Non-HOTTaxProjects
SUMMARY
TheCityofAthensiscurrentlysolicitingproposalsbyoutside
organizationsforfundingassistanceforthe2018fiscalyear.
Organizations requesting funds for public purposes must
completeanapplication.Allapplicationsmustbereceived
by5:00pm,June15,2017.
APPLICATION
FORPUBLIC
FUNDING
FiscalYear2018 NOTE: This application is for non-Hotel Occupancy Tax
(HOT)Fundrelatedprojects.HOTFundprojectsorprojects
that are tourism-related must use a separate HOT Fund
application.
SUMMARY
The Athens community is home to numerous organizations who provide services that benefit the residents,
businesses,andvisitorsoftheCity.Incertaininstances,theservicesprovidedbytheseorganizationsmeetapublic
purposethatisnotaddressedbytheCityofAthensorsupplementsanexistingserviceprovidedbytheCity,thereby
relieving the City of the cost of providing those services. In such instances, the City of Athens can achieve its
objectivesmoreefficientlybyprovidingtargetedfinancialsupporttotheseorganizations.
TheCityacceptsapplicationsfromeligibleorganizationsseekingfundstobeusedforactivitiesthatserveapublic
purpose.FundingprioritywillbegiventothoseactivitiesthatassisttheCityinaccomplishingitsstrategicgoals.
GENERALINFORMATION
TheCity’suseofgeneralrevenuesisgovernedbytheTexasConstitution,theLocalGovernmentCode,andtheCity
Charter.Theprimaryuseoftheserevenuesisintendedtopromoteapublicbenefitfortheresidents,businesses,
andvisitorsofAthens.Fororganizationstoreceivefunding,theymustdemonstratetotheCitythattheirservice
providesabenefittothecommunityandmeritssupportofpublicfunding.
TheTexasConstitution,ArticleIII,Section52(a)providesfortheloaningorgrantingofpublicmoneybycitiesforuse
of a public purpose. On March 27, 2017, the Athens City Council passed Resolution No. R-15-17, specifically
authorizingtheprovisionofpublicfundstooutsideorganizationswiththeexpressintentthatsuchfundsaccomplish
apublicpurpose.
Additionally,theCityisfurtherlimitedbytheavailabilityoffundswithinitsannualbudgetandmustthereforemake
prudent decisions regarding the allocation of funds for such uses. The City of Athens is under no obligation to
allocateanyportionofgeneralrevenuesunlesstheCityentersintoafundingcontract.Awardoffundsdoesnot
guaranteefuturefunding.TheCityCouncilshallhavethefinaldecisionregardingtheallocationoffundsandthe
specificdollaramountfunded.
AformalapplicationprocessensuresthatorganizationsrequestingfundingfromtheCityofAthenscanadequately
demonstratetheimpactoftherequestedfundingwithinthecommunity.Theformalapplicationprocessalsoaids
theCityinallocatingavailablefunds.
Applicationsmustbereceivedbythedeadlinestatedontheapplicationformandanyapplicationsreceivedafter
thedeadlinewillnotbeconsidered.
ELIGIBILITY
Thefollowingrequirementswillapplyforanyapplicationforfundingtobeconsidered:
A. AsrequiredbyStatelaw,allfundedactivitiesmustserveapublicpurpose.
B. The applicant must be an organization or corporation governed by a board of directors, or similar
governancestructure.
C. TheapplicantmustbelocatedintheAthenscitylimits.
D. The applicant must demonstrate that the disbursement of funds will directly benefit the residents,
businesses,andorvisitorsoftheCityofAthens.
E. Theapplicantmustbealegalentitywithlegalcapacitytoenterintocontracts.
F.
Theapplicantmustdemonstratethatthefundedactivitiesareavailabletoandappropriateforthegeneral
public.Allfundedactivitiesmustbeprovidedtothepubliconanequalbasis.
G. Theapplicantmustdemonstratethatitisingoodfinancialstandingandthatthefinancialsafeguardsarein
placetoprotectpublicfunds.
APPLICATIONANDEVALUATIONPROCESS
TheCitywillacceptapplicationsforfundingconsiderationsforFY2018until5:00p.m.onFriday,June30,2017.
ApplicationsshallbedeliveredtotheCityofAthensat508EastTylerSt.,Athens,Texas75751.
Theorganizationmustsubmitone(1)originalandfive(5)completecopiesoftheapplication.
RequiredInformation:Eachorganizationmustsubmitthefollowingdocumentstobeincludedwiththeapplication:
A.
B.
C.
D.
E.
Alistofcurrentboardofdirectorsandofficers,orsimilargoverningstructure;
Abriefstatementoflongrangegoalsfortheorganization;
Abriefstatementoflongrangegoalsfortheactivitytobefunded;
Adocumentorstatementshowingfinancialstabilityoftheorganization,asdescribedherein;and
Anestimatedbudgetfortheactivityforwhichfundingissought.
Reviewofeligibility:Onceanapplicationisreceived,theCitywillreviewtheapplicationtoensurethatallrequired
informationhasbeensubmittedandthattheapplicationiscomplete.Anydeficienciestotheapplicationwillbe
submittedinwritingtotheorganizationwitharequesttocorrectthedeficiencies.Noapplicationwillbepresented
totheCityCouncilforconsiderationifrequestedinformationismissing.
EvaluationCriteria:CityStaffandCityCouncilwillusethefollowingcriteriatoevaluaterequests:
A. Expected impact of the activity(ies) on the Athens community to be defined in terms of community
participation,economicimpact,orotheroutcomemeasures.
B. AlignmentwiththeCityofAthensStrategicGoals:
a. Heritage
b. QualityofLife
c. CommunityPride
d. Economy
e. PlanningandGrowth
f. NaturalEnvironment
g. Efficiency
C. Financialstandingoftheorganizationandsafeguardstobeusedtoprotecttheintegrityandpurposeofthe
publicfunds.
TheapplicationwillbebroughtbeforetheCityCouncilforreviewatascheduledbudgethearing.Theorganization
willbenotifiedofthehearinginadvanceandwillberequestedtobepresentduringtheCityCouncil’sconsideration
ofapplicantstoprovidemoreinformationorclarification.
WhileCitystaffwillprovideanalysisandrecommendsonallapplicants,theCityCouncilwillexercisesolediscretion
overwhichapplicantsreceivefundingandatwhatfundinglevels.
AnyCityCouncilmembershallrecusehimselforherselffromvotingonafundingrequestforanorganizationwith
whichtheyareaffiliatedorincaseswherethereisaconflictofinterest(asdefinedbystatelawortheCouncilRules
ofProcedure).
FINANCIALINFORMATION
Tobeeligibleforfunds,anorganizationmustdemonstratethatitisingoodfinancialstandingandthatitwillactas
responsiblestewardsofpublicfunds.Attachedtotheirapplication,applicantsmust:
A. AstatementoftheOrganization’sabilitytofinanciallysupporttheactivity.
B. Providedocumentationtodemonstrategoodfinancialstandingand,atminimum,oneofthefollowing:
a. MostrecentInternalorExternalAudit;
b. MostrecentInternalorExternalFinancialStatement,includingBalanceSheet;
c. ProofofFundsAvailableLetterfromFinancialInstitution;or
d. StatementofFinancialSolvencyfromBoardofDirectors,signedanddatedbyallboardmembers.
C. Demonstratethatitmaintainsinternalfinancialcontrolsthatwillallowforpropertracking,accounting,and
reportingofpublicfundsreceivedfromtheCityandrelatedactivityexpenditures.
A. KeeppublicfundsreceivedfromtheCityinaseparateaccountsothatrevenuesarenotcomingledwithany
othermoney.
B. ForanyeventsconductedwithfundsreceivedfromtheCity,organizationsmustprovideproofofinsurance.
Please note that all procedures for event permits with the City of Athens must be followed. For more
information,contacttheAssistantChiefofPolice,AthensPoliceDepartment,202W.ScottSt.,Athens,Texas
75751foreventpermitapplications.
Allfundswillbereimbursement-based.
FINANCIALREVIEW
TheCityofAthensmay,atanytime,requestareport,documentoraudittobesubmittedbytheorganizationtothe
City that may relate to the use public funds. By signing the application, the organization acknowledges this
requirementandgivepermissionforCityauditorstoreviewaccountingrecordsoftheorganization.
AWARDOFFUNDINGANDACKNOWLEDGEMENT
Iffundingisawarded,theCityCouncilwillauthorizeafundingcontractwiththeorganization.Thecontractwill
specify the services to be performed using public forms, agreement to reporting obligations, and other
administrativerequirementstheCitydeemsnecessaryandappropriate.
Theorganizationmustreturntwo(2)signedoriginalfundingcontractdocumentstotheCityofAthenswithinthirty
(30)daysofreceivingCityCouncilapprovalforfunding.Failuretoreturntheexecutedagreement,shallbedeemed
arejectionoftheofferforfundingbytheCityCouncilandtheoffershallbedeemedwithdrawn.
If an applicant is selected for funding, the City of Athens may require to be listed as a sponsor/partner of the
applicant’spubliclyfundedactivity.UseoftheCitylogoinpromotionalmaterialsmayalsoberequired.
REPORTINGANDREIMBURSEMENT
Afundedorganizationwillberequiredtosubmitareportdetailingtheexpensesforwhichitseeksreimbursement
from the City of Athens. Copies of receipts or invoices shall be provided for expenses to be reimbursed. Only
expenses that meet the defined guidelines of this application shall be reimbursed. The City shall not make
reimbursementsforexpenseswherenoinvoiceorreceiptisprovided.
Insomecircumstances,theCitymayconsiderdirectpaymentofexpensestovendorsinsteadofreimbursementto
thelocalorganization.
Thereportseekingreimbursementforaspecificeventmustbesubmittedwithinforty-five(45)daysaftertheend
oftheevent.Anorganizationreceivingfundingforongoingpromotionandmultipleeventsmustsubmitareport
each quarter. Failure to submit the post-event report will make an organization ineligible to receive funding the
followingyearand/orareductioninanyamountapproved.
Partialorincompletereportswillnotbeaccepted.ReportsshallbeinaformthatisacceptabletotheCity
Administrator,andshallshowtotalrevenues,totalexpenses,estimatedactualversusexpectednumberof
attendees,andthefinancialimpact.
LIMITATIONS
Thefollowinglimitationsapply:
A. Eachapplicantmayonlyapplyforpublicfundsonceperfiscalyear.
B. ActivitiesmustbecompletedandfundsexpendedwithintheCity’sfiscalyear,endingSeptember30,unless
priorwrittenauthorizationisobtainedfromtheCityManager.
C. Allfundsdistributedmusthaveadirectcorrelationtotheactivitiesandmustbeclearlyestablishedwithin
theagreementbetweentheorganizationandtheCity.
FORFEITURE
Failure to comply with these requirements may result in forfeiture on final payments, required reimbursements
and/ordisqualificationfromconsiderationoffutureapplications.
QUESTIONS
Anyquestionsregardingtheapplication,policy,orprocessshouldbesubmittedto:
RyanAdams
ManagingDirectorofAdministrativeServices
[email protected]
903-675-5131
APPLICATIONFORPUBLICFUNDING
ORGANIZATIONALINFORMATION
NAMEOFORGANIZATION:
CONTACTPERSON:
TITLE:
ADDRESS:
PHONENUMBER:
EMAIL:
WEBSITE:
NON-PROFIT?
YES
FEDERALTAXID#(ifapplicable): Writeashortdescriptionofyourorganization:
NO
PROPOSALINFORMATION
Writeadescriptionoftheactivitiesorservicestobeprovidedwithpublicfunds:
Durationoftheactivities(indays): StartDate: EndDate: AmountofFundsRequested: $ CurrentYearRevenueProjection: $ CurrentYearExpenditureProjection: $ Describe(orattach)atimelineoftheactivitiesfromplanningtocompletion:
Listothersourcesoffundingfortheactivitiesorservices:
Listanyotherpartnersfortheactivitiesorservices:
Havetheactivitiesorservicesbeenprovidedbefore?
YES
NO
Ifyes,howmanytimesorforhowmanyyears?
Howmanypeopleparticipatedinthepreviousyear’sactivity(ifapplicable)?
HowmanypeopleareexpectedtoparticipateintheFiscalYear2018activity(ifapplicable)?
Howwilltheactivitiesorservicesbepromotedtothecommunity?
HowwilltheactivitiesorservicescontributetotheCityofAthensoritsStrategicGoals?
Ihavereadandagreetocomplywiththetermsoutlinedinthispacket.
I certify that the information contained in this application is correct to the best of my knowledge and that I am
authorized to make this application on behalf of the organization herein described for the purpose of receiving
fundingfromtheCityofAthens.
Date: ____________
Signature: ________________________________
PrintedName ________________________________
Title ________________________________
Attachments:
ListofcurrentBoardMembersandOfficers(ifapplicable)
ProofofInsurance(ifapplicable)
StatementofOrganization’sabilitytofinanciallysupportthisactivity
Documentationofgoodfinancialstanding
Statementordocumentationofproperinternalcontrols
SUBMITTO:
CityofAthens
Attn:ManagingDirectorofAdministrativeServices
508E.TylerStreet
Athens,TX75751
903-675-5131