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Finance

FY15 COMMUNITY ENHANCEMENT FUND (CEF)

Frequently Asked Questions

Non-profit agencies with questions about the Community Enhancement Fund grants should refer to the Community Enhancement Fund FY15 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.

Q. Is the deadline for GivingMatters set? Does the registration need to be updated annually?
A. For FY15 CEF application proposes, new profiles should be initiated with GivingMatters before April 11, 2014 and existing profiles should be up-dated with GivingMatters by April 18, 2014. For any questions pertaining to GivingMatters’ annual registration update requirements/deadlines, please contact GivingMatters directly.

Q. Do I need an audit to come from me or a third party agency?
A. The audit should come directly from the non-profit agency that is applying for the CEF grant or the Certified Public Accounting firm that completed it.

Q. Do the categories for CEF need to be listed in the program section when registering in GivingMatters?
A. No

Q. Can the “Transportation” section under the Community Service Category include gas cards?
A. Allowable Transportation assistance may include bus passes/tickets and or taxi fares to and from the service providers to obtain/access the other basic needs assistance.

Q. Does homelessness include clients looking for shelter?
A. We generally consider someone to be homeless if they do not have an address. Funding for housing assistance in this program is intended to keep people in their current living situation.

Q. Do I have to run a program for the entire year to receive funding for the Afterschool Category?
A. No, your program needs to take place sometime within the contract term, which will be 7/1/14 through 6/30/15.

Q. Do youth have to actually attend my Afterschool program or is it okay to just offer an Afterschool program?
A. Youth have to attend on a regular basis. Refer to the Service Category definition on pages 5-7 for additional information.

Q. Will CEF funding pay for Summer Camps that are not located in Davidson County?
A. Summer Camps may be located in a different county, but CEF funds must be used to serve Davidson County residents and proof of that will be required at grant monitoring time.

Q. Which category should I apply under if my program fits two or more categories?
A. That is entirely your decision. We recommend you read the service category definitions over several times, then decide which one will align best with your program.

Q. Can agencies apply for more than one category?
A. No, each agency can only apply for one Service Category.

Q. Is there a minimum amount of funds you can apply for?
A. No, there is no minimum.

Q. What is the average award by category?
A. We’re sure it would vary from year to year, unfortunately we have never calculated that figure.

Q. How many agencies apply?
A. That figure naturally varies from year to year, last year (FY14) there was a total of 43 agencies that applied for CEF funding.

Q. How do reviewers prioritize Adult versus Youth in the Literacy Category?
A. The Service Category definition is pretty specific and states the priority. (Please refer to page 4 of the Handbook.) They take the definition into consideration as they read and score the individual applications, as well as when they decide the funding allocations during the Review Panel Meetings.

Q. Can you collaborate with a 501 (c) (3) and receive funds?
A. You may collaborate with another agency, however only one agency can apply and that agency will be required to meet all eligibility requirements. Also, if awarded, the agency that applied will be the “grantee” and will be responsible for all the conditions/terms outlined in the contract.

Q. Can two agencies apply together?
A. No, only one agency may apply. (See answer to question above.)

Q. What if the program is completed when interim reports are due? Will I still need to summit a final report?
A. Yes

Q. Do I have to report Indirect Cost in spending plan if another source outside of Metro funds that portion of our budget?
A. Yes, please list it in Column 2 “Other Metro and Non-Metro Funds (this program only)” under the “Other Non-Personnel” category.

Q. Clarify the State Secretary information.
A. Please refer to the Handbook, page 8 “WHO CAN APPLY”, Question #3 and/or to the power point presentation of the Applicant Training, Slide 27. The power point presentation may be found on our website(link below):
http://www.nashville.gov/Finance/Management-and-Budget/Division-of-Grants-Coordination/Community-Enhancement-Fund-Grants-/Community-Enhancement-Fund-FY15.aspx

Q. Does client population have to fall below poverty to be considered economically disadvantaged?
A. We have no formal requirement(s) to define “economic crisis”, but do ask in Q. #3 of the Program Narrative section of the application, that Community Service applicants describe how they will document that beneficiaries are economically needy.

Q. Do you need to have three goals always?
A. In the Program Narrative section of the application (Q. #5), we ask that you “List up to three primary measurable outcomes for those being served”.

Q. Can you leave the volunteer section off?
A. We realize that volunteers may not be used in all agencies. If so, just state that. (The question is for informational purposes only and the Reviewers are instructed not to factor into the scoring.)

Q. Can you amend your objective after you get awarded? Example: The tools I use to measure my objectives are changing.
A. No, we encourage all applicants to propose attainable objectives.

Q. Can you submit Letters of Support?
A. No

Q. Can you put audit expenses in your budget?
A. Yes, the CEF program’s proportionate share of the audit cost will be allowable.

Q. How do I list in-kind?
A. It is not necessary to list in-kind contributions.

Q. How do we know if Mr. Adom received documents due to him?
A. He will confirm via e-mail that he received them. If you do not receive a timely confirmation, please follow-up with him or a member of DGC.

Q. How early can we send application/documents to Mr. Adom/DGC?
A. Any time after the Announcement came out (March 27th).

Q. Are you allowed to send out a press release that your agency received CEF funds?
A. Yes, once Council has approved the CEF funding recommendations and it has formally been announced by Metro.

Q. Why can’t my agency serve Metro employees?
A. All services provided should be based on the agencies’ established eligibility criteria.

Q. Do small agencies have to have an audit?
A. Please refer to page 8 of the Handbook, Q. #7 regarding the audit requirement.

Q. Do I have to send in financial information for the entire agency or just the program being funded?
A. The entire agency that is applying.

Q. Is the scoring matrix on the website?
A. Yes, it is on the FY15 CEF page, link below:
http://www.nashville.gov/Finance/Management-and-Budget/Division-of-Grants-Coordination/Community-Enhancement-Fund-Grants-/Community-Enhancement-Fund-FY15.aspx

Q. Is there a font size limit?
A. The font size is embedded in the Program Narrative Section of the application, but there is no official size limit on the other three forms of the application.

Q. Are there any guidelines on the % of a goal that has to be met? Example: If I have an afterschool program with fitness and reading, is there a threshold on what the % should be for each program. (10, 20, 30…50% on fitness and 10, 20, 30…50% on reading)
A. You are required to meet 100% of the Outcomes that are listed in A.1. of your contract.

Q. Can my agency pay another agency for services to serve my clients? Example: Paid Frist if I take my youth on a field trip or have Frist conduct an art class to my group of youth.
A. Yes

Q. Will in-kind contributions in the form of volunteers’ service help if I include them in my application?
A. No, in-kind figures listed in your agency’s audit must be deducted from your total revenues.

Q. Can I use the budget narrative to explain cost per client?
A. Yes you may, if you choose to do so.

Q. Is the training PowerPoint online?
A. Yes, it is on the FY15 CEF page, link below:
http://www.nashville.gov/Finance/Management-and-Budget/Division-of-Grants-Coordination/Community-Enhancement-Fund-Grants-/Community-Enhancement-Fund-FY15.aspx

Q. Can we invoice back to July 1st if funded, as long as we document our expenses?
A. Yes

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