Attachment 1Attachment 1City of Hesperia Community Assistance Program (CAP)Program GuidelinesCity of Hesperia Community Assistance Program (CAP)Program Guidelines Attachment 1
Attachment 1
City of Hesperia
Community Assistance Program (CAP)
Program Guidelines
City of Hesperia
Community Assistance Program (CAP)
Program Guidelines
Funding:
The City of Hesperia’s Community Assistance Program (CAP) is a grant program, specifically for non-profit organizations, that is funded each Fiscal Year, with City Council approval, in the amount of $50,000.
Priority Activities:
Food and clothing services/assistance
Unhouse shelter services/assistance
Youth and foster care services/assistance
Disability services/assistance
Senior services/assistance
Veteran services/assistance
Spay and neuter services/assistance for animals
Ineligible Activities:
New construction or rehabilitation of structures
Acquisition of real property
Lobbying
Political or religious solicitation/services
Broker fees/services
Illegal activities
Activities that are prohibited by City Ordinance and/or Resolution Operations that lack all required government agency licensing, permits, or approvals Schedule of Events (Dates are Selected by the Program Manager):
In mid-January of each Fiscal Year, a Notice of Funding Availability (NOFA) will be published (in English and Spanish) in the Daily Press and on the City’s website and social media Applications will be made available on the same day the NOFA is published and will be accessible on the City’s website and social media with hardcopies available at City Hall Hard copy applications will be due within one month of the NOFA The City Council Advisory Committee (CCAC) will conduct a public hearing to review all applications (applicants are encouraged to attend and speak) City Council review and approval of CCAC’s recommended funding slate Required Documentation for Funding:
Copy of your current program year Articles of Incorporation and By-Laws Non-profit Determination Letter from the Internal Revenue Service (IRS) for your organization Organizational Chart for the current program year for your program/project List of Board of Directors for the current program year for your program/project Completed Hesperia CAP Application
Active City of Hesperia Business License
Completed W-9 form (City provided document)
Completed Vendor Application (City provided document)
Executed CAP contract with the City of Hesperia (City provided document) Current General Liability Insurance and Workers Comp Insurance (if you have employees) Program Management:
Data collected on unduplicated Hesperia residents will be utilized to support CDBG Consolidated Plan goals (Fair Housing Services, Public Services for Low-Income Families, Senior Services, Unhoused Prevention, and Special Needs Services) and will be reported in the annual CDBG Action Plan and CDBG Consolidated Annual Performance and Evaluation Report.
City staff will perform annual monitoring. Participants are responsible for giving an accounting for all funds received. The City reserves the right to conduct an independent audit.
Insurance Requirements:
Workers' Compensation - A program of Workers' Compensation insurance or a state-approved Self Insurance Program in an amount and form to meet all applicable requirements in the Labor Code of the State of California, including employer's liability with $250,000 limits, covering all persons providing services on behalf of participant and all risks to such persons under this contract.
Comprehensive General and Automobile Liability Insurance - This coverage must include contractual coverage and automobile liability coverage for owned, hired, and non-owned vehicles. The policy shall be of the "per occurrence" type and have combined single limits for bodily injury and property damage of not less than one million dollars ($1,000,000).
Public Records:
Applicants should understand that under the California Public Records Act all submitted documents, in response to the NOFA are considered public records and will be made available to the public upon request per the Public Records Request Act, following the application deadline unless specifically excluded by law.
City of Hesperia Community Assistance Program (CAP)Request for Reimbursement City of Hesperia Community Assistance Program (CAP)Request for Reimbursement City of Hesperia
Community Assistance Program (CAP)
Request for Reimbursement
City of Hesperia
Community Assistance Program (CAP)
Request for Reimbursement
Request for Reimbursement:
To receive reimbursement, recipients must submit the Request for Reimbursement form. Reimbursement requests must be submitted by the 10th day of the following quarter or month. If the 10th falls on a weekend or holiday, the report must be submitted the next business day. Reimbursement requests will not be processed until staff have received all proper documentation. Reimbursements shall only be for expenses that have occurred within the contract effective date and the termination date. All items, rent, utilities, etc. expensed must be purchased and received between July 1st and June 30th.
When staff reviews a reimbursement request it will be compared to the eligible expenses to ensure the expenses are agreeable with the overall intent of the program/activity. Progress toward meeting the number of unduplicated Hesperia residents will also be reviewed each quarter to ensure that each agency meets their stated unduplicated goals.
Your total reimbursement of grant funds will be based on meeting at least 75% of your projected goal. If your projected goal is 100 Hesperia residents served and you assist 75 residents, then you will receive 100% of your grant funds. If you meet less than 75% of your projected goal, your total grant funds may not be reimbursed.
Itemization:
When submitting a request for reimbursement, recipients must itemize on the form items or services they are requesting for reimbursement.
Direct Costs:
Direct Costs include administration, salaries or wages to employees, employee benefits, contract services, consultants, insurance, materials and supplies, equipment/capital expenditures, and travel. Advertising/Marketing is an allowable expense. Be sure to attach receipts and a copy of the advertisement/flyer. You will request reimbursement based on the percentage of Hesperia residents assisted in your Quarterly Performance Report (QPR) for the quarter.
NOTE: If you are spending your Hesperia grant funds to help Hesperia residents only, please make a note of it in your Quarterly Performance Report.
Personnel Costs:
Reimbursement for personnel time will be based on hours worked assisting Hesperia residents, as documented in the Weekly Time Sheet or other similar form. When requesting reimbursement for personnel, recipients will need to turn in a time sheet and pay stub for verification of hours worked.
Non-Personnel Costs:
Reimbursement of direct costs will require receipts/documentation for purchases, whether they are purchased with cash, check, money order, or credit card. We will require that the organization show proof of payment on a paid credit card bill. Cancelled checks and bank statements will be required. Please keep a copy of your reimbursement request and all backup in your office for monitoring purposes. Recipients should use the vendor who can provide the best value for your grant funds.
Note: Expenditures must be for items listed in recipient’s Budget Summary and agreeable with the approved activity or program. For example: An organization that provides counseling would not necessarily be purchasing kitchen equipment and a Food Bank would not necessarily be procuring for or acquiring office furniture.
Indirect Costs:
Reimbursement for Indirect Costs will be based on a percentage of the total of unduplicated Hesperia residents served during the reimbursement request period against the entire unduplicated population served during that same period. Examples of indirect costs include rent, mortgage, utilities, and audit expenses.
Budget:
You may spend your budget on supplies or any other needs to run your program. Should you need to amend your budget before the 4th quarter please contact us in writing so that we may review, discuss, and approve the request.
Examples
Indirect Costs:
XYZ Organization is requesting a rent reimbursement payment in the amount of $3,000 for the 1st quarter (3 months) of the Program Year.
XYZ served a total of 200 people during those 3 months. Out of those 200, 50 of those people served were Hesperia residents (duplicated is okay for this comparison).
In this case, 50 Hesperia residents out of 200 equals 25% of the total population served. We can reimburse XYZ 25% of the $3,000 or $750.00.
Direct Costs:
In another example, if you are purchasing food for all your clients then you would figure out the percentage of Hesperia residents assisted using your QPR and request that amount on your reimbursement for that quarter.
If you are using food purchased with grant funds to feed 100% of Hesperia residents, then you do not need to figure out the percentage.
Unallowable Expenses:
The following is a list of expenses that are not reimbursable under CAP: Items that would be considered extravagant, candy, excessive amounts of cleaning products, refreshments for the office or office meetings; catered luncheons or breakfasts/snacks/coffee/paper goods/utensils/soda, alcoholic beverages, costs for entertainment, lobbying, costs associated with religious or political solicitation/services, new construction, rehabilitation over $500, acquisition, demolition, broker fees/services, illegal activities, activities prohibited by City Ordinance and/or Resolution, operations that lack government agency licensing, permits, or approvals, expenses that are related to the recipient’s approved activity/program, and items that are not listed on the recipient’s Budget Summary unless an amendment has been approved by staff.
The items, whether they are office supplies or food items, should not be extravagant in nature. For example, high-end pens (Mont Blanc), leather office chairs, and leather embroidered office items or high-end food items like filet mignon, kobe beef, and lobster are not acceptable expenditures of CAP funds.