CITY OF MCKINNEY COMMUNITY SUPPORT GRANT 2017-18 APPLICATION The City of McKinney makes funds available to non-profit community support organizations that provide activities, programs, and services to residents of McKinney. Organizations, which can be reasonably categorized under the heading of providing a public service that promotes the health, safety and welfare of McKinney residents, are eligible for funding. Funds for this grant come from the City of McKinney s General Fund. All funding of Community Support organizations will occur during the budget process. Off-budget-cycle funding may be granted in the rare instance that additional funds become available during the grant cycle. The minimum grant award to an organization shall be $3,000. There shall be no maximum grant award amount. One agency may submit a maximum of TWO (2) separate funding requests to fund two distinct and separate programs per grant cycle. Technical assistance may be available by contacting the Housing and Community Development Department at 972-547-7572 for an appointment. GENERAL GUIDELINES: The City Council determined a priority of services based on the needs of the community. Applications shall be analyzed for funding in accordance with the following priority of needs based on service impacts to the community, duplication of services from other agencies, other sources of agency funding, and presentation critique: a. Basic needs: food and clothing, housing and shelter: non-financial assistance b. Health and medical treatment, including mental health c. Housing: financial assistance d. Transportation: the sole service being provided Grants are for allowable expenses incurred between October 1, 2017 and September 30, 2018. Expenses remaining to be paid after that date will not be paid with City of McKinney grant funds. Unspent funds must be returned to the City of McKinney. Records to justify expenditures must be maintained by the agency for a period of four years. CSG FY 18 1
APPLICATION DEADLINE: Applications must be received for time stamp no later than 4:00 p.m. on Monday, October 16, 2017. Applications MUST be mailed or physically delivered to: Camille Smith, Community Services Coordinator City of McKinney Housing and Community Development Department 406 N. Tennessee St. McKinney, Texas 75069 APPLICANT ELIGIBILITY: Organizations that submit an application are required to meet the following criteria: Proposed use of funds must benefit residents of the City of McKinney. Must be a non-profit, tax exempt 501(c)(3) organization, in good standing with the State of Texas, and must have an active Board of Directors in compliance with IRS Section 501(c)(3). Organization must procure and maintain insurance, as required by the City of McKinney. Must have been programmatically operating for at least one (1) year prior to the application deadline. Any property taxes and liabilities due to the City of McKinney must be paid in full. Successful applicants will be required to enter into a contract with the City of McKinney. Must have standard audit or applicable 2 CFR 200 Single Audit; or an audit waiver may be submitted for review and approval by HCD staff prior to application submittal. RESTRICTIONS ON USE OF COMMUNITY SUPPORT GRANT FUNDS: The City of McKinney will not fund the following: The duplication of services or programs offered by the City of McKinney and/or other non-profit agencies. Social functions, parties, receptions, fund-raising benefits, refreshments or beverages. Licensing fees of any kind. Underwriting, investments, bonds, or any financial obligation. Interest and/or depreciation on loans, fines, penalties, or costs of litigation. Award amounts less than $3,000. FINANCIAL AND AUDIT REQUIREMENTS: A charitable organization with annual contributions over $10,000 must have current and accurate financial records in accordance with GAAP. Based on these records, the Board should prepare or approve a financial report that conforms to AICPA standards. The financial report must be made available to the public ( 22.353(b)). Exemptions ( 22.355) (Tex. Bus. & Org. Code 22.352) If the total amount of Federal funds received by your Agency from all sources exceeds $750,000 during the fiscal year ending on September 30, you must prepare a Single Audit in compliance with 2 CFR 200, Audits of States, Local Governments, and Non-Profit Organizations. If applicable, you must submit one (1) copy your most recent Single Audit to the City with this CSG FY 18 2
application. The Single Audit Report must state that the audit was made in accordance with the provisions of 2 CFR 200, and should include the following: 1. Any separate management letter. 2. The auditor s report on the financial statements of the agency, and a set of the financial statements themselves. 3. The auditor s report on Schedule of Federal Assistance. The federal expenditures must be shown for each federal assistance program. 4. The auditor s report on the study and evaluation of internal controls systems. The report should identify significant internal accounting controls and any controls designed to provide reasonable assurance that federal programs are being managed in accordance with laws and regulations. Likewise, the report should identify the controls not evaluated and the material weaknesses identified as a result of the evaluations. 5. The auditor s report on compliance with the laws and regulations that may have material effect on each major federal program. 6. The auditor s report on compliance with certain requirements of non-major programs (if required). 7. The auditor s report on fraud, mismanagement, abuse, or illegal acts (if any). An organization may submit an audit waiver for review, if such audit places undue hardship or the audit cost exceeds 5% of the total amount requested. The audit waiver form and supporting documentation must be submitted to HCD for review prior to application submittal. INSURANCE REQUIREMENTS: Agency must have the ability at its own expense procure, pay for and maintain for the duration of the Grant Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the services performed, or to be performed, hereunder by the Agency, its agents, representatives, employees, volunteers, officers, director, or subcontractors. The following insurance must be written by companies approved by the state of Texas and acceptable to the City of McKinney. The Agency shall furnish to the City of McKinney certificates of insurance executed by the insurer or its authorized agent stating coverage, limits, expiration dates and compliance with all applicable required provisions. The Certificate Holder must read as follows: City of McKinney c/o EBIX RCS P.O. Box 257, REF. 72-8780 Portland, MI 48875-0257 Upon grant award, one copy must be mailed to the above address or fax to EBIX RCS at 770-325-3340. City of McKinney will check the insurance database system for current certificates. A. Commercial General Liability insurance, including, but not limited to Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum combined single limits of $500,000 per-occurrence, $1,000,000 Products/Completed Operations Aggregate and $1,000,000 general aggregate. Coverage must be written on an occurrence form. CSG FY 18 3
B. With reference to the foregoing required insurance, the vendor shall endorse applicable insurance policies as follows: 1. The City of McKinney, its officials, employees, officers, volunteers, boards and commissions shall be named as additional insured s on the Commercial General Liability policy, by use of an endorsement that includes the completed operations hazard. 2. All insurance policies shall be endorsed to the effect that City of McKinney will receive at least thirty (30) days notice prior to cancellation, non-renewal, termination, or material change of the policies. C. All insurance shall be purchased from an insurance company that meets a financial rating of B+VI or better as assigned by the BEST Rating Company or equivalent. NON-DISCRIMINATION POLICY: The City of McKinney does not discriminate against any persons on the grounds of race, color, national origin, religion, sex, or age, per Title VI of the Civil Rights Act, Section 109. PROVISIONS FOR PERSONS WITH DISABILITIES: If any person with an interest in participating in a Community Support Grant (CSG) program is a person with a disability, as defined by Section 504 of the Rehabilitation Act of 1974, and who requires an accommodation to participate or take interest, that person must make a request for accommodation to Samantha Frison, ADA Coordinator, 972-547-2694 or email sfrison@mckinneytexas.org. Such request shall include a description of the accommodation sought, along with a statement of the impairment that necessitates the accommodation. Any request for accommodation shall be reviewed and a response provided within five business days of receipt of such request. Notice of any accommodation granted will be promptly provided to the requester. PROVISIONS FOR NON-ENGLISH SPEAKING RESIDENTS: The City of McKinney has a network of employees speaking several languages who can act as interpreters for residents seeking information regarding CSG programs. If notified five business days in advance, the City will arrange to have an interpreter available. Please contact the City at 972-547-7577, or email sbest@mckinneytexas.org. SUBMITTAL REQUIREMENTS: Applications must be complete at the time of submission. No additional information will be accepted after the deadline date and time unless specifically requested by the City. Applications may not be submitted by facsimile (fax) or by electronic mail (e-mail). Submit one signed & notarized original, and one scanned copy of the entire original application on a flashdrive. Please do not submit additional items other than the requested information. Brevity and clarity are appreciated. A cover letter is not required. CSG FY 18 4
APPLICATION FORMAT: The grant application consists of an application summary page and 15 required narrative questions. DO NOT CHANGE THE FORMAT OF THE APPLICATION SUMMARY PAGE. The application is designed so that you can write as much as you need to answer the questions. However, please keep in mind that brevity will be appreciated by the Community Grants Advisory Commission. It is imperative that you review the Grant Instructions before preparing your submission. After completing the application, please insert the following attachments in the order shown: Detailed current annual agency budget, including sources of funds. If you are an areawide agency, please submit only the annual budget for the McKinney office and the services it provides. If you do not have a McKinney office or budget, please indicate the portion of your budget that is designated for or provided to McKinney citizens. List of Officers and members of Board of Directors Resume of Director Copy of your IRS Letter of Determination certifying federal tax-exempt status Certificate of Good Standing from the TX State Comptroller s Office: These certificates are no longer available from the Comptroller s office. Instead, users may print a taxpayer s Franchise Tax Account Status page to accomplish the same purposes. The document will indicate that your agency has the right to conduct business in the State of Texas. https://mycpa.cpa.state.tx.us/coa/index.html Search by Tax ID or Company Name. At the next screen, click on your organization name, then click on Certificate of Account Status. If your organization name is now different from the name registered with the Comptroller s Office, please register the correct name with them. The name on the Certificate should be the name on your application. If you are not in good standing with the State (i.e. inactive), you must take whatever corrective action is needed before you can receive funding. Copy of your current ACORD Certificate of Liability Insurance form (not your insurance policy itself). If you do not currently carry liability insurance in the amounts outlined below, please indicate this. You will be required to do so if a grant is awarded to you. Copy of the most recent audit of your financial records, including the management letter. If no audit has been completed in the last two years, please explain why. (Only one (1) copy of the audit is required.) If you received more than $750,000 in federal funds from all sources of funding in the past fiscal year, submit one (1) copy of your Single Audit. CSG FY 18 5
CITY OF MCKINNEY COMMUNITY SUPPORT GRANT APPLICATION SUMMARY Agency Information Organization Name: Staff Use Only Date Submitted: Address: Director s Name: Phone: Fax: Director s Title: E-mail: Tax I.D. Number: Who should we contact if we have questions concerning this application? Name: Phone: E-mail: Grant Request Total Budget $ Total Grant Amount Requested: $ Summary Description of Grant Request (one or two sentences): Total Number of McKinney Beneficiaries Expected to be served by this Grant: Indicate type of services to be provided: Housing: financial assistance Health and Medical Treatment: including mental health Basic needs: including food and clothing; housing and shelter; non-financial assistance Transportation: the sole service being provided Authorized Official s Name: Signature: Date: CSG FY 18 6
NARRATIVE QUESTIONS: 1. Grant Request Budget Summary: Provide a line-item budget for your grant request, using the categories listed below. Category Personnel Operational Direct Services Other Total Grant Request Total Project Budget CSG Funding Requested 2. Description of Grant Request: Please explain your request. Define the who, what, where, and how of the request. You should specifically describe and quantify the services or products to be provided with the grant funds and how these services will be delivered. If this is a project, state how long it will take to complete it. Where appropriate, please discuss how your grant request fits in with your long-term goals for your clients; for example, if self-sufficiency is your ultimate goal for your clients, explain how your grant request will work with other parts of your program so that clients can achieve self-sufficiency. CSG FY 18 7
3. Work Schedule: Provide a proposed schedule for the use of grant funds. The schedule should provide milestones and deadlines for accomplishment of tasks or the delivery of services. These projected milestones and deadlines are a basis for measuring actual progress during the term of the grant agreement. Generally, you should plan to complete all expenditures within 9 months of the start of your grant so that there is time to submit for reimbursement before the expiration of the grant. CSG FY 18 8
4. Need Justification: Explain why your service or project is needed in the community. CSG FY 18 9
5. Agency Description: Briefly describe the mission and activities of your organization, and explain how the activities to be funded in your grant request fit in with your other activities. Tell us about your agency mission and its activities to accomplish the mission. Explain how the activities to be funded by this grant fit in with your other activities. CSG FY 18 10
6. Agency Experience: Describe the experience of the organization in carrying out the type of activities proposed in this application and the length of time the organization has been involved in providing the proposed services. If the agency does not have prior experience in providing the proposed service, please indicate experience and successes in carrying out similar programs. CSG FY 18 11
7. Duplication of Services: Describe how your request provides a public benefit not otherwise met in McKinney. If other agencies are providing the same or similar services, please explain why your program should receive funding instead of utilizing other existing similar programs. 8. Outreach: Explain how you conduct outreach to potential clients, particularly the hardto-reach component of your target population. CSG FY 18 12
9. Agency Accessibility: Describe the accessibility of your program and your location to your clients. For example, are you geographically easy to reach? How do your clients get to your facility? What are your hours of operation? Are your facilities handicapaccessible? Do you have bilingual staff? If your proposed activity will be conducted in locations away from your main facility, how will clients access the services? 10. Performance Measures: Describe how the grant request fits the needs of the population to be served, how the target population s needs are assessed, and what performance measures will be used to evaluate the success of the proposed project. CSG FY 18 13
11. Funding Sources: List all efforts to obtain funding for your program from other sources, including all pending or denied applications. 12. If funding is not granted, will the project or service go forward? Yes No Will the project or service continue after the grant funds end? Yes No If yes, explain how funding will be provided after grant funding ends. 13. Volunteers: Please describe how volunteers will be utilized for the proposed activity and estimate the amount of volunteer time to be dedicated to the activity. CSG FY 18 14
14. Partnerships: List all agencies or organizations with which you are collaborating regarding the services to be provided through this grant request. Briefly describe the extent of collaboration. 15. Federal Funds: State the amount of federal funds (from all sources) received in FY 2016-17: $ Does the amount of federal funds (from all sources) that you expect to receive in FY 2017-18 exceed $750,000? Yes No 16. Additional Information: Provide any other information that may be pertinent to this application but was not stated in previous questions. CSG FY 18 15