The grant funds that are distributed to Rowlett-based non-profit organizations are intended to be utilized for the purpose of having a direct and positive impact to the City and its citizens through services that would otherwise be paid for out of the City’s general fund and would be cost prohibitive for the City to do on its own. The award of grant funds is determined during the budget process for each fiscal year (October 1 - September 30). Please note: This policy does not apply to organizations receiving a donation under $1,000 annually from a City board or commission.

A. The purpose of City funding to the non-profit sector is to cultivate and sustain partnerships with non-profit organizations that strengthen the City's key priorities in the following areas:
* Public Safety
* Veteran Services
* Food Pantry Services
* Animal Shelter Services
* City-Wide Litter Clean-up Services
* Business Retention & Expansion Services

B. Key Priority Areas Defined
• Public Safety
Eligible organizations and programs may include those that are responsible for assisting and responding to the needs of the City’s first responders, including the police and fire departments or any other Rowlett department requesting volunteer assistance, disaster response program that directly assists the police and fire department when called upon, ham radio operator program that is called upon by Office of Emergency Management when needed, and fire explorer program that partners with the fire department in training and emergencies when called upon.

• Veteran Services
Eligible organizations shall be based in Rowlett and service Rowlett veterans by providing food, clothing, home & car repairs, counseling and/or assisting in locating job opportunities.

• Food Pantry Services
Eligible organizations shall be based in Rowlett and service Rowlett residents by providing food, goods and other services to low-income families and individuals.

• Animal Shelter Services
Eligible organizations shall be based in Rowlett and assist Rowlett’s Animal Shelter by offering services such as: animal fostering; trap, neuter and return (TNR); volunteering at the Rowlett Animal Shelter, when needed; and promoting the adoption of animals from the Rowlett Animal Shelter.

• City-Wide Litter Clean-Up Services
Eligible organizations shall be based in Rowlett, host and sponsor annual clean-up events for litter control in the City of Rowlett and sponsor an annual recycle and shredding event for Rowlett residents.

• Business Retention & Expansion Services
Eligible organizations shall be based in Rowlett, assist the City’s Economic Development Department with business retention and expansion efforts, and be a voice for the Rowlett business community.

Each organization applying for City grant funds shall:

1. Submit IRS forms confirming non-profit tax-exempt status.

2. Submit a copy of the organization’s financial policy.

3. Describe the program(s) the City grant funding will directly support.

4. Provide access to the organization’s financial records, books, and an annual report of financial activity for inspection by auditors designated by the City of Rowlett for the purpose of determining the appropriate use of City grant funds.

5. Maintain and submit a log of volunteer hours on an annual basis and be prepared to provide volunteer hours log no later than 5 days from the time the information is requested by the City.

6. Submit the number of Rowlett residents serviced by food pantries that receive City grant funding on an annual basis and be prepared to provide the number of Rowlett residents serviced by the food pantry 5 days from the time the information is requested by the City.

Demand Clause: Funding to organizations that fail to meet all of the required specifications for receiving funds or that are found to have falsified information in the application for funds, shall immediately return all granted funds for the accounting period in which the violation occurred.

Initial to acknowledge.*

Failure to fully complete the required submission listed above shall cause the organization to be considered ineligible to receive City funding and failure to turn over requested documents in the specified time frame after it is requested shall cause the organization to be deemed ineligible to receive any City funds in the future.

Initial to acknowledge.*

Any individual who is employed by or who has a personal financial interest in the organization applying to receive City funds and who is a member of the Rowlett City Council or board or commission shall refrain from discussing their organization’s application with any City official or board or commission member and shall immediately exit the room in which discussion regarding the organization’s application for City funds is occurring and shall refrain from participating in any such discussions. A violation of this rule will result in the ineligibility of the applying organization for receipt of any City funds for as long as the violating member is associated with that organization.

Initial to acknowledge.*

City grant funds shall not be utilized for salary and benefits or capital campaigns. City grant funds shall be directed towards programmatic expenses.

Initial to acknowledge.*

This Policy does not create or establish the right in any person or organization to receive grant funds from the City and does not guaranty that any organization will receive any grant funding or continued funding. The distribution of grant funds is subject to the availability of appropriated funds and the discretion of the City Council, which shall be exercised on a non-discriminatory basis. The City reserves the right and authority to refuse or discontinue any grant at any time and for any or no reason, and to demand the return of grant funds if the recipient is or becomes disqualified under this Policy.

Initial to acknowledge.*

Organization Name:*

Organization's IRS FEIN/ID Number:*

Contact Name:*

Contact Email:*

Contact Phone:*

Describe the services provided by the organization:*

What percentage of your budget is for administration and what percentage is used to provide services for your target population?*

How many months can you operate at your continued budget level?

(If your organization generates a cash flow statement, please provide. If not, leave blank.)

What is your organization striving to accomplish?

(Clearly and concisely state your organization's ultimate goal for intended impact. Identify the groups or communities you aim to assist, the needs your work is addressing, and your expected outcomes. Examine how your goals for the next three to five years fit within your overall plan to contribute to lasting, meaningful change.)*

Amount requested:*

Please note: Distribution of funds is based on a case-by-case basis (i.e. monthly, quarterly, etc.)

Description of proposed program(s) to be funded by requested City Grant:

(Describe the program(s) for which you are requesting funding and the issue it seeks to address. Detail the strategies, resources, capacities, and connections that support your progress toward the program's identified goals.)*

How does this program or project contribute to your organization's overall mission?

(What is the specific unmet or ongoing need(s) you are seeking to address? What activities will your program implement to address this need? Is this a new, or an expansion of an ongoing program?)*

Provide the following information:

Attach the following required documentation: IRS determination of Organization's non-profit status*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required documentation: Organization's most recent IRS submission*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required documentation: Organization's Financial Policy*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required information: Organization's Budget for Proposed Fiscal Year related to the Grant Period*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required documentation: Organization's Balance Sheet for Prior Fiscal Year*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required documentation: Organization's Income Statement for Prior Fiscal Year*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

Attach the following required documentation: Organization's Current Year-to-Date Financials (to include Balance Sheet and Income Statement)*

Convert to PDF?
(DOC, DOCX, XLS, XLSX, TXT)

28 U.S.C. 1746 Unsworn Declaration Under Penalty of Perjury

I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.

Executed on (date):*

Signature (typed name shall serve as signature)*

Once application has been received, you will be contacted by City staff to confirm your submission. This will be an opportunity to provide additional supporting information should you need to.