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Finance

COMMUNITY ENHANCEMENT FUND (CEF) GRANTS FOR FY13 - Frequently Asked Questions

Non-profits with questions about the Community Enhancement Fund grants are directed to the Community Enhancement Fund FY13 Handbook. For questions not answered by the handbook, email the question to dgc@nashville.gov. Questions sent to that address will be posted and answered on this page within 36 hours of receipt.

Clarification for Afterschool Programs

Among other things, the Afterschool Program definition has minimum time requirements that must be adhered to: “Sufficient exposure for success (duration, intensity and breadth) is critical, at least 3 days per week over an extended period of time. An extended period of time is defined as a minimum of 180 hours totally.” That is, 180 program hours per child. Please see CEF Handbook and/or Program Narrative portion of application for additional details.

Q. We will be applying to the community enhancement fund for an afterschool grant. Today we were contacted by another non-profit that we have partnered with that is not only seeking a letter of support from us, but in their CEF submission they would like to use us as a contractor to deliver [specialized instruction] for their after school program. If we support this organization and/or accept contract funding for their program, will this at all affect our request to Metro?

A. We encourage all applicants to read the definition of Afterschool programs carefully because of the “extended time” requirement for services (see above). To our knowledge there is no prohibition against an agency being an applicant for a CEF grant and also serving as a partner/subcontractor with another applicant for a CEF grant. CEF does not request letters of support from applicants, however if you become a partner/subcontractor with another agency, please be clear on the nature of the relationship and the roles each agency will play.

Q. [Our agency] meets the guidelines set forth in the handbook but I cannot figure out what category we would fall under. We facilitate…sports leagues in Davidson County. We…also have a summer camp for children ages 7-14. The camp is located in another county…however we do serve children from Davidson County. To insure funds would only be used for residents of Davidson County would it be possible to use enhancement funds to give partial or full camp scholarships to children from Davidson County?

A. We encourage all applicants to read the CEF Handbook’s definition of Afterschool programs carefully because of the requirements for services. To our knowledge, there is no prohibition against providing Davidson County children a summer camp experience outside of Davidson County. However, you will have to produce detailed documentation of the children’s Davidson County residency and show how the funding was spent only on services to the Davidson County children.

Q. Can we email applications?

A. No, only audits can be emailed. Applications must be in hard copy form and include one original and seven copies. The original must be printed on one side only. The copies may be printed on one or both sides.

Q. Can we submit narrative in bullet form?

A. No rule against it, but most people prefer to use straight narrative to better tell their story.

Q. Can honors or recognitions be for the entire agency or just for this program?

A. They can be for the agency as a whole. The purpose is to give the Reviewers an idea of the quality of services your agency provides.

Q. Are all Afterschool program applications read and compared?

A. Traditionally there are too many Afterschool program applications for just one team of Reviewers, so we have two teams. Both teams are asked to read all of the applications, but each team is assigned only half of them to score.

Q: Who is the chair of our Review Panel?

A: We are still in recruiting phase for Review teams, and their Chairs. However, we need to remind everyone that Applicants are not allowed to contact anyone on the Review teams, and Reviewers sign an agreement to notify us if they have been contacted by an Applicant or someone on their behalf.

Q: Should I answer the field “Agency's Most Recent FY Actual Revenues” with the revenues cited on our 2010 audit or the revenues that we expect will be reflected on the upcoming audit of our 2011 financials?

A: “Total funds requested must not exceed 20% of the Agency Total Revenues for the Fiscal Year covered by the most recent Audit”. This would be the audit submitted to Fred Adom by 4:30 on 4/27. And please remember that if the revenues stated in that audit include in-kind figures, those must be subtracted out before the number is listed on the cover sheet.

Q: Regarding the cover sheet, there is a place that says “for current fiscal year, list funds received from Metro Nashville Government”. Is that our fiscal year, or your fiscal year?

A: That question refers to your fiscal year.
Q: Our Domestic Violence Agency provides three services for which we will ask for funding. Do we need to write a separate budget for each service?

A: No your services are part of your Domestic Violence program, so you should combine the costs of the related line items the three services on your CEF Spending Plan (App. Part 3 of 4), and then use the Spending Plan Narrative (App. Part 4 of 4) to explain these costs as they relate to each service. For instance, if you are applying for CEF funds to provide housing, legal services, and counseling, we suggest you explain the costs for which you are asking for funding related to those services separately in the Narrative.

Q: I seem to remember from the meeting that it was suggested to use ranges instead of specific numbers when stating clients served during grant period. Am I correct in that? Please refresh my memory!

A: If you cannot be sure of the number of individual people you will serve during the grant term, there are several ways you can express a more general number:

You can use a range (i.e. we will serve between 250 and 300 children…)
Or you can state a minimum number (i.e. we will serve a minimum of 250 children)
Or you can express the number in terms of households (i.e. we will serve 100 households over the course of the grant term)

It is up to you to decide the most accurate way to describe how many people you will serve, but please recognize that whether you are describing your numbers in terms of individuals or households, you will be held to the minimum number stated (if you say you will serve 250, but you only serve 245, you may get a finding during your monitoring visit).

Also please keep in mind that we want unduplicated numbers, if you serve an individual or a household more than once during the grant term, you can only count them once. We do encourage you to tell us if you have to serve some individuals/households multiple times, because that gives us an idea of the community need and the demand on your resources.

IMPORTANT CLARIFICATION

It has been brought to our attention that a section of our application (Program Narrative App. Part 2 of 4) is causing some confusion. At your training, we emphasized that under question #5 there will be an extra section to allow Afterschool providers to address how their programs align with NAZA Design Factors. It looks like this:

NAZA Description - Afterschool Programs Only
(DO NOT use this space if you are not an Afterschool Program)

Describe how the program will align with each of the five NAZA Design Factors listed on page 4. You are provided additional space (2000 keystrokes) to describe this part of your program.

  • Health, Safety and the Environment
  • Relationships
  • Programming and Activities
  • Staffing and Professional Development
  • Administration

Some non-afterschool providers are thinking that this is the end of the Program Narrative section. Actually, there are two more questions in this section (#6 Leveraging and Collaboration of Community Resources and #7 Sustainability) that must be answered by all applicants.

If you missed those sections on your application, please go back and complete them. If you have already submitted your application, please check to insure you answered questions #6 and #7. If you inadvertently missed those questions, please contact us and we will give you an opportunity to add those two sections to your application. Please forward this to anyone in your organization who made need it

Contact Grants Coordination

Metropolitan Government of Nashville and Davidson County
Department of Finance
Division of Grants Coordination
700 2nd Avenue South, Suite 201
P.O. Box 196300
Nashville, TN 37219-6300
E-mail: DGC@nashville.gov