CITY OF MCKINNEY
COMMUNITY SUPPORT GRANT
2016-17 APPLICATION


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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.


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
b. Housing/Shelter: non-financial assistance
c. Health and medical treatment, including mental health
d. Housing: financial assistance
e. Transportation: the sole service being provided

Grants are for allowable expenses incurred between October 1, 2016 and September 30, 2017. 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 five years.


APPLICATION DEADLINE:

Applications must be received for time stamp no later than 4:00p.m. Monday, October 17, 2016.

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.

RESTRICTIONS ON USE OF COMMUNITY SUPPORT GRANT FUNDS:

The City of McKinney will not fund the following:

• The duplication of services of 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.

APPLICANT ELIGIBILITY:

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."

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 a made available to the public (§ 22.353(b)). Exemptions (§ 22.355) (Tex. Bus. & Org.
Code § 22.352) If applicable, you must submit one (1) copy of your most recent Single Audit to
the City with this 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 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 weakness 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).



INSURANCE REQUIREMENTS:

If Agency is awarded funding, the Agency shall 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 follows:

City of McKinney
c/o EBIX RCS
P.O. Box 257, REF. 72-8780
Portland, MI 488-75-0257

Upon being awarded a grant, one copy must be mailed to the above address. 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.

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 Commerical 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 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.




APPLICATION FORMAT: The grant application consists of an application summary page and
15 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:

    a.  Detailed current annual agency budget, including sources of funds. If you are an
       area-wide 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.

    b.  List of Officers and members of Board of Directors

    c.  Resume of Director

    d.  Copy of your IRS Letter of Determination certifying federal tax-exempt status

    e.  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.

    f.  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.

    g.  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.)

    h.  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.