HomeMy WebLinkAboutReso 2025-3829RESOLUTION NO. 2025 - DU2_c1
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, CREATING A SPONSORSHIP 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, the City Commission of the City of Sunny Isles Beach (the "City") recognizes
the importance of supporting non-profit organizations that contribute to the community
through programs and events that serve a valid public purpose; 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, the Sponsorship Program will provide monetary or in-kind sponsorships to
qualifying non-profit organizations, in accordance with criteria established by the City
Commission and subject to the limitations of the Florida Constitution; and
WHEREAS, award amounts will be based on the funding level set by the City Commission
during the annual budget process; and
WHEREAS, sponsorship recommendations must be approved by the affirmative vote of
at least four (4) members of the City Commission pursuant to Charter Section C-7.6; and
WHEREAS, the final Sponsorship Program Guidelines and Application reflect the
consensus of the City Commission; and
WHEREAS, the City Commission wishes to approve the creation of a Sponsorship
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 Sponsorship Program. The City Commission hereby establishes a
Sponsorship Program with a maximum award limit of Ten Thousand Dollars and No Cents
($10,000.00) per application.
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.
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PASSED AND ADOPTED this 17' day of April 2025.
— A I
Larisa Svechin, Mayor
ATTEST:'
A
Maurizio Bbtanc4r, CMC, City Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
,4,6& �-
AI in E. Boileau, for Nabors, Giblin &
Nickerson, P.A., City Attorney
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Vote:
Mayor Svechin
Vice Mayor Lama
Commissioner Joseph
Commissioner Stuyvesant
Commissioner Viscarra
e,s (Yes)
(No)
(Yes)
(No)
(Yes)
(No)
(Yes)
(No)
(Yes)
(No)
@BCL@C408B609.Doc Page 2 of 2 606
CITY ®p
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CITY COMMISSION SPONSORSHIP
PROGRAM
Application & Guidelines
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Table of Contents
Overview
Guidelines
Applicant Checklist
Sponsorship Sample Request Letter
Proof of Non -Profit Status
Budget Breakdown and KPI
Sponsorship Request Application
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OVERVIEW
The City of Sunny Isles Beach intends to offer limited sponsorships through both
monetary and non -monetary means that support the community by sponsoring events
that align with the business of local government and would benefit the local community
or businesses. Below is a quick guide to understanding how the program works.
What Are Sponsorships?
• Sponsorships may provide a financial contribution to eligible nonprofit
organizations in support of a specific event or program.
• Sponsorships may provide the use of city park space, equipment or facilities
without charge providing that it doesn't interfere with city programming or
business operations in support of a specific event or program.
• Sponsorships must align with the mission statement of the City of Sunny Isles
Beach and offer recognition in exchange for the City's sponsorship.
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
• Sponsorships are limited to $10,000 per organization —per year, based on the
funding allocated by the City Commission each budget 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.
• Use of the City logo, branding, or likeness must be approved by the City
Manager's Office.
• All funding and donations must be used strictly for the purpose described in the
application.
• A final report with results and key performance indicators (KPls) is required after
the program or event.
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SPONSORSHIP GUIDELINES
After reviewing the program overview, the following section provides more details on
how sponsorship 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).
✓ Sponsorships must comply with the State of Florida constitution.
✓ 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 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 sponsorships must align with the mission statement of the City 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.
✓ 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.
✓ Application period and expenditure of funds.
Applications may be submitted for consideration July 1 — September 1. Sponsor
requests will be awarded by October. Applications received after September 1 will
not be considered.
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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.gov. 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 sponsorship amounts.
Sponsorship 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 sponsorship amounts may vary by organization; when submitting a
request, please specify the amount of intended support. The maximum amount
awarded per organization is $10,000.
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
✓ Sponsorship request form/completed application
✓ Sponsorship proposal packet as used for all potential sponsors
✓ Budget breakdown
✓ Key performance indicators for program success
Please note, submitting a sponsorship request does not guarantee funding. All
requests require approval by the City Commission.
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SPONSORSHIP GUIDELINES
Applicant Checklist
The following items must be submitted with the. 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
❑ Sponsorship 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
❑ Sponsorship proposal packet as used for all potential sponsors
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SPONSORSHIP
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SPONSORSHIP GUIDELINES
Sponsorship 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: Sponsorship Request
Dear Name of Elected Official,
The sponsorship 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.
✓ Type of sponsorship requested and how the funding will support the event or
program.
✓ Point person to address any questions or concerns.
✓ How the request benefits the public purpose.
✓ The organization's sponsorship proposal packet as provided to all potential
sponsors.
Sincerely,
Signature
Name
Title
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SPONSORSHIP 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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SPONSORSHIP GUIDELINES
Budget Breakdown
A budget breakdown regarding the use of sponsorship donations should be included
with the application materials.
The breakdown should include:
✓ Total event/program cost
✓ Cost breakdown including how sponsorship funding will be utilized
The sponsorship 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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SPONSORSHIP GUIDELINES
Sponsorship 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 Address: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.
SPONSORSHIP REQUEST DETAILS
Sponsorship Requested: Click or tap here to enter text.
How will the sponsorship 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.
1. When will the event or program occur? 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.
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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 sponsorship from the City of Sunny Isles Beach previously?
If yes, please provide amount, purpose, and date, or provide the reason for
denial: 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
1 hereby certify that I have read, understand, and agree to the sponsorship request
guidelines contained herein, and that the information provided is true and correct. I
understand that the approval and denial of sponsorship requests is in the sole discretion
of the City of Sunny Isles Beach City Commission and that if the request is approved a
sponsorship 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 Sponsorship Program
RECOMMENDATION:
This item is presented for your consideration.
REASONS:
During the Donations Program discussion item at the January City Commission workshop, the City
Commission requested that city staff develop a program for sponsorships as well. City staff, utilizing the
same format, developed the attached City Commission Sponsorship Program and Guidelines which is
now 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.
* Sponsorships 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.
* Sponsorships may be monetary or in-kind and applicants will have through September 1 of the
following year to close out the award and return 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 $10,000 per application.
Item Number: 9.Q
603
* Sponsorships must comply with the State of Florida constitution as it relates to Religious
Institutions -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 and must meet the standards of public purpose.
ATTACHMENTS:
Resolution
Sponsorship Program Guidelines
Item Number: 9.Q
604