HomeMy WebLinkAboutFY 2010 Discretionary Grant Program MemoTO: BOARD OF COUNTY COMMISSIONERS
FROM: DAVE INBODY
SUBJECT: FY 2010 DISCRETIONARY GRANT PROGRAM
DATE: 6/22/2009
CC: DAVE KANNER, ERIK KROPP
Background
In February 2009, the Board of Commissioners opted to suspend the discretionary grant program for three
months due to a significant reduction in video lottery funding from the state, which supports the program.
The quarterly payment was $160,580, an 18% reduction from the previous year. The Board agreed to
revisit the program suspension in May 2009, when the next quarterly payment would be received. The
quarterly payment received in May was not only less than the previous payment, but the state also withheld
an additional $50,000 in funding. The quarterly payment was $97,491, a 39% reduction from the previous
payment (a 46% reduction from the previous year).
The discretionary grant program was proposed at $75,000 for FY 2010, $25,000 for each commissioner.
With further state reductions in quarterly video lottery payments expected, the Board was solicited on how
to proceed with the discretionary grant program for FY 2010. It was suggested that no changes be made to
the existing budget. However, commissioners agreed to limit individual fund disbursement to $10,000 each.
If the video lottery fund (Fund 165) were to experience a shortfall, funds were to be transferred from the
County General Fund up to $30,000.
FY 2010 Grant Review Options
Traditionally, each commissioner was provided $50,000 per fiscal year in discretionary funds to allocate to
area organizations. This was based on a review of grant applications as they were received throughout the
year. Taking into account the current value of the 16 pending grant applications exceeds the $30,000
currently identified for grants in FY 2010, it is recommended that the Board establish a more structured
process for review of grant applications. This may ensure equal consideration is given to applicants
throughout the year and that commissioners may target specific programs and projects with limited funds.
Consideration #1: Quarterly Grant Application Reviews
Currently, grant applications are reviewed at the next Board work session after receipt. With reduced
funding, this may provide an unfair advantage to those organizations submitting applications earlier in the
fiscal year. Many past applicants who requested assistance with repairs, equipment replacements and other
unforeseen expenses would be at risk of not receiving funds due to the timing of the request. In an effort to
reduce the likelihood of such problems, grant applications could be reviewed only four times each year.
Although this may create a waiting period for an organization in need, it could also ensure greater
distribution of funds throughout the year. If the number of organizations requesting grants matches
historical volumes, a small number of applicants will actually receive grant funding. This format would
allow for direct comparisons between organizations in determining recipients of the limited grant funds.
Consideration #2: Grant Maximums
Although there are general guidelines that identify grants ranging from $300 to $3,000, there is no
maximum amount for a grant. In the past two years, the average grant allocation was $2,567. Of the 101
grants disbursed during this period, 19 grants exceeded $3,000, with some grants as high as $10,000. A
maximum would establish an expectation for the applicant and ensure more organizations receive grants.
Consideration #3: Targeted Grants
With an expectation that a large number of grant applicants being turned down, it may assist the process for
commissioners to identify areas of interest - specific objectives, programs or organizations they intend to
support in FY 2010. This would limit the number of applicants while ensuring that each commissioner
would be providing funds in areas they felt strong in supporting. These targets could be identified at the
beginning of the fiscal year and only applications germane to the area of interest would be considered by
the Board.
Consideration #4: Stricter Qualification Guidelines
Non-profit organizations are given preference regarding grant considerations, but there is no eligibility
requirement to submit an application. Eligibility could be limited to 501(c)(3) organizations, for example.
Other possible qualifications could include the type of project (emergency funding, one-time costs),
organizational focus (human services, education, arts, recreational), organizational budget (minimum or
maximum), whether the organization has been funded in the past or for how much. Any of these
qualifications would reduce the number of qualifying organizations and qualifying projects or programs.
Pending Grant Applications
When the discretionary grant program was suspended in February, organizations were informed that they
may continue submission of grant applications. These applications were circulated to the Board for review
and organizations were informed about the status of the program. The following chart lists the 16 grant
applications currently pending:
Organization Submit
Date
Amt
Rqst Project Period Program/Project
Thunder Mountain Ranch, Inc. 1/28/2009 $3,000 Ongoing Low income, veteran housing
Saving Grace 2/2/2009 $3,000 Oct 2008-June 2009 Pro se divorce video
Boys & Girls Clubs of Central
Oregon 2/5/2009 $2,514 After Apr. 1, 2009 Server upgrade
Upper Deschutes River Coalition 2/7/2009 $2,900 Apr-Aug 2009 Environmental education
Tower Theatre Foundation 2/17/2009 $1,500 July 2009- June 2011 Cost-sharing partnership
program
Big Brothers Big Sisters of
Central Oregon 2/19/2009 $2,500 May 2, 2009 2009 Bowl For Kids' Sake
Redmond High School Booster
Club 2/24/2009 Fee
waiver June 5, 2009 Post-graduation celebration
held at fairgrounds
The Nature of Words 3/13/2009 $2,000 Nov. 4-8, 2009 2009 Literary Festival
BendFilm 3/13/2009 $2,000 June 6-20, 2009 72-hour shootout
League of Women Voters 4/15/2009 $150 Received April 2009 2009-2011 booklet
La Pine High School Future
Business Leaders 4/27/2009 $2,500 Apr 27-June 29, 2009 Send 7 members to nationals in
Anaheim, CA
Girls of the Run of Deschutes
County 4/29/2009 $2,500 May – Nov. 2009 Support for 2 fall fundraisers
Healing Reins Therapeutic Riding
Center 5/3/2009 $810 June-July 2009 Parking lot installation
Noxious Weed Advisory Board 5/7/2009 $5,000 June 13, 2009 Let's Pull Together event
Deschutes County Healthy
Beginnings 5/28/2009 $3,500 June 2009-June 2010 Early childhood screenings
Sisters Outdoor Quilt Show 6/4/2009 $1,940 July 11, 2009 Sisters Outdoor Quilt Show
TOTAL $35,814
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