HomeMy WebLinkAboutReso 2025-3828415
RESOLUTION NO. 2025 -
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, CREATING A DONATION PROGRAM TO SUPPORT NON-PROFIT
ORGANIZATIONS THAT ALIGN WITH THE CITY'S MISSION AND PUBLIC
PURPOSE; PROVIDING FOR IMPLEMENTATION, APPROVAL OF PROGRAM
GUIDELINES, AND AN EFFECTIVE DATE.
WHEREAS, during the fiscal year 2024-2025 budget process, the City Commission of the
City of Sunny Isles Beach (the "City") approved the allocation of $25,000 for the creation of a
Donation Program to support non-profit organizations that serve a public purpose and align
with the mission of the City; and
WHEREAS, this funding allows for up to $5,000 to be recommended by each City
Commissioner; and
WHEREAS, the City Commission directed staff to develop criteria and a formal process
for administering the program, which was discussed at the January 2025 Commission
Workshop, refined based on feedback, and finalized at the March 2025 Commission Workshop;
and
WHEREAS, donation amounts will be based on the funding level set by the City
Commission during the annual budget process; and
WHEREAS, the final Donation Program Guidelines and Application reflect the consensus
of the City Commission; and
WHEREAS, the City Commission wishes to approve the creation of a Donations Program
to support eligible non-profit organizations through monetary or in-kind contributions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY
ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Creation of Donation Program. The City Commission hereby establishes a
Donation Program with an initial funding allocation of Twenty -Five Thousand Dollars and No
Cents ($25,000) for fiscal year 2024-2025, and with up to Five Thousand Dollars and No Cents
($5,000) available at the recommendation of each elected official.
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of the Agreement.
Section 3. Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 17th day of April, 2025.
@BCL@84073D03.Doc Page 1 of 2 586
Larisa Svechi , Mayor
ATTEST: APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
MauricI Betancur, CMC, City Clerk A' in E. Boileau, for Nabors, Giblin &
Nickerson, P.A., City Attorney
Moved by: 0A 1-5A-AtoW Seconded by:
Vote:
Mayor Svechin
Vice Mayor Lama
Commissioner Joseph
Commissioner Stuyvesant
Commissioner Viscarra
(Yes) (No)
(Yes) (No)
(Yes) (No)
✓ '(Yes) (No)
(Yes) (No)
@BCL@84073D03.Doc Page 2 of 2 587
C�
COMMUNITY & IN-KIND DONATION
PROGRAMS
Application & Guidelines
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Table of Contents
Overview ................................................... 3
Guidelines................................................... 5
Applicant Checklist .................................................... 7
Donation Sample Request Letter .................................................... 8
In -Kind Donation Sample Request Letter ................................................... 9
Proof of Non -Profit Status .................................................... 10
Budget Breakdown and KPI .................................................... 11
Donation Request Application.................................................... 12
In -Kind Donation Request Application.......................................................14
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OVERVIEW
The City of Sunny Isles Beach offers two types of support to eligible nonprofit
organizations that benefit the community: monetary donations (Community Donations)
and non -monetary assistance (In -Kind Donations). Below is a quick guide to
understanding how the program works.
What Are Community & In -Kind Donations?
Community Donations provide monetary support to eligible nonprofit
organizations.
• In -Kind Donations offer the use of city resources (such as park space or facilities)
without charge providing that it doesn't interfere with city programming or
business operations.
• Both are available to support projects or events that benefit Sunny Isles Beach
residents.
Who Can Apply?
• Only 501(c)(3) nonprofit organizations
• Organizations must support a public purpose such as arts, education, health,
social services, or environmental efforts.
• All requests must be sponsored by a current elected official and approved by the
City Commission.
Application Periods
• Applications must be submitted between July 1 and September 1.
• Awards by October
• Late or incomplete applications will not be considered.
• Exceptions may be made for emergencies such as natural disasters or public
health crises.
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Funding & Limits
• Community and In -Kind contributions are limited to $5,000 per organization — per
year.
• Each elected official (Mayor, Vice Mayor, or Commissioner) will have a portion of
the total donation budget to allocate at their discretion.
• Elected officials (sponsors) may recommend:
o Fully funding a request,
o Partially funding a request, or
o Not funding a request.
Important Notes
• Each organization may only submit one application per year per donation type.
• If requesting both monetary and in-kind support, two separate applications are
required.
• Use of the City logo, branding, or likeness is not allowed in any promotional
materials.
• All funding and donations must be used strictly for the purpose described in the
application.
• A final report with results and key performance indicators (KPIs) is required after
the program or event.
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COMMUNITY & IN-KIND DONATION GUIDELINES
After reviewing the program overview, the following section provides more details on
how monetary (Community) and non -monetary (In -Kind) donation requests are
reviewed and awarded by the City of Sunny Isles Beach. These guidelines help ensure
the City's resources are used fairly and effectively to support programs that directly
benefit our community.
✓ Organizations must be a designated 501(c)(3) nonprofit organization.
Organizations organized and operated exclusively for charitable, scientific,
testing for public safety, literary, educational, or other specified purposes and that
meet certain other requirements are tax exempt under Internal Revenue Code
Section 501(c)(3).
✓ Donations may not be made to religious organizations.
Per Article I, Section 3 of the State of Florida constitution.
"No revenue of the state or any political subdivision or agency thereof shall ever
be taken from the public treasury directly or indirectly in aid of any church, sect,
or religious denomination or in aid of any sectarian institution."
✓ All requests must be sponsored by a current elected official (Mayor, Vice
Mayor, or City Commissioner) and approved by resolution.
The donation sponsor must not have a personal interest (direct or indirect) in the
organization (i.e. familial ties or an active Board Member). Contact information for
the current Commission can be found on the City's website, www.sibfl.gov.
✓ All donations must align with the mission statement of Sunny Isles Beach.
The City of Sunny Isles Beach's mission is to enrich the quality of life by
providing excellent service, building on its reputation as a culturally rich and
inclusive community, and cultivating a safe and harmonious environment where
residents, businesses, and visitors can thrive.
✓ All donations must support the public purpose of Sunny Isles Beach.
Donations must support the public purpose of the City of Sunny Isles Beach.
Examples of public purpose include, but are not limited to, arts and culture,
recreation and sports, social services, and environmental initiatives.
✓ Organizations can only submit one request per fiscal year.
The City of Sunny Isles Beach's fiscal year is October 1 — September 30. Multiple
requests will not be considered.
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✓ Application period and expenditure of funds.
Applications may be submitted for consideration July 1 — September 1. Donation
requests will be awarded by October. Applications received after September 1
will not be considered.
Funds must be used according to the use described on the application. Unspent
funds must be returned to the City of Sunny Isles Beach by September 30.
Applications must be submitted by September 1, at 5:00 p.m. via the city's
website, www.sibfl.qov. Applicants will receive a confirmation email; incomplete
or late applications will not be considered.
Please note, emergency exceptions may be made with City Commission
approval for events such as disasters or public emergencies.
✓ Funding sources and donation amounts.
Donation requests received by the City of Sunny Isles Beach should not be
considered as a secured funding source in an organization's budget. Funds may
only be used for the public purpose, funds should not be used for salaries, office
supplies, or expenses not explicitly stated on the request.
Awarded donation amounts may vary by organization; when submitting a
request, please specify the amount of intended support. The maximum amount
awarded per organization is $5,000.
✓ Use of City of Sunny Isles Beach Logo & Likeness
The use of the City of Sunny Isles Beach logo, marketing collateral and likeness
is explicitly prohibited.
Request Requirements:
✓ Formal request letter to appropriate sponsor on organization letterhead, include
how the request benefits the public purpose
✓ Proof of 501(c)(3) nonprofit organization status
✓ Donation request form/completed application
✓ Budget breakdown
✓ Key performance indicators for program success
Please note, submitting a donation request does not guarantee funding. All
donation requests require approval by the City Commission.
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COMMUNITY & IN-KIND DONATION GUIDELINES
Applicant Checklist
The following items must be submitted with Community Donation Application or In -Kind
Donation Application. Incomplete applications will not be considered. Please note, the
application window is from July 1 — September 1 of each calendar year, within the fiscal
year (October 1 — September 30).
❑ Completed Application
❑ Donation Request Letter on organization letterhead. Include how the request
aligns with City's mission statement and the public purpose
❑ Proof of Non -Profit status
❑ Budget of Project/Organization related to request
❑ Key Performance Indicators for success
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COMMUNITY & IN-KIND DONATION GUIDELINES
Donation Sample Request Letter
Request should be submitted on the organization letterhead.
Date
Name of Elected Official/Sponsor
City of Sunny Isles Beach
18070 Collins Ave
Sunny Isles Beach, FL 33160
re: Donation Request
Dear Name of Elected Official,
The donation request letter should include the following information:
✓ Name of organization and how aligns with the City of Sunny Isles Beach Mission
Statement.
✓ Proof of 501 (c) (3) status.
✓ Amount of funding requested and how the funding will benefit the residents of the
City of Sunny Isles Beach.
✓ Point person to address any questions or concerns.
✓ How the request benefits the public purpose.
Sincerely,
Signature
Name
Title
D
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COMMUNITY & IN-KIND DONATION GUIDELINES
In -Kind Donation Sample Request Letter
Request should be submitted on the organization letterhead.
Date
Name of Elected Official/Sponsor
City of Sunny Isles Beach
18070 Collins Ave
Sunny Isles Beach, FL 33160
re: In -Kind Donation Request
Dear Name of Elected Official,
The donation request letter should include the following information:
✓ Name of organization and how aligns with the City of Sunny Isles Beach Mission
Statement.
✓ Proof of 501 (c) (3) status.
✓ Description of in-kind donation requested and how it will benefit the residents of
the City of Sunny Isles Beach. Detail in-kind requests.
✓ Point person to address any questions or concerns.
✓ How the request benefits the public purpose.
Sincerely,
Signature
Name
Title
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COMMUNITY & IN-KIND DONATION GUIDELINES
Proof of Non -Profit Status
Proof of nonprofit status must be submitted by private nonprofit organizations with the
application. Any of the following is acceptable evidence of nonprofit status:
✓ A reference to the applicant organization's listing in the Internal Revenue
Service's (IRS) most recent list of tax-exempt organizations described in section
501( c) (3) of the IRS Code.
✓ A copy of a currently valid IRS tax exemption certificate.
✓ A statement from a state taxing body, State Attorney General, or other
appropriate State Official certifying that the applicant organization has a nonprofit
status and that none of the net earnings accrue to any private shareholders or
individuals.
✓ A certified copy of the organization's certificate of incorporation or similar
document that clearly establishes nonprofit status.
✓ Any of the above proof for a State or national parent organization and a
statement signed by the parent organization that the applicant organization is a
local nonprofit affiliate.
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COMMUNITY & IN-KIND DONATION GUIDELINES
Budget Breakdown
A budget breakdown regarding the use of funds or in-kind donations should be included
with the application materials.
The breakdown should include:
✓ Total event/program cost
✓ Cost breakdown including how donation funding will be utilized
The donation request is intended to supplement a program or event, not be the sole
funding source.
All funds must be allocated by October. All unspent funds must be returned by
September 30 of the following year.
Key Performance Indicators
Key Performance Indicators (KPIs) are quantifiable metrics that help evaluate the
success of a program or project. They can provide insight into a program's performance
and progress and can vary depending on the program's nature and desired outcome.
The agency should identify KPIs for the program or event with an application. Following
the conclusion of the program or event, a summary should be submitted along with
KPIs. The final report should provide a summary of how the funds were spent and if
there are outstanding funds remaining. Final reports should be submitted by August 30
of the calendar year. Failure to submit a final report will result in suspension of awarding
future donations.
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COMMUNITY & IN-KIND DONATION GUIDELINES
Community Donation Request Application
GENERAL INFORMATION
Organization Name: Click or tap here to enter text.
Address: Click or tap here to enter text.
Phone: Click or tap here to enter text.
Email Adress:Click or tap here to enter text.
Website:Click or tap here to enter text.
Federal Tax Identification Number: Click or tap here to enter text.
Designated 501(c) (3) Status? ❑ Yes ❑ No
Contact Person Name: Click or tap here to enter text.
Phone: Click or tap here to enter text.
Email Address: Click or tap here to enter text.
ORGANIZATION DETAILS
Brief Description of Organization: Click or tap here to enter text.
Organization Mission Statement: Click or tap here to enter text.
Types of services or programs provided: Click or tap here to enter text.
1. How many years has the organization been in operation? Click or tap here to
enter text.
2. What is the organization's total operating budget? Click or tap here to enter text.
3. How many individuals does your organization service? Click or tap here to enter
text.
DONATION REQUEST DETAILS
Amount of Funding Requested: Click or tap here to enter text.
How will the funds be used? What specific services or programs will benefit the
residents of the City of Sunny Isles Beach? Click or tap here to enter text.
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1. When will the requested funding be used? Click or tap here to enter text.
2. How many City of Sunny Isles Beach residents are served by your organization?
Click or tap here to enter text.
3. Does any other organization, agency, governmental entity, or group provide you
with funding? Click or tap here to enter text.
If so, please state the name(s) and the amount(s): Click or tap here to enter text.
If yes, please provide a detailed budget breakdown with funding sources. Click or
tap here to enter text.
4. Have you requested funds from the City of Sunny Isles Beach previously? If yes,
please provide amount, purpose, and date of donation, or provide the reason for
denial: Click or tap here to enter text.
5. Is this funding request to assist in meeting a required match to fund existing
programs or services, or for new services? Click or tap here to enter text.
If yes, please explain in detail: Click or tap here to enter text.
ADDITIONAL DOCUMENTATION
Please attach the following documents to complete your application:
✓ List of all Owners/Directors/Principals
✓ Sunny Isles Beach Lobbyist Registration form
✓ Organizations most recent tax returns
I hereby certify that 1 have read, understand, and agree to the charitable donation
request guidelines contained herein, and that the information provided is true and
correct. I understand that the approval and denial of all charitable donation requests is
in the sole discretion of the City of Sunny Isles Beach City Commission and that if the
request is approved a charitable donation agreement is required prior to the distribution
of any funds.
I acknowledge that this application becomes a public record and may be subject to
Florida's Sunshine Law. Florida has a very broad public records law. Most written
communications to or from city officials regarding city business are public records
available to the public and media upon request.
Click or tap here to enter text.
Printed Name and Title of Organization's Authorized Representative
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Signature of Organization's Authorized Representative
COMMUNITY & IN-KIND DONATION GUIDELINES
In -Kind Donation Request Application
GENERAL INFORMATION
Organization Name: Click or tap here to enter text.
Address: Click or tap here to enter text.
Phone: Click or tap here to enter text.
Email Adress:Click or tap here to enter text.
Website:Click or tap here to enter text.
Federal Tax Identification Number: Click or tap here to enter text.
Designated 501(c) (3) Status? ❑ Yes ❑ No
Contact Person Name: Click or tap here to enter text.
Phone: Click or tap here to enter text.
Email Address: Click or tap here to enter text.
ORGANIZATION DETAILS
Brief Description of Organization: Click or tap here to enter text.
Organization Mission Statement: Click or tap here to enter text.
Types of services or programs provided: Click or tap here to enter text.
1. How many years has the organization been in operation? Click or tap here to
enter text.
2. What is the organization's total operating budget? Click or tap here to enter text.
3. How many individuals does your organization service? Click or tap here to enter
text.
DONATION REQUEST DETAILS
Description of In -Kind Donation Requested: Click or tap here to enter text.
How will the in-kind donation contribute to the organization: Click or tap here to enter
text.
What specific services or programs will benefit the residents of the City of Sunny Isles
Beach? Click or tap here to enter text.
1. When will the requested in-kind donation be used? Click or tap here to enter text.
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2. How many City of Sunny Isles Beach residents are served by your organization?
Click or tap here to enter text.
3. Does any other organization, agency, governmental entity, or group provide you
with funding or in-kind donations? Click or tap here to enter text.
If so, please state the name(s) and the amount(s) / type of in-kind: Click or tap
here to enter text.
If yes, please provide a detailed budget breakdown with funding sources. Click or
tap here to enter text.
4. Have you requested funds or an in-kind donation from the City of Sunny Isles
Beach previously? If yes, please provide amount, purpose, and date of donation,
or provide the reason for denial: Click or tap here to enter text.
5. Is this funding request to assist in meeting a required match to fund existing
programs or services, or for new services? Click or tap here to enter text.
If yes, please explain in detail: Click or tap here to enter text.
ADDITIONAL DOCUMENTATION
Please attach the following documents to complete your application:
✓ List of all Owners/Directors/Principals
✓ Sunny Isles Beach Lobbyist Registration form
✓ Organizations most recent tax returns
I hereby certify that I have read, understand, and agree to the charitable in-kind
donation request guidelines contained herein, and that the information provided is true
and correct. I understand that the approval and denial of all charitable in-kind donation
requests is in the sole discretion of the City of Sunny Isles Beach City Commission and
that if the request is approved a charitable in-kind donation agreement is required prior
to the distribution of any funds.
I acknowledge that this application becomes a public record and may be subject to
Florida's Sunshine Law. Florida has a very broad public records law. Most written
communications to or from city officials regarding city business are public records
available to the public and media upon request.
Click or tap here to enter text.
Printed Name and Title of Organization's Authorized Representative
Signature of Organization's Authorized Representative
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City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
MEMORANDUM
TO: Honorable Mayor and City Commissioners
VIA: Stan Morris, City Manager
FROM: Susan Simpson, Deputy City Manager
DATE: April 17, 2025
RE: Creation of a Donations Program
RECOMMENDATION:
This item is presented for your consideration.
REASONS:
During the budget process, the City Commission requested and approved to allocate $25,000 in funding
for a Donation Program for FY 24-25. This would allow for up to $5,000 per elected official. The City
Commission also directed staff to establish criteria and a process. The process with criteria was drafted
and submitted for discussion at the January Commission workshop, refined based on that discussion
and discussed a final time at the March 2025 workshop. Following that discussion, the attached
Program Application and Guidelines are a culmination of the consensus received during that meeting
and presented here for your consideration and approval.
ADDITIONAL INFORMATION:
A brief summary of the program is as follows:
* During the budget process the City Commission will recommend the amount of funding, if any, for
this program for the following fiscal year.
* The application period will be held over the summer in which funding is available for the following
year.
* Exceptions to the deadline and funding amounts may be made for extraordinary circumstances
such as hurricanes, wars and pandemics.
* Donation awards, both monetary and in-kind, will be awarded in October at the recommendation
of a sponsor (Mayor, Vice Mayor and Commissioners) as voted on and approved by the affirmative votes
of at least four (4) Commissioners as per the Charter Section C-7.6.
* Applicants will have through September 1 of the following year to close out the award and return
Item Number: 9.P
584
any unspent funds by September 30 of each year.
* Award amounts will be based on the funding level set by the City Commission in the budget
process with a limit of $5,000 per application.
* Per Article 1, Section 3 of the State of Florida Constitution, "No revenue of the state or any political
subdivision or agency thereof shall ever be taken from the public treasury directly or indirectly in aid or
any church, sect, or religious denomination or in aid of any sectarian institution."
* Applicants may only apply once per year.
* Applicants must be a non-profit, must meet the standards of public purpose, and must align with the
mission statement of the City of Sunny Isles Beach.
ATTACHMENTS:
Resolution
Donations Program Guidelines
Item Number: 9.P
585