ying
Postage, delivery, and shi ing
Tele hone, fax, and Internet
Rent and utilities
E ui ment rental and service
Insurance
Ca ital a uisitions
Real Estate
E ui ment
Other (specify)
Total Ex eases:
8of10
Funds received to date = $
Name(s) of Orgapizahon> Amount Grant Period Restricted to thrs'.. ~'
;, ;, ~ ~ s Pi-o~ect Only (Y/l~`_v;;;
Funds awazded/pledged to date = $_
n` Amount ,Grant Period Restrrcted to this $;4 ='
Project-Qily~-(Y/1
Pending funding requests submitted =
Name(s) of~Or`gamzahon Amount 'Gran't Period Restricted to this -
Project OnI}'' (Y/N)= _
Funding requests planned to be submitted =
Name(s) of Orgamzat~on! Amount Grant Perio_ d Restr~cYed to this
.. .. ~ _ ,Protect.Only7.(y~ .
What is the proposed strategy for implementing the project if less than the requested
amount is received in a timely manner based on the information provided above?
9of10
What other sources of financial and/or in-kind support exists for the project? Please
complete the charts below including foundation, corporation, and individual sources.
r~ ~ ~ ~
~ ~ ~~
Please complete the table below and provide detailed staffing information pertaining to
the specific program described in this funding proposal.
,Posrt~on Tithe ~ ~, Salary % Spent on ~ Currenfly on Staff„'
-,_ ,. ~ ,
'~ `~ ~~ { Prd'ect ~orNewHire -
10 of 10