City of Raleigh Agency Grant Monitoring

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

Housing & Neighborhoods

Community Enhancement

Appropriations

$168K

Housing & Neighborhoods

Arts Agency

Appropriations

$2.3M

Parks, Rec, & Cultural Res

FY15 Total Agency Grant Allocation

$4.3M

Agency Grant Team

OMB

Finance

Office of Internal Audits

Office of Economic Development

Parks, Recreation & Cultural Resources

Department

Housing & Neighborhoods Department

Introductions

Sarah Marionna

Arts Grants Program

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

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 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

Arts Grant

Application Evaluation Raleigh Headquarters

Not-for-Profit Status

Applicant Financial Health

ADA Accessibility

Serving the General Public

Grant Category Criteria

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

Human Services Grant

Program

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

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

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 as incorporated non-profit

organization.

• 501(c)3.

• One year of experience in service delivery.

• Headquarters and Program operates within Raleigh.

Human Service Grants:

Unit of ServiceThe Human Service Agency process contracts withagencies on a unit of service basis to provide designatedservices to Raleigh residents in accordance to the termsand conditions of their contract. Quarterly reportsshowing the degree to which the agency hasaccomplished its quarterly units of service will be required.Units of services are based on the days or hours of servicerendered, the mount of allocation for the services and thenumber of residents projected to receive the service.These reports will consist of a completed Quarterly ReportForm and the City’s Financial Information Form that areprovided to the agencies by the Community ServicesDivision. Quarterly reports are due within 15 days after theend of each quarter (October, January, April, and July).

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?

Fiscal Analysis

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

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

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

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%

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: 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

Trend Analysis Example

Monitoring Summary

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.

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

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