01-770Am�rdPa
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Refernd To
Council File # O \-'1'1p
Grecn Sheet # 1 t C�lds
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Committce Date
1 REVIEW AND APPROVAL OF THE 2002 CIVIC ORGANIZAITONS PARTNERSI3IP PROGRAM (COPP)
2 GUIDII.INES AND BUDGET OBJECTIVES
3 WHEREAS, the SaintPaul City Council supports and funds the Civic Organizations Partnerslup Program as a means
4 of aiding non-profit organizations in Saint Paul who provide services to its citizens; and
WHEREAS, organizations that participate in the Civic Organizations Partnership Program must adhere to the
program's guidelines and meet one of the ¢ w�udget objecrives set out in the 2002 COPP guidelines:
1. Domestic Abuse and Sezual Violence
2. Services For Children, Youth and Families
3. Senior's 7ssues
10 4. Conflict Resolution
i l 5. Community Restorative dustice Programs;
12 and 6. Shared Living Programs;
7. Emerqency Shelters
8. Literacy
13 Wf�REAS, it is the responsibility ofthe SaintPaul City Council to review and approve these guidelines and budget
14 objectives on an annual basis; now, therefore be it
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15 RESOLVED, that the Saint Paut City Council approve the 002 COPP guidelines and budget objectives.
Reclnested b3' Department of:
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Fotm Approved by Ciiy Attorney
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Approved by Mayor for Submission to Council
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Appmved Mayor, Date
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RESO�TION
OF SAINT PAUL, MINNESOTA
a9
Adopted by Council: Date �� �oo �
Adoption Certified by Counci7 Secretary
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SAINT PAUL CITY COUNCII, � I\S
CIVIC ORGANIZATIONS PARTNERSHIP PROGRAM (COPP)
GUIDELINES FOR 2002 PROPOSALS
PURPOSE AND ELIGIBILITY
The Civic Organizations Partnership Program, or COPP, provides
contracts with nonprofit organizations which assist the city in delivery of
needed services to city residents. The City Council each year identifies
the objectives it believes can be achieved best or most efficientiy through
contracts with nonprofit organizations. COPP provides the vehicle for
selecting and executing those contracts.
Any nonprofit organization which is engaged in activities related to the
2002 COPP objectives may apply for COPP funding. For the purpose of
this program, a"nonprofit organization" means a Minnesota nonprofit
corporation which has received 501(c)(3) taac exemption status from the
IRS, or a public entity. However, a nonprofit organization which has not
yet received an IRS determination may apply by using an e�sting
501(c)(3) organization as a fiscal agent.
PROGRAM FIJNDING
The City Council anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the city's general fund and federai Community Development
Block Grant (CDBG) funds. The City Council has deternuned that a
miuimum of 10% of available COPP fixnds will be used for first time
applicants.
The actual amount of funds auailable will not be known until the City
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Council adopts the city budget in December.
COPP BUDGET OBJECITVES / PRIORITIES
The 2002 COPP objectives are:
l. Domestic Violence
2. 5ervices for Children, Youth and Families
3. 5enior's Issues
4. Conflict Resolution
5. Community Restorative 3ustice Programs
6. Shared Living Programs
7. Emergency Shelter Programs
8. Literacy Programs
APPLICAITON INSTRUCTIONS
Eligibility and priority Before preparing an application, an organization should review the 2002
COPP objectives to deternune whether their proposed activities fit this
particular program. Potential applicants also shouid review these
guidelines, especially the sections dealing with COPP applicant eligibility
(to ensure that the organization will not be disqualified), review criteria,
and contracting requirements (to deternune that the organization has the
capacity to meet these requirements without undue delay or effort).
Application contents A complete application consists of two forms (the cover page and the
budget summary page), a proposal narrative, and attachments. Responses
which exceed the space or length indicated, or attachments beyond the
length specified, wili not be considered. All materials submitted must be
typewritten. Please submit ten (10) complete copies of the application.
Forms Cover na�e. Please respond to the cover page on the form provided.
Responses must be confined to the space available on the form.
Budget summary_paee. Applicants are to use the budget page. List
budget line items which are required to fulfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federal
funding.
Proposal narrative Please describe the proposed project by responding to the following items
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in no more than s'vc (6) pages.
1. Backeround. This section may be used to describe the need or
conte� for the proposal, to introduce the organization, etc.
2. Citv budget rioriries. In this section, the applicant may answer: In
what mam�er does the proposal meet the city's budget priorities?
What reason is there to believe that the applicant can accomplish this
goal more ef�ciently than can the city? What related long term goals
ofthe organization does this proposal meet?
3. Goals and objectives. The applicant should list goals for the project
(overall anticipated outcomes) and objectives (to be met in 2002) --
these should be specific and measurable.
4. Accom�shments. For proposals which received COPP or other ciry
funding for a similar purpose last yeaz, project evaluation results
should be summarized or attached.
5. Activities. What aze the major activities or methods to be used to
achieve project goals and objectives for 2002?
6. Evaluation plan. How does the applicant intend to assess
accomplislunent of project goals and objectives for 2002? What
measurement methods will be used?
Staff. Please identify for each position what the person's duties and
responsibilities on the project will be (job description or narrative
discussion). In addition, please list either here or in the budget
justification for each person: title, name (if known), salary rate, fixll
time equivalence or amount oftime assigned to this project, and basis
far calculating benefits.
8. Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, Sist
the other agencies or programs involved, and briefly describe the
nature of the collaborative arrangement and its present status.
Include other funds leveraged by this project, if applicable.
9. Timeline. Benchmarks or timing of major project activities should be
listed for each quarter or shorter time period. All projects are
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assumed to operate for the 12 month period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). If you
propose a different time period, or if you anticipate startup delays
(e.g. due to hiring) please describe.
10. Budget justification. Please provide detail to explain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize any equipment or
subcontracts. For other sources of fixnds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar amount, and its present
status (received, approved, applied for, etc.).
Anachr�zents Required. Organizations must submit one copy of their IRS taac
exemption deternunation letter, and their most recent audit report. If an
applicant already has submitted these materials to the city for another
purpose, please indicate where in the city these materials are on file rather
than sending an additional copy. (Please include enough information so
that staffcanlocatethem; e.g. program, department, cityproject manager,
and approacimate date of submission).
�norting. An applicant may include up to five (5) pages of supporting
documents, data, maps, etc. to illustrate or further explain points in the
proposal narrative or to demonstrate eligibility or priority for funding.
Deadline Ten (10) complete copies ofthe application must be submitted (exception:
one copy ofthe IRS deternunation letter and audit). These materials must
be received no later than 4:00 p.m. CDT on Friday, October 19, 2001.
A mailed application must be postmarked no later than Wednesdav,
October 17, 2001 Please send the completed application to:
City Council Research Center
Attn: Kenneth L. Smith
310 City Hall
Saint Paul, Minnesota 55102
Late, incomplete, or unsigned proposals will not be considered for
funding.
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Responsibility
Application materials
APPLICATION PROCE5S
City Council Research will manage the proposal review process.
Organiza.tions may request additional application materials by telephoning
Kenneth Smith at 651-266-8589 or writing to him at, Council Reseazch
310 City Hall, Saint Paul, MN 55102.
Assistance to potential In order to provide assistance to potential applicants, Council
applicants Research will conduct a proposers' conference. At this meeting, staffwill
review with interested nonprofit organizations COPP program guidelines,
requirements and procedures. This meeting is being held so that all
potential applicants can get comparable information; staffwill not provide
assistance to applicants on other occasions.
Proposers' conference will be held:
To be determined
Staff review and Council Research staff will prepare recommendations for the City
recommendntions Council to consider, using the criteria listed on the next page under
"Review Criteria."
City Council Proposals and staffrecommendations will be reviewed by the City
approval Council. Applicants will be informed when the date and time for this
review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated into the contract with the organization.
The City Council may formally approve the 2002 COPP proposals either
as part of adopting the city budget or may do so by a separate resolution,
at the Council's option.
Contr¢ct dwelopment In anticipation of formal City Council program approval, staff may meet
with representatives ofapproved projects after Council approval to begin
developing contracts. However, no contract will be signed by the city
prior to formal action by the full City Council.
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Priority
REVIEW CRITEIUA
The following criteria will be used by Council Research staff to prepaze
funding recommendations to the City Council. The City Council will
approve all projects to be funded through COPP.
Does this proposal meet the 2002 City Council objectives? A nro osal
which does not fit the objectives will not be recommended for ap�roval.
Capacity For requests to continue COPP projects that were funded in 2001, please
state to what e�ent was the project successful? Did the project
accomplish city objectives? For new organizations or new projects, to
what extent does the proposal demonstrate that the organization can carry
out the project successfully?
Impact
Project design
Project resources
General operating
To what extent does the proposal demonstrate that city funding of the
project can be expected to resuit in a measurable impact in the
community?
To what e�ent are proposed activities, methods and timelines reasonable
and able to accomplish the project's objectives?
To what extent are the proposed personnel, budget, and other resources
(including collaborative arrangements) appropriate for the scope of the
project?
OTHER F'UNDING CONSIDERATIONS
There aze some additional factors which, while they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have some impact in the future.
Aithough we do not know the extent to which these factors will influence
funding recommendations and decisions for 2002, prospective applicants
may wish to consider them in preparing a 2002 COPP application. These
factors include:
Some COPP contracts in the past haue been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is possible that contracts ofthis nature
will be approved again for 2002. However, all proj ects need to be able to
show specific performance objectives. In addition, since some funding
used for COPP is difficult to use for general operating support, such
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projects may find it more difficult to compete for funding.
Availability of other If a proposal can qualify for funding through another city funding
funding sources source (or an outside funding source known to be available), it is less
likely to be recommended for funding through COPP.
Service area All things being equal, organizations and services which are targeted for
Saint Paul residents exclusively may be viewed more favorably than those
with a wider service area.
CONTRACT DEVELOPMENT AND IlVIPLEMENTATTON
Scope of work If an application is approved exactly as submitted, it will constitute most
of the scope of work which will be attached to the contract. Project
activities and/or budget may be revised as part of the approval process.
If so, the proposal's scope of work must be rewritten before the contract
is executed.
Requirements far Any city contractor must comply with certain city requirements.
city contractors Additional requirements are tied to federal CDBG funding, which is used
for many COPP projects. In some cases, additional costs to an
organization for compliance with these city and federal requirements can
be included in the project budget. Requirements include:
General. All contractors must comply with applicable federal, state and
local laws, orders and regulations.
Insurance. The city requires that contractors have $1,000,000 of general
liability insurance (and in some cases auto liability insurance) which names
the city as an additional insured party. Insurance certificates must be
furnished before a contract is executed.
Human riehts. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmative action plan on file with the
Saint Paul Human Rights Department and will be monitored for
compliance by the department.
Service to low and moderate income people. If a project is funded using
federal CDBG funds, the contractor must be able to document that the
project is serving low and moderate income people -- i.e. people whose
incomes are below 80°/a of the Twin Cities area median income. Projects
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which can demonstrate this most easily are those which provide direct
services to persons, and can show that a majority of these persons meet
the income eligibility requirement. If such documentation is not possible,
a project may be able to meet this requirement by documenting that the
project provides its services in census tracts where a majority of residents
are low or moderate income people. Except projects that receive CDBG
dollars and serve the youth population. These programs must document
and maintain on file the family income of all clients served by the program.
Financial requirements. After compleuon of a project, a contractor must
provide the city with an audit which includes project funds. If federal
funds are used in a project, the organization must meet federal accounting
and other financial standards, and the audit must be conducted according
to federal requirements.
Contractpayments All payments are made on a reimbursement basis. Payments generally are
made quarterly, although other arrangements can be made, depending on
the size of the grant. Advance payments may be possible for start-up
programs by special arrangement. Documentation of all expenditures is
required in order to receive reimbursement.
Progress reports Quarterly financial reports and annual evaluation reports are required of
all organizations. These reports should be sent to Kenneth L. Smith the
project administrator.
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COPP Budget Priorifies l5ervice Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations working to end domestic abuse and sezual violence and support the
education of Saint Paul children and families to identify and take action against abuse inside and
outside the home.
Services for Children, Youth and Famities
CYF-1
Support organizations which have the capacity to advocate for and coordinate services to
children, youth and families in a non-duplicarive way which work to make city services more
responsive to the needs of children, youth and families and to collaborate with other public and
non-profit entities to support children, youth and families in Saint Paul. The highest priorities of
this effort to advocate and coordinate services for children, youth and families will be:
1. Use city resources, such as recreation centers, library facilities and staff where
such resources are available, to support high quality, structured programs and/or make
space available to other public or non-profit entities to provide children with safe and
supervised after school activities.
2. Use city resources and advocacy to support programs which prevent teenage
pregnancy and which prevent youth from dropping out of school.
3. Support development of positive alternatives for youth recreation and
socialization, such as chemical-free clubs, tutoring and literacy programs.
4. Initiate and maintain activities which promote culturai understanding and decrease raciai,
religious and gender biases throughout the City of 3aint Paul.
Senior's Issues
S-1
Support and encourage chore assistance and self sufficiency for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities throughout the city where
there is a need.
S-3
Support and encourage accessibility and participation by seniors in the full range of City
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services by providing appropriate recreational opportunities for all age levels.
Conflict Resolution
CR-1
Promote conflict resolurion processes which encourage Saint Paul residents to participate
in reaching solutions which contribute to community stabiliry and reduce demands on
City services.
CR-2
Promote programs which encourage high community standards and community responsibility
through actions which are reflective of acceptable and reasonable behaviors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a value-based approach to criminai justice,
with a balanced focus on the offender, victim and the community.
R7-2
Promote programs designed to serve the needs of victims by providing a holistic approach to
healing the harm suffered, while offering opportunities for offenders to realize the harm they
caused, apologize for the wrong, heip repair the harm, and earn their way back into good standing
in the community.
Shared Living Programs
SL-1
Promote programs that bring low income homeowners and persons with disabilities, single parents
with children, low income persons and the elderly, who aze looking for affordable housing,
together.
SL-2
Promote programs that allow seniors to stay in their homes and maintain their independence by
sharing their homes with low income renters that can provide safety, chore sharing, transportation
and companionship.
Emergency Shelter Programs
ES-1
Promote programs that provide emergency and transitional shelter for homeless adults and
families who are without housing.
ES-2
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Promote programs that provide emergency and transitional shelter and provide life skills training
to move clients to permanent housing.
Literacy Programs
LT-1
Promote programs that promote literacy as a way of educating children and families. These
programs may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
LT-2
Promote programs that promote literacy for non English speaking communities. These programs
may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
crrY couxccII..
VTACT PERSON & PHONE
�,�W1LCl�IDCD�E1' �
=i�/��
'>T BE ON COUNCIL AGENDA BV (�ATq
DATEINIiIATED
uV za. zaoi
FOR
TOTAL # OF SIGNATURE PAGES
GREEN SHEET
��.�%�o
No 110405
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❑ UIYATTORt&Y ❑ b�YCLERK �
❑ ff�1GNMLSERNCFIO/L ❑ qWICIRLfFAVll1CR6
❑ WTOR�OM0.4AYTAI!!) ❑
(CLIP ALL LOCATIONS FOR SIGNATURE)
Requesting the City Coune� to review and appmve the ?A02 COPP guidelines aacl bndSet objectives•
PLANNING COMMISSION
CIB CAMMITfEE
CIVIL SERVICE COMMISSION
IF APPROVED
AMOUNT OF TFiANSACTION S
SOURCE
Has this persoNfirm ever worked urMer a contract tw ihis departmeM?
VES NO
Has this persoNfirtn ever been a cily empbyee?
YES NO
Does this persorJfirm possess a skill not normallypossessed by any curtent city employee7
YES NO
Is this petsoN(rro a targeted vendoY+
YES NO
COST/REVENUE 6UDGETED (CIRCLE ONE)
ACTNITY NUMBER
YES NO
INFORMATION (IXPWN)
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SAINT PAUL CITY C4UNCII.
CIVIC ORGANIZATIONS PARTNERSffiP PROGRAM (COPP)
GIIIDELINES FOR 2002 PROPOSALS
PURPOSE AND
The Civic Or ' tions Partnership Program, or COPP, provides
contracts with n profit organizations wlrich assist the city in delivery of
needed service to city residEnts. The City Council each year identifies
the objective t believes can be achieved best or most efficiently through
co�racts ' nonprofit organizations. COPP provides the vehicle for
selecting d executtuig those contracts.
Any n profit organization wlrich is engaged iu activities related to the
2002 OPP objectives may apply for COPP funding. For the purpose of
thi rogram, a"nonprofit organization" means a Muuiesota nonprofit
oration which has received 501(cx3) tax exemption status from the
, or a pnblic entity. However, a nonprafii organization which has noY
yet received an IRS determanation may apply by using an existing
501(cx3) organization as a fiscal agenY.
PROGRAM FUNDING
The City Councii anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the cit�'s genera[ fund and federal CommunityDevelopment
Block Grant (CDBG) funds. The City Council has deternuned that a
minimum of 10% of avaitable COPP funds will be used for first time
applicants.
The ach�al amount of funds available will not be known until the City
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Eligibility and priority
Application contenRs
Forms
Proposal
Council adopts the ciry budget in December.
COPP BIIDGET OB7ECITVES / PRIORITIES
The 2002 COPP ob�ectives are:
1, Domestic �olence
2. Services for Children, Youth and Families
3. Senior's Issues
4. Conflict Resolution
5. Community Restorative 7ustice Progr
APPLICATION
Before prepariag an appl
COPP objectives to det�
particular prograzn. P
guidelines, especially the
(to ensure that the organ
and contracting �
capacity to meet
>� organization should review the 2002
e hether their proposed activities fit this
applicaats also should review these
ons dealing with COPP applicant eligibility
m will not be disqualified), review criteria,
(to determine that the organization has the
xnents without undue delay or effort).
A complete appli 'on consists of two forn►s (the cover page and the
budget s�mmary e), a proposal narrative, and attachments. Responses
which exceed space or length indicated, or attaclunents beyond the
length specifi� will not be considered. All materials submitted must be
typewritten, Please submit ten (10) complete copies of the applicarion.
Please respond to the cover page on the form provided.
B�d et summ a e. Applicants aze to use the budget page. List
udget lifle items which are required to fiilfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federat
funding.
Please describe the proposed project by responding to the following items
in no more than s'vc (� pages.
1. Background. This secrion may be used to describe the need or
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context for the proposal, to introduce the organization, etc.
2. �itv budyet uriorities. Tn tlris seaion, the applicant may answer: In
what mannes does the proposal mcet the city's biidget priorities?
What reason is there to believe that the applicant� an accomplish this
goal more efficieatly than can the cit�? What �elated long term goals
of the organization dces this proposal meeth
3. Goals and objectives. The applicant
(overall anticipated outcomes) and,t
these should be specific and m�
Iist goals for the project
�s (to be met in 2002) --
4. Accomplishments. For pro sals wlrich received COPP or other city
fuading for a similar p se ]ast year, project evaluation results
should be summarizei o attached.
5, ctivities. What ar the major activities or methods to be used to
achieve project go, s and objectives for 2002?
6. Evaluation 1. How does the
accompli of project goals and
measurem methods will be used?
applicant intend to assess
objectives for 2002? What
7. Staff. P�_ . `ase identify for each position what the person's duties and
respo dities on the praject wial be (iob descripiiofl or narrarive
discus'sion). In additioq please list either here or in the budget
jus�ication for each pesson: title, name ('if known), salary rate, full
ti�►e equivalence or amount of time assigned to tlris project, and basis
,4or calculating benefits.
Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, list
the other agencies or programs involved, and briefly describe the
nawre of the cofl�bor�tive arrangement aad its present status.
Include other funds Ieveraged by this pro}�t, if applicable.
9. Timeline. Benchmazks or timing of major project activities should be
listed for eac}� qu�rter or s}�orter ti�ne period. All projects are
assumed to operate for the 12 moath period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). ff you
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propose a different time period, or if you anticipate startup detays
(e.g. due w hiring) please descn'be.
10. Budget justific�tion Please provide detail to eacplain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize suy equipment or
subcontracts. For other sowces of funds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar ount, and its present
status (received, approved, applied for, etc.�
Aitachments Required. Organizations must s�
�emption determination letter, and
applicant already has submitted th
purpose, please indicate where in
than sending an addidonal cop .(Pl
thatstaffcanlocatethem;e.g. rogra
and appro�mate date of su ' ion
Snvoorting. An a�
documents, data, ;
proposal narrative
A mailed
Dea�Aine Ten(10)complete piesoftheapplicationmustbesubmitted(er�ception:
one copy ofthe determination letter and audit). These materials must
copy of their IRS tax
most recent audit report. If an
naterials to the city for another
city these materials are on file rather
;ase include enough information so
n, department, city project manager,
�£ may include up to five (5) pages of supporting
etc. to illustrate or further eacplain points in the
demonstrate eligibility or priority for funding.
ion must be postmarked no later than Wednesdav.
Please send the completed application to:
Cit��' Council Research Center
Attn: Kenneth L. Smith
3�10 City Hall
Saint Paul, lvfinnesota 55102
�.ate, incomplete, or umsigned proposals will not be considered for
funding.
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APPLICATION PROCESS
Responsibility City Council Research w�l manage the proposal revie,w process.
APPlication materials Organi7ations may request additional application by telephoning
Kenneth Smith at 651-266-8589 or writing to at, Council Research
310 City Hall, Saint Paul, MN 55102.
Assistasce to potential In order to provide assistance to po ' applicants, Council
applicants Research will conduct a propo ' conference. At tlus meeting, staffwill
requirements and �
potential applicants
assistance to appliG
Proposers'
T}us meeting is
oWer occasions.
will be held:
?P programguidelines,
being held so that all
n; staffwill not provide
To 6e
Staff review and
recommendatioru
�Research staff will prepare recommendations for the City
to consider, using the cxiteria listed on the next page under
Criteria."
City Council Prbposals and staffrecommendations will be reviewed by the City
approval ,Council. A.pplicants will be informed when the date and time for tlris
/`� review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated iato the contract with the orgaaization.
The City Council may form�liy approve the 2002 CQPP proposals either
as part of adopting the city budget or �ay do so by a separate resolution,
ai the Council's option.
Contract development In anticipation of forn�al City Council program approval, staff may meet
with represent�tives of approved projects aftet Council approval to begin
developing coatr�cts. However, no contract will be signed by the city
prior to foimal action by the full City Council.
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Priority
i�
The following ciiteria will be used by Council Research staff to prepare
funding recommeadations to the City Council. The City Councii,will
approve all projects to be funded through COPP. �
Does this proposal meet the 2002 City Council
Capacity For requests to continue COPP projects that w ded in 2001, please
state to what extent was the project su sful? Did the project
accomplish city objectives? For new or ' tions or new projects, to
what extent does the proposal demo te that the organization can carry
out the project successfuil�?
Impact To what extern does the pro sal demonstrate that city funding of the
project can be expected o result in a measurable impact in the
community?
Project design
Projectresources
To what eartern aze oposed activities, methods and timelines reasonable
and able to acco 'sh the project's ob}ectives?
To what e are the proposed personnel, budget, and other resources
(including c rative arrangements) appropriate for the scope of the
project?
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General operating
,'Phere are some additionalfactors which, white they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have so�e impact in the future.
Althoughwe do not know the e3rtent to which these factors will influence
funding recommendations aad decisions for 2002, prospective applicants
maywi�►to consider tkem in prepari�g a 2002 COPP appfication. These
factors include:
Some COPP contracts in the pgst have been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is poss4ble that co�macts ofthis nature
will be approved again for 2002. However, sll projects nee�i to be able to
show specific performance objectives. In addition, since some funding
used for COPP is diffecvlt io use for general operating support, such
o t -'►�a
�
projects may find it more difficult to compete for funding.
Avm7abi7rty of other If a proposal can qualify for funding through another city
fu»ding sources source (or an outside funding source known to be ' le), it is less
likely to be recommended for funding through CO .
Service area All things being equal, organizations and 'ces wlrich are targeted for
SaintPaulresidentsexclusivelymaybevi edmarefavorablyt�anthose
with a wides setvice area.
CONTRACT
Scope of work
Requirements for
city contractors
IlIZPLEMENTATION
If an application is approved y as submitted, it will constitute most
of We scope of work wlu will be attached to the contract. Project
activities andlor budget y be revised as part of the approval process.
If so, the proposal's sco of work must be rewritten before the contract
is executed.
Any city contracto must comply with certain city requiremems.
Additional req ' ents are tied to federal CDBG funding, which is used
for many C4PP projects. Tn some cases, additional costs to an
organizatiou�for compliance with these city and federal requiremenis can
be includ�in the project budget. Requirements include:
All wntractors must comply with applicable federal, state and
laws, orders and regulations.
�Insurance. The city requires that contractors have $1,OOq000 of generai
liability insurance (and in some cases auto liability insurance) wluch names
the city as an additional insured party. Insurance certific�tes must be
furnished before a contractis executed.
Human rigt_ its. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmaiive action plan on file with the
Saint Paul Human Rights Department and will be monitored for
wmpliance by the departmem.
Service to low and moderate income oeonle. If a project is funded using
federal CDBG funds, the conuactor must be able to document that the
pro}ect is serviag low and moderate income people — i.e. peopk w�ose
incomes are below 80% of the Twin Cities area median income. Projects
o � -1'1c
0
wlrich can demonstrate this most easily are those wlrich provide direct
services to persons, and can show that a majority of these petsons meet
the income eligibility requireme�nt. If such documentation is npt poss�le,
a project may be able to meet this requirement y documenting that the
project provides its s�vices in census tracts w ere a majority of residents
are low or moderate income people. projects that receive CDBG
dollars and serve the youth population programs must document
and maintain onSlethe family income all clients served bythe program.
Financial requirements. After co letion of a project, a contractor must
provide the city with an audit hich includes project funds. If federat
funds are used in a project, organization must meet federal accounting
and other financial standar s, and the sudit must be conducted according
to federal requirements.
Contractpayments All payments are on a reimbursement basis. Payments generally aze
made quarterly, al ugh other arrangements can be made, depending on
the size of the . Advance payments may be possible for start-up
programs by s arrangement. Documentation of all expenditures is
required in ord to receive reimbursement.
Progress reports Quarterly cial reports aad annual evaluation reports are required of
all or ''ons. These reports should be sent to Kenneth L. Smith the
project �d�ministrator.
f
� � -� �
COPP Budget Priorities /Service Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations worl-ing to end domestic abuse and sexaai violence and
education of Saint Paul children and families to identify and take action againsl
outside the home. /
Services for Ch�7dren, Yout6 and Families
t the
inside and
CYF-1
Support organizations which have the capacity to advocate for coordinate services to
children, youth and families in a non-duplicative way wlrich wo to make city services more
responsive to the needs of children, youth and families and to llaborate with other public and
non-profit entities to support children, youth and families ' aint Paul. The highest priorities of
this effort to advocate and coordinate services for childr youth and families will be:
Use city resources, such as recreation a
such resources aze available, to support
space available to other public or aon-p:
supervised after sckool activities.
facilities a�d staffwhere
k�uality, stcuctured programs and/or make
e�tities to provide children with safe and
2. Use city resources and advocacy to port programs which prevent teenage
pregnancy and which prevem youth om dropping out of school.
3. Support development of positi�+e akernat�ves for youth recreahon aud
socialization, such as chem�¢�1-free clubs, tutoring and literacy programs.
4. Initiate and mainiain
religious and gender,
Senior's Tssues
ies which promote cultural understanding and decrease racial,
throughout the City of Sai�t Paul.
S-1 g
Support and encourage chore assistance and self sufficie�cy for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities tkiroughout the city where
there is a need.
S-3
Support and encowage accessibility and participation by seniors in the full range of City
o�-���
services by providing appropriate recreational opportunities for all age levels.
Conflid Resolation
CR 1
Promote conflict resolution processes wluch encourage Saint Paul residents to
in reaching sotutions wlrich contribtrte to community stability and reduce dema
City services. ,
CR 2
Promote programs which encourage lugh community standards and 'ty responsibility
through actions wtrich are reflecrive of acceptable and reasonable � viors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a v e-based approach to criminal justice,
with a balanced focus on the offender, victim and th mmuniry.
RJ-2
Promote programs designed to serve the need of victims by providing a holistic approach to
healing the harm suffered, while offering op rtunities for offenders to realize the harm they
caused, apologize for the wrong, help rep ' the hazm, and earn their way back into good standing
in the community.
�
Am�rdPa
A �,�,�.a��\
•:.-�:,
Refernd To
Council File # O \-'1'1p
Grecn Sheet # 1 t C�lds
�
Committce Date
1 REVIEW AND APPROVAL OF THE 2002 CIVIC ORGANIZAITONS PARTNERSI3IP PROGRAM (COPP)
2 GUIDII.INES AND BUDGET OBJECTIVES
3 WHEREAS, the SaintPaul City Council supports and funds the Civic Organizations Partnerslup Program as a means
4 of aiding non-profit organizations in Saint Paul who provide services to its citizens; and
WHEREAS, organizations that participate in the Civic Organizations Partnership Program must adhere to the
program's guidelines and meet one of the ¢ w�udget objecrives set out in the 2002 COPP guidelines:
1. Domestic Abuse and Sezual Violence
2. Services For Children, Youth and Families
3. Senior's 7ssues
10 4. Conflict Resolution
i l 5. Community Restorative dustice Programs;
12 and 6. Shared Living Programs;
7. Emerqency Shelters
8. Literacy
13 Wf�REAS, it is the responsibility ofthe SaintPaul City Council to review and approve these guidelines and budget
14 objectives on an annual basis; now, therefore be it
a, �
15 RESOLVED, that the Saint Paut City Council approve the 002 COPP guidelines and budget objectives.
Reclnested b3' Department of:
�
Fotm Approved by Ciiy Attorney
�
Approved by Mayor for Submission to Council
�: �, _ a-. � �_�.��-
�
Appmved Mayor, Date
� �+� J �'
♦ �
�
— A �i �, a �� �
_ 'A� ...� �r� a�� \
RESO�TION
OF SAINT PAUL, MINNESOTA
a9
Adopted by Council: Date �� �oo �
Adoption Certified by Counci7 Secretary
{�mer�� Ol-'1'1�
v ��5, o,�
SAINT PAUL CITY COUNCII, � I\S
CIVIC ORGANIZATIONS PARTNERSHIP PROGRAM (COPP)
GUIDELINES FOR 2002 PROPOSALS
PURPOSE AND ELIGIBILITY
The Civic Organizations Partnership Program, or COPP, provides
contracts with nonprofit organizations which assist the city in delivery of
needed services to city residents. The City Council each year identifies
the objectives it believes can be achieved best or most efficientiy through
contracts with nonprofit organizations. COPP provides the vehicle for
selecting and executing those contracts.
Any nonprofit organization which is engaged in activities related to the
2002 COPP objectives may apply for COPP funding. For the purpose of
this program, a"nonprofit organization" means a Minnesota nonprofit
corporation which has received 501(c)(3) taac exemption status from the
IRS, or a public entity. However, a nonprofit organization which has not
yet received an IRS determination may apply by using an e�sting
501(c)(3) organization as a fiscal agent.
PROGRAM FIJNDING
The City Council anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the city's general fund and federai Community Development
Block Grant (CDBG) funds. The City Council has deternuned that a
miuimum of 10% of available COPP fixnds will be used for first time
applicants.
The actual amount of funds auailable will not be known until the City
C7\
Z
Council adopts the city budget in December.
COPP BUDGET OBJECITVES / PRIORITIES
The 2002 COPP objectives are:
l. Domestic Violence
2. 5ervices for Children, Youth and Families
3. 5enior's Issues
4. Conflict Resolution
5. Community Restorative 3ustice Programs
6. Shared Living Programs
7. Emergency Shelter Programs
8. Literacy Programs
APPLICAITON INSTRUCTIONS
Eligibility and priority Before preparing an application, an organization should review the 2002
COPP objectives to deternune whether their proposed activities fit this
particular program. Potential applicants also shouid review these
guidelines, especially the sections dealing with COPP applicant eligibility
(to ensure that the organization will not be disqualified), review criteria,
and contracting requirements (to deternune that the organization has the
capacity to meet these requirements without undue delay or effort).
Application contents A complete application consists of two forms (the cover page and the
budget summary page), a proposal narrative, and attachments. Responses
which exceed the space or length indicated, or attachments beyond the
length specified, wili not be considered. All materials submitted must be
typewritten. Please submit ten (10) complete copies of the application.
Forms Cover na�e. Please respond to the cover page on the form provided.
Responses must be confined to the space available on the form.
Budget summary_paee. Applicants are to use the budget page. List
budget line items which are required to fulfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federal
funding.
Proposal narrative Please describe the proposed project by responding to the following items
�� .���
in no more than s'vc (6) pages.
1. Backeround. This section may be used to describe the need or
conte� for the proposal, to introduce the organization, etc.
2. Citv budget rioriries. In this section, the applicant may answer: In
what mam�er does the proposal meet the city's budget priorities?
What reason is there to believe that the applicant can accomplish this
goal more ef�ciently than can the city? What related long term goals
ofthe organization does this proposal meet?
3. Goals and objectives. The applicant should list goals for the project
(overall anticipated outcomes) and objectives (to be met in 2002) --
these should be specific and measurable.
4. Accom�shments. For proposals which received COPP or other ciry
funding for a similar purpose last yeaz, project evaluation results
should be summarized or attached.
5. Activities. What aze the major activities or methods to be used to
achieve project goals and objectives for 2002?
6. Evaluation plan. How does the applicant intend to assess
accomplislunent of project goals and objectives for 2002? What
measurement methods will be used?
Staff. Please identify for each position what the person's duties and
responsibilities on the project will be (job description or narrative
discussion). In addition, please list either here or in the budget
justification for each person: title, name (if known), salary rate, fixll
time equivalence or amount oftime assigned to this project, and basis
far calculating benefits.
8. Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, Sist
the other agencies or programs involved, and briefly describe the
nature of the collaborative arrangement and its present status.
Include other funds leveraged by this project, if applicable.
9. Timeline. Benchmarks or timing of major project activities should be
listed for each quarter or shorter time period. All projects are
al -��
0
assumed to operate for the 12 month period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). If you
propose a different time period, or if you anticipate startup delays
(e.g. due to hiring) please describe.
10. Budget justification. Please provide detail to explain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize any equipment or
subcontracts. For other sources of fixnds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar amount, and its present
status (received, approved, applied for, etc.).
Anachr�zents Required. Organizations must submit one copy of their IRS taac
exemption deternunation letter, and their most recent audit report. If an
applicant already has submitted these materials to the city for another
purpose, please indicate where in the city these materials are on file rather
than sending an additional copy. (Please include enough information so
that staffcanlocatethem; e.g. program, department, cityproject manager,
and approacimate date of submission).
�norting. An applicant may include up to five (5) pages of supporting
documents, data, maps, etc. to illustrate or further explain points in the
proposal narrative or to demonstrate eligibility or priority for funding.
Deadline Ten (10) complete copies ofthe application must be submitted (exception:
one copy ofthe IRS deternunation letter and audit). These materials must
be received no later than 4:00 p.m. CDT on Friday, October 19, 2001.
A mailed application must be postmarked no later than Wednesdav,
October 17, 2001 Please send the completed application to:
City Council Research Center
Attn: Kenneth L. Smith
310 City Hall
Saint Paul, Minnesota 55102
Late, incomplete, or unsigned proposals will not be considered for
funding.
c�� _���
Responsibility
Application materials
APPLICATION PROCE5S
City Council Research will manage the proposal review process.
Organiza.tions may request additional application materials by telephoning
Kenneth Smith at 651-266-8589 or writing to him at, Council Reseazch
310 City Hall, Saint Paul, MN 55102.
Assistance to potential In order to provide assistance to potential applicants, Council
applicants Research will conduct a proposers' conference. At this meeting, staffwill
review with interested nonprofit organizations COPP program guidelines,
requirements and procedures. This meeting is being held so that all
potential applicants can get comparable information; staffwill not provide
assistance to applicants on other occasions.
Proposers' conference will be held:
To be determined
Staff review and Council Research staff will prepare recommendations for the City
recommendntions Council to consider, using the criteria listed on the next page under
"Review Criteria."
City Council Proposals and staffrecommendations will be reviewed by the City
approval Council. Applicants will be informed when the date and time for this
review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated into the contract with the organization.
The City Council may formally approve the 2002 COPP proposals either
as part of adopting the city budget or may do so by a separate resolution,
at the Council's option.
Contr¢ct dwelopment In anticipation of formal City Council program approval, staff may meet
with representatives ofapproved projects after Council approval to begin
developing contracts. However, no contract will be signed by the city
prior to formal action by the full City Council.
O � �'l
C�
Priority
REVIEW CRITEIUA
The following criteria will be used by Council Research staff to prepaze
funding recommendations to the City Council. The City Council will
approve all projects to be funded through COPP.
Does this proposal meet the 2002 City Council objectives? A nro osal
which does not fit the objectives will not be recommended for ap�roval.
Capacity For requests to continue COPP projects that were funded in 2001, please
state to what e�ent was the project successful? Did the project
accomplish city objectives? For new organizations or new projects, to
what extent does the proposal demonstrate that the organization can carry
out the project successfully?
Impact
Project design
Project resources
General operating
To what extent does the proposal demonstrate that city funding of the
project can be expected to resuit in a measurable impact in the
community?
To what e�ent are proposed activities, methods and timelines reasonable
and able to accomplish the project's objectives?
To what extent are the proposed personnel, budget, and other resources
(including collaborative arrangements) appropriate for the scope of the
project?
OTHER F'UNDING CONSIDERATIONS
There aze some additional factors which, while they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have some impact in the future.
Aithough we do not know the extent to which these factors will influence
funding recommendations and decisions for 2002, prospective applicants
may wish to consider them in preparing a 2002 COPP application. These
factors include:
Some COPP contracts in the past haue been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is possible that contracts ofthis nature
will be approved again for 2002. However, all proj ects need to be able to
show specific performance objectives. In addition, since some funding
used for COPP is difficult to use for general operating support, such
o� -`��`�
�
projects may find it more difficult to compete for funding.
Availability of other If a proposal can qualify for funding through another city funding
funding sources source (or an outside funding source known to be available), it is less
likely to be recommended for funding through COPP.
Service area All things being equal, organizations and services which are targeted for
Saint Paul residents exclusively may be viewed more favorably than those
with a wider service area.
CONTRACT DEVELOPMENT AND IlVIPLEMENTATTON
Scope of work If an application is approved exactly as submitted, it will constitute most
of the scope of work which will be attached to the contract. Project
activities and/or budget may be revised as part of the approval process.
If so, the proposal's scope of work must be rewritten before the contract
is executed.
Requirements far Any city contractor must comply with certain city requirements.
city contractors Additional requirements are tied to federal CDBG funding, which is used
for many COPP projects. In some cases, additional costs to an
organization for compliance with these city and federal requirements can
be included in the project budget. Requirements include:
General. All contractors must comply with applicable federal, state and
local laws, orders and regulations.
Insurance. The city requires that contractors have $1,000,000 of general
liability insurance (and in some cases auto liability insurance) which names
the city as an additional insured party. Insurance certificates must be
furnished before a contract is executed.
Human riehts. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmative action plan on file with the
Saint Paul Human Rights Department and will be monitored for
compliance by the department.
Service to low and moderate income people. If a project is funded using
federal CDBG funds, the contractor must be able to document that the
project is serving low and moderate income people -- i.e. people whose
incomes are below 80°/a of the Twin Cities area median income. Projects
a � _�`�O
which can demonstrate this most easily are those which provide direct
services to persons, and can show that a majority of these persons meet
the income eligibility requirement. If such documentation is not possible,
a project may be able to meet this requirement by documenting that the
project provides its services in census tracts where a majority of residents
are low or moderate income people. Except projects that receive CDBG
dollars and serve the youth population. These programs must document
and maintain on file the family income of all clients served by the program.
Financial requirements. After compleuon of a project, a contractor must
provide the city with an audit which includes project funds. If federal
funds are used in a project, the organization must meet federal accounting
and other financial standards, and the audit must be conducted according
to federal requirements.
Contractpayments All payments are made on a reimbursement basis. Payments generally are
made quarterly, although other arrangements can be made, depending on
the size of the grant. Advance payments may be possible for start-up
programs by special arrangement. Documentation of all expenditures is
required in order to receive reimbursement.
Progress reports Quarterly financial reports and annual evaluation reports are required of
all organizations. These reports should be sent to Kenneth L. Smith the
project administrator.
� � ���
COPP Budget Priorifies l5ervice Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations working to end domestic abuse and sezual violence and support the
education of Saint Paul children and families to identify and take action against abuse inside and
outside the home.
Services for Children, Youth and Famities
CYF-1
Support organizations which have the capacity to advocate for and coordinate services to
children, youth and families in a non-duplicarive way which work to make city services more
responsive to the needs of children, youth and families and to collaborate with other public and
non-profit entities to support children, youth and families in Saint Paul. The highest priorities of
this effort to advocate and coordinate services for children, youth and families will be:
1. Use city resources, such as recreation centers, library facilities and staff where
such resources are available, to support high quality, structured programs and/or make
space available to other public or non-profit entities to provide children with safe and
supervised after school activities.
2. Use city resources and advocacy to support programs which prevent teenage
pregnancy and which prevent youth from dropping out of school.
3. Support development of positive alternatives for youth recreation and
socialization, such as chemical-free clubs, tutoring and literacy programs.
4. Initiate and maintain activities which promote culturai understanding and decrease raciai,
religious and gender biases throughout the City of 3aint Paul.
Senior's Issues
S-1
Support and encourage chore assistance and self sufficiency for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities throughout the city where
there is a need.
S-3
Support and encourage accessibility and participation by seniors in the full range of City
0 l -���
services by providing appropriate recreational opportunities for all age levels.
Conflict Resolution
CR-1
Promote conflict resolurion processes which encourage Saint Paul residents to participate
in reaching solutions which contribute to community stabiliry and reduce demands on
City services.
CR-2
Promote programs which encourage high community standards and community responsibility
through actions which are reflective of acceptable and reasonable behaviors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a value-based approach to criminai justice,
with a balanced focus on the offender, victim and the community.
R7-2
Promote programs designed to serve the needs of victims by providing a holistic approach to
healing the harm suffered, while offering opportunities for offenders to realize the harm they
caused, apologize for the wrong, heip repair the harm, and earn their way back into good standing
in the community.
Shared Living Programs
SL-1
Promote programs that bring low income homeowners and persons with disabilities, single parents
with children, low income persons and the elderly, who aze looking for affordable housing,
together.
SL-2
Promote programs that allow seniors to stay in their homes and maintain their independence by
sharing their homes with low income renters that can provide safety, chore sharing, transportation
and companionship.
Emergency Shelter Programs
ES-1
Promote programs that provide emergency and transitional shelter for homeless adults and
families who are without housing.
ES-2
Z
0 \ -R�°
Promote programs that provide emergency and transitional shelter and provide life skills training
to move clients to permanent housing.
Literacy Programs
LT-1
Promote programs that promote literacy as a way of educating children and families. These
programs may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
LT-2
Promote programs that promote literacy for non English speaking communities. These programs
may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
crrY couxccII..
VTACT PERSON & PHONE
�,�W1LCl�IDCD�E1' �
=i�/��
'>T BE ON COUNCIL AGENDA BV (�ATq
DATEINIiIATED
uV za. zaoi
FOR
TOTAL # OF SIGNATURE PAGES
GREEN SHEET
��.�%�o
No 110405
� �,.R,.��a.� � �.�. _
❑ UIYATTORt&Y ❑ b�YCLERK �
❑ ff�1GNMLSERNCFIO/L ❑ qWICIRLfFAVll1CR6
❑ WTOR�OM0.4AYTAI!!) ❑
(CLIP ALL LOCATIONS FOR SIGNATURE)
Requesting the City Coune� to review and appmve the ?A02 COPP guidelines aacl bndSet objectives•
PLANNING COMMISSION
CIB CAMMITfEE
CIVIL SERVICE COMMISSION
IF APPROVED
AMOUNT OF TFiANSACTION S
SOURCE
Has this persoNfirm ever worked urMer a contract tw ihis departmeM?
VES NO
Has this persoNfirtn ever been a cily empbyee?
YES NO
Does this persorJfirm possess a skill not normallypossessed by any curtent city employee7
YES NO
Is this petsoN(rro a targeted vendoY+
YES NO
COST/REVENUE 6UDGETED (CIRCLE ONE)
ACTNITY NUMBER
YES NO
INFORMATION (IXPWN)
6 �-1'l0
SAINT PAUL CITY C4UNCII.
CIVIC ORGANIZATIONS PARTNERSffiP PROGRAM (COPP)
GIIIDELINES FOR 2002 PROPOSALS
PURPOSE AND
The Civic Or ' tions Partnership Program, or COPP, provides
contracts with n profit organizations wlrich assist the city in delivery of
needed service to city residEnts. The City Council each year identifies
the objective t believes can be achieved best or most efficiently through
co�racts ' nonprofit organizations. COPP provides the vehicle for
selecting d executtuig those contracts.
Any n profit organization wlrich is engaged iu activities related to the
2002 OPP objectives may apply for COPP funding. For the purpose of
thi rogram, a"nonprofit organization" means a Muuiesota nonprofit
oration which has received 501(cx3) tax exemption status from the
, or a pnblic entity. However, a nonprafii organization which has noY
yet received an IRS determanation may apply by using an existing
501(cx3) organization as a fiscal agenY.
PROGRAM FUNDING
The City Councii anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the cit�'s genera[ fund and federal CommunityDevelopment
Block Grant (CDBG) funds. The City Council has deternuned that a
minimum of 10% of avaitable COPP funds will be used for first time
applicants.
The ach�al amount of funds available will not be known until the City
O I -'l1
2
Eligibility and priority
Application contenRs
Forms
Proposal
Council adopts the ciry budget in December.
COPP BIIDGET OB7ECITVES / PRIORITIES
The 2002 COPP ob�ectives are:
1, Domestic �olence
2. Services for Children, Youth and Families
3. Senior's Issues
4. Conflict Resolution
5. Community Restorative 7ustice Progr
APPLICATION
Before prepariag an appl
COPP objectives to det�
particular prograzn. P
guidelines, especially the
(to ensure that the organ
and contracting �
capacity to meet
>� organization should review the 2002
e hether their proposed activities fit this
applicaats also should review these
ons dealing with COPP applicant eligibility
m will not be disqualified), review criteria,
(to determine that the organization has the
xnents without undue delay or effort).
A complete appli 'on consists of two forn►s (the cover page and the
budget s�mmary e), a proposal narrative, and attachments. Responses
which exceed space or length indicated, or attaclunents beyond the
length specifi� will not be considered. All materials submitted must be
typewritten, Please submit ten (10) complete copies of the applicarion.
Please respond to the cover page on the form provided.
B�d et summ a e. Applicants aze to use the budget page. List
udget lifle items which are required to fiilfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federat
funding.
Please describe the proposed project by responding to the following items
in no more than s'vc (� pages.
1. Background. This secrion may be used to describe the need or
0�-110
context for the proposal, to introduce the organization, etc.
2. �itv budyet uriorities. Tn tlris seaion, the applicant may answer: In
what mannes does the proposal mcet the city's biidget priorities?
What reason is there to believe that the applicant� an accomplish this
goal more efficieatly than can the cit�? What �elated long term goals
of the organization dces this proposal meeth
3. Goals and objectives. The applicant
(overall anticipated outcomes) and,t
these should be specific and m�
Iist goals for the project
�s (to be met in 2002) --
4. Accomplishments. For pro sals wlrich received COPP or other city
fuading for a similar p se ]ast year, project evaluation results
should be summarizei o attached.
5, ctivities. What ar the major activities or methods to be used to
achieve project go, s and objectives for 2002?
6. Evaluation 1. How does the
accompli of project goals and
measurem methods will be used?
applicant intend to assess
objectives for 2002? What
7. Staff. P�_ . `ase identify for each position what the person's duties and
respo dities on the praject wial be (iob descripiiofl or narrarive
discus'sion). In additioq please list either here or in the budget
jus�ication for each pesson: title, name ('if known), salary rate, full
ti�►e equivalence or amount of time assigned to tlris project, and basis
,4or calculating benefits.
Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, list
the other agencies or programs involved, and briefly describe the
nawre of the cofl�bor�tive arrangement aad its present status.
Include other funds Ieveraged by this pro}�t, if applicable.
9. Timeline. Benchmazks or timing of major project activities should be
listed for eac}� qu�rter or s}�orter ti�ne period. All projects are
assumed to operate for the 12 moath period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). ff you
o � .�'10
n
propose a different time period, or if you anticipate startup detays
(e.g. due w hiring) please descn'be.
10. Budget justific�tion Please provide detail to eacplain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize suy equipment or
subcontracts. For other sowces of funds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar ount, and its present
status (received, approved, applied for, etc.�
Aitachments Required. Organizations must s�
�emption determination letter, and
applicant already has submitted th
purpose, please indicate where in
than sending an addidonal cop .(Pl
thatstaffcanlocatethem;e.g. rogra
and appro�mate date of su ' ion
Snvoorting. An a�
documents, data, ;
proposal narrative
A mailed
Dea�Aine Ten(10)complete piesoftheapplicationmustbesubmitted(er�ception:
one copy ofthe determination letter and audit). These materials must
copy of their IRS tax
most recent audit report. If an
naterials to the city for another
city these materials are on file rather
;ase include enough information so
n, department, city project manager,
�£ may include up to five (5) pages of supporting
etc. to illustrate or further eacplain points in the
demonstrate eligibility or priority for funding.
ion must be postmarked no later than Wednesdav.
Please send the completed application to:
Cit��' Council Research Center
Attn: Kenneth L. Smith
3�10 City Hall
Saint Paul, lvfinnesota 55102
�.ate, incomplete, or umsigned proposals will not be considered for
funding.
a�-'l�o
APPLICATION PROCESS
Responsibility City Council Research w�l manage the proposal revie,w process.
APPlication materials Organi7ations may request additional application by telephoning
Kenneth Smith at 651-266-8589 or writing to at, Council Research
310 City Hall, Saint Paul, MN 55102.
Assistasce to potential In order to provide assistance to po ' applicants, Council
applicants Research will conduct a propo ' conference. At tlus meeting, staffwill
requirements and �
potential applicants
assistance to appliG
Proposers'
T}us meeting is
oWer occasions.
will be held:
?P programguidelines,
being held so that all
n; staffwill not provide
To 6e
Staff review and
recommendatioru
�Research staff will prepare recommendations for the City
to consider, using the cxiteria listed on the next page under
Criteria."
City Council Prbposals and staffrecommendations will be reviewed by the City
approval ,Council. A.pplicants will be informed when the date and time for tlris
/`� review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated iato the contract with the orgaaization.
The City Council may form�liy approve the 2002 CQPP proposals either
as part of adopting the city budget or �ay do so by a separate resolution,
ai the Council's option.
Contract development In anticipation of forn�al City Council program approval, staff may meet
with represent�tives of approved projects aftet Council approval to begin
developing coatr�cts. However, no contract will be signed by the city
prior to foimal action by the full City Council.
O �-11
C�
Priority
i�
The following ciiteria will be used by Council Research staff to prepare
funding recommeadations to the City Council. The City Councii,will
approve all projects to be funded through COPP. �
Does this proposal meet the 2002 City Council
Capacity For requests to continue COPP projects that w ded in 2001, please
state to what extent was the project su sful? Did the project
accomplish city objectives? For new or ' tions or new projects, to
what extent does the proposal demo te that the organization can carry
out the project successfuil�?
Impact To what extern does the pro sal demonstrate that city funding of the
project can be expected o result in a measurable impact in the
community?
Project design
Projectresources
To what eartern aze oposed activities, methods and timelines reasonable
and able to acco 'sh the project's ob}ectives?
To what e are the proposed personnel, budget, and other resources
(including c rative arrangements) appropriate for the scope of the
project?
� 1l 1� ► � �
General operating
,'Phere are some additionalfactors which, white they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have so�e impact in the future.
Althoughwe do not know the e3rtent to which these factors will influence
funding recommendations aad decisions for 2002, prospective applicants
maywi�►to consider tkem in prepari�g a 2002 COPP appfication. These
factors include:
Some COPP contracts in the pgst have been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is poss4ble that co�macts ofthis nature
will be approved again for 2002. However, sll projects nee�i to be able to
show specific performance objectives. In addition, since some funding
used for COPP is diffecvlt io use for general operating support, such
o t -'►�a
�
projects may find it more difficult to compete for funding.
Avm7abi7rty of other If a proposal can qualify for funding through another city
fu»ding sources source (or an outside funding source known to be ' le), it is less
likely to be recommended for funding through CO .
Service area All things being equal, organizations and 'ces wlrich are targeted for
SaintPaulresidentsexclusivelymaybevi edmarefavorablyt�anthose
with a wides setvice area.
CONTRACT
Scope of work
Requirements for
city contractors
IlIZPLEMENTATION
If an application is approved y as submitted, it will constitute most
of We scope of work wlu will be attached to the contract. Project
activities andlor budget y be revised as part of the approval process.
If so, the proposal's sco of work must be rewritten before the contract
is executed.
Any city contracto must comply with certain city requiremems.
Additional req ' ents are tied to federal CDBG funding, which is used
for many C4PP projects. Tn some cases, additional costs to an
organizatiou�for compliance with these city and federal requiremenis can
be includ�in the project budget. Requirements include:
All wntractors must comply with applicable federal, state and
laws, orders and regulations.
�Insurance. The city requires that contractors have $1,OOq000 of generai
liability insurance (and in some cases auto liability insurance) wluch names
the city as an additional insured party. Insurance certific�tes must be
furnished before a contractis executed.
Human rigt_ its. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmaiive action plan on file with the
Saint Paul Human Rights Department and will be monitored for
wmpliance by the departmem.
Service to low and moderate income oeonle. If a project is funded using
federal CDBG funds, the conuactor must be able to document that the
pro}ect is serviag low and moderate income people — i.e. peopk w�ose
incomes are below 80% of the Twin Cities area median income. Projects
o � -1'1c
0
wlrich can demonstrate this most easily are those wlrich provide direct
services to persons, and can show that a majority of these petsons meet
the income eligibility requireme�nt. If such documentation is npt poss�le,
a project may be able to meet this requirement y documenting that the
project provides its s�vices in census tracts w ere a majority of residents
are low or moderate income people. projects that receive CDBG
dollars and serve the youth population programs must document
and maintain onSlethe family income all clients served bythe program.
Financial requirements. After co letion of a project, a contractor must
provide the city with an audit hich includes project funds. If federat
funds are used in a project, organization must meet federal accounting
and other financial standar s, and the sudit must be conducted according
to federal requirements.
Contractpayments All payments are on a reimbursement basis. Payments generally aze
made quarterly, al ugh other arrangements can be made, depending on
the size of the . Advance payments may be possible for start-up
programs by s arrangement. Documentation of all expenditures is
required in ord to receive reimbursement.
Progress reports Quarterly cial reports aad annual evaluation reports are required of
all or ''ons. These reports should be sent to Kenneth L. Smith the
project �d�ministrator.
f
� � -� �
COPP Budget Priorities /Service Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations worl-ing to end domestic abuse and sexaai violence and
education of Saint Paul children and families to identify and take action againsl
outside the home. /
Services for Ch�7dren, Yout6 and Families
t the
inside and
CYF-1
Support organizations which have the capacity to advocate for coordinate services to
children, youth and families in a non-duplicative way wlrich wo to make city services more
responsive to the needs of children, youth and families and to llaborate with other public and
non-profit entities to support children, youth and families ' aint Paul. The highest priorities of
this effort to advocate and coordinate services for childr youth and families will be:
Use city resources, such as recreation a
such resources aze available, to support
space available to other public or aon-p:
supervised after sckool activities.
facilities a�d staffwhere
k�uality, stcuctured programs and/or make
e�tities to provide children with safe and
2. Use city resources and advocacy to port programs which prevent teenage
pregnancy and which prevem youth om dropping out of school.
3. Support development of positi�+e akernat�ves for youth recreahon aud
socialization, such as chem�¢�1-free clubs, tutoring and literacy programs.
4. Initiate and mainiain
religious and gender,
Senior's Tssues
ies which promote cultural understanding and decrease racial,
throughout the City of Sai�t Paul.
S-1 g
Support and encourage chore assistance and self sufficie�cy for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities tkiroughout the city where
there is a need.
S-3
Support and encowage accessibility and participation by seniors in the full range of City
o�-���
services by providing appropriate recreational opportunities for all age levels.
Conflid Resolation
CR 1
Promote conflict resolution processes wluch encourage Saint Paul residents to
in reaching sotutions wlrich contribtrte to community stability and reduce dema
City services. ,
CR 2
Promote programs which encourage lugh community standards and 'ty responsibility
through actions wtrich are reflecrive of acceptable and reasonable � viors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a v e-based approach to criminal justice,
with a balanced focus on the offender, victim and th mmuniry.
RJ-2
Promote programs designed to serve the need of victims by providing a holistic approach to
healing the harm suffered, while offering op rtunities for offenders to realize the harm they
caused, apologize for the wrong, help rep ' the hazm, and earn their way back into good standing
in the community.
�
Am�rdPa
A �,�,�.a��\
•:.-�:,
Refernd To
Council File # O \-'1'1p
Grecn Sheet # 1 t C�lds
�
Committce Date
1 REVIEW AND APPROVAL OF THE 2002 CIVIC ORGANIZAITONS PARTNERSI3IP PROGRAM (COPP)
2 GUIDII.INES AND BUDGET OBJECTIVES
3 WHEREAS, the SaintPaul City Council supports and funds the Civic Organizations Partnerslup Program as a means
4 of aiding non-profit organizations in Saint Paul who provide services to its citizens; and
WHEREAS, organizations that participate in the Civic Organizations Partnership Program must adhere to the
program's guidelines and meet one of the ¢ w�udget objecrives set out in the 2002 COPP guidelines:
1. Domestic Abuse and Sezual Violence
2. Services For Children, Youth and Families
3. Senior's 7ssues
10 4. Conflict Resolution
i l 5. Community Restorative dustice Programs;
12 and 6. Shared Living Programs;
7. Emerqency Shelters
8. Literacy
13 Wf�REAS, it is the responsibility ofthe SaintPaul City Council to review and approve these guidelines and budget
14 objectives on an annual basis; now, therefore be it
a, �
15 RESOLVED, that the Saint Paut City Council approve the 002 COPP guidelines and budget objectives.
Reclnested b3' Department of:
�
Fotm Approved by Ciiy Attorney
�
Approved by Mayor for Submission to Council
�: �, _ a-. � �_�.��-
�
Appmved Mayor, Date
� �+� J �'
♦ �
�
— A �i �, a �� �
_ 'A� ...� �r� a�� \
RESO�TION
OF SAINT PAUL, MINNESOTA
a9
Adopted by Council: Date �� �oo �
Adoption Certified by Counci7 Secretary
{�mer�� Ol-'1'1�
v ��5, o,�
SAINT PAUL CITY COUNCII, � I\S
CIVIC ORGANIZATIONS PARTNERSHIP PROGRAM (COPP)
GUIDELINES FOR 2002 PROPOSALS
PURPOSE AND ELIGIBILITY
The Civic Organizations Partnership Program, or COPP, provides
contracts with nonprofit organizations which assist the city in delivery of
needed services to city residents. The City Council each year identifies
the objectives it believes can be achieved best or most efficientiy through
contracts with nonprofit organizations. COPP provides the vehicle for
selecting and executing those contracts.
Any nonprofit organization which is engaged in activities related to the
2002 COPP objectives may apply for COPP funding. For the purpose of
this program, a"nonprofit organization" means a Minnesota nonprofit
corporation which has received 501(c)(3) taac exemption status from the
IRS, or a public entity. However, a nonprofit organization which has not
yet received an IRS determination may apply by using an e�sting
501(c)(3) organization as a fiscal agent.
PROGRAM FIJNDING
The City Council anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the city's general fund and federai Community Development
Block Grant (CDBG) funds. The City Council has deternuned that a
miuimum of 10% of available COPP fixnds will be used for first time
applicants.
The actual amount of funds auailable will not be known until the City
C7\
Z
Council adopts the city budget in December.
COPP BUDGET OBJECITVES / PRIORITIES
The 2002 COPP objectives are:
l. Domestic Violence
2. 5ervices for Children, Youth and Families
3. 5enior's Issues
4. Conflict Resolution
5. Community Restorative 3ustice Programs
6. Shared Living Programs
7. Emergency Shelter Programs
8. Literacy Programs
APPLICAITON INSTRUCTIONS
Eligibility and priority Before preparing an application, an organization should review the 2002
COPP objectives to deternune whether their proposed activities fit this
particular program. Potential applicants also shouid review these
guidelines, especially the sections dealing with COPP applicant eligibility
(to ensure that the organization will not be disqualified), review criteria,
and contracting requirements (to deternune that the organization has the
capacity to meet these requirements without undue delay or effort).
Application contents A complete application consists of two forms (the cover page and the
budget summary page), a proposal narrative, and attachments. Responses
which exceed the space or length indicated, or attachments beyond the
length specified, wili not be considered. All materials submitted must be
typewritten. Please submit ten (10) complete copies of the application.
Forms Cover na�e. Please respond to the cover page on the form provided.
Responses must be confined to the space available on the form.
Budget summary_paee. Applicants are to use the budget page. List
budget line items which are required to fulfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federal
funding.
Proposal narrative Please describe the proposed project by responding to the following items
�� .���
in no more than s'vc (6) pages.
1. Backeround. This section may be used to describe the need or
conte� for the proposal, to introduce the organization, etc.
2. Citv budget rioriries. In this section, the applicant may answer: In
what mam�er does the proposal meet the city's budget priorities?
What reason is there to believe that the applicant can accomplish this
goal more ef�ciently than can the city? What related long term goals
ofthe organization does this proposal meet?
3. Goals and objectives. The applicant should list goals for the project
(overall anticipated outcomes) and objectives (to be met in 2002) --
these should be specific and measurable.
4. Accom�shments. For proposals which received COPP or other ciry
funding for a similar purpose last yeaz, project evaluation results
should be summarized or attached.
5. Activities. What aze the major activities or methods to be used to
achieve project goals and objectives for 2002?
6. Evaluation plan. How does the applicant intend to assess
accomplislunent of project goals and objectives for 2002? What
measurement methods will be used?
Staff. Please identify for each position what the person's duties and
responsibilities on the project will be (job description or narrative
discussion). In addition, please list either here or in the budget
justification for each person: title, name (if known), salary rate, fixll
time equivalence or amount oftime assigned to this project, and basis
far calculating benefits.
8. Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, Sist
the other agencies or programs involved, and briefly describe the
nature of the collaborative arrangement and its present status.
Include other funds leveraged by this project, if applicable.
9. Timeline. Benchmarks or timing of major project activities should be
listed for each quarter or shorter time period. All projects are
al -��
0
assumed to operate for the 12 month period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). If you
propose a different time period, or if you anticipate startup delays
(e.g. due to hiring) please describe.
10. Budget justification. Please provide detail to explain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize any equipment or
subcontracts. For other sources of fixnds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar amount, and its present
status (received, approved, applied for, etc.).
Anachr�zents Required. Organizations must submit one copy of their IRS taac
exemption deternunation letter, and their most recent audit report. If an
applicant already has submitted these materials to the city for another
purpose, please indicate where in the city these materials are on file rather
than sending an additional copy. (Please include enough information so
that staffcanlocatethem; e.g. program, department, cityproject manager,
and approacimate date of submission).
�norting. An applicant may include up to five (5) pages of supporting
documents, data, maps, etc. to illustrate or further explain points in the
proposal narrative or to demonstrate eligibility or priority for funding.
Deadline Ten (10) complete copies ofthe application must be submitted (exception:
one copy ofthe IRS deternunation letter and audit). These materials must
be received no later than 4:00 p.m. CDT on Friday, October 19, 2001.
A mailed application must be postmarked no later than Wednesdav,
October 17, 2001 Please send the completed application to:
City Council Research Center
Attn: Kenneth L. Smith
310 City Hall
Saint Paul, Minnesota 55102
Late, incomplete, or unsigned proposals will not be considered for
funding.
c�� _���
Responsibility
Application materials
APPLICATION PROCE5S
City Council Research will manage the proposal review process.
Organiza.tions may request additional application materials by telephoning
Kenneth Smith at 651-266-8589 or writing to him at, Council Reseazch
310 City Hall, Saint Paul, MN 55102.
Assistance to potential In order to provide assistance to potential applicants, Council
applicants Research will conduct a proposers' conference. At this meeting, staffwill
review with interested nonprofit organizations COPP program guidelines,
requirements and procedures. This meeting is being held so that all
potential applicants can get comparable information; staffwill not provide
assistance to applicants on other occasions.
Proposers' conference will be held:
To be determined
Staff review and Council Research staff will prepare recommendations for the City
recommendntions Council to consider, using the criteria listed on the next page under
"Review Criteria."
City Council Proposals and staffrecommendations will be reviewed by the City
approval Council. Applicants will be informed when the date and time for this
review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated into the contract with the organization.
The City Council may formally approve the 2002 COPP proposals either
as part of adopting the city budget or may do so by a separate resolution,
at the Council's option.
Contr¢ct dwelopment In anticipation of formal City Council program approval, staff may meet
with representatives ofapproved projects after Council approval to begin
developing contracts. However, no contract will be signed by the city
prior to formal action by the full City Council.
O � �'l
C�
Priority
REVIEW CRITEIUA
The following criteria will be used by Council Research staff to prepaze
funding recommendations to the City Council. The City Council will
approve all projects to be funded through COPP.
Does this proposal meet the 2002 City Council objectives? A nro osal
which does not fit the objectives will not be recommended for ap�roval.
Capacity For requests to continue COPP projects that were funded in 2001, please
state to what e�ent was the project successful? Did the project
accomplish city objectives? For new organizations or new projects, to
what extent does the proposal demonstrate that the organization can carry
out the project successfully?
Impact
Project design
Project resources
General operating
To what extent does the proposal demonstrate that city funding of the
project can be expected to resuit in a measurable impact in the
community?
To what e�ent are proposed activities, methods and timelines reasonable
and able to accomplish the project's objectives?
To what extent are the proposed personnel, budget, and other resources
(including collaborative arrangements) appropriate for the scope of the
project?
OTHER F'UNDING CONSIDERATIONS
There aze some additional factors which, while they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have some impact in the future.
Aithough we do not know the extent to which these factors will influence
funding recommendations and decisions for 2002, prospective applicants
may wish to consider them in preparing a 2002 COPP application. These
factors include:
Some COPP contracts in the past haue been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is possible that contracts ofthis nature
will be approved again for 2002. However, all proj ects need to be able to
show specific performance objectives. In addition, since some funding
used for COPP is difficult to use for general operating support, such
o� -`��`�
�
projects may find it more difficult to compete for funding.
Availability of other If a proposal can qualify for funding through another city funding
funding sources source (or an outside funding source known to be available), it is less
likely to be recommended for funding through COPP.
Service area All things being equal, organizations and services which are targeted for
Saint Paul residents exclusively may be viewed more favorably than those
with a wider service area.
CONTRACT DEVELOPMENT AND IlVIPLEMENTATTON
Scope of work If an application is approved exactly as submitted, it will constitute most
of the scope of work which will be attached to the contract. Project
activities and/or budget may be revised as part of the approval process.
If so, the proposal's scope of work must be rewritten before the contract
is executed.
Requirements far Any city contractor must comply with certain city requirements.
city contractors Additional requirements are tied to federal CDBG funding, which is used
for many COPP projects. In some cases, additional costs to an
organization for compliance with these city and federal requirements can
be included in the project budget. Requirements include:
General. All contractors must comply with applicable federal, state and
local laws, orders and regulations.
Insurance. The city requires that contractors have $1,000,000 of general
liability insurance (and in some cases auto liability insurance) which names
the city as an additional insured party. Insurance certificates must be
furnished before a contract is executed.
Human riehts. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmative action plan on file with the
Saint Paul Human Rights Department and will be monitored for
compliance by the department.
Service to low and moderate income people. If a project is funded using
federal CDBG funds, the contractor must be able to document that the
project is serving low and moderate income people -- i.e. people whose
incomes are below 80°/a of the Twin Cities area median income. Projects
a � _�`�O
which can demonstrate this most easily are those which provide direct
services to persons, and can show that a majority of these persons meet
the income eligibility requirement. If such documentation is not possible,
a project may be able to meet this requirement by documenting that the
project provides its services in census tracts where a majority of residents
are low or moderate income people. Except projects that receive CDBG
dollars and serve the youth population. These programs must document
and maintain on file the family income of all clients served by the program.
Financial requirements. After compleuon of a project, a contractor must
provide the city with an audit which includes project funds. If federal
funds are used in a project, the organization must meet federal accounting
and other financial standards, and the audit must be conducted according
to federal requirements.
Contractpayments All payments are made on a reimbursement basis. Payments generally are
made quarterly, although other arrangements can be made, depending on
the size of the grant. Advance payments may be possible for start-up
programs by special arrangement. Documentation of all expenditures is
required in order to receive reimbursement.
Progress reports Quarterly financial reports and annual evaluation reports are required of
all organizations. These reports should be sent to Kenneth L. Smith the
project administrator.
� � ���
COPP Budget Priorifies l5ervice Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations working to end domestic abuse and sezual violence and support the
education of Saint Paul children and families to identify and take action against abuse inside and
outside the home.
Services for Children, Youth and Famities
CYF-1
Support organizations which have the capacity to advocate for and coordinate services to
children, youth and families in a non-duplicarive way which work to make city services more
responsive to the needs of children, youth and families and to collaborate with other public and
non-profit entities to support children, youth and families in Saint Paul. The highest priorities of
this effort to advocate and coordinate services for children, youth and families will be:
1. Use city resources, such as recreation centers, library facilities and staff where
such resources are available, to support high quality, structured programs and/or make
space available to other public or non-profit entities to provide children with safe and
supervised after school activities.
2. Use city resources and advocacy to support programs which prevent teenage
pregnancy and which prevent youth from dropping out of school.
3. Support development of positive alternatives for youth recreation and
socialization, such as chemical-free clubs, tutoring and literacy programs.
4. Initiate and maintain activities which promote culturai understanding and decrease raciai,
religious and gender biases throughout the City of 3aint Paul.
Senior's Issues
S-1
Support and encourage chore assistance and self sufficiency for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities throughout the city where
there is a need.
S-3
Support and encourage accessibility and participation by seniors in the full range of City
0 l -���
services by providing appropriate recreational opportunities for all age levels.
Conflict Resolution
CR-1
Promote conflict resolurion processes which encourage Saint Paul residents to participate
in reaching solutions which contribute to community stabiliry and reduce demands on
City services.
CR-2
Promote programs which encourage high community standards and community responsibility
through actions which are reflective of acceptable and reasonable behaviors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a value-based approach to criminai justice,
with a balanced focus on the offender, victim and the community.
R7-2
Promote programs designed to serve the needs of victims by providing a holistic approach to
healing the harm suffered, while offering opportunities for offenders to realize the harm they
caused, apologize for the wrong, heip repair the harm, and earn their way back into good standing
in the community.
Shared Living Programs
SL-1
Promote programs that bring low income homeowners and persons with disabilities, single parents
with children, low income persons and the elderly, who aze looking for affordable housing,
together.
SL-2
Promote programs that allow seniors to stay in their homes and maintain their independence by
sharing their homes with low income renters that can provide safety, chore sharing, transportation
and companionship.
Emergency Shelter Programs
ES-1
Promote programs that provide emergency and transitional shelter for homeless adults and
families who are without housing.
ES-2
Z
0 \ -R�°
Promote programs that provide emergency and transitional shelter and provide life skills training
to move clients to permanent housing.
Literacy Programs
LT-1
Promote programs that promote literacy as a way of educating children and families. These
programs may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
LT-2
Promote programs that promote literacy for non English speaking communities. These programs
may and should provide opportunities to increase reading skills, social skills, parental
involvement, mentoring and pazent/child interaction time.
crrY couxccII..
VTACT PERSON & PHONE
�,�W1LCl�IDCD�E1' �
=i�/��
'>T BE ON COUNCIL AGENDA BV (�ATq
DATEINIiIATED
uV za. zaoi
FOR
TOTAL # OF SIGNATURE PAGES
GREEN SHEET
��.�%�o
No 110405
� �,.R,.��a.� � �.�. _
❑ UIYATTORt&Y ❑ b�YCLERK �
❑ ff�1GNMLSERNCFIO/L ❑ qWICIRLfFAVll1CR6
❑ WTOR�OM0.4AYTAI!!) ❑
(CLIP ALL LOCATIONS FOR SIGNATURE)
Requesting the City Coune� to review and appmve the ?A02 COPP guidelines aacl bndSet objectives•
PLANNING COMMISSION
CIB CAMMITfEE
CIVIL SERVICE COMMISSION
IF APPROVED
AMOUNT OF TFiANSACTION S
SOURCE
Has this persoNfirm ever worked urMer a contract tw ihis departmeM?
VES NO
Has this persoNfirtn ever been a cily empbyee?
YES NO
Does this persorJfirm possess a skill not normallypossessed by any curtent city employee7
YES NO
Is this petsoN(rro a targeted vendoY+
YES NO
COST/REVENUE 6UDGETED (CIRCLE ONE)
ACTNITY NUMBER
YES NO
INFORMATION (IXPWN)
6 �-1'l0
SAINT PAUL CITY C4UNCII.
CIVIC ORGANIZATIONS PARTNERSffiP PROGRAM (COPP)
GIIIDELINES FOR 2002 PROPOSALS
PURPOSE AND
The Civic Or ' tions Partnership Program, or COPP, provides
contracts with n profit organizations wlrich assist the city in delivery of
needed service to city residEnts. The City Council each year identifies
the objective t believes can be achieved best or most efficiently through
co�racts ' nonprofit organizations. COPP provides the vehicle for
selecting d executtuig those contracts.
Any n profit organization wlrich is engaged iu activities related to the
2002 OPP objectives may apply for COPP funding. For the purpose of
thi rogram, a"nonprofit organization" means a Muuiesota nonprofit
oration which has received 501(cx3) tax exemption status from the
, or a pnblic entity. However, a nonprafii organization which has noY
yet received an IRS determanation may apply by using an existing
501(cx3) organization as a fiscal agenY.
PROGRAM FUNDING
The City Councii anticipates that funds will be available in 2002 to
support the COPP program. As in previous years, the sources of funds
for COPP are the cit�'s genera[ fund and federal CommunityDevelopment
Block Grant (CDBG) funds. The City Council has deternuned that a
minimum of 10% of avaitable COPP funds will be used for first time
applicants.
The ach�al amount of funds available will not be known until the City
O I -'l1
2
Eligibility and priority
Application contenRs
Forms
Proposal
Council adopts the ciry budget in December.
COPP BIIDGET OB7ECITVES / PRIORITIES
The 2002 COPP ob�ectives are:
1, Domestic �olence
2. Services for Children, Youth and Families
3. Senior's Issues
4. Conflict Resolution
5. Community Restorative 7ustice Progr
APPLICATION
Before prepariag an appl
COPP objectives to det�
particular prograzn. P
guidelines, especially the
(to ensure that the organ
and contracting �
capacity to meet
>� organization should review the 2002
e hether their proposed activities fit this
applicaats also should review these
ons dealing with COPP applicant eligibility
m will not be disqualified), review criteria,
(to determine that the organization has the
xnents without undue delay or effort).
A complete appli 'on consists of two forn►s (the cover page and the
budget s�mmary e), a proposal narrative, and attachments. Responses
which exceed space or length indicated, or attaclunents beyond the
length specifi� will not be considered. All materials submitted must be
typewritten, Please submit ten (10) complete copies of the applicarion.
Please respond to the cover page on the form provided.
B�d et summ a e. Applicants aze to use the budget page. List
udget lifle items which are required to fiilfill the goals of the proposed
program. Some expenditures are possible but are less likely to be
recommended. Equipment, for example, is likely to be scrutinized closely
or not recommended for approval, because it is not eligible for federat
funding.
Please describe the proposed project by responding to the following items
in no more than s'vc (� pages.
1. Background. This secrion may be used to describe the need or
0�-110
context for the proposal, to introduce the organization, etc.
2. �itv budyet uriorities. Tn tlris seaion, the applicant may answer: In
what mannes does the proposal mcet the city's biidget priorities?
What reason is there to believe that the applicant� an accomplish this
goal more efficieatly than can the cit�? What �elated long term goals
of the organization dces this proposal meeth
3. Goals and objectives. The applicant
(overall anticipated outcomes) and,t
these should be specific and m�
Iist goals for the project
�s (to be met in 2002) --
4. Accomplishments. For pro sals wlrich received COPP or other city
fuading for a similar p se ]ast year, project evaluation results
should be summarizei o attached.
5, ctivities. What ar the major activities or methods to be used to
achieve project go, s and objectives for 2002?
6. Evaluation 1. How does the
accompli of project goals and
measurem methods will be used?
applicant intend to assess
objectives for 2002? What
7. Staff. P�_ . `ase identify for each position what the person's duties and
respo dities on the praject wial be (iob descripiiofl or narrarive
discus'sion). In additioq please list either here or in the budget
jus�ication for each pesson: title, name ('if known), salary rate, full
ti�►e equivalence or amount of time assigned to tlris project, and basis
,4or calculating benefits.
Collaboration. Many projects can be most successful when they are
coordinated with or operated in conjunction with other related
programs or services. Ifthis applies to a proposed COPP project, list
the other agencies or programs involved, and briefly describe the
nawre of the cofl�bor�tive arrangement aad its present status.
Include other funds Ieveraged by this pro}�t, if applicable.
9. Timeline. Benchmazks or timing of major project activities should be
listed for eac}� qu�rter or s}�orter ti�ne period. All projects are
assumed to operate for the 12 moath period 1/1/02 through 12/31/02
unless otherwise stated (programs receiving CDBG monies will
contract for the 12 month period 7/1/02 through 6/30/03). ff you
o � .�'10
n
propose a different time period, or if you anticipate startup detays
(e.g. due w hiring) please descn'be.
10. Budget justific�tion Please provide detail to eacplain and justify each
item listed on the budget summary form. For example, for support
costs, indicate the basis for calculation. Itemize suy equipment or
subcontracts. For other sowces of funds to be used in this project,
please identify for each source the specific source of funds, the
granting agency (if applicable), the dollar ount, and its present
status (received, approved, applied for, etc.�
Aitachments Required. Organizations must s�
�emption determination letter, and
applicant already has submitted th
purpose, please indicate where in
than sending an addidonal cop .(Pl
thatstaffcanlocatethem;e.g. rogra
and appro�mate date of su ' ion
Snvoorting. An a�
documents, data, ;
proposal narrative
A mailed
Dea�Aine Ten(10)complete piesoftheapplicationmustbesubmitted(er�ception:
one copy ofthe determination letter and audit). These materials must
copy of their IRS tax
most recent audit report. If an
naterials to the city for another
city these materials are on file rather
;ase include enough information so
n, department, city project manager,
�£ may include up to five (5) pages of supporting
etc. to illustrate or further eacplain points in the
demonstrate eligibility or priority for funding.
ion must be postmarked no later than Wednesdav.
Please send the completed application to:
Cit��' Council Research Center
Attn: Kenneth L. Smith
3�10 City Hall
Saint Paul, lvfinnesota 55102
�.ate, incomplete, or umsigned proposals will not be considered for
funding.
a�-'l�o
APPLICATION PROCESS
Responsibility City Council Research w�l manage the proposal revie,w process.
APPlication materials Organi7ations may request additional application by telephoning
Kenneth Smith at 651-266-8589 or writing to at, Council Research
310 City Hall, Saint Paul, MN 55102.
Assistasce to potential In order to provide assistance to po ' applicants, Council
applicants Research will conduct a propo ' conference. At tlus meeting, staffwill
requirements and �
potential applicants
assistance to appliG
Proposers'
T}us meeting is
oWer occasions.
will be held:
?P programguidelines,
being held so that all
n; staffwill not provide
To 6e
Staff review and
recommendatioru
�Research staff will prepare recommendations for the City
to consider, using the cxiteria listed on the next page under
Criteria."
City Council Prbposals and staffrecommendations will be reviewed by the City
approval ,Council. A.pplicants will be informed when the date and time for tlris
/`� review is scheduled.
The City Council may approve a proposal as submitted, modify a
proposal, or disapprove it. The Council also may set restrictions or
conditions on any proposal selected for funding. These conditions will be
incorporated iato the contract with the orgaaization.
The City Council may form�liy approve the 2002 CQPP proposals either
as part of adopting the city budget or �ay do so by a separate resolution,
ai the Council's option.
Contract development In anticipation of forn�al City Council program approval, staff may meet
with represent�tives of approved projects aftet Council approval to begin
developing coatr�cts. However, no contract will be signed by the city
prior to foimal action by the full City Council.
O �-11
C�
Priority
i�
The following ciiteria will be used by Council Research staff to prepare
funding recommeadations to the City Council. The City Councii,will
approve all projects to be funded through COPP. �
Does this proposal meet the 2002 City Council
Capacity For requests to continue COPP projects that w ded in 2001, please
state to what extent was the project su sful? Did the project
accomplish city objectives? For new or ' tions or new projects, to
what extent does the proposal demo te that the organization can carry
out the project successfuil�?
Impact To what extern does the pro sal demonstrate that city funding of the
project can be expected o result in a measurable impact in the
community?
Project design
Projectresources
To what eartern aze oposed activities, methods and timelines reasonable
and able to acco 'sh the project's ob}ectives?
To what e are the proposed personnel, budget, and other resources
(including c rative arrangements) appropriate for the scope of the
project?
� 1l 1� ► � �
General operating
,'Phere are some additionalfactors which, white they are not formal review
criteria, either have had an influence on whether projects have received
COPP funding in the past or may have so�e impact in the future.
Althoughwe do not know the e3rtent to which these factors will influence
funding recommendations aad decisions for 2002, prospective applicants
maywi�►to consider tkem in prepari�g a 2002 COPP appfication. These
factors include:
Some COPP contracts in the pgst have been closer in nature to
support general financial support for an organization or program, rather than a
contract for a particular service. It is poss4ble that co�macts ofthis nature
will be approved again for 2002. However, sll projects nee�i to be able to
show specific performance objectives. In addition, since some funding
used for COPP is diffecvlt io use for general operating support, such
o t -'►�a
�
projects may find it more difficult to compete for funding.
Avm7abi7rty of other If a proposal can qualify for funding through another city
fu»ding sources source (or an outside funding source known to be ' le), it is less
likely to be recommended for funding through CO .
Service area All things being equal, organizations and 'ces wlrich are targeted for
SaintPaulresidentsexclusivelymaybevi edmarefavorablyt�anthose
with a wides setvice area.
CONTRACT
Scope of work
Requirements for
city contractors
IlIZPLEMENTATION
If an application is approved y as submitted, it will constitute most
of We scope of work wlu will be attached to the contract. Project
activities andlor budget y be revised as part of the approval process.
If so, the proposal's sco of work must be rewritten before the contract
is executed.
Any city contracto must comply with certain city requiremems.
Additional req ' ents are tied to federal CDBG funding, which is used
for many C4PP projects. Tn some cases, additional costs to an
organizatiou�for compliance with these city and federal requiremenis can
be includ�in the project budget. Requirements include:
All wntractors must comply with applicable federal, state and
laws, orders and regulations.
�Insurance. The city requires that contractors have $1,OOq000 of generai
liability insurance (and in some cases auto liability insurance) wluch names
the city as an additional insured party. Insurance certific�tes must be
furnished before a contractis executed.
Human rigt_ its. Any organization which has a total of $50,000 or more in
contracts, grants or other business with the city (all sources added
together) must have an approved affirmaiive action plan on file with the
Saint Paul Human Rights Department and will be monitored for
wmpliance by the departmem.
Service to low and moderate income oeonle. If a project is funded using
federal CDBG funds, the conuactor must be able to document that the
pro}ect is serviag low and moderate income people — i.e. peopk w�ose
incomes are below 80% of the Twin Cities area median income. Projects
o � -1'1c
0
wlrich can demonstrate this most easily are those wlrich provide direct
services to persons, and can show that a majority of these petsons meet
the income eligibility requireme�nt. If such documentation is npt poss�le,
a project may be able to meet this requirement y documenting that the
project provides its s�vices in census tracts w ere a majority of residents
are low or moderate income people. projects that receive CDBG
dollars and serve the youth population programs must document
and maintain onSlethe family income all clients served bythe program.
Financial requirements. After co letion of a project, a contractor must
provide the city with an audit hich includes project funds. If federat
funds are used in a project, organization must meet federal accounting
and other financial standar s, and the sudit must be conducted according
to federal requirements.
Contractpayments All payments are on a reimbursement basis. Payments generally aze
made quarterly, al ugh other arrangements can be made, depending on
the size of the . Advance payments may be possible for start-up
programs by s arrangement. Documentation of all expenditures is
required in ord to receive reimbursement.
Progress reports Quarterly cial reports aad annual evaluation reports are required of
all or ''ons. These reports should be sent to Kenneth L. Smith the
project �d�ministrator.
f
� � -� �
COPP Budget Priorities /Service Delivery Policies and Objectives
Domestic Violence
DV-1
Support organizations worl-ing to end domestic abuse and sexaai violence and
education of Saint Paul children and families to identify and take action againsl
outside the home. /
Services for Ch�7dren, Yout6 and Families
t the
inside and
CYF-1
Support organizations which have the capacity to advocate for coordinate services to
children, youth and families in a non-duplicative way wlrich wo to make city services more
responsive to the needs of children, youth and families and to llaborate with other public and
non-profit entities to support children, youth and families ' aint Paul. The highest priorities of
this effort to advocate and coordinate services for childr youth and families will be:
Use city resources, such as recreation a
such resources aze available, to support
space available to other public or aon-p:
supervised after sckool activities.
facilities a�d staffwhere
k�uality, stcuctured programs and/or make
e�tities to provide children with safe and
2. Use city resources and advocacy to port programs which prevent teenage
pregnancy and which prevem youth om dropping out of school.
3. Support development of positi�+e akernat�ves for youth recreahon aud
socialization, such as chem�¢�1-free clubs, tutoring and literacy programs.
4. Initiate and mainiain
religious and gender,
Senior's Tssues
ies which promote cultural understanding and decrease racial,
throughout the City of Sai�t Paul.
S-1 g
Support and encourage chore assistance and self sufficie�cy for seniors.
S-2
Support culturally sensitive programs for seniors of all nationalities tkiroughout the city where
there is a need.
S-3
Support and encowage accessibility and participation by seniors in the full range of City
o�-���
services by providing appropriate recreational opportunities for all age levels.
Conflid Resolation
CR 1
Promote conflict resolution processes wluch encourage Saint Paul residents to
in reaching sotutions wlrich contribtrte to community stability and reduce dema
City services. ,
CR 2
Promote programs which encourage lugh community standards and 'ty responsibility
through actions wtrich are reflecrive of acceptable and reasonable � viors.
Community Restorative Justice Programs
R7-1
Promote programs which use restorative justice as a v e-based approach to criminal justice,
with a balanced focus on the offender, victim and th mmuniry.
RJ-2
Promote programs designed to serve the need of victims by providing a holistic approach to
healing the harm suffered, while offering op rtunities for offenders to realize the harm they
caused, apologize for the wrong, help rep ' the hazm, and earn their way back into good standing
in the community.
�