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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
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,
Sarah Corrin, Arts Grant Coordinator
919-996-4686, [email protected]
Marionna Poke-Stewart, Community
Services Program Manager, 919-996-6100,
