Community Grant Program 2024

The City of Solana Beach is soliciting grant applications until 5:00 PM, Thursday, May 23, 2024.  The City Council has a total of $50,000 available for community organizations.  A maximum of two grant applications may be submitted per community organization. Grants will be awarded with a maximum award of $6,000.

Request for Grants are limited to non-governmental, nonprofit organizations serving the Solana Beach community.  Excluded entities include the following: County of San Diego, Municipal Organizations, Special or Water Districts, school districts or schools (but not their supporting organizations), and private individuals.

Grant Application & Documents Required

Applicants must complete the attached application form and provide the following documents:

• Summary of organization’s (overall) budget
• Proposed program budget detailing costs which are fair and reasonable.
• Financial Statements including the Balance Sheet and Revenue/Expenditure Statement, and the Tax Statements filed for the prior year.
• W-9 Form
• California Franchise Tax Board Entity Status Letter showing nonprofit status
• Non-Profit Organizations
  • Organizations which have filed as a nonprofit with the State of California must attach a copy of its current year 501(c)3 nonprofit certification form.  Organizations that are “recognized” nonprofits within the community but have not formally filed with the State, will be considered at the City Council’s discretion.  Note, any decision made by City Council is final in regards to the community grants process.

Requirements & Selection Process

Applications will be judged and selected on the following criteria:

• Must serve the residents of Solana Beach.
• Program costs that are fair and justifiable.
• Preferences will be given towards non-profits that provide services/goods to Solana Beach groups or individuals with special economic needs that are not being met in the economic environment.  These can be non-profits whose funding has been reduced or eliminated and are unable to serve these populations in need. 
• Preferences will be given to new programs or one that provides a new or unique aspect to an existing program. 
• Consideration may be given to applications that collaborate or partner with other organizations.
• Consideration may be given to applications which receive matching funds from other organizations.
• Information provided on application will be used to review prior grant management and performance history.  Significant non-compliance issues will be taken into consideration and may affect future funding decisions by the City Council.
• City Council has full discretion regarding any decisions made concerning the community grant process and any and all decisions are final.

Application Submittal & Deadline

Deadline: NO LATER THAN 5:00 p.m. Thursday, May 23, 2024

It is the City’s preference that completed forms be received via email to dking@cosb.org and copied to pletts@cosb.org. If email submission is not possible for an applicant, hard copies may be dropped off at City Hall 635 South Highway 101, Solana Beach, CA. 92075, Attn: Community Grants Program.

All applications must be received by the 5:00 p.m. on Thursday, May 23, 2024 and no late applications will be accepted or considered.

If you need additional information, please contact Dan King, Assistant City Manager, at dking@cosb.org or (858) 720-2477.

Grant Award

The City Council, at its discretion, may determine the grant award to qualified applicants based on qualifying criteria, number of qualified applicants received, and purpose of request to meet areas as enumerated by the City Council that benefit the Solana Beach community. Awarded grants will be provided as a one-time, lump-sum monies to the selected organization(s). The total of all grant awards may not exceed $35,000.

Grants will be funded after the approval by the City Council.

Final Report and Expenditures

Grantees’ expenditures must be directly related to services or materials of proposed activity during the grant award period (date of grant approval through May 31, 2025). No later than May 31, 2025, grantees are required to submit a final written report to ensure that funds were spent in compliance with the approved application. The City Manager’s Office will review submitted copies of paid receipts/invoices and a written Grantees will be required to maintain records to support claimed expenditures and project accomplishments. Grants must not be used to replace or offset funding sources normally available for any portion of the project, nor be used by the applicant to fund/supplement its own monetary giving. Applicant(s) will be required to reimburse the City of Solana Beach all inappropriately spent funds.

Program Key Dates

April 25, 2024: Distribute Grant Program Application, have it available and solicit for applications.

May 23, 2024: DEADLINE for Request for Financial Assistance Applications (5:00pm).

The City Manager’s Office will review each application and make recommendations based upon:

1. Completed application; Clear indication of the grant amount requested;
2. Receipt of grant application before the deadline WITH attachments;
3. Benefit to Solana Beach community and conformity with threshold criteria.

June 12, 2024: First Council Review.

All eligible grant applications for Fiscal Year 2023-24 will be considered by City Council. Review and public comment/presentations will be accepted. 

June 26, 2024: Final Council Review

City Council makes decision and approves grant recipients. The City Manager will be directed to issue awards to recipients. Announcement of grant award recipients is made to community via public notification.

May 1, 2025: Reminder to Submit Final Reports & Receipts

Letter will be sent to FY 2024-25 grant recipients reminding them to submit their reports and copies of receipts by May 31, 2024.  (Exception to the May 31, 2024 completion date can be made with proof of good cause.)

May 31, 2025: Deadline to Submit Final Reports & Receipts

All FY 2023-24 grant recipients must submit copies of paid receipts/invoices and written report, that includes the number of citizens served and outcome of grant funded activity.  If no paid receipts/invoices are received, recipient will be required to immediately reimburse City of Solana Beach grant funds.

All grant recipients’ final reports will be submitted before the City Council for approval of expenditures.  If determination is made that funds were expended inappropriately, Council will direct Grant recipients to reimburse the City of Solana Beach for the designated amount of award.