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Mayor Youth's Contribution Request

2. Purpose
   The Mayor’s Youth Fund was created to provide supplemental financial assistance to students and non-profit groups that provide services to improve the lives of young people living in the City of Seaside. A policy has been developed to standardize the evaluation of contribution requests and ensure that the funds are used appropriately to serve the City’s youth.

   The Mayor’s Youth Fund was created to provide supplemental financial assistance to students and non-profit groups that provide services to improve the lives of young people living in the City of Seaside. A policy has been developed to standardize the evaluation of contribution requests and ensure that the funds are used appropriately to serve the City’s youth.

4. Eligible Applications
   Contributions will only be made to, or on behalf of, students or organized groups, such as schools and non-profit organizations based in Seaside and/or serving a majority of Seaside residents (50%) that are 18 years old or younger or enrolled in high school. Faith based organizations may apply for contributions from the Mayor’s Youth Fund if the funding is not used to support religious activities such as: Religious instruction, Sunday School, and Worship. In addition, activities funded by the Mayor’s Youth Fund must be open to all persons without regard to their religious affiliation.

   Contributions will only be made to, or on behalf of, students or organized groups, such as schools and non-profit organizations based in Seaside and/or serving a majority of Seaside residents (50%) that are 18 years old or younger or enrolled in high school. Faith based organizations may apply for contributions from the Mayor’s Youth Fund if the funding is not used to support religious activities such as: Religious instruction, Sunday School, and Worship. In addition, activities funded by the Mayor’s Youth Fund must be open to all persons without regard to their religious affiliation.

6. Submittal of Contribution Requests
   In order to request a contribution, the following information must be provided in writing:

   In order to request a contribution, the following information must be provided in writing:

8. - Name of the organization, person(s) benefiting, proposed use of the funds, total amount needed or fundraising goal.

   - Name of the organization, person(s) benefiting, proposed use of the funds, total amount needed or fundraising goal.

10. - Description of other methods being used to raise funds and/or other contributors.

    - Description of other methods being used to raise funds and/or other contributors.

12. - An explanation of how the group, activity, or event will benefit Seaside youth.

    - An explanation of how the group, activity, or event will benefit Seaside youth.

14. - Written description of how the use of the funds will be specifically used for youth group activities/events and/or has a nexus to the goals related to recycle, cleanup, and “green” sustainability to ensure a healthy environment.

    - Written description of how the use of the funds will be specifically used for youth group activities/events and/or has a nexus to the goals related to recycle, cleanup, and “green” sustainability to ensure a healthy environment.

16. - How this request will provide a municipal benefit (ie., benefit the community).

    - How this request will provide a municipal benefit (ie., benefit the community).

18. - Proof of non-profit organization status (not a taxpayer’s I.D number) and a current W-9 form.

    - Proof of non-profit organization status (not a taxpayer’s I.D number) and a current W-9 form.

20. Evaluation Process & Criteria
    Contributions can only be made if approved by the City Council. Funding requests will be evaluated based on their consistency with this policy, including the following criteria.

    Contributions can only be made if approved by the City Council. Funding requests will be evaluated based on their consistency with this policy, including the following criteria.

22. - Scholastic, athletic, music, environmental and art activities will be considered for funding based on the quality of the proposed activity.

    - Scholastic, athletic, music, environmental and art activities will be considered for funding based on the quality of the proposed activity.

24. - Evidence of activities/events related to “reduce, reuse and recycle” to ensure a healthy environment.

    - Evidence of activities/events related to “reduce, reuse and recycle” to ensure a healthy environment.

26. - Contributions requests will be accepted from individuals and can be made to an organization on behalf of an individual member or student.

    - Contributions requests will be accepted from individuals and can be made to an organization on behalf of an individual member or student.

28. - Contributions are only paid to organizations, such as non-profit groups and schools.

    - Contributions are only paid to organizations, such as non-profit groups and schools.

30. - Contributions are intended to fund actual costs related to an event or activity. (Please see “Payment Process” information provided in the following area.)

    - Contributions are intended to fund actual costs related to an event or activity. (Please see “Payment Process” information provided in the following area.)

32. - Contributions from the Mayor’s Youth Fund are not intended to be the sole source of funds for an organization or program and will only be made to supplement other fundraising activities.

    - Contributions from the Mayor’s Youth Fund are not intended to be the sole source of funds for an organization or program and will only be made to supplement other fundraising activities.

34. - How this request will provide a municipal benefit (ie., benefit the community).

    - How this request will provide a municipal benefit (ie., benefit the community).

36. Contribution Limits
    In order to equitably distribute funds available in the Mayor’s Youth Fund, the following contribution guidelines have been developed, although all contributions are subject to the discretion of the City Council. In addition, funding will be limited to one contribution per year (every 12 months).

    In order to equitably distribute funds available in the Mayor’s Youth Fund, the following contribution guidelines have been developed, although all contributions are subject to the discretion of the City Council. In addition, funding will be limited to one contribution per year (every 12 months).

38. - Individuals - 25% of the total cost of the activity (not to exceed $1,000)

    - Individuals - 25% of the total cost of the activity (not to exceed $1,000)

40. - Groups up to 20 - up to $1,500

    - Groups up to 20 - up to $1,500

42. - Groups 21 and older - up to $3,000

    - Groups 21 and older - up to $3,000

44. Payment Process
    If a contribution is approved by the City Council, payment will be made to the authorized organization or directly to the vendor selected by the authorized organization after submittal of a receipt or the presentation of actual invoices. No funding can go directly to an individual. This process is required in order to provide documentation required to meet municipal auditing standards.

    If a contribution is approved by the City Council, payment will be made to the authorized organization or directly to the vendor selected by the authorized organization after submittal of a receipt or the presentation of actual invoices. No funding can go directly to an individual. This process is required in order to provide documentation required to meet municipal auditing standards.

46. Funding Requirements
    Funding is limited to one contribution per year (every 12 months). The Mayor’s Youth Fund Closing Report Form must be submitted to staff at least 60 days upon completion of the event, activity or program. Applicants that do not furnish the form may not apply for funds for the following year. A representative from the organization is required to be at the Council meeting for their application to be heard. If no representative is present then the agenda item will be postponed to another City Council meeting upon notification by the applicant. Incomplete applications will not be forwarded for Council consideration; applications not answering the question related to reduce, reuse or recycle are considered incomplete.

    Funding is limited to one contribution per year (every 12 months). The Mayor’s Youth Fund Closing Report Form must be submitted to staff at least 60 days upon completion of the event, activity or program. Applicants that do not furnish the form may not apply for funds for the following year. A representative from the organization is required to be at the Council meeting for their application to be heard. If no representative is present then the agenda item will be postponed to another City Council meeting upon notification by the applicant. Incomplete applications will not be forwarded for Council consideration; applications not answering the question related to reduce, reuse or recycle are considered incomplete.

48. Individual Requests
    Please attach an itemized list of all expenses. Amount of donation may not exceed 25% of the total cost of the activity and not exceed $1,000. Applications that are incomplete will be returned.

    Please attach an itemized list of all expenses. Amount of donation may not exceed 25% of the total cost of the activity and not exceed $1,000. Applications that are incomplete will be returned.

50. Name of Organization

52. Name*

53. Email Address*

55. Address*

57. City*

58. State*

59. Zip Code*

61. Phone Number*

62. Additional Phone Number

64. Percentage of Residents or Students of Seaside*

66. Number of Participants*

68. Ages of Participants*

70. Criteria

72. Applicants must meet at least one of the following criteria to be eligible for funding. Please select one or more from the following list:*

    1. Art
    2. Athletic
    3. Environmental
    4. Music
    5. Scholastic

74. Are you funding a reward for one of these activities?*

    1. Yes
    2. No

76. Description of event, activity or program funding pertains to:*

78. Attach Additional Information as Necessary

80. Description of how the funds will be specifically used for youth groups activities/events and/or has a nexus to the goals of recycling, cleanup and/or “green” sustainability to insure a healthy environment:*

82. What other fundraising activities are you participating in to fund your event, program or activity and what other funding sources will supplement your request?*

84. Total Amount Requested:

    Please make sure to read the Contribution Limits and Funding Requirements.

86. Electronic Signature Agreement

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

    1. I agree.
88. Electronic Signature

89. Date
    Date

Leave This Blank:


91. 1. Receive an email copy of this form.
92. Email address

    This field is not part of the form submission.

93. Submit

* indicates a required field