Fiscal 2010 Funding
Requirements
The following instructions are intended for
organizations awarded funding through either the FY10 Cultural Development Fund
(including FY10 Panel Awards and FY09-FY11 Renewals) and/or a City Council
Member Item to be administered by the Department of Cultural Affairs as
designated in Schedule C of the Fiscal Year 2010 Expense
Budget.
Please follow the instructions below as you prepare the
materials necessary for the agency to process your FY10
grant. Compliance with each requirement is mandatory before
any payment can be issued to your organization.
1. AWARD
AMOUNT
- Note the award amount on your electronic award
letter and within your Grant Agreement; keep printouts of these documents in
your files.
-
Be sure to acknowledge Council support with and
offer the appropriate credit to the Council member/s who provided
it.
2. COMPLIANCE WITH NEW YORK
STATE CHARITIES BUREAU REQUIREMENTS
Most nonprofit organizations that conduct charitable activities in New
York are required by New York State law to be registered with the Charities
Bureau of the Office of the Attorney General of New York State, and to file
financial reports annually with that office. The Department
of Cultural Affairs will confirm compliance with this state requirement before
funds can be conveyed to your organization.
- Consult the Charities
Bureau Registry Search to confirm your
status. Filings with the Charity Bureau must be current;
deadlines vary depending on the end date of your organization’s fiscal year
and the law under which you are required to file.
- Some non-profit entities may qualify for an exemption from filing
with the NYS Charities Bureau. Please contact the Charities Bureau directly to
determine if your organization is exempt; if you are exempt, return a signed
and notarized Certificate of
Exemption with your FY10 Grant Materials.
Please note: Organizations not exempt
are not required to send proof of current filing to the Department of Cultural
Affairs.
3. SCOPE OF SERVICES
REVISIONS
The Department of Cultural Affairs expects each organization to
perform in full and as described the services contained in the project
description section of your Fiscal 2010 Cultural Development Fund proposal,
regardless of the amount of the award.
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4. LEGAL
DOCUMENTS
- Fiscal Year 2010
Grant Agreement
A Grant Agreement was attached to your electronic award letter as a
PDF document. Print all pages of the Grant Agreement and
make THREE double-sided, stapled copies (FOUR copies for awards
$100,000 or greater). An authorized signator for the
organization must sign each copy in ink to be returned with the FY10
Grant Materials. A copy signed by the Department of
Cultural Affairs will be returned to you once the Grant Agreement is
finalized.
- For Grant Agreements Greater than $5,000:
Local Law 34 of 2007 amended the City’s Campaign Finance Law, and
requires the City to establish a computerized database containing the names of
any “person” that has “business dealings with the city” as such terms are
defined in the law. To be in compliance with Local Law 34,
ALL grant recipients with grants greater than $5,000 are required to complete
a Doing
Business Data Form (see Q&As) to be returned
with the FY10 Grant Materials. Note:
there are specific instructions for organizations which completed this form
last year.
- For New Grantees and Grantees with New Mailing
Addresses:
If your organization has not received City funding before,
or has moved since receiving funds previously, information in the City’s
computerized Financial Management System (FMS) may need to be updated with
your current address information. Complete
a Substitute W-9
Form (note instructions) to be returned with the
FY10 Grant Materials. Note: if you must
submit a W-9 due to address changes it must be accompanied by a letter on your
organization’s letterhead that states the previous address and the corrected
mailing address.
- For Grant Agreements $100,000 or More:
Additional documentation is required for organizations receiving
$100,000 or more in order for their contract to be registered by the
Comptroller’s Office. Please download and pay careful
attention to the items on the Registration
Checklist to be sure your material is submitted as
required. Note that your Grant Agreement must be registered
with the Comptroller’s Office before any payment can be issued. Because of the
registration procedures these contracts take longer to
process.
- For Grant Agreements that include Member Item funding:
Beginning in Fiscal Year 2009, the Mayor’s Office of Contract
Services (MOCS) and the City Council established a prequalification process
for organizations receiving more than $10,000 from the Council, even if
multiple agencies are administering those funds. The Department of
Cultural Affairs will confirm compliance with this City requirement before
funds can be conveyed to your organization.
-
-
Please note: You are not
required to send proof of prequalification to the Department of Cultural
Affairs.
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5. SUBMIT YOUR FY10 GRANT
MATERIALS
PAYMENT
Once our review of your organization’s compliance with the above
requirements and any applicable FY09 reporting indicates we can proceed, an
advance payment will be processed by the Department of Cultural Affairs and sent
by the City’s Finance Department.
Note that while we encourage all organizations to sign up for
electronic payments, the City requires organizations receiving more than $25,000
to be paid electronically.
-
Enroll
Now in Electronic Funds Transfer (direct
deposit)
The Mayor’s Office of Contract Services and the
Fund for the City of New York currently offer a revolving loan program known as
the Returnable Grant Fund to provide loans to meet critical
cash flow needs of nonprofits receiving City
funds.
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CREDIT REQUIREMENTS
The agency’s credit line and logo are an appropriate symbol and an
acknowledgement of public funding for your work, and we request that you
carefully note the credit stipulations contained in Section VIII of
the Cultural Development Fund Guidelines and in your Fiscal 2010 Grant
Agreement:
- All programs, brochures, flyers, posters, announcements or similar
matter relating to services funded by the Department of Cultural Affairs are
required to include, in a legible manner, in appropriate type size and without
abbreviation, the following statement: “This program is
supported, in part, by public funds from the New York City Department of
Cultural Affairs, in partnership with the City
Council.”
- The the Department of Cultural Affairs logo is also
required to appear on these materials. Be sure you are
using the correct logo; email pr@culture.nyc.gov
with logo-related questions.
- In addition to the logo and credit line stipulated, any printed list
of contributors to a program or service funded by the Department of Cultural
Affairs, either alphabetical or by contribution category, is required to
include the “New York City Department of Cultural
Affairs.”
- Any group receiving City Council Member Item
funding should be sure to acknowledge Council support and offer the
appropriate credit to the Council member/s who provided
it.
Please review with your staff the appropriate use of the logo and other
credit requirements and emphasize their importance.
The support you receive from the City allows you to deliver services of
benefit to New Yorkers, and New Yorkers will appreciate knowing their funds are
being put to good use.
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REPORTING REQUIREMENTS
Later in the Fiscal Year, we will notify Grantees when Fiscal 2010
reporting forms are available. We hope that these funds will
be available for completion online for Fiscal 2010.
Organizations are required to report on the services
performed in accordance with the Grant Agreement and Fiscal 2010 Application
within 30 days of the completion of those services. The final
deadline for reporting for Fiscal 2010 is August 2, 2010. For
all organizations, including those receiving multi-year support, a full report
on the services delivered under the Grant Agreement is mandatory for the
organization to remain eligible for future
funding.
- Organizations that do not comply with reporting requirements will be
required to return all Fiscal 2010 funds previously received within sixty days
of the close of the fiscal year.
- Organizations that submit a late report or fail to submit a Fiscal
2010 report will be ineligible for consideration in Fiscal 2011 and
2012. Reporting will be required before any organization
can be considered for funding in any subsequent year.
- Those organizations that neither report on funding received nor
return funds advanced in Fiscal 2010 will be ineligible for any future
support from the agency.
The return of signed Grant Agreements will acknowledge that the
organization understands the implications for noncompliance, will comply with
all reporting requirements, and will be subject to the penalties
noted.
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SITE VISITS
The Programs Services Unit welcomes the opportunity to better know the work
and operations of your organization. Site visits by the Department of Cultural
Affairs staff allow us to evaluate compliance as well as to build a body of
information that better informs our panels about the services you
provide. Site visits consist of attendance at performances,
presentations, exhibitions, classes or other activities.
Please be sure to add Assistant Commissioner Kathleen Hughes and your designated
Program Specialist to your organization’s mailing list so we are kept up to date
with news about the organization, and be sure to extend personal invitations to
the appropriate the Department of Cultural Affairs staff to attend events and
performances; without an invitation, staff will not be able to
participate. In addition to site visits, we may from time to
time request administrative meetings with your organization’s key staff and/or
Board members.
* Retain this information for
reference throughout the year
*
