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HomeMy WebLinkAboutCRA-R-16-0009 BackupSUPPORTING DOCUMENTATION 40 Northwest 3`d Street Suite :3D5 Miami, FL 33120 305.371.2711 mta tfoursdat€on.org January 20, 2016 Mr. Xavier Vega Grants Administrator Southeast Overtown/Park West Community Redevelopment Agency 819 NW 2nd Avenue, 3rd Floor Miami, FL 33136 Dear Mr. Vega: The Trustees of the John S. and James L. Knight Foundation have recommended a $50,000.00 challenge grant to you from the Knight Arts Challenge Miami 2015 Sponsorship Fund at The Miami Foundation. Congratulations. The grant is to support your project celebrating Overtown's culture through a music festival featuring national and local recording artists. The terms and conditions of this grant are contained in the attached grant agreement. The Miami Foundation has agreed to serve as fiscal sponsor for this grant. In addition to reporting on the performance of this grant to the Miami Foundation, Knight Foundation's Arts Program Associate Kris LeCorgne will monitor your progress implementing the grant. Before you take steps to publicize this grant, please review our communications resources and guidelines at www. kniohtcommunications.orq. Thank you. Sincerely, Javier Alberto Soto President and CEO Enclosures cc: Kris LeCorgne THE MIAMI FOUNDATION GRANT AGREEMENT for 501 (c)(3) organizations Knight Arts Challenge Miami 2015 Sponsorship Fund Grantee: Southeast Overtown/Park West Community Redevelopment Agency Approval date: September 14, 2015 Grant Amount: $50,000.00 Terms: 12/1/2015 - 12/1/2017 Purpose: Celebrating Overtown's culture through a music festival featuring national and local recording artists. Grant Activities: • Allocate $100,000.00 in matching funds • Make arrangements to secure all permits, insurances, equipment rentals, and services necessary • Host a design competition for local artists • Market and execute the event • Assess the project through surveys, attendance, and other data collected • Produce a final project report Anticipated Outcomes: The following description represents your organization's expectations for the outcomes of the funded project. Your organization agrees that these results described below are achievable and represent the terms against which your organization will judge the success of the project. • Hold a family -friendly, street festival that celebrates the cultural legacy of Overtown • increased Participation from Local Artists • Expand the festival's designated kid zone to incorporate hands-on art workshops • improved Marketing/Increased Website Traffic • Positive Engagement Communications: The grantee is expected and encouraged to announce this grant to the media and public. When the grantee is close to launching the project, they are required to contact Knight Foundation's communications department to coordinate efforts around publicizing the launch and any significant milestones. The grantee may be required to both write and distribute a joint news release, and a blog post about your efforts for Knight Foundation. The grantee agrees to follow the Knight Foundation's grantee communications guidelines as posted at knightcommunications.orq, including: • Proper use of Knight Foundation's logo (see knightlogo.org); • Appropriate acknowledgement of Knight Foundation at grantee events and in grantee's print and online content; • Clearing with lynch@knightfoundation.org any relevant grantee content that mentions the foundation (e.g., news releases), with enough advance notice to make changes if needed; • Providing the foundation with copies of relevant public communications that feature the foundation; • Please also follow us on Twitter and instagram at @knightfdn and @MiamiFoundation. Basic Grant Conditions: 1. This is a challenge grant requiring you to raise $50,000.00 in matching funds with cash or firm pledges. • The first match of $50,000.00 must be raised during the period November 1, 2015 to October 31, 2016. The deadline for submitting matching documentation to The Miami Foundation is October 31, 2016. • Examples of documentation include, but are not limited to, pledge letters on third party letterhead, stock transfer certificates, copies of checks and grant letters other than from Knight Foundation. 2. The Grantee and The Miami Foundation wilt agree on a Project Budget which must be approved by the Knight Foundation. The Project Budget will be based on and may be the same as the budget contained in the Grant Documentation. 3. The end results of the Project shall be owned by the Grantee and not by The Miami Foundation or by The Knight Foundation. 4. Changes to any specific line Item in the enclosed budget greater than 5% should be approved in writing by Miami Foundation prior to making the change. 5. Significant changes in project or organizational leadership should be reported to Miami Foundation within 30 days of the change. 6. As required by IRS rules, grant funds will not be used; a) To carry on propaganda or otherwise attempt to influence specific legislation; b) To influence the outcome of any specific public election or to carry on, directly or indirectly, any voter registration drive. c) To make a grant to any individual for travel, study or other similar purposes or to make a sub - grant to any other organization unless this activity has been detailed in the approved grant plan and budget. 7. Capital equipment and facilities purchased using grant funds must be used for solely charitable purposes during and after the Grant term. The Grant budget and budget narrative must detail: a) capital equipment/facilities purchased, b) its cost and use and c) what will happen to the equipment/facilities once the grant term is complete. 8. ALL travel paid for with Foundation funds can only be for the charitable purposes of the grant and should be reasonable and necessary, and not excessive. 9. Overhead expenses charged to the grant must be specified in the approved grant budget and must be supported by appropriate documentation. 10. The Grantee must disclose any potential conflicts of interest including transactions with related parties. The Grantee will specifically note if they propose to use grant funds to engage an organization or individual with which they have a related party relationship. In no event should the Grantee pay more than fair market value for any services with a related party. 11. The Miami Foundation has agreed to serve as fiscal sponsor for you and will be responsible for ensuring that grant funds are expended in accordance with the approved project budget. Reports and payments: 1. The Miami Foundation will disburse a lump sum payment to you once match documentation is approved. On the report dates listed below, you will submit an expense report to The Miami Foundation. This expense report will outline how the grant has been spent in accordance with the project budget, and will have financial documentation (bank statements, receipts, copies of cleared checks, etc.) attached. If the Foundation identifies expenditures that are significantly different from approved Grant Budget, the Foundation will notify the appropriate Knight Program Director. 2. The Miami Foundation is responsible for any financial reports required by the Knight Foundation. The Miami Foundation reviews the financial report with the Grantee and documents any unusual or significant variances from the grant budget. 3. A progress narrative and financial report are due October 31, 2016 to The Miami Foundation. 4. A final narrative and financial report are due October 31, 2017 to The Miami Foundation. 5. These reports will include program information in the format required by the Foundation. The program report includes a narrative account of the grant activities and progress in achieving the grant outcomes. Report templates are available at https://www.miamifoundation.org/sslpage.aspx?pid=428 All completed reports should be sent to reports@miamifoundation.orq. 6. Upon the Foundation's request the Grantee will provide all information relating to or developed under the grant. 7. If at any time during the fund's existence the Granteeceases to exist or does not achieve the Purpose noted above or the Grant Activities noted above, at the sole discretion of the Foundation the fund can be repurposed to projects by other organizations. 8. Reports may be shared by the Foundation without the prior written consent of the Grantee. Intellectual Property: Grantee and the Foundation agree that all intellectual property (IP) rights (including copyright, patent, and any other rights) in materials arising out of or resulting from Grantee's use of the grant funds or any earning thereon (the "Public Materials') shall be owned by Grantee. Grantee acknowledges that the Foundation wishes to ensure the widest possible distribution of the Public Materials and ensure that they are and remain generally available to the public. Accordingly, Grantee hereby grants, and shall ensure that any individuals who have any IP rights in Public Materials shall grant, to the Foundation, under all IP rights of such party, a non-exclusive, transferable, perpetual, irrevocable, royalty - free, paid -up, worldwide, sublicenseable license to use or publish the Public Materials; provided, however, that the Foundation shall not exercise such rights except (a) in connection with the activities of the Foundation, and/or (b) in the event Grantee materially breaches the terms of this Agreement. Grantee, at the Foundation's request, agrees to execute any additional documents required to affect such license. Upon Grantee's request in writing, the parties shall cooperate to identify whether any particular materials produced by Grantee constitute Public Materials; provided that Grantee and the Foundation acknowledge that Public Materials shall include all materials required to be developed as described in the applicable grant description. In addition, upon completion of any Public Materials of a type identified in the table below under "Type of Public Material," Grantee shall make such Public Materials available free of charge to the public (such as via a public internet server with no subscription fees) under the terms of the 'License for Public Availability" identified below. Grantee's distribution of such Public Materials shall also comply with any additional terms and conditions specified below. Art works and performances Type of Award of Specific KF Initiative & License for Public Availability: Grant or Expenditure Responsibility Grant, Inc. Knight Arts Challenge / CC BY -NC -ND. Attribution -Non Commercial -No Derivative license, version 3.0 Additional Terms and Conditions: None. Exceptions to this clause must be approved by the Foundation in writing. Grantee shall not make available such Public Materials, or any derivative works of the Public Materials, under any other licensing terms, without the Foundation's prior written consent. Tax -Exempt Status: The Miami Foundation will keep its tax-exempt status as a recognized Section 501(c)(3) and Section 509(a) organization current throughout the period of this grant and will comply with all applicable federal and state laws and regulations that govern the use of funds from private foundations. This includes but is not limited to the prohibition against activities described in Section 4945(d) of the IRS Code and limiting the use of the grant funds to the appropriate taxable purposes as described in IRS Code section 170(c)(2)(b). Grantee will comply with all applicable federal and state laws and regulations that govern the use of funds from private foundations to the Grantee organization. This includes but is not limited to the prohibition against activities described in Section 4945(d) and 170(c)(2)(b) of the IRS Code. In addition, Grantee will keep its tax-exempt status as a recognized government entity current throughout the period of this grant and will comply with al] applicable federal and state laws and regulations that govern the use of funds from private foundations to the Grantee organization. Books and Records: Grantee shall maintain an accurate record of the grant received and all expenses incurred under this grant, and retain such books and records for at least four years after completion of the use of this grant. Those records include a general ledger with enough detail to allow tracking of the use of Foundation funds, original invoices, bank statements, copies of checks disbursing grant funds and documentation of the business purpose of each expense. At the Miami Foundation's request, Grantee shall permit reasonable access to its files, records and personnel by the Foundation (or its designated representatives) for the purpose of making financial audits or other evaluations concerning this grant as the Foundation deems necessary. The fees and expenses of such designated representative shall be paid by Knight Foundation. Management and Investment of Grant Funds, Earnings and Appreciation: All Grant funds must be maintained in a separate account under the following terms. Any interest earned on the investment of Grant funds must be tracked and reinvested in the separate grant account and used solely for the approved purpose of the Grant. All grant funds received, and earnings and appreciation on those funds, shall be invested in a designated account in a bank or investment firm that is a member of either the FDIC or SIPC. The investment will be in accordance with Grantee's governing documents and investment policies so long as they do not conflict with this Agreement, with the laws of the State of Florida, and with Federal laws. Earnings and appreciation on grant funds shall be used solely for the purpose of the Grant. Grantee may not assess an administrative or financial management fee unless agreed to in writing and in advance by Donor. Unexpended Funds: The Miami Foundation, as fiscal sponsor for the Knight Arts Challenge, reserves the right, in its sole discretion, to discontinue funding if it is not satisfied with the progress of the grant or the content of any required written report. In the event of discontinuation or at the close of the grant, any unexpended funds shall immediately be returned to the Miami Foundation, except where the Miami Foundation has agreed in writing to an alternative use of the unused funds. No -cost extension: If needed, Grantee should submit a request for a no -cost extension to the Miami Foundation before the end of the grant period. The request should contain the reason for the extension, its length and detail how any unexpended funds would be used. Royalties: Any materials produced by this grant and earnings thereon shall not provide royalties or otherwise inure to the personal benefit of individuals connected with this grant. Any funds realized by Grantee or any sub -grantee from product sales must be used exclusively for this project. No guarantee of future funding: The Grantee acknowledges that the receipt of this grant does not imply a commitment on behalf of The Miami Foundation or Knight Foundation to continue funding beyond the terms listed in this grant agreement. Designated contact: The Knight Foundation, through The Miami Foundation, shall fund the project described in this Agreement. The Grantee agrees to notify The Miami Foundation in writing and in advance if the Project chooses to designate a different individual than below as the Designated Representative of the grant. If you agree to the terms and conditions of this grant agreement, please sign and return this document to The Miami Foundation. Please keep a copy of the signed document for your grant files. Southeast Overtown/Park West Community Redevelopment Agency; Name: Signature: Date: The Miami Foundation Name: (Type or print name and title of person signing the acknowledgment) Title: Signed: Date: (Authorized signature of senior executive officer) All future correspondence regarding this grant should refer to your grantee name. Please sign and return this document to: Kamilah Wailen Fiscal Relationships Associate The Miami Foundation 40 Northwest 3rd Street, Suite 305 Miami, FL 33128 Knight Foundation Proposal SUPPORTING Name of Organization: Southeast OvertowntPark West CRA LDOCUMENTATION Year; 2015-2016 * Include revenues for THIS PROJECT ONLY on this page. * Not all the entries below may apply to your organization. Leave those items blank that do not apply. * For multi -year revenue, please submit budgets for each year. * Cells have been formatted for commas and columns will total at the bottom of the page. Shaded columns contain formulas and should not be edited. Project Revenues Contributed Income 1. Individual contributions 2. Corporate contributions 3. Foundation grants 4. Federal government support 5. State government support 6. Local government support 7. Parent organization support 8. Special events 9. in -kind contributions 10. Other (specify): Knight All Knight Foundation non -Knight Foundation Share Funds Total 35,000 35,000 0% 75,000 75,000 100% Earned Income 11. Fees for services 12. Admissions 13. Memberships 14. Publications and royalties 15. Contracted services 16. Rentals (Vendor Booths) 17. Other (specify): Other Income 18. Investment 19. Interest 20. Other (specify) 100,000 100,000 0% 22,500 22,500 0% 17,500 17,500 0% Total Revenues $ 75,000 $ 175,000 $ 250,000 30% Knight Foundation Proposal Name of Organization; Southeast Overtown!Park West CRA Year: 2015-2016 * Include expenses for THIS PROJECT ONLY on this page. * Not a]I the entries below may apply to your organization. Leave those items blank that do not apply. * For multi -year expenses, please submit budgets for each year. * No depreciation expense for items purchased as part of this grant should be included * Cells have been formatted for commas and columns will total at the bottom of the page. Shaded columns contain formulas and should not be edited. Pro jec:f.EXpenses° 1. Program salaries and wages (specify): 2. Administrative salaries and wages (specify): Knight All Foundation non -Knight Share Funds 3. Consultant/Contract services (specify): Event Planning and Production Evaluation (Surveys, Data Collection & Analysis, Reporting) 12,500 Total Knight Foundation 25,000 37,500 33% 4,500 4,500 0% 4. Other salaries and wages (specify): Talent/Performers 32,500 32,500 65,000 50% Artist Stipends 3,000 7,000 10,000 • 30% 5. Employee benefits 6. Adminstrative expenses 7. Travel 6,000 6,000 0% 8. Supplies and materials (Decor, T-Shirts, Food & Bev,) 14,000 14,000 0% 9. Rent (Stage, Sound, Tents, Production Costs, etc.) 17,000 17,000 34,000 50% 10. Utilities - 11. Insurance 1,500 1,500 0% 12. Legal fees 13. Accounting fees 14. Other professional fees (specify): City Services (Police, Fire, Waste) and Security 25,000 25,000 0% 15. Taxes 16. Printing and publications 5,000 5,000 0% 17. Postage and shipping 18. Marketing (and Promotion) 10,000 _ 20,000 30,000 33% 19. Fund raising 5,000 5,000 0% 20. Capital expenses - 21. Overhead/indirect (specify): 22. Depreciation 23. Other (specify): 5% Contingency 12,500 12,500 0% Total Expenses $ 75,000 $ 175,000 $ 250,000 30% SUPPORTING DOCUMENTATION Knight Arts Challenge Miami 2015 Policy and Procedures Manual The Miami Foundation 40 Northwest 3rd Street, Suite 305 Miami, FL 33128 Phone: 305-371-2711 Fax: 305-371-5342 Miarnifoundation.orq Program Description The Miami Foundation, formerly Dade Community Foundation has agreed to serve as a Fiscal Agency for specific grants made by the John S. and James L. Knight Foundation, Inc. (Knight). The Fiscal Agency relationship (the Knight Project) has been created to assist the Grantee in managing the financial aspects of the grant and to provide Knight with additional reporting requirements. As the Fiscal Agency, The Miami Foundation receives and disburses all Knight grant dollars related to the project. The Miami Foundation will provide the following services: • Collect and review all match documentation from the Grantee. • Manage Knight grant dollars deposited at The Miami Foundation. • Process payments to the Grantee. • Collect and review narrative and financial reports from the Grantee on behalf of Knight. The Miami Foundation will work with the Grantee, to provide all financial and narrative reports required by the grant agreement between Knight and the Grantee. All the terms and conditions of the grant agreement between Knight and the Grantee continue to be in force and govern the grant. Initial Finance Policy This policy applies to the Grantee and its terms are in addition to and in conjunction with the Memo of Understanding between Knight and The Miami Foundation. As the Fiscal Agency, The Miami Foundation is the recipient of any grant dollars to a specific project under the Knight Project. The Miami Foundation will work with the Grantee to ensure that grant dollars are expended as approved in the final grant budget. The Miami Foundation receives and disburses all Knight grant dollars associated with the project. The Grantee will provide financial documentation that may include invoices, receipts, copies of bank statements or cleared checks, salary reports, etc. on the report due dates listed in the grant agreement. With this financial documentation, the Grantee must also submit an financial report that can be found at https://miamifoundation.orq/sslpage.aspx?pid=428. In this relationship, the following applies: 1. Once match documentation has been submitted and approved, the grant will be disbursed according to the schedule outlined in the grant agreement. 2. If a variance of greater than 5% from the approved grant budget is required, the Grantee must request and explain the variance in writing and The Miami Foundation will work with the Grantee to request the variance from Knight. All variance requests must be approved before the Grantee pays out the expense. 3. Financial reports and documentation will be submitted by the Grantee to the Fiscal Agency Manager on report due dates outlined in the grant agreement. 4. The Miami Foundation reserves the right to review all financial documents related to the projects and will work with the Grantee to provide all financial reports to Knight. Initial Fiscal Agency Procedures (Knight Projects) The following describes how the Fiscal Agency Procedures will work for your grant: 1. The Miami Foundation is notified of the Knight Project during the discussion phase. 2. The Miami Foundation sends the Grantee a grant agreement. The Grantee must review, sign and return this agreement with a copy of their final project budget. The Knight - funded portion of the project budget must equal the grant award. The Foundation will compare the Grant Budget with the budget contained in the original Grant Documentation and work with the Grantee to reconcile variances. 3. The Grantee must also sign and initial this policy manual and return to The Miami Foundation. 4. A copy of the executed agreement is sent to the Knight Program Director. 5. During this time period, the Fiscal Agency Manager will reach out to you to discuss any questions or concerns you may have. 6. Match terms are listed in your grant agreement. Matching documentation must be submitted before any disbursements can be made. 7. The Miami Foundation will make the initial grant payment as agreed in the terms and conditions of the grant agreement. 8. Any budget variances greater than 5% must be requested by the Grantee to the Fiscal Agency Manager. The Fiscal Agency Manager will discuss with the Knight Associate and let the Grantee know of the decision. 9. On the report due dates eutlined in the grant agreement, the Grantee will provide a financial report with financial documentation related to the project. a. The Miami Foundation will review these financial reports required by the grant and send the reports directly to the Knight as well as keep accounting records on file. (If expenditures are found to be outside of the charitable purpose or are significantly different from the approved budget, The Miami Foundation will notify Knight immediately). 10. The Miami Foundation will collect narrative reports from the Grantee on reporting due dates outlined in the grant agreement. 11. The Miami Foundation will submit all financial and narrative reports to Knight. Initial Reporting Policy 1. Report due dates are outlined in the grant agreement. On these dates the Grantee must provide narrative and financial reports to The Miami Foundation, The link to the reporting templates is https://miamifoundation,org/sslpage.aspx?pid=428. 2. The Miami Foundation will review and submit all reporting to Knight. Contact Information • Match documentation must be submitted to kwallenmiamifoundation.org • General questions can be directed to kwaiien c(�miamifoundation.orq • Reporting can be submitted to reports anmiamifoundation.orq • Direct phone line is 305.357.2084 • Mailing address: The Miami Foundation 40 Northwest 3rd Street, Suite 305 Miami, Florida 33128 Initial Conflict of interest Policy for Fiscal Agency Agreement Scope. The following statement of policy applies to The Miami Foundation. 2. Responsibility. Employees shall serve the public interest and thus have a clear obligation to this concept. All decisions of the Board and employees of The Miami Foundation are to be made solely on the basis of a desire to promote the best interests of the organization and the public good. 3. Disclosure Statement. The Miami Foundation shall submit a disclosure statement stating the nature of the relationship with the grantee. A Board Member or employee is deemed to be affiliated with an organization if he or she, or a member of his or her family, is a director, officer, trustee, partner, employee, or agent of, or receives a direct or indirect financial benefit from such organization. An organization is deemed related to the financial operation of The Miami Foundation if it is a recipient of or expects to receive a grant or other monies from The Miami Foundation either directly or indirectly. The term family shall be deemed to include an individual's immediate family and members of that person's household. Check one of the following: To the best of my knowledge, there exist no circumstances that may be construed as a conflict of interest within the meaning of the accompanying policy statement. Or To the best of my knowledge, there do exist circumstances that may be construed as a conflict of interest within the meaning of the policy statement, as follows: Name Grantee Nature of Affiliation Signature Initial Date Agreement Terms I have read and understood the Fiscal Agency Policies and Procedures Manual and a comprehensive budget plan has been put into place and agreed upon with the Fiscal Sponsorship Manager. Grantee Name / Title Grantee Signature/ Date Fiscal Agency Manager/ Date Initial