Administrative Services Manager Olivia Jenkins presented a draft procedure to formalize council contributions to nonprofits and other entities, proposing an application process with a maximum award of $5,000 per applicant, a 30‑day application window, and a three‑member review committee composed of finance staff, an administration representative and a council member.

Jenkins said the draft mimics processes used by other Arizona cities and is designed to increase transparency and ensure compliance with restrictions on public funds. She told council the list of entities that already have contracts or IGAs with the city would remain outside this process.

City Attorney Kaye and Acting City Manager Jenny Torres were available during the discussion to answer legal and administrative questions about the anti‑gift clause and budget timing. Council members raised practical concerns about a single annual window and suggested alternatives; one councilor proposed two application rounds (e.g., January–February and July–August) with a preset annual total split between the rounds so late‑emerging requests would not rely on contingency funds.

Jenkins said the draft is for council review and no action was requested; she invited questions and written comments. Kaye noted that exceptions could be brought directly to council but would typically come from contingency funds rather than the community‑grant pool.

Why it matters: the proposal would change how community event and project requests are evaluated and funded and could limit ad hoc council contributions by creating a single competitive process. Council members asked staff to return with revisions and suggested considering two annual application cycles to balance fairness and flexibility.

No motion or vote occurred on the draft; council asked staff to take feedback, consider timing and return with a revised procedure.