COUNTY OF SAN LUIS OBISPO
BOARD OF SUPERVISORS
DISTRICT COMMUNITY PROJECT FUNDS POLICY
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1) The purpose of community project grants is to fund one-time public projects deemed to be of benefit to the County of San Luis Obispo by the County Board of Supervisors. County funds may be used for the specific purpose of funding a particular project of a non-profit organization that will achieve a certain goal which is beneficial to the County. The County may not, however, make donations, pay for past events, past good works or "match funds" raised by a certain group because such donations are considered a gift of public funds and are specifically prohibited by state law.
2) Organizations must have non-profit designation at time of grant application submission.
3) The project which the County is funding may actually be only part of a project currently being carried out by a group or organization. For example, community project funds may pay for 300 meals for seniors, with additional meals being provided through a different funding source. The County's project would be the 300 meals and one "service unit" would be each meal or each senior that is served.
4) Although things like insurance, salaries and equipment may be a part of the project (i.e. necessary to carry the project out), the project itself should not be to pay for insurance or equipment to run the program, etc. Instead, the project description should concentrate on the final outcome or benefit that the agency will provide to the community.
5) It is important that the project description be very specific, as it may be audited for verification that it has been carried out in accordance with the terms of the agreement with the County. Thus, for example, carrying out the "good work" of the county band is not an acceptable project. The project must be defined in terms of the number of band performances, time and dates of the performance, number of people who will benefit from the performance, cost per performance, etc. and how County residents will benefit from the project.
6) Each non-profit organization, advisory body or commission, or where the applicant is a County department, must complete an application for community project funds and submit one (1) copy to the Board of Supervisors. The Board of Supervisors will then review all grant applications and will authorize a specific level of contribution, if any, for the project. Once a funding level is determined, a contract specifying the terms and conditions for funding of the project will be sent to each agency for signature.
7) After a signed agreement is returned by the applicant, County Counsel will review and sign the agreement as to form and legal effect. Final approval and processing of the agreement will be done by one of the following options:
1) For funding amounts of $1,000 or less:
a) signature by the County Administrator, or designee, on behalf of the County;
b) at the Board member's discretion, placement of the agreement on the Board of Supervisors' agenda for approval
2) For funding amounts of over $1,000:
a) placement on the Board of Supervisors agenda for Board approval.
Monies to fund the project will be issued by the Auditor-Controller following approval of the agreement by either the County Administrator, and/or designee, or by the Board of Supervisors.
8) In situations where the funds being requested are to pay a County Fee (e.g. rental of a County Park or building), the individual(s) requesting project funds must also complete the standard application. After Board review of the application, and authorization of specific funding, monies will be transferred, via journal entry, to the appropriate department following normal County accounting procedures.
9) Programs that receive County funds as part of the annual budgetary process, such as health/human services, are not eligible to apply for district community project funds in the same fiscal year in which funds are received for the former project. However, the Board, at its discretion, may consider, on a case by case basis, funding from district community project funds, if an organization can demonstrate an emergency need.