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2006-01 - Policy Regarding Funding for External Agencies

Approval Date: November 6, 2006

Effective Date: January 1, 2007


The City of St. Charles is fortunate to have numerous community organizations that provide desirable and beneficial services. Some of those organizations receive tax dollars or public funds to aide in their efforts.

Since the City must ensure it is at all times accountable for public funds, a process has been drafted to standardize and enhance the reporting process, to document what these services are, and better communicate their benefits to the community as a whole.

Following are the requirements are for all organizations, commissions, and programs that provide services and/or fund programs with tax dollars provided by the City of St. Charles. In addition, those receiving more than $25,000 annually are asked to meet some additional requirements.

Policy Statement

General Guidelines

  • All applications and required materials should be submitted to the Director of Finance.

  • By submitting a request for funding, an organization becomes responsible for the completion of all applicable guidelines, based on the amount of funding.

  • Organizations failing to submit required materials or meet deadlines may not receive funding for the year.

  • Guidelines should be incorporated into current processes, as commissions are responsible for obtaining appropriate information from groups they fund.

Standard Requirements

  • Request for funding application

    • Include narrative information on mission and goals

    • Outline anticipated programs and expenditures

  • Report outlining funds spent

  • Please detail the organization or program funded, amount of funding, and purposes of expenditures

  • Annual presentation to the Government Operations Committee of City Council

Reporting Expenses

  • Relevant expenses to report:

    • Grants or scholarships

    • Funding of outside groups or agencies

    • Community or public events

    • Marketing and publications

  • Expenses that should not be publicly funded:

  • Food, alcohol, or private entertainment

  • Costs for salaries, facilities, or overhead that far exceed monies spent on programs

Statement of Mission/Goals

  • In the application for funding, organizations must provide a short narrative relating the primary mission and goals of the organization

  • In addition, this mission should be related back to the City of St. Charles' mission

  • Please specify what goals of the organization fit the City's mission and indicate how goals will be accomplished .

  • In linking goals to mission and setting actions, it will be useful to consider the following guides:

  • Goals should be…

    • Specific

    • Measurable

    • Attainable

    • Result-focused

    • Time-bound

Annual Presentation

  • On the dates annually established by the City, organizations will be asked to make a presentation to the Government Operations Committee of the City Council.

  • In the case of commissions and boards, representatives from these organizations should make the presentation for the groups they fund.

  • Items to address in the presentation should include:

    • Identify mission and how that mission relates to City mission and goals.

    • Review accomplishments of past year.

    • Articulate goals and objectives for coming year.

    • Source and Use review of financials: what was taken in, what was spent, and cash position and end of prior year.

Additional Requirements

For organizations receiving more than $25,000 in funding

These requirements are in addition to those previously listed:

  • Monthly financial report

  • Copy of annual audit or proof of organization as nontaxable entity (501(c)(3) status)

  • Annual report

Financial Reporting

  • A monthly financial report should be submitted by the 15 th of each month documenting prior month activities, operations, and associated expenses.

  • If organizations currently conduct an audit, a copy should be submitted following the close of the fiscal year. Otherwise, organizations should provide documentation of tax exempt status: 501(c)(3).

Annual Report

  • Generally, an annual report should encompass past accomplishments as well as a plan for the future.

  • Reports for commissions should include the programs and organizations funded.

  • This report should summarize more than general activities; it should evaluate (from an operational standpoint) the outcomes and effectiveness of programs.

  • Potential items to include:

    • Allocation of funds to specific initiatives / programs.

    • Success of programs (i.e. number of people served, cost per person reached, number of volunteer vs. staff hours worked).

    • Future plans How programs and services accomplish goals

updated Jun 27, 2022