COMMUNITY SUPPORT STRUCTURE

And GRANTING PROCEDURES

Steering Committee Structure:
Executive Director of the Steamboat Community Foundation (Mark Andersen)
Agriculture Agent for CSU Routt County Extension (Todd Hagenbuch)
Executive Director of the Routt County United Way (Kate Nowak)
Executive Director of the Arts Coalition (Mical Hutson)

(These positions serve as coalition chairs)
Allocation Committee Structure:
Coalition Chairs will recruit and select members for each allocation committee. Allocation committee
candidates will complete a conflict of interest statement in the form provided in this packet (Attached as
Appendix C). Council will be informed in early October of each year of the committee member
selections and will be provided their conflict of interest statements. Council will ratify the selections.
Steering Committee
Environmental
Allocation
Committee
Environmental
Coalition
Human
Resources
Coalition
Human Resources
Allocation
Committee
Arts & Culture
Coalition
Arts & Culture
Allocation
Committee


Coalition Structure:
Coalitions are informal groupings of like-kind non-profit organizations. The three coalitions are: Human
Resource, Environmental, and Arts & Culture.


GRANTING/CONTRACTING PROCESS
For organizations not in the three coalitions:
Any organization wishing to request funding from the City for community support must fit into a
coalition. Other organizations that enhance a city service may apply for funding through the
City department that would benefit from its activity. Beginning in 2013, the Civil Air Patrol and
Search and Rescue are funded through the Public Safety Department; Routt County Riders and
Bike Town USA are funded through the Parks, Recreation and Open Space Department; and
Main Street, Mountain Village Partnership and Yampa Valley Data Partners are funded through
the City Managers Economic Development budget. All organizations funded through a
department must provide a request (Attached as Exhibit A) to the Department in June of each
year (for 2012, this requirement will be met if requests are received by August 31). The
program or activity provided must be of a kind that a contract can be structured with the City to
document the services to be provided and the funding required. When any department
director receives such a request, he/she will take that request to the Management Team for
discussion regarding recommended funding.
For organizations that fit into a coalition:
Coalition member preliminary needs requests must be made to the Steering Committee in June
of each year. There is no format for submitting the June needs request; the Steering
Committee is simply attempting to compile a potential total request amount for the City. The
Steering Committee will sort the requests into the proper coalition and submit the information
in summary form to the Citys Finance Director by August 1 of each year. The City Manager will
recommend an amount to be funded for each coalition at the annual budget retreat in October.
At that time, Council will also ratify the Allocation Committee members. After Council has
approved the City Managers budget, the Steering Committee will work with each Allocation
Committee to see that the granting process is completed by December 15 of that year for
grants to be delivered in the next calendar year.

Coalition members requesting grants will submit their request to the Coalition Chairs by
October 15. This final request will be submitted on the Colorado Common Grant for amounts
over $5000 and on the City Grant Request (Appendix B of this packet) for amounts of $5000
and less. Allocation committees will use the scoring sheet included in this packet to score each
grant request and will provide these scoring sheets along with their recommended grant
amounts to the Steering Committee and to the Citys Finance Director before presenting the
allocation results to City Council.

The Steering Committee will communicate the individual grant awards to Council at its last
Council meeting of the year or its first meeting in the new budget year.
APPENDIX C

CONFLICT OF INTEREST STATEMENT:
Name ________________________________________________________________________

Allocation Committee____________________________________________________________

Please identify potential conflicts of interest associated with serving on this allocation
committee:
1)____________________________________________________________________________
2)____________________________________________________________________________
3)____________________________________________________________________________
4)____________________________________________________________________________
5)____________________________________________________________________________
6)____________________________________________________________________________

As a member of this coalition I agree to disqualify myself from discussion of and voting on
allocations in which I have a conflict of interest or where there may be a perceived conflict.

Signed: ______________________________________________

Date: ______________________________________________



APPENDIX B
City Grant Request Application
For requests of $5000 or less
This Grant Request is for Budget year _________
Name of the Requesting Entity: ____________________________________________
Contact Name: ________________________________________________________
Contact e-mail: ________________________________________________________
Amount Requested: __________________________________________________
Project Title/Use of Funds (please provide a complete description of the project or program):
Please answer the questions below in the order they are presented:
1) How does your program enhance or reduce City Services?
2) How does your organization collaborate with other service organizations?
3) Identify your organization staff, board and leaders and provide a brief bio of each.
Include the length of time the individual has been with your organization.
4) How many citizens will be impacted by this grant.
5) Will this grant fund operations?
6) If this is seed money to begin your operations, please indicate this.
7) Identify other forms of funding you have requested or received for this project.
8) Please provide a complete budget for the year in which you are making this request
including the grant being requested.
9) Please include your most recent complete and audited fiscal year financials. Provide
unaudited financials if audited statements are unavailable.


APPENDIX A
OUTSIDE ENTITY FUNDING REQUEST
(for entities that do not fit into a coalition category)

This Request is for Budget year _________.
Name of the Requesting Entity: ____________________________________________
Contact Name: ________________________________________________________
Contact e-mail: ________________________________________________________
Amount Requested: __________________________________________________
City Department to which the request is being made __________________________
Please provide the following information:
1. Identify the scope of use of funds being requested.
2. Why do you think the City and specifically this Department of the City will benefit from
your program?
3. How can you measure your success?
4. Identify your organization leaders and provide a brief bio on each.
5. How many citizens will be impacted by your use of these requested funds?
6. Please provide a complete proposed budget for the budget year for which you are
requesting funds.
7. Please provide the most recent years complete and audited financial statements.
Provide unaudited statements if audited statements are unavailable.