Non-Profit Partnerships

Non-Profit Partnerships Concurrent Session Thursday, December 3 Juniper Oak Room 2009 NCLGBA Winter Conference 1

Panelists Faith Leach, Mecklenburg County Minora Sharpe, Durham County Rene Walker, United Way of Central Carolinas Facilitators: Carol Hickey, Mecklenburg County Jamie Privuznak, Mecklenburg County 2

Mecklenburg County Board of County Commissioners Community Vision 2015 In 2015, Mecklenburg County will be a community of pride and choice for people to LIVE, WORK and RECREATE. Mecklenburg County Government Office of Strategic Organizational Improvement 1 3

Focus Areas Social, Education, & Economic Opportunity Community & Corporate Scorecard Effective & Efficient Government Community Health &Safety Growth Management & Environment Increase Literacy & Workforce Development Increase Citizen Self-Sufficiency Increase Customer & Stakeholder Satisfaction Increase Safety & Security of Residents Increase Efficiency & Effectiveness of Criminal Justice Services Improve/ Expand Parks, Open Space, Greenways & Recreational Opportunities Improve Air, Water, & Land Preserve Historic Sites & Landmarks Customer/ Stakeholder Increase Respect/ Appreciation of Ethnic & Cultural Diversity Increase Citizen Awareness of County Responsibilities, Services & Results Reduce Health Risks & Diseases Improve Management of Mental Illness, Developmental Disabilities & Substance Abuse Improve Access to Public Facilities Increase Economic Development & Job Opportunities Increase Employee Access to Information Enhance Citizen Involvement Improve Employee Efficiency Reduce/Avoid Costs Improve Financial Management Maintain Triple- A Bond Rating Maintain Affordable & Competitive Tax Rate Increase Employee Motivation & Satisfaction Enhance Workforce Retention & Recruitment Increase Employee Knowledge, Skills & Abilities Improve Technology- Related Capacities Mecklenburg County Government Office of Strategic Organizational Improvement County Has Primary Service Provider Responsibility 4

Mecklenburg County OSA Application Process Map Mecklenburg County Government Office of Strategic Organizational Improvement 3 5

OSA Funding Matrix BOCC Priority High Performing (Green) Moderately Performing (Yellow) Low Performing / Results not Demonstrated (Red) No Review Priority 1 Full Funding Full Funding Priority 2 Full Funding Full Funding Priority 3 Full Funding Full Funding (90%) (85%) (80%) Full Funding Full Funding Full Funding Priority 4 Full Funding (90%) (75%) (90%) Priority 5 (90%) (85%) (70%) (85%) Priority 6 (85%) (80%) (65%) (80%) Priority 7 (80%) (75%) Discontinue Funding (75%) NOTE: Full Funding = FY09 Adopted Budget. In most cases, this also equals the FY10 request. Mecklenburg County Government Office of Strategic Organizational Improvement 4 6

Management of Funded Agencies Performance Management Annual Program Review Process Summer Site Visits Quarterly Reporting Funding Management Annual Financial Audit Quarterly Payment Mecklenburg County Government Office of Strategic Organizational Improvement 5 7

Citizen s Review Process Rene Walker, Sr. Relationship Manager, Community Investment 8

Citizen s Review Process Basics United Way s Citizen s Review Process supports agencies across a five county region in NC including Anson, Cabarrus, Mecklenburg, and Union Counties as well as the Mooresville- Lake Norman area United Way has 97 partner agencies with a total of 197 funded programs Last year 234 volunteers in five counties dedicated thousands of hours to lead the Citizen s Review Process Over the last five years, volunteers distributed over $82.2 million in allocations to partner agencies 9 United Way of Central Carolinas 2

10 United Way of Central Carolinas 3

Fund Distribution During Difficult Times Stakeholders, including volunteers and agencies, were actively engaged in determining adjustments to the process Community priorities were adjusted to include Crisis Situations as an overarching priority Greater emphasis was placed on collaboration and/or partnerships between agencies Agencies were asked to specify the impact of a 20%, 30%, or 40% cut to their programs Volunteers considered whether or not lack of funding would create a service gap 11 United Way of Central Carolinas 4

DURHAM COUNTY Lead Department: County Manager Nonprofit Agency Funding Policy Effective Date: January 14, 2002 Revision Date: November 10, 2008 Signature: Michael M. Ruffin, County Manager 1.0 PURPOSE The purpose of this policy is to set forth parameters and establish guidelines for the funding of nonprofit agencies. 2.0 POLICY STATEMENT Durham County is committed to providing financial assistance to those nonprofit agencies which assist Durham County Government in carrying out its mission to enhance the quality of life for its citizens, by providing education, safety and security, health and human services, economic development, cultural and recreational resources. Nonprofit agencies are also asked to focus on one or more of Durham County's Results Based Accountability (RBA) outcome areas. These outcomes were adopted to engage the community in making broad-based change: 1. Durham citizens are safe 2. Durham enjoys a prosperous economy 3. Durham citizens enjoy a healthy environment 4. Durham's citizens enjoy a community that is vibrant, rich in aesthetic beauty and embraces and promotes its cultural heritage 5. Children are ready for and succeeding in school 6. Every citizen in Durham has access to adequate, safe and affordable housing. 7. Durham citizens are healthy 8. Durham citizens enjoy sustainable, thriving neighborhoods with efficient and wellmaintained infrastructure 9. Senior adults in Durham have optimum choices for the highest quality of life. 3.0 NONPROFIT AGENCY ELIGIBILITY FOR COUNTY FUNDS It shall be the policy of Durham County to consider providing assistance to nonprofit agencies meeting the criteria detailed below. 3.1 Eligibility Requirements All nonprofits shall verify their nonprofit status by submitting an IRS tax exempt letter confirming 501(c)(3) status and a current solicitation license from the North Carolina Secretary of State (or if exempt, the exemption letter). 12

3.2 Accountability Nonprofit agencies shall adhere to accountability standards set by the County Manager and as required by law. Compliance with these standards is a criterion for funding. These standards include but are not limited to: Complying with all financial requirements including the submission of financial statements or audits as specified by the contract Complying with program performance measurement requirements including submission of Performance Reports (which also describes RBA involvement) Complying with all other terms of the contract including meeting all deadlines 3.3 Funding Eligibility 1. A nonprofit agency must have operated for two years by December 31 st of the year preceding the application deadline. 2. Nonprofit agencies may not use a funding agent or other third party arrangement to meet program requirements for eligibility. 3. Only one application per agency will be considered each year. 4. Grants are for programmatic expenses (items recognized under Generally Accepted Accounting Practices GAAP as operating costs) 5. The County will not fund the purchase, maintenance, or repair of capital assets with a value in excess of $5,000 or a useful life greater than three years. 4.0 FUNDING APPLICATION PROCEDURE 4.1 Application Timeline 1. Annually, a public notice of availability of funding and information for applying will be advertised by the Budget Department no later than January 31. 2. A copy of the application will be available on Durham County s website. 3. Completed applications are returned to the Budget Department no later than the date indicated in each year s public notice. Applications received after the published deadline will be deemed ineligible for that year. 4.2 Application Requirements A completed County nonprofit funding application is required, along with all required documentation by the advertised deadline. 4.3 Funding Award 1. The County Manager will make nonprofit funding recommendations in the Recommended Budget to the Board of County Commissioners. 2. The Board of County Commissioners will approve final funding for nonprofits when the Annual Operating Budget is adopted. 3. Applicants will be notified of the final funding amount no later than June 30th. 4. A revised scope of work and budget reflecting the final award amount will be required of nonprofit agencies who do not receive their full grant funding request prior to contract execution. 5. Insurance coverage amounts will be reviewed and approved by the County's Risk Manager prior to contract execution. 13

6. An agency awarded nonprofit program funds must accept the funds by completion of a contractual agreement which must be signed by the agency Director and the County Manager. The contractual agreement and other contract requirements must be signed by the agency and received by the Budget Department no later than August 31 of the fiscal year funds are awarded. Failure to comply with this date will result in funding awards being withdrawn. 4.4 Conflict of Interest The consideration, award and funding of any non-profit agency pursuant to the Nonprofit Program, shall be carried out in a manner consistent with the Code of Ethics for Appointed and Elected Officials of Durham County, adopted by the Board of County Commissioners March 22, 2004. 5.0 GRANT REPORTING AND MONITORING Each funded agency will submit a program and financial monitoring quarterly report. These reports describe progress towards program outcomes and require a financial report detailing expenditures signed by the agency s Board Chairman. Agencies are required to maintain detailed back -up documentation of expenditures, available for review by county staff upon request. Failure to comply with these reporting requirements may jeopardize county funding. 14

COUNTY OF BRUNSWICK NON-PROFIT FUNDING POLICY FY 2009-2010 Principles: Funds shall only be appropriated to organizations that can document compliance with all applicable federal and state regulations related to tax-exempt status. Organizations requesting funding should be able to document that they provide on-going services to the community, are governed by a volunteer board of directors that serves without compensation, and that their financial management is subject to an independent audit/review at the completion of the year for which the funds are requested. Funds shall only be appropriated for public purposes. Requests for funding will only be accepted during the County s annual budget preparation process. A specific timetable for the process will be developed and disseminated each year. Requests for funding for direct safety net human services to low income Brunswick County residents shall be given the highest priority for funding. Requests for services that duplicate services that are already available to the public through other means will be given the lowest funding priority. Criteria: Funded services must be equally available to all eligible residents of the County. Each non-profit organization may develop its own service eligibility criteria, but such criteria may not include any form of legal discrimination. If the agency charges fees for services to be provided with County finding, those fees must be applied on a sliding fee basis that allows all to participate irrespective of their ability to pay full costs. The applicant organization should clearly demonstrate its ability (i.e., that it has appropriate staffing, financial resources, equipment, etc.) to provide the proposed services. Proposals shall clearly identify the relationship between the funding request and the provision of a given service or services. Proposals shall clearly document the need for the proposed services. Proposals shall identify the number of Brunswick County residents that are expected to receive direct services during the fiscal year as a result of County Funding Policy 2009 15

COUNTY OF BRUNSWICK NON-PROFIT FUNDING POLICY FY 2009-2010 funding. Renewal requests shall indicate the actual number of Brunswick County residents served during the funded period. Proposals that request funding for services that are already available in the County must clearly demonstrate that they will address an unmet service demand, or that they will deliver comparable services at a significantly lower unit cost than the currently available services. Each organization that receives funding shall present a written report to the County on or about January 15 th and July 15 th of each year that documents its success in providing the funded services during the prior 6 months. Process: Completed application packets that are submitted to the County by the deadline established in the annual timetable will be referred to the Funding Review Committee. The Committee will not consider incomplete applications. The Funding Review Committee will consist of the Directors (or their designee) of the County Departments of Parks and Recreation, Public Health, Social Services, and Public Housing. The Director of Fiscal Operations and the Assistant County Manager will serve as staff to the Committee. The Committee will review applications in accord with the Non-Profit Funding Criteria and will make funding recommendations to the County Manager. The County Manager will in turn make funding recommendations to the Board of Commissioners. Funding Policy 2009 16

STATE OF NORTH CAROLINA COUNTY OF BRUNSWICK STANDARD ASSURANCES BY COUNTY ASSISTED AGENCIES AND/OR ORGANIZATIONS I. PURPOSE A. For each fiscal year, any non-departmental (non-direct or outside ) agency or organization requesting County assistance funds must submit an original signed copy of this document with their budget package request. B. These assurances shall act to hold the County of Brunswick harmless from any liability that the agency or organization may incur. II. ASSURANCES AFFIDAVIT The authorized official of the agency or organization given below assures the County of Brunswick that: A. The agency/organization is a legal entity under Federal and State laws and is authorized to provide services being proposed for financial assistance from the County. B. The agency/organization has the legal authority and the institutional, managerial, and financial capacity to insure the proper planning, management and completion of the project(s) proposed for County financial assistance. C. The agency/organization will establish safeguards to forestall the appearance of or actual conflicts of interest or personal gain. D. The agency/organization will comply with all Federal and State laws and regulations related to illegal discrimination. E. The agency/organization will comply with Federal and State laws and regulations related to Workplace Drug Abuse and Treatment, workplace health and safety, workers compensation, and other applicable workplace requirements. F. The agency/organization will comply with Federal and State laws and regulations related to the Fair Labor Standards Act, Hatch Act, taxes and other personnel requirements. G. The agency/organization will comply with applicable program/project services standards, contracts and regulations for any program/project services assisted by the County. H. The agency/organization will comply with Federal and State laws and regulations related to financial and compliance audits and will submit a copy of each audit report to the County Manager within 60 days after issued. I. The agency/organization will hold the County of Brunswick harmless from any claim or liability that may arise or result from the operation of any program/project service(s) assisted by the County of Brunswick. Standard Assurances 2009-2010 17

Certification J. The agency/organization will submit promptly to the County Manager any information requested related to any program/project services assisted by the County. K. The agency/organization will comply with any County ordinance or policy applicable to any program/project service assisted by the County. L. The agency/organization will comply with the formal and informal bid requirements set forth in the County s Contract and Purchasing Policy when performing construction or repair work, or when purchasing (including lease purchasing) apparatus, supplies, materials or equipment and involving any County funds except that municipal departments shall follow their respective municipal purchasing policy consistent with North Carolina General Statutes. M. All County funding shall be utilized strictly for the operation, maintenance and capital needs of each agency/organization. Any item acquired using County funds by agency/organization shall become property of that agency/organization (and titled to that agency/organization when applicable). In the event an agency/organization decides to dispose of property acquired with any County funds, then other agencies/organizations will be given first opportunity to acquire the surplus property. In any event, proceeds obtained from sale of surplus property acquired with any County funds shall be used only for the same purpose as County funds. N. The agency/organization will submit a semiannual report (on or about January 15 th and July 15 th ) of its uses of County funding and the tangible benefits of the funded activities to County residents. The above assurances will be complied with for the financial fiscal year starting on July 1, 2009 and ending June 30, 2010. Agency/Organization Box/Street/Route Town/State/Zip Federal Tax ID Number By (Signature) Typed Name Title Date Submitted Standard Assurances 2009-2010 18

COUNTY OF BRUNSWICK NON-PROFIT APPLICATION FORM FY 2009-2010 NEW APPLICATION RENEWAL APPLICATION CONTACT INFORMATION: ORGANIZATION NAME: ADDRESS: CITY STATE ZIP PHONE ( ) - FAX ( ) - EMAIL CEO NAME: TITLE: ADDRESS: CITY STATE ZIP PHONE ( ) - FAX ( ) - EMAIL BOARD OF DIRECTORS CHAIRMAN S NAME: ADDRESS: CITY STATE ZIP PHONE ( ) - FAX ( ) - EMAIL THIS PROGRAM SERVES: LOW INCOME PERSONS MODERATE INCOME PERSONS APPROXIMATE % OF TOTAL APPROXIMATE % OF TOTAL ALL PERSONS BRIEF (100 WORDS OR LESS) NARRATIVE DESCRIPTION OF SERVICES TO BE PROVIDED WITH COUNTY FUNDS: 19

NON-PROFIT APPLICATION FORM CONTINUED REQUESTED AMOUNT OF FUNDING: WHY DO RESIDENTS OF BRUNSWICK COUNTY NEED THE PROPOSED SERVICES? (NEW OR CHANGED PROGRAMS ONLY) HOW WILL THE SERVICES BE PROVIDED? (NEW OR CHANGED PROGRAMS ONLY) ARE SIMILAR SERVICES AVAILABLE IN BRUNSWICK COUNTY FROM OTHER PROVIDERS? YES NO IF SO, WHO CURRENTLY PROVIDES THE SERVICE? (NEW OR CHANGED PROGRAMS ONLY) Non-profit Application Form 2009 20

NON-PROFIT APPLICATION FORM CONTINUED IF SO, WHAT IS THE ADDED VALUE TO THE COUNTY OF YOUR SERVICES? (NEW OR CHANGED PROGRAMS ONLY) IF SO, HOW WILL YOU COORDINATE SERVICES WITH OTHER PROVIDERS TO ENSURE THAT INDIVIDUALS WILL NOT RECEIVE THE SAME SERVICE FROM MORE THAN ONE PROVIDER? (NEW OR CHANGED PROGRAMS ONLY) HOW WILL YOU ENSURE THAT THE SERVICES ARE EQUALLY AVAILABLE TO ALL ELIGIBLE RESIDENTS OF BRUNSWICK COUNTY? Non-profit Application Form 2009 21

NON-PROFIT APPLICATION FORM CONTINUED CEO BOARD CHAIRMAN DATE Non-profit Application Form 2009 22

COUNTY OF BRUNSWICK NON-PROFIT APPLICATION CHECKLIST FY 2009-2010 Signed Application Form Articles of Incorporation and Corporate Bylaws* Copies of Official Minutes of all Board of Directors Meetings within the 12 months prior to the date of the funding application (All minutes should include a list of the members present.) Copy of IRS tax-exempt status determination letter* (A notarized copy of IRS Form 1023 will be accepted from organizations that have completed the form and submitted it to the IRS but that have not yet received a determination letter.) Copy of most recently filed IRS Form 990 Copy of most recent independent audit (Organizations that are not required by law to have an independent audit must clearly state the reason for their exemption from the requirement.) A schedule of planned revenues and expenses (for entire organization) for the current year (FY 2009) and the proposed year (FY 2010), specifically identifying all sources of revenue for both periods *If you filed these forms with a previous funding application to the County, they do not need to be submitted again if they have not changed since that filing. Checklist 2009 23

Links to Additional Resources Mecklenburg County Strategic Business Plan (2008 2010) Year 3 UNC School of Government Public Intersection Project 24