HomeMy WebLinkAboutItem A: City Council Process Session
ECC
UGENE ITY OUNCIL
AIS
GENDA TEM UMMARY
Work Session: City Council Process Session
Meeting Date: November 21, 2005 Agenda Item Number: A
Department: City Manager’s Office Staff Contact: Lynda Rose
www.eugene-or.gov Contact Telephone Number: 682-5017
AGENDA ITEM SUMMARY
This work session is part of an ongoing opportunity for the City Council to discuss how it conducts its
business. At their July 23, 2003, work session, councilors agreed to convene process sessions three
times annually, immediately following each council break. This year’s September session was
postponed.
BACKGROUND
Since the April 2006 process session, several items have been suggested by councilors that lend
themselves to deliberation in a process session setting. These include:
Public Meeting Law: permitted discussions among elected officials;
?
January 2006 retreat;
?
Protocol for contingency requests from nonprofit entities;
?
Scheduling ongoing issues where no action is necessary; and
?
Several process improvements suggestions: 1) policy concerning inviting people to speak at
?
meetings; 2) council meeting times; 3) deliberating, noticing, and voting on new regulations,
measures, resolutions, etc., at meetings; and 4) voting in the absence of councilors.
RELATED CITY POLICIES
No related City policies are relevant to this discussion.
COUNCIL OPTIONS
The council may provide input and direction for staff follow up on the issues discussed. No formal
action is anticipated.
CITY MANAGER’S RECOMMENDATION
No recommendations are offered by the City Manager.
L:\CMO\2005 Council Agendas\M051121\S051121A.doc
SUGGESTED MOTION
No motions are offered by the City Manager.
ATTACHMENTS
A. Background information on past protocols for contingency requests
FOR MORE INFORMATION
Staff Contact: Lynda Rose
Telephone: 682-5017
Staff E-Mail: lynda.l.rose@ci.eugene.or.us
L:\CMO\2005 Council Agendas\M051121\S051121A.doc
ATTACHMENT A
City Council Process Session
November 21,2005
Overview of Discretionary Funding Request - 1998- 2002
On December 7, 1998 the City Council agreed upon a procedure and process to allocate
funds requested by various community groups. The policy and procedure was designed
to address funding requests made outside of the annual budgeting process. The policy set
guidelines for the use of contingency funds, as well as a process and criteria for the
application and granting processes.
A copy of the instructions is attached, as is the application itself. To summarize briefly,
any project submitted needed to be "sponsored" by a member of the City Council, was to
be used to achieve a public benefit, could not be used for on-going operational expenses
and needed to be approved by the managing authority of the agency or group.
In fiscal years 1999 - 2002, the Budget Committee allocated the sum of $50,000 to a
special use discretionary fund for this purpose. Due to financial constraints these
earmarked funds were discontinued after FY2002.
Attached is the list of funding applications and results during that time period.
\\Cesrv500\cmo\City COlDlcil Support\CM0\2005 Council Agendas\M051 121\prosession051 1I21FUNDS.doc
City Manager's Office
City of Eugene
777 Pearl Street, Room 105
Eugene, Oregon 97401-2793
(541) 682-5010
(541) 682-5414 FAX
Request for Funding
Instructions to Applicants
The City Council has adopted the following policy regarding the use of funds from the contingency account:
"The General Fund Contingency Account is primarily for unanticipated, extraordinary and unavoidable
expenditures of the City. The fund may also be used for a) new City program or service opportunities
that support council goals such as matching funds for grants and other initiatives that were unforeseen
during the budget process and b) funding requests for assistance from community nonprofit groups. "
In setting this policy (at the December 7, 1998 City Council meeting), the Council also agreed upon a set of
criteria and schedule to be used for consideration of funding requests from community nonprofit groups.
Specifically, to be considered for funding follow the procedures listed below:
1) The request must be sponsored by a member of the council.
2) The member of the council sponsoring the request must present the request to the full council and
seek approval for consideration of the request for funding. (See Column A below).
3) If the council decides to consider the request, the application for funds will be placed on the
council agenda at the next slated quarterly consideration of requests. (See Column B below).
4) The application form and related information will be provided to the group or organization
seeking funds.
The review of applications will occur on a quarterly basis as listed below.
LAST DATE CONSIDERA nON OF COUNCIL CONSIDERATION OF INCLUSION IN SUPPLEMENTAL
FUNDING REQUEST FUNDING REQUEST BUDGET
(COLUMN A) (COLUMN B)
Last work session in January First Wednesday work session in February March
Last work session in April First Wednesday work session in May June
Last work session in July First Wednesday work session in August December
Last work session in October First Wednesday work session in December
November
OVER
April I, 1999
\\Cesrv500\cmo\City COlntcil Support\CM0\2005 Council Agendas\M051121\contin051115.doc
Agreement by the council to review the application does not ensure that the funding application will be
approved either in total or part.
The City Council may seek additional background information regarding the funding application.
A binding legal agreement between the City of Eugene and the applicant will be executed if the funding
application is approved by the City Council.
In addition to the time line for consideration of the request, additional time lines are required for
publication, distribution and review of the funding request.
Consult with the City Manager's Office at 682-5010 for information on specific dates and deadlines.
Submit one copy, singled sided.
The City Council has approved the following criteria for consideration and possible funding of applications.
1) Only one application for funding may be submitted within a year; the year period begins on the date
application is formally received and date stamped by the City Manager's Office.
2) The City Council will grant no more than one funding request to an organization during a two-year
period; the two-year period begins on the date of approval of the first application for funding.
3) Requests for funding may not exceed $5,000 per funding request.
4) Funding requests must be for future events, projects or programs; retroactive applications or applications
seeking relief of debt will not be accepted.
5) Funding for the event, project or program must support of one or more current City Council goals and/or
support of one or more current City Council plans or policies.
6) The event, project or program for which funding is requested must result in specific, identifiable benefits
to the public and the City of Eugene, and must clearly identify all parties benefiting from the event,
project or program.
7) Funds for events, projects or programs are to be used for one-time only purposes; funds are not to be used
as an on-gomg revenue source.
8) Any event, project or program proposed to be funded by the City of Eugene using this application process
must be in compliance with federal, state and local statues.
9) The application must demonstrate support from other associated groups and/or agencies and must include
information on funds sought or received from other governmental agencies and funds sought and received
from the City of Eugene within the last two years.
10) The governing body of the agency or group requesting the funds must formally vote to endorse the
funding application and proposal to seek funds. Documentation of such action is required.
For more information contact the Eugene City Manager's Office at 682-5010.
April I, 1999
\\Cesrv500\cmo\City COlUlcil Support\CM0\2005 COlUlcil Agendas\M051121 \contin051115 .doc
City Manager's Office
City of Eugene
777 Pearl Street, Room 105
Eugene, Oregon 97401-2793
(541) 682-5010
(541) 682-5414 FAX
(541) 682-5045 TTY
www.ci.eugene.or.us
CITY OF EUGENE
APPLICATION FOR FUNDING
Please complete each question clearly and concisely. Failure to submit a complete application may cause the
application to be denied or rejected. This form may be reproduced using a word processor.
Event, Program or Project Name
Organization Requesting Funds
Address
IRS Classification of Agency/Group Status
Contact Person for This Application
Address
Contact Person Telephone Number
Agency/Group Contact Person
Address
Agency/Group Contact Person Telephone Number
Presiding Officer of Agency/Organization Governing Body
Presiding Officer Address Presiding Officer Telephone
April I, 1999
Page 1
I
1. Provide a description of the event, project or program. (Please provide an overview of the scope and purpose of the event,
program or project.)
2. What are the specific, identifiable benefits to the public and the City of Eugene and indicate how these will be
measured? (Please state the anticipated results in measurable concise terms).
3. Who are the parties benefiting from the event, project or program and benefits to be received? (List any groups or
individuals to benefit from this event, project or program and the benefits to be received).
4. How does this event, project or program support one or more of the current City Council goals and/or one or
more of current city plans and/or polices. (List each goal or plan or policy separately and state how the event, project or
program supports each one.).
5. What support has been sought and/or received for this event, project or program from other associated groups
and/or agencies? (Provide any letters of endorsement, and the like).
6. What financial support and been sought and/or received from other governmental agencies to fund this event,
project or program?
7. What funds have been sought and/or received from the City of Eugene within the last two years to support this
event, project or program?
8. When and how did the governing body ofthe agency or group requesting the funds formally endorse this
funding application? Documentation of such action is required.
9. If funding is for an event, what is the date of the event? If funding is for a project or program what are the
beginning and ending dates of the project or program.
IO.Please submit a ONE page summary ofthe total budget for the event, project or program.
1 1. Total amount requested from the City of Eugene in support of this event, project or program.
THE INFORMA nON SUBMITTED ON THIS APPLICA nON IS PUBLIC INFORMA nON
Signature
Title
Date
April I, 1999
Page 2
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