Reporting Information
The reporting information below is for 2023-2024 award recipients.
Contracts
Please note that funding for your organization will be contingent upon final adoption of the executed "Miscellaneous Appropriations Contract" between your organization and the City. The purpose of this Contract is to improve accountability and ensure the City and its citizens are receiving the benefits outlined in your application/program.
Please review a sample of the Miscellaneous Appropriations Contract.
To process contracts accordingly, please review the Next Steps section in detail and submit all materials no later than August 9, 2023 to Kelly Alvarez Vitale, kelly@strategicphilanthropyinc.com.
Mandatory Orientation
A representative from your organization must attend a mandatory orientation. Please RSVP online by July 31, 2023. The password to register is listed on your awards letter.
Date: August 2, 2023
Time: 12:00 p.m. – 1:30 p.m.
Location: Virtual Meeting
Contact: Kelly Alvarez Vitale - President, Strategic Philanthropy Inc.
kelly@strategicphilanthropyinc.com
(561) 985-2418
We will review any questions you have about the contract at that time.
Next Steps:
- Provide an updated W9 form dated October 2018.
Funds will be dispersed on a quarterly basis, upon receipt of report and documentation, unless otherwise requested via email by your organization. Exceptions will be made for any group receiving $5,000 or less or any groups hosting a community event; a lump sum will be given in advance. - As part of Exhibit C in the contract, please provide the insurance requirements your organization must submit:
- General Liability Insurance
- Please list City of Pompano Beach as the insured. See Sample Certificate of Insurance
- Workers Compensation Waiver
- If an organization has fewer than (4) employees, they may request a "Certificate of Election to be Exempt." To request exemption, please visit https://www.myfloridacfo.com/Division/WC/Employer/Exemptions/
- If your organization does not fit the scope of business, please notify us and we will provide your organization with the City’s exemption form in lieu of the state’s.
- Proof of Auto Insurance
- If your organization does not have company vehicles, a copy of the personal insurance card from the main organization's contact would suffice. Coverage for a single day event would only need to reflect the minimum auto coverage.
- Sexual Molestation Coverage – this will be needed for any group that interacts with children under the age of 18.
- If your organization does not interact with children under the age of 18. Written documentation stating so would suffice.
- General Liability Insurance
Once you have submit all materials by August 9, 2023 to Kelly Alvarez Vitale, kelly@strategicphilanthropyinc.com. We will send over a contract for signing.
Once you receive your contract for signing: Please follow the steps below to ensure all materials are correct:- Please review and sign the attached contract (page 10 or 11). The individual who signs the contract must be the President or Chairman listed on Sunbiz.org.
- If the Chairman is not the individual signing the contact, then the Executive Director can sign the contract, but we will need a corporate resolution authorizing the Executive Director to sign.
- Please make sure your contract is notarized and that you have two witnesses that print and sign their names on the form.
- All contracts should be signed using a pen and you should only be completing page 10 or 11. Do not circle or underline on other parts of the contract.
- Please review the included sample signature page to ensure all fields are completed correctly.
- If the Chairman is not the individual signing the contact, then the Executive Director can sign the contract, but we will need a corporate resolution authorizing the Executive Director to sign.
- Send back an electronic copy of the entire original contract to, Kelly Alvarez Vitale, kelly@strategicphilanthropyinc.com no later than September 18, 2023.
- A physical copy will not be required this year.
- Please review and sign the attached contract (page 10 or 11). The individual who signs the contract must be the President or Chairman listed on Sunbiz.org.
ACH Information Request
The City will be issuing the award payments through ACH payment transfer. Please complete this ACH Information Request Form with the requested information no later than September 18, 2023 to ensure that we have enough time to process your first payment.
Once your form is received and processed, the City will send out a test payment of $0 in order to validate your account and bank details prior to the first payment transfer. Our team will communicate timing for this $0 payment once we have the system ready.
Reporting
In addition to a signed contract, the Award Recipients agree to provide the City of Pompano Beach with a quarterly narrative and financial progress report. Such reports shall include basic statistical information relative to the program or activity they have been funded for by the City.
Award Recipients also agree to submit either a quarterly or lump sum financial report based on what was outlined in your contract. The financial report will consist of a budget and individual receipts. Please note the deadlines and timeline below as well as the disallowed costs.
Expenses listed on the disallowed costs list will not be reimbursed. If your organization has expenditures that are disallowed and need written justification for approval, please send your requests via e-mail to Kelly Alvarez Vitale, kelly@strategicphilanthropyinc.com prior to making the purchase.
As a friendly reminder, pre-award costs will not be reimbursed. Please do not spend any funds until your organization has received the final contract signed by the City after the commission meeting.
Please note all reporting will be done online. Nonprofits will be able to save and continue their work should they not be able to complete it in one sitting. Links to the reports have been provided below, they will be updated in the weeks to come once fiscal year 22-23 groups have been reconciled.
Failure to provide a narrative and financial report as assigned by the City and/or failure to utilize all of the prior allocated funds from the first six months of the contract shall render an organization ineligible to receive additional payouts and render the organization ineligible for current and future funding from the City.
Online Report
To submit a Narrative & Financial Report please visit our online webpage.
When submitting a Financial Report, all groups must use the appropriate COPB template. Please make sure you submit your financial report attachment as an excel file.
Receipts
When uploading receipts, they must be in a PDF file. No jpegs. Name each file: Name of Org_Receipt #_Vendor Name
Please number your receipts so they align with the corresponding line item on your financial report.
File names should be listed as follows:
- Name of Org_Receipt #1_Vendor Name
- Name of Org_Receipt #2_Vendor Name
- Name of Org_Receipt #3_Vendor Name
- Name of Org_Receipt #4_Vendor Name
Checklist
Please use our quarterly report checklist to ensure your receipts are in order.
Reporting Due Dates
Distribution of each reimbursement payment to the Award Recipient shall be contingent upon prior receipt of the required progress report which is due during the preceding quarter. Quarterly Narratives & Financial reports shall be due no later than the following dates:
1st Quarterly Narrative & Financial Report (October/November/December) – February 1st
2nd Quarterly Narrative & Financial Report (January/February/March) – May 1st
3rd Quarterly Narrative & Financial Report (April/May/June) – August 1st
4th Quarterly Narrative & Financial Report (July/August/September) – September 30th
However, if any of the above dates fall on a weekend, then the due date will be extended to the next business day, thereafter, as long as it does not exceed the term of this contact.
Logo Usage
To request the City's logo and/or to request usage permission please contact the City's Strategic Communications Administrator, Sandra King. You may reach her at: Sandra.king@copbfl.com.
Timeline
August
2 – Mandatory Nonprofit Orientation Workshop via Zoom
9 - All required documents for contract are due
22 - Formal contracts to be submitted to nonprofits for signing
September
18 – Formal contracts signed; nonprofits to submit an electronic copy to the City and ACH Information due
October
10 – Commission meeting to approve nonprofit contracts
31 – 1st wave of funding dispersed (this may be delayed)
February
1 – 1st Quarterly Report due (October/November/December)
May
1 – 2nd Quarterly Report (January/February/March)
31 – 2nd wave of funding dispersed
August
1 – 3rd Quarterly Report (April/May/June)
31 – 3rd wave of funding dispersed
September
30 –4th Quarterly Report (July/August/September)
October
31 – 4th & final wave of funding dispersed
