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Authorize the County’s contribution of $750 from the General Fund contribution allocated to District 5 to benefit the Robotics Clubs of Vanden High School ($250), Armijo High School ($250), and Grange Middle School ($250)
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Published Notice Required? Yes ____ No _X__
Public Hearing Required? Yes ____ No _X__
DEPARTMENTAL RECOMMENDATION:
Supervisor Thomson requests that the Board of Supervisors authorize the County’s contribution of $750 from the General Fund contribution allocated to District 5 to benefit the Robotics Clubs of Vanden High School ($250), Armijo High School ($250), and Grange Middle School ($250).
SUMMARY/DISCUSSION:
Justification:
During FY2016/17 budget hearings, the Board of Supervisors appropriated $5,000 in non-County contributions to District 5 to support community service and educational programs. Robotics clubs in schools promote the important subjects of science, technology, engineering and mathematics and create a pathway for students to pursue these fields professionally as adults. District 5 is requesting to allocate $750 from non-County contributions to the following programs:
Vanden High School Robotics Club ($250): The Vanden Robotics Foundation operates a non-profit to fund the team’s competition costs. The Vanden team, “RoboVikes 701” is eligible to compete at the World Championships in Houston, Texas in April, 2017. The foundation is seeking donations to assist the team with associated costs.
Armijo High School Robotics Club ($250): The Armijo Robotics team has won the “Rookie of the Year” recognition and is invited to compete in the World Championships in Houston, Texas in April, 2017. The robotics team is seeking donations to assist with costs associated with the World Championship competition.
Grange Middle School Robotics Club ($250): The Grange Middle School team, “The Grizzlybots,” has advanced to the VEX Robotics World Championships in Louisville, Kentucky in April 2017. The team is seeking donations to assist with costs associated with the competition.
Guidelines for Grant Funding Requests:
During the 2016/17 Budget Hearings, the Board appropriated $25,000, $5,000 to each supervisorial district, to allow Board members to support community service programs. The Board directed County Counsel to provide guidelines on how to recommend funding for qualifying agencies or programs. The guidelines are as follows:
1) Each supervisor must submit the proposed expenditure to the County Counsel and the Auditor/Controller for initial review.
2) The Board must approve the expenditure by a majority vote.
3) The Board must determine that the expenditure is for a public purpose.
4) The Board may authorize an expenditure of public funds to a nonprofit organization so long as the County retains ultimate control over the exercise of judgment and discretion of the intended program.
5) To ensure accountability, all expenditures are subject to periodic audit by the Auditor/Controller; and
a) If the recipient provides an activity, program or service (“activity”), it shall provide an activity report within 30 days of the activity that states the number of persons attending (if applicable) or participating activities carried out, feedback from participants (if applicable) and benefits of the activity. The recipient’s failure to provide a report may result in its being considered ineligible for future funding.
b) If the recipient is purchasing property or making improvements, it shall use the funds for only the specified purposes and allow representatives of the county to inspect and/or audit the purchase or the contractor’s performance, the facility or the portion improved with the funds and/or the records pertaining to the expenditures. The recipient shall retain for inspection and audit purposes any and all books, receipts, documentation and other records of the expenditures for three (3) years from date of receiving funds.
FINANCIAL IMPACT:
This expenditure is included in the District 5 FY2016/17 budget.
ALTERNATIVES:
The Board could choose not to authorize this expenditure. However, this is not recommended as this item is consistent with Board policy.
OTHER AGENCY INVOLVEMENT:
This report was prepared in coordination with the County Administrator’s Office, County Auditor-Controller’s Office and County Counsel.