Agreement Letter for Manning Agencies by beo15493

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									FY2011 Arts & Cultural
Application Workshop

       February 8, 2010
          11:00 a.m.



                          1
General Information
   One application per request
   Maximum of $30,000 per request
   Only two requests per agency
   Requests are for tourism, arts, &
    cultural agencies and/or programs
   DEADLINE IS NOON, Monday,
    February 22nd, 2010 by email to
    application@knoxcounty.org.

                                        2
Application
   Introduction
   Executive Summary
   Program Definition & Performance
    Measures
   Community Support/Budget
   Citizen Panel Review Questions
   Required Attachments

                                       3
Highlights & Instructions
 Sections should coordinate & numbers
  should match
For example…
Section 2, Question 3, the number of
  individuals served annually should be
  coordinated with the performance
  measures chart. Totals should be
  equal.

                                      4
           Highlights & Instructions Continued
 The Budget has 2 parts:
    Program/Project Budget
    Total Agency Budget

   The Program/Project Budget should be your entire program budget, not
    just the funds for which you are applying.

   Use your good judgment. We recognize that many of you have a fiscal
    year that coordinates with the yearly calendar instead of Knox County’s
    fiscal year. We want a program budget for your current fiscal year and
    the next one as proposed. Whether or not you coordinate with Knox
    County does not matter.

   The Total Agency budget information should be copied from your most
    recent IRS 990. If you are not required to submit a 990, then use the
    numbers from a financial statement.

        These figures should match the 990 or financial statement
           you submit as an attachment. We will be checking!
                                                                          5
        Highlights & Instructions Continued
          Agency Program Efficiency Percentage
 Calculated by dividing total agency program service
  expenses by total agency expenses. The figures you
  entered into the Total Agency Budget boxes from your IRS
  990 should be used. There is a place for you to report your
  agency’s efficiency % in the Request Introduction.

 This figure is important because it shows how you spend
  your money as an agency. Program service expenses are
  those expenses that directly relate to your programs, the
  services you provide. Overhead, administrative salary
  dollars, and fundraising expenses are not included in
  program service expenses.
                                                              6
              Efficiency Percentage Example

 III. Total Agency Budget
 *Information must be collected from most recent IRS 990 or Financial Report.

      3. Total Agency Revenue                                  $1,100,100
      4. Total Agency Expenses                                 $1,100,100
      5. Total Agency Program Service Expenses                  $999,999


Calculation:
Total Agency Program Service Expenses/Total Agency Expenses = Efficiency %

999,999/1,100,100 = 90.9%




                                                                                7
       Highlights & Instructions Continued
                       New IRS Form 990
Total Agency Revenue
 Page 1, Part I, Line 12
Total Agency Expenses
 Page 1, Part I, Line 18
Total Agency Program Service Expenses
 Page 2, Part III, Line 4E
                      New IRS Form 990EZ
Total Agency Revenue
 Page 1, Part I, Line 9
Total Agency Expenses
 Page 1, Part I, Line 17
Total Agency Program Service Expenses
 Page 2, Part III, Line 32                  8
      Highlights & Instructions Continued
 Salary Information in Budget section is per
  Ordinance. Salaries of CEO or Executive
  Director and next highest paid employee of
  your agency must be listed. Names are not
  necessary, just titles.

 Citizen Review Panel Section questions are
  to replace applicant presentations/interviews.
  There will be no presentations this year.

                                                9
SECTION 2:
PROGRAM
DEFINITION AND
PERFORMANCE
MEASURES
       Narrowing the focus…

                          10
  ITEMS 1-3 OF THIS
  SECTION…


Are the building blocks you will use
 to complete Item 4 –
The Performance Measures Chart


                                  11
PREVIOUS GRANT RECIPIENTS
WILL RECOGNIZE THESE
TOOLS…..
 They are the 2 x 4’s of the
  Knox County Grant
  reporting process…
 TO do what, BY taking what
  actions, FOR what group of
  citizens…

                                12
WHEN PROPERLY
SPECIFIED….

 A clear, concise picture of the
  program emerges
 Transition to the Performance
  Measures Chart is simplified


                                    13
SPACE IS LIMITED….
 To ensure that only the most
  important facets of the program are
  presented
 To enable evaluation based on
  program specifics and not writing
  style

                                   14
       FOR EXAMPLE….
1. What community need does this program/project address?


 Economic conditions in the country have significantly
 impacted Knox County tourism. The situation has been
 worsened by a lack of winning football seasons at the
 University - an historic source of tourism dollars. Bad national
 press related to the behavior of some of the players and
 coaches has tainted the community image. The Peyton
 Manning name and his association with the University and
 Knoxville always elicit positive responses and the Peyton
 Manning Memorial and Hot Wings Bar recently erected on
 Volunteer Boulevard has proven to lift the spirits of all who
 visit and to draw tourists from every corner of the world.
                                                              15
       NEXT….
2. Describe the key components/activities of the program/project.

    We believe it is our responsibility to ensure that every Knox
 County citizen and tourist be given the opportunity to visit and
 spend as much time commiserating and reminiscing with each
 other in an environment of historical significance that pays
 tribute to man’s ability to rise to heights that exceed innate
 physical capabilities and intellectual prowess. Our plan is to
 keep the facility open 24/7 and to ensure “no waiting” for
 service. A modest entry fee coupled with funding from other
 sources should afford us enough financial security to promptly
 pay all our vendors and provide a sustainable living wage to our
 many employees.

                                                               16
  FINALLY….
3. Estimate the number of individuals served annually in
Knox County by this program/project.
                                                  Most Recent Fiscal   Next Fiscal Year
                                                        Year             (Projected)

  # of individuals that use or benefit from the       200,000             200,000
  program/project once annually(i.e., no double
  counting)
  # of individuals that use or benefit from the        25,000             25,000
  project/program multiple times annually

  Total # of individuals served annually              225,000             225,000




                                                                                          17
     NOW COMPLETE ITEM 4….
   Provide the information        TO accomplish
    requested on the top            what
    portion.
   Use the information in         BY performing
    Items 1 and 2 to create         what tasks or
    a Mission Statement             taking what
    that Relates specifically       action
    to the program – not to
    the entire agency and          FOR whose
    consists of three parts:        benefit

                                                    18
THE PROGRAM GOAL IS TO…
Choose your words carefully:
   Don’t make the goal of the program –

    the TO portion - overly ambitious or
    ambiguous
   Look at the example ---

   You are going to have to define what

    the expected program results are as
    well as the way you will measure
    those results
                                      19
THE PROGRAM IS FOR….
Who are your “customers” …
       A simple statement of who will be served
      is all that is required
     Look at the example…..
     Greater detail regarding clients is/can be
      provided elsewhere



                                              20
THE PROGRAM GOALS WILL
BE ACCOMPLISHED BY….
Include all activities covered by the grant
  request.
   Review Item 2 – make sure you specify
    activities and not tasks
   Look at the example…

   There should be a connection between the

    program goals and the activities


                                          21
NOW, FROM THIS
MISSION STATEMENT……
DEFINE THE RESULTS
    These are positive statements of the
     expected outcome(s) from the “TO”
     statement in the Mission
    They should directly relate to the activities
     identified in the Mission statement – the
     “BYs”
    They should be realistic
    They should be measurable

                                                22
KEEP IN MIND….
The Results statements tell the reader
 what can be expected from the program
They are not to be worded as planned
 tasks or activities
Avoid combining the expected results
 from separate activities (BYs)


                                   23
      NOW, SPECIFY THE
      INDICATORS
   What information can be collected that
    will indicate whether the stated Result
    was achieved
   These are mathematical statements
    that result in a numerical value such as
    a ratio or a percentage that depicts
    performance --- against a target,
    against an agency standard, over time

                                               24
FURTHER…..
   Make sure they are relevant to the Outcome –
    that they measure something about an activity
    that has a direct impact on whether or not the
    desired result will be achieved.
   If the goal of the program is to increase and/or
    improve service, respond faster, eliminate
    errors, etc., consider calculating a percentage
    of change.
   Change IS considered a meaningful Indicator

                                                 25
FINALLY….
   Indicators should identify RESULTS of
    activities or actions, NOT the “numbers of”
    people, transactions, dollars, etc. (these are
    Outputs)
   To calculate results - percentages, averages,
    ratios, etc., one needs to know the “number
    of” to start with.
   Provide as many Indicators as necessary to
    communicate how RESULTS will be
    measured.
                                               26
    COMPLETE THE REMAINING
    COLUMNS
   Define the Indicator Type based on the key at the
    bottom of the chart
    Insert the optimum GOAL for each Indicator
   Define the Population served both in number and type
   Show the anticipated use of the funds required to
    achieve each Result
    Compute the ratio of required funds to the population
    to be served
   Use the “Comments” to explain any unusual data


                                                        27
TAKE ANOTHER LOOK…
When the chart has been properly
 completed, a complete picture of the
 Program should exist:
   What is the program goal
   Who will benefit
   How will the goal be achieved
   What are the expected Results
   How will Results be measured
   What will it cost
                                        28
WHEN FINISHED…
   Have the form
    signed and dated by
    the appropriate
    parties
   Move on to
    SECTION 3




                          29
         Section 5 Attachments
   All attachments must be included.
   For those programs that were funded by Knox County in any of the last 3 years,
    you must submit a copy of your last quarterly performance report.
   Attachment 2, the Charter acknowledgement must be from the Secretary of
    State’s Office. A printout from their website,
    http://tnbear.tn.gov/ECommerce/FilingSearch.aspx, showing your organization
    as active is acceptable.
   If another agency will administer your funds, please include their 501 (c)(3)
    letter AND an agreement letter, memo, etc.

   The IRS 990 submitted should be the most recent year completed.

   Attachment 7, the Conflict of Interest Form found on our website is only
    applicable if there are conflicts. Complete as many forms as necessary to
    disclose all direct and/or indirect conflicts of interest.
                                                                                    30
Grant Certification Attachment
   Read the certification carefully before it is signed to
    make sure your organization is in compliance with all
    applicable federal, state, & local laws.
       TCA 5-9-109
       Registered with the TN Division of Charitable Solicitations &
        Gaming, unless exempt
       All property taxes are paid unless exempt through Board of
        Equalization
       Knox County Community Grant Compliance quarterly reports
        have been submitted on time



                                                                 31
    TCA 5-9-109
   Requires that any nonprofit organization that desires
    financial assistance from the county legislative body
    or the governing body of the county shall file with the
    county clerk a copy of an annual report of its
    business affairs and transaction, prepared and
    certified by the chief financial officer, which includes,
    but is not limited to:
       a copy of an annual audit for fiscal year 2007 (in lieu of an
        annual audit, a detailed report of all receipts and
        expenditures may be filed);
       a description of the program that serves the residents of the
        county; and,
       the proposed use of the county assistance.

                                                                    32
  TCA 5-9-109
     File a copy of your annual audit. If you don’t
      have an audit file your IRS 990 AND a copy of
      your most recent financial statements
      including an agency budget, balance sheet,
      and income statement.
     To meet the other requirements we suggest
      you file a copy of all applications.
FILE BY THE GRANT DEADLINE OR YOU WILL BE
                INELIGIBLE

                                                 33
Submission Instructions
   The DEADLINE for submitting an application
    via email is Monday, February 22, 2010 at
    12:00 Noon, EST.
   Each application should be submitted in a
    PDF document with your agency name as the
    file name.


application@knoxcounty.org

                                             34
    Submission Instructions
    In addition to the email submission, one
     signed original must be received by mail or
     delivered to our office no later than 4:30 p.m.
     on the due date, February 22. Please do not
     bind paper copy. Staple or clip only.
    If one of your attachments is too long or not
     readable in the PDF, you do not have to
     include it with the electronic copy. It must be
     included with the paper copy, however.

    application@knoxcounty.org
                                                 35
February 22, 2010
1. Email Application in PDF by Noon
2. Signed Paper copy must be received
   by 4:30 p.m.
3. Information to County Clerk by 4:30.
4. Receive an email response verifying
   receipt of your application(s) from our
   office.
application@knoxcounty.org
                                        36
    ***THANK YOU***
 Thank you for all that you do for our
  community.
 If you have any questions, contact our

  office at 215-3980 or email to:
benjamin.sharbel@knoxcounty.org
barbara.cook@knoxcounty.org


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