15-1-1: Short Title
15-1-2: Definitions
15-1-3: Purposes
15-1-4: General Guidelines
15-1-5: Standard Requirements
15-1-6: Criteria For Awarding Funds To Civic Organizations
15-1-1: SHORT TITLE:
The guidelines and requirements imposed by this chapter upon civic organizations requesting public funds from the village of Bartlett shall be known as the CIVIC ORGANIZATION FUNDING GUIDELINES. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)
As used in this chapter, unless the context otherwise requires, the following definition(s) shall apply:
CIVIC ORGANIZATION: Any not for profit unincorporated association, trust, estate, partnership, organization, committee, council, commission, club, Illinois not for profit corporation, or foreign not for profit corporation or other entity that provides or sponsors services, programs or special events for public benefit or public enjoyment on a not for profit basis. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)
15-1-3: PURPOSES:
   A.   The village of Bartlett is fortunate to have numerous not for profit community organizations providing desirable services that benefit residents of the village. Some of those organizations request and receive tax dollars or public funds to help support their efforts.
   B.   Since the village must ensure it is at all times accountable for public funds, a process and application for funding request form has been developed to standardize and enhance the reporting process, to document what services will be provided, and to better communicate the benefits to the Bartlett community as a whole.
   C.   To set forth the requirements for all civic organizations that request tax dollars from the village of Bartlett on an annual basis to fund services, programs, or special public events that benefit the village and its residents. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)
   A.   All civic organizations requesting funds from the village of Bartlett shall submit an application for funding request each year on the form set forth as appendix 15A attached to the ordinance codified herein, which shall include a narrative of the civic organization's primary mission and goals and stating specifically how the services or programs proposed to be provided will benefit the Bartlett community, and detailing the amount of funding requested, the services, programs and/or special public event to be funded, and the purposes of the anticipated expenditures from village funds.
   B.   By submitting a request for funding, a civic organization becomes responsible for the completion of all applicable guidelines. Civic organizations failing to submit the application for funding request and all required documentation in support of such request each year may not receive funding for the year. In addition, the village may elect to reduce or eliminate the payment of public funds payable to civic organizations or to an individual civic organization or organizations from year to year in its sole and absolute discretion, and the receipt of public funds to a civic organization from the village in any year shall not be relied upon or give rise to an expectancy that a civic organization will receive any or a similar amount of funding from the village in any future year. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)
Each civic organization requesting funding from the village shall submit on or before November 1, 2015, for fiscal year 2015/2016, and by November 1 of each year thereafter, of each year the following:
   A.   An application for funding request on the form as set forth on appendix 15A attached to the ordinance codified herein.
   B.   A copy of articles of incorporation evidencing the civic organization is a "not for profit corporation" formed under the Illinois not for profit corporation act (or if a foreign not for profit corporation, proof that the organization is registered with the Illinois secretary of state and has been authorized to conduct its affairs in Illinois). If the organization is an unincorporated association, proof that the organization has complied with the Illinois assumed name act.
   C.   A copy of the civic organization's bylaws or other rules of operation and amendments.
   D.   If the civic organization is a recognized 501(c)(3) tax exempt entity, a copy of IRS form 1023 application for recognition of exemption under section 501(c)(3) of the internal revenue code and letter of recognition of 501(c)(3) status from the IRS, and a copy of the civic organization's most recent audit.
   E.   Financial statements or other documentation showing all sources and uses of funds for the preceding two (2) years (if organization has been in existence for at least 2 years).
   F.   A proposed budget showing amount and types of receipts and expenditures anticipated for the present and next succeeding one year.
   G.   A statement that funds received from the village shall not be used to pay for any political or religious purpose, to purchase alcohol or private entertainment, or to pay for any operational expenses (such as salaries or facilities).
   H.   If funds were paid to the civic organization in the immediately preceding year by the village of Bartlett, a complete post funding report on the form as set forth on appendix 15B attached to the ordinance codified herein. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)
   A.   The corporate authorities, in its annual budget process, will set a total amount of funds to be allocated to civic organizations during its upcoming fiscal year, taking into account the village's other financial obligations and past practices. Priority will be given to civic organizations that provide a service or program that the village does not currently provide and/or which meaningfully supplements a village provided service, program or special public event.
   B.   The corporate authorities will also consider the following:
      1.   The size of the request for funding;
      2.   The civic organization's past history and reputation of the civic organization for community enrichment;
      3.   The completeness of its application for funding request and submittals in support of its request;
      4.   Past success of the organization's programs, services and events;
      5.   The number of people served;
      6.   The cost per person reached;
      7.   The number of volunteer versus staff hours worked; and
      8.   Such other factors as the corporate authorities deem appropriate.
   C.   The corporate authorities may award or not award funding requests or fund all or a portion of a funding request, to one or more civic organizations each year in its sole and absolute discretion. (Ord. 2015-06, 2-3-2015, eff. 6-1-2015)