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Official Website of the City of Pompano Beach

Reporting Information

The reporting information below is for 2019-2020 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 below in detail and submit all materials by August 8, 2019 to Nicole Almeida, Nicole@StrategicPhilanthropyInc.com

Mandatory Orientation

A representative from your organization must attend a mandatory orientation. Please RSVP online by July 24, 2019. The password to register is listed on your awards letter.

Date: July 31, 2019
Time: 10:30 a.m. – 12:00 p.m.
Location: Pat E. Larkins Center - 520 Dr. MLK Jr. Blvd. Pompano Beach, FL 33060
Parking: Please park in the parking lot located directly behind the RaceTrac on Atlantic at NW 6th Ave/Blanche Ely.

Contact: Nicole Almeida
Accounts Manager, Strategic Philanthropy
Nicole@StrategicPhilanthropyInc.com

We will review any questions you have about the contract at that time.

Next Steps:

  1. Provide an updated W9 form dated October 2018.

    Funds will be dispersed on a quarterly basis, upon receipt of report and receipt of 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.

  2. As part of Exhibit C in the contract, please provide the insurance requirements your organization must submit:
    • General Liability 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.

  3. If your application indicated that your organization received Matching Gifts: please submit documentation / proof of the matching gift arrangement.

    Once you have submit all materials by August 8, 2019 to Nicole Almeida, Nicole@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 your organization’s contract (page 11). The individual who signs the contract must be the President or Vice President listed on Sunbiz.org.
      • If the person listed on Sunbiz.org is not the individual signing the contact, then you must submit a letter from your organization’s board of directors informing us that another individual is allowed to sign the contract on behalf of your nonprofit.
    • Send back an electronic copy to Nicole Almeida, Nicole@StrategicPhilanthropyInc.com as well as an original copy. Both the electronic and original contract must be received by September 10, 2019.

      Original copy to:
      Strategic Philanthropy, Inc.
      Attn: Kelly Alvarez Vitale
      779 NE 4th Ave.
      Fort Lauderdale FL 33304
      Phone: (561) 985-2418
      Email: Kelly@StrategicPhilanthropyInc.com

Reporting

In addition to a signed contract, the Award Recipients agree to provide the City of Pompano Beach with a quarterly narrative 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.

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.

Failure to utilize all of the prior allocated funds from the first two payouts will render an organization ineligible to receive the third and fourth payouts and render the organization ineligible for current and future funding from the City.

Online Report

To submit a Quarterly Narrative Report, please visit our online webpage.

To submit a 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.

Any nonprofit where special arrangements have been made, will submit a financial report on the 1st of each month, unless the date falls on a weekend, then the due date will be extended to the next business day.

Timeline

July
    31 – Mandatory Nonprofit Orientation Workshop
        E. Pat Larkins Center
        520 Dr. MLK Jr. Blvd. Pompano Beach, FL 33060
        10:30 a.m. – 12:00 p.m.

August
    8 – All documents for contract required are due
    20 – Formal contracts to be submitted to nonprofits for signing

September
    10 – All formal contacts signed; an electronic copy and hard copy will be required.

October
    8 – Approval of contracts by the City Commission
         City Commission Chambers
         100 W Atlantic Blvd. Pompano Beach FL 33060
         6:00 p.m.

    31 – 1st wave of funding dispersed

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