Cost Allocation Plan (Sample) – All of an organization’s employees must be listed on the Cost Allocation Plan (CAP), even if they are not working on the FY 15 Avenue NYC project. For the sake of CAP, interns are not considered employees and should not be listed.
2 – Procurement Documents (resubmissions due by June 11th) Use the links below to access the most updated versions of the required procurement documents. For more information on each document listed below, review your organization’s award letter or visit http://www.nyc.gov/sbsprocureforms.
Commercial General Liability Insurance (Sample ACORD Form): The City of New York (110 William St. 7th Floor, New York, NY, 10038) must be added as a Certificate Holder and listed as an Additional Insured to each of the insurance policies outlined
Business Automobile Liability Insurance
Worker’s Compensation and Employee Liability (sample): If your organization does not own a vehicle or does not have employees, please submit a memo (sample) on your organization’s letterhead to your contract manager specifying this in order to verify that you are exempt from the insurance requirement(s).
Subcontractors – only complete with the help of the subcontractor(s) if your organization will be hiring subcontractor(s) to assist in executing the FY 15 project Exhibit E – Subcontractor Disclosure & Compliance Certification Form, submit three original copies Exhibit F – Subcontractor Approval Form, submit three original copies Exhibit G – Subcontractor Agreement Form, submit 3 original copies
Submit a memo on your organization’s letterhead stating the reason for hiring a subcontractor(s) and what he/she/firm will be executing with respect to the FY 15 Avenue NYC project
Grant recipients are reimbursed for project expenses, and must submit Payment Requests to their contract manager on a monthly basis. Payment Requests are due on the 15th of every month (or next business day when falling on a holiday or weekend), beginning in August with the July Payment Request. If your organization does not incur program expenses in a particular month, you still must submit a Certified Financial Statement of Actual Expenditures to your contract manager for $0.00. For details on the required documents for payment requests, please review the fiscal section of the FY 15 Orientation Presentation or contact your contract manager. See below for links to the required documents and instructions on what to submit.
Organizations receiving grants over $25,000.01 must submit:
Timesheets for program personnel – use the first and second tabs of the excel document for the month of July. Use the second tab only when documenting program personnel expenses for the months of August 2014 through June 2015.
Reconciliation Form - use only if expenses on general ledger do not match expenses listed on the certified financial statement of actual expenditures.
Organizations receiving grants of $25,000 and under must submit:
Timesheets for program personnel - use the first and second tabs of the excel document for the month of July. Use the second tab only when documenting program personnel expenses for the months of August 2014 through June 2015.
Invoices AND Proof of Payment (Cancelled Checks or Bank Statements)
Payroll Registers/Proof of Payment of Personnel
Reconciliation Form – use only if expenses on general ledger do not match expenses listed on the certified financial statement of actual expenditures.
Consult your contract manager first if you need to modify your budget. To initiate the process, you must complete the Budget Modification Form and submit to your contract manager with a written justification for the modification (sending an email is sufficient). You must receive the signed and approved budget modification form from your contract manager before executing the budget modification. Once the modification has been approved, you can incorporate the modifications into your payment requests via the Certified Financial Statement of Actual Expenditures. Keep the approved budget modification form for your records in the event of an audit. No budget modifications will be allowed after April 15, 2015
Quarterly Reports are the formal method used to document and evaluate an organization's project execution throughout a fiscal year. When completing the documents, only report on work completed within the designated quarter, as each report is a snapshot of work completed within a specific timeframe rather than a cumulative summary of all work completed to date. Please provide as much detail as possible and complete all relevant sections. FY 15 Quarterly Reports for each project category are provided in the links below:
Quarterly reports are due by COB on the following dates:
Quarter 1 Report - Due September 26, 2014 Quarter 2 Report - Due January 9, 2015 Quarter 3 Report - Due March 6, 2015 Quarter 4 Report - Due June 30, 2015
When completing the deliverables chart, list all deliverables and target completion dates outlined in the project category scoping proposals, but only complete the Activities, Outputs and Outcomes columns for those deliverables worked on in the specific quarter. For deliverables "In Progress" during the period covered by the quarterly report, separately list completed activities and remaining activities to be completed. For deliverables "Not Started" in the period covered by the quarterly report use the Activities column to briefly explain why.
Project Impact Assessments
Project Impact Assessments are completed by Avenue NYC grant recipients at the beginning and end of each fiscal year. Comparing pre and post assessments will allow SBS to attempt to measure how well an organization’s deliverables, and thus Avenue NYC funding, addressed commercial revitalization needs in a targeted commercial corridor. The assessments lists questions that gauge how well an organization’s activities help the commercial corridor overcome the challenges each project category is designed to address. Beginning in FY 2014, SBS implemented the use of the Project Impact Assessments as a result of the U.S. Department of Housing and Urban Development’s FY 2012 Avenue NYC Audit.
• If your organization received an Avenue NYC grant in FY 2014 but not it FY 2015, complete the Post Assessment for the FY 2014 project categories for which your organization received funding.
• If your organization received funding in FY 2014 and FY 2015 for the same project categories, then your completion of the FY 2014 Post Assessment will also count towards the completion of the FY 15 Pre Assessment.
• If you organization received funding in FY 2014 and FY 2015 but for different project categories, you must complete the Post Assessment for the FY 2014 funded project categories AND the Pre Assessment for the FY 2015 funded project categories.
• If your organization received an Avenue NYC grant in FY 2015 only, please complete the Pre Assessment for the FY 2015 funded project categories.
Pre/Post Assessments must be completed on or before September 26, 2014.
All Pre/Post Assessments are now on Survey Monkey, and can be completed electronically. See links below:
General inquiries about the Avenue NYC Program, application, or information sessions should be e-mailed to email@example.com.
Avenue NYC Program Description
The Avenue NYC Grant Program funds Community Based Development Organizations (CBDOs) in low- to moderate-income communities across the five boroughs to implement commercial revitalization activities that benefit businesses and local residents. In city fiscal year 2016, Avenue NYC will fund initiatives in five project categories, which form key steps in the Neighborhood Development Division’s strategic commercial revitalization process.
Community Development Block Grant (CDBG) Eligibility
The Avenue NYC Grant Program is funded by the US Department of Housing and Urban Development's Community Development Block Grant Program. Organizations receiving Avenue NYC funding must execute projects in compliance with specific eligibility requirements:
Grant recipients must execute projects in neighborhoods designated as low or moderate-income according to the 2010 Census data. At least 51% of the residents located within the census tracts that encompass the target commercial area must be low to moderate-income persons living in households with incomes below 80% of the median household.
Grant recipients must provide services in neighborhoods where at least 51% of the population is residents according to the 2010 Census data. CDBG-funded projects within the context of the Avenue NYC Grant Program must therefore ensure that local residents, as opposed to non-residents or tourists, can access the goods and services they need from their local commercial district.
For more information on CDBG Eligibility and Requirements, please visit the U.S. Department of Housing & Urban Development's webpage.
Information for CFY15 Avenue NYC Grant Recipients ONLY
In city fiscal year 2015, Avenue NYC funded initiatives in five project categories, which form key steps in the Neighborhood Development Division’s strategic commercial revitalization process. To view the CFY15 Avenue NYC Award Summary click here.
CFY 15 Avenue NYC Success Stories
SBS wants to make it easier for you to share your organization's success stories with us, other non-profits and New York City! What approaches have you used to overcome challenges in implementing your work? What projects have you successfully executed? What were the outcomes? SBS would like to post these stories on Neighborhood Development's social media platforms, including our blog, twitter account, and upcoming newsletter. If you have a success story to share, please visit our Neighborhood Development Success Stories Survey.