Community Funding Grant Program

The following schedule lists the anticipated major milestones for the program cycle.

• Applicants submit timely and complete grant applications by February 1.

• City Staff reviews application for completeness and compliance eligibility.

• Applications will then be forwarded to the Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure. All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in Spring.

• City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed.

• Grant recipients shall submit a written report to the Parks and Recreation Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino.

• Due by the 15th business day of July following the Fiscal Year in which grant funds are disbursed.

• Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future.

• Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event.

The Parks and Recreation Commission will review the grant applications and make a recommendation to the City Council. City Council will consider the Community Funding Grant requests at their Budget Study Session in May and make final grant award decisions at the Budget Adoption in June. If awarded, grant funds will be provided in July.

It is strongly encouraged that applicants attend the meetings where applications are being considered to answer any questions that may arise. Applicants will be notified with exact dates once the meetings have been confirmed.

To be eligible for a Community Funding Grant, grant requests must:

• Be a 501(c)(3) non-profit organization with experienced members capable of implementing and managing the program/project/event.

• Identify how the funds will be used to benefit the Cupertino community.

• Be awarded only once per project.

• For specific needs, not ongoing, operational costs, or endowment funds.

• Have more than 75% of the requested funds allocated for direct service costs versus administrative costs.

• Be complete and submitted by the application deadline.

Evaluation criteria for grant requests include, but are not limited to, the following:

• Impact on and benefit to the Cupertino community

  • Number of Cupertino residents served vs. number of non-Cupertino residents served

  • Availability of the program/project/event to the entire Cupertino community

• Community need for the program/project/event

• Alignment with Cupertino General Plan Guiding Principles

• Uniqueness of the program/project/event

  • Lack of duplication in service in Cupertino

  • Level of collaboration if a duplicated service

• Qualifications and experience of the organization and its members

• Reasonable cost

• Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations

• Clarity, completeness, and accuracy of grant application

• Past performance and compliance with requirements if a recurring applicant

• Applications will be sorted into two categories:

  • New applicant

  • Past recipients

• Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows:

  • <$999.99

  • $1,000 - $4,999.99

  • $5,000 - $9,999.99

  • $10,000 - $20,000.00

• Admission to or participation in the event must be "free of charge"

• Festivals currently receiving funding through Festival Fee waivers may not apply for funding through the Community Funding Grant Process for the same festival

• An organization that is applying for multiple grants shall only submit one application

• If requested, recipients must provide full financial statements for the organization

• If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Parks and Recreation Department for a Grant application to be reviewed in accordance with this policy

• Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City’s Communications Officer