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City of Raleigh
Agency Grant
Monitoring
NCLGBA Winter
Conference
December 11, 2014
Overview of Raleigh
Non-Profit Funding &
Structure
FY15 Agency Grants
Economic Development
Appropriations
$616K
Office of Economic Dev
Human Service
Appropriations
$1.2M
Hou...
Agency Grant Team
 OMB
 Finance
 Office of Internal Audits
 Office of Economic Development
 Parks, Recreation & Cultu...
Introductions
Sarah Marionna
Arts Grants Program
Economic Development
Appropriations
$616K
Human Service
Appropriations
$1.2M
Community Enhancement
Appropriations
$168K
Ar...
The City of Raleigh
Arts Commission
The Block Gallery
Temporary Public
Art
Raleigh Medal of
Arts
Arts Grant Program
About
The Arts Grant Program
 The Mission
 To shape Raleigh as a creative cultural capital and
create and environment wh...
Arts Grant
Application Evaluation
 Raleigh Headquarters
 Not-for-Profit Status
 Applicant Financial Health
 ADA Access...
Arts Grant
Award Monitoring
 Scope and Quality of Funded
Programming
 Stewardship of Tax Payer Dollars
 City of Raleigh...
Human Services Grant
Program
Economic Development
Appropriations
$616K
Human Service
Appropriations
$1.2M
Community Enhancement
Appropriations
$168K
Ar...
Human Services Grant
Committee (9 members)
 Five (5) Human Relations Commission
members
 One (1) County Representative
...
Human Services Targeted
Groups
Youth
Elderly
Homeless
Disabled
Substance Abusers
An annual allocation of City funds offered to
agencies headquartered in Raleigh.
Qualified applicants must be:
• Chartered...
Human Service Grants:
Unit of Service
The Human Service Agency process contracts with
agencies on a unit of service basis ...
Human Service
Grant Monitoring
 Quarterly reports showing the degree to which the
agency has accomplished its quarterly u...
Fiscal Analysis
Different Levels of Fiscal
Requirements
 Agency that receives less than $25K
during prior fiscal year:
 Proof of Form 99...
Agency Financial Analysis
If an agency submits audited financial
statements ($25K or more award), Finance
performs a finan...
Financial Analysis – Step 1:
Operating Reserves
Range Color Point
Value
< 0% Red 0
0% - 24% Yellow 2
equal to or > 25% Gre...
Financial Analysis – Step 2:
Weighting
The point values determined for each
category are then averaged based on the
follow...
ABC Agency Weighting
Financial Analysis – Step 3:
Final Score/Trend Analysis
Range Color
0 - 0.5 Red
0.6 - 2.0 Yellow
2.1 - 3.0 Green
Green: Ci...
Trend Analysis Example
Monitoring Summary
Our Monitoring Tips for You…
 Scale a monitoring program based on the amount of
funding being distributed or the municipa...
What Tips Can You Share?
And/Or Questions for Us?
Contact Information
 Kirsten Larson, Grants Program
Administrative Manager, 919-996-4276,
Kirsten.Larson@raleighnc.gov
 ...
City of Raleigh Agency Grant Monitoring
City of Raleigh Agency Grant Monitoring
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City of Raleigh Agency Grant Monitoring

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Presentation for "City of Raleigh Agency Grant Monitoring," presented by Kirsten Larson during Winter 2014 NCLGBA Conference on December 11, 2014.

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City of Raleigh Agency Grant Monitoring

  1. 1. City of Raleigh Agency Grant Monitoring NCLGBA Winter Conference December 11, 2014
  2. 2. Overview of Raleigh Non-Profit Funding & Structure
  3. 3. FY15 Agency Grants Economic Development Appropriations $616K Office of Economic Dev Human Service Appropriations $1.2M Housing & Neighborhoods Community Enhancement Appropriations $168K Housing & Neighborhoods Arts Agency Appropriations $2.3M Parks, Rec, & Cultural Res FY15 Total Agency Grant Allocation $4.3M
  4. 4. Agency Grant Team  OMB  Finance  Office of Internal Audits  Office of Economic Development  Parks, Recreation & Cultural Resources Department  Housing & Neighborhoods Department
  5. 5. Introductions Sarah Marionna
  6. 6. Arts Grants Program
  7. 7. Economic Development Appropriations $616K Human Service Appropriations $1.2M Community Enhancement Appropriations $168K Arts Agency Appropriations $2.3M FY15 Total Agency Grant Allocation $4.3M
  8. 8. The City of Raleigh Arts Commission The Block Gallery Temporary Public Art Raleigh Medal of Arts Arts Grant Program
  9. 9. About The Arts Grant Program  The Mission  To shape Raleigh as a creative cultural capital and create and environment where everyone can participate in the arts.  The Grants Committee  3 Arts Commissioners  1 Greater Raleigh Convention & Visitors Bureau Rep  7 Community Members  The Funding Categories  Operating Support  Program Support  Innovation Grants  The Arts Partners
  10. 10. Arts Grant Application Evaluation  Raleigh Headquarters  Not-for-Profit Status  Applicant Financial Health  ADA Accessibility  Serving the General Public  Grant Category Criteria
  11. 11. Arts Grant Award Monitoring  Scope and Quality of Funded Programming  Stewardship of Tax Payer Dollars  City of Raleigh Arts Commission Funder Recognition  Other Contractual Requirements
  12. 12. Human Services Grant Program
  13. 13. Economic Development Appropriations $616K Human Service Appropriations $1.2M Community Enhancement Appropriations $168K Arts Agency Appropriations $2.3M FY15 Total Agency Grant Allocation $4.3M
  14. 14. Human Services Grant Committee (9 members)  Five (5) Human Relations Commission members  One (1) County Representative  One (1) Triangle United Way representative  One (1) Substance Abuse Advisory Commission representative  One (1) Community Agency representative
  15. 15. Human Services Targeted Groups Youth Elderly Homeless Disabled Substance Abusers
  16. 16. An annual allocation of City funds offered to agencies headquartered in Raleigh. Qualified applicants must be: • Chartered as incorporated non-profit organization. • 501(c)3. • One year of experience in service delivery. • Headquarters and Program operates within Raleigh.
  17. 17. Human Service Grants: Unit of Service The Human Service Agency process contracts with agencies on a unit of service basis to provide designated services to Raleigh residents in accordance to the terms and conditions of their contract. Quarterly reports showing the degree to which the agency has accomplished its quarterly units of service will be required. Units of services are based on the days or hours of service rendered, the mount of allocation for the services and the number of residents projected to receive the service. These reports will consist of a completed Quarterly Report Form and the City’s Financial Information Form that are provided to the agencies by the Community Services Division. Quarterly reports are due within 15 days after the end of each quarter (October, January, April, and July).
  18. 18. Human Service Grant Monitoring  Quarterly reports showing the degree to which the agency has accomplished its quarterly units of service will be required.  Human Service Agency Site Reviews:  Was the facility organized and in good repair?  Did the employees/volunteers appear knowledgeable  Did the facilities appear to be able to meet requirements as stipulated in the grant contract/agreement?  Are grant documents easily accessible and properly stored?  How are City of Raleigh residents determined?  Did the facility seem to provide safeguards for the health and safety of employees and volunteers?  Did the Grantee have a detailed updated Policies and Procedures manual on file?
  19. 19. Fiscal Analysis
  20. 20. Different Levels of Fiscal Requirements  Agency that receives less than $25K during prior fiscal year:  Proof of Form 990 filing  Agency that receives $25K or more during prior fiscal year :  Proof of Form 990 filing  Audit is required
  21. 21. Agency Financial Analysis If an agency submits audited financial statements ($25K or more award), Finance performs a financial analysis covering five categories:  Audit Opinion  Liquidity  Operating Reserves  Grant Dependency  Additional Analysis
  22. 22. Financial Analysis – Step 1: Operating Reserves Range Color Point Value < 0% Red 0 0% - 24% Yellow 2 equal to or > 25% Green 3 (Current Assets – Current Liabilities)/Operating Revenue
  23. 23. Financial Analysis – Step 2: Weighting The point values determined for each category are then averaged based on the following percentage weights:  Audit Opinion 25%  Liquidity 15%  Operating Reserve 15%  Grant Dependency 20%  Add Financial Analysis 25% 100%
  24. 24. ABC Agency Weighting
  25. 25. Financial Analysis – Step 3: Final Score/Trend Analysis Range Color 0 - 0.5 Red 0.6 - 2.0 Yellow 2.1 - 3.0 Green Green: City to continue funding agency. Yellow: City to continue funding agency. Finance notes that the agency has exhibited areas of financial concern and warrants more stringent monitoring. Red: City stop funding agency until its financial condition strengthens and/or conditions met within the fiscal requirements document
  26. 26. Trend Analysis Example
  27. 27. Monitoring Summary
  28. 28. Our Monitoring Tips for You…  Scale a monitoring program based on the amount of funding being distributed or the municipality’s level of investment risk. (Should a $5k grant require the same level of monitoring as a $100k grant? If it ok to expend $5k in staff time to monitor a $2k grant?)  Type of non-profit being funded and/or the type of programming being funded can have an impact on monitoring program design.  Risk management/liability issues can impact funding requirements and monitoring to lessen exposure.  Compliance with local, state and/or federal laws can impact monitoring design.  Amount of staff resources available to carry out monitoring.
  29. 29. What Tips Can You Share? And/Or Questions for Us?
  30. 30. Contact Information  Kirsten Larson, Grants Program Administrative Manager, 919-996-4276, Kirsten.Larson@raleighnc.gov  Sarah Corrin, Arts Grant Coordinator 919-996-4686, Sarah.Corrin@raleighnc.gov  Marionna Poke-Stewart, Community Services Program Manager, 919-996-6100, Marionna.Poke-Stewart@raleighnc.gov

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