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A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF POMPANO BEACH, FLORIDA, APPROVING AND AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE APPROPRIATIONS CONTRACTS BETWEEN THE CITY OF POMPANO BEACH AND VARIOUS NON-PROFIT CORPORATIONS; PROVIDING AN EFFECTIVE DATE.
(Fiscal Impact: $300,000)
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(Staff Contact: Erjeta Diamanti)
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Summary Explanation/Background:
Every fiscal year, staff recommends that the City Commission fund various nonprofit organizations as part of the Community Partnerships Program. Each nonprofit organization must serve a valid public purpose and provide a service(s) beneficial to the City of Pompano Beach residents. In addition, the City is currently unable to offer such services independently. Thus, the City is expanding the services provided to the residents through these organizations.
The nonprofit organizations work to achieve the City’s goals and objectives with programs or services that fall within our four (4) Funding Priorities: Workforce Readiness, Education, Senior Assistance, and Community Events.
The City of Pompano Beach receives many more requests than it can support. When a request is denied, it does not imply that the applicant’s program is not vital. It may mean that the request does not fall within our funding priorities/giving guidelines or that all charitable funds for the year have been allocated.
Requests for FY 2025
• Total amount requested by NPOs: $1,414,415
• Total number of NPOs that applied: 39
• How many NPOs applied under each category:
o Preferred Place to Live - Education - 16 NPOs, $355,639
o Preferred Place to Live - Behavioral Health - 4 NPOs, $71,000
o Preferred Place to Live - Senior Services - 6 NPOs, $826,776
o Preferred Place to Do Business - Workforce Readiness - 5 NPOs, $71,000
o Preferred Place to Visit - Community Events & Preserving Cultural Heritage - 8 NPOs, $90,000
Recommendations for FY 2025
• How much did COPB recommend for funding: $300,000
• How many NPOs were funded: 24 total NPOs/61% of all groups that applied
• How many new nonprofits were funded: 2 (ADIMU Men of Excellence & Broward
Partnership for the Homeless)
• How much was awarded each funding priority, and what is the % of the budget:
o Preferred Place to Live - Education - 10 NPOs, $120,000/40%
o Preferred Place to Live - Behavioral Health - 1 NPO, $36,000/12%
o Preferred Place to Live - Senior Services - 2 NPOs, $50,000/17%
o Preferred Place to Do Business - Workforce Readiness - 5 NPOs, $60,500/20%
o Preferred Place to Visit - Community Events & Preserving Cultural Heritage - 6 NPOs,
$33,500/11%
• How many COPB residents does the funding anticipate serving: 37,189
Internal Controls
All nonprofit organizations must submit the following documentation as part of the application process. After the contract is fully executed and the funds are dispersed, they must provide quarterly the narrative and financial reports. These internal controls are in place to ensure that all documentation is accurate, legitimate, and compliant with the City’s relevant policies.
• W-9 Form
Verification Process: Confirmed that the taxpayer identification number (TIN) on the W-9 form matches the nonprofit's legal name and TIN.
Internal Control: Used the IRS TIN matching program to verify the TIN's accuracy to ensure compliance with tax reporting. In addition, the W9 is used to confirm that the nonprofits are located within Broward County. Additional points are given to nonprofits that are headquartered in Pompano Beach.
• Form 990 (Annual Tax Return)
Review Process: Reviewed the 990 form to assess the organization’s financial position, income, and expenditures and confirm alignment with federal tax-exempt reporting requirements.
Internal Control: Designated staff reviewed key sections of the 990 to determine if the NPO has an established and strong reputation as a well-financed and fiscally stable organization in Broward County, as well as if the NPO demonstrates the financial capacity to execute the proposed programs or events successfully.
• Program and Operating Budget, Receipts and Reimbursement
Review Process: Ensured that the program and operating budget aligned with the goals and purposes of the requested funds.
Internal Control: Multiple levels of review (financial and programmatic) are required to ensure that proposed expenses are allowable for reimbursement.
o Ensured that all the required documentation of expenditures (including original receipts/proofs of payments and itemized list) were submitted with the financial reports.
o Receipts are reviewed and compared to the disallowed expenditures listed in Exhibit A of each respective contract.
o Ensured that any changes in the budget which would affect the spending of funds provided under the terms of the contract must be approved in writing by the City Manager or his/her designee before the expenditure of such funds, provided that nothing herein shall authorize or allow any expenditure or obligation of funds over the total sum aforesaid.
o Ensured that all unspent funds shall be returned to the City.
• Board of Directors (BOD) List
Verification Process: Confirmed the accuracy of the Board of Directors list to ensure the nonprofit’s governance is up-to-date and aligns with organizational bylaws.
Internal Control: The City requires a copy of the BOD list as part of the application process to ensure that the NPO has support from other funders/board. It’s important for a nonprofit to have a sizeable board of directors with independent outsiders to assist in securing contributions from other reputable funders.
• Matching Funds Documentation
Verification Process: A review is required to confirm that the matching funds are appropriately documented and meet the 1:1 match requirement outlined in the funding agreement between the nonprofit and the funder.
Internal Control: Implement a review process to track and validate matching contributions (cash or in-kind) to ensure nonprofits are leveraging funds through matching funding sources from other agencies, grants, or private funds.
• External/Internal Audits and/or Balance Sheets
Verification Process: Reviewed audit reports and/or balance sheets for financial integrity and transparency.
Internal Control: Any findings or discrepancies are addressed before funds are disbursed. Nonprofit organizations that cannot provide an external or internal audit or balance sheet are disqualified.
Organizations with External Audits Performed
External Financial Audit conducted by a professional auditing firm: 18 NPOs or 75% of 24 total NPOs. Amount Awarded: $265,500 or 89% of the total awarded $300,000.
No formal financial audit: 3 NPOs or 13% of 24 total NPOs. Amount Awarded: $15,000 or 5% of the total awarded $300,000.
Internal Financial Audit conducted by your organization’s internal team: 3 NPOs or 13% of 24 total NPOs. Amount Awarded: $19,500 or 7% of the total awarded $300,000.
• Reporting Requirements
Verification Process: Ensured that the recipients receiving funding from the city promptly submitted the narrative and financial reports, as indicated in Exhibit A of each respective contract.
Internal Control: Reviewed and analyzed the narrative reports based on the objectives provided in the application, budget alignment, individuals served, and the program's impact on the community, etc.
Advertisement Strategy
• Press Release - Week of 3/25
o Shared on the COPB website
o Shared through COPB Media distribution list
o Shared on COPB Newsletter/Email Blast
o Received by City Commission
o Received by some of the County Commission
o Received by City Staff
o Picked up by Government Access Channel (78)
o Shared on the COPB website homepage
o Shared on COPB social media
For more information on the City’s Community Partnerships Program and deadlines, please visit our webpage: https://www.pompanobeachfl.gov/government/community-partnerships
Explore Resources and Grants opportunities at: https://www.pompanobeachfl.gov/government/community-partnerships/resources-and-grants
Origin of request for this action: Budget Office
Fiscal impact and source of funding: $300,000 General Fund adopted budget-account 001-9910-599.82-05.
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