2022-23 Nonprofit Grant Opportunities Webinar

For those who have joined us. Just a note by default all attendees are on mute and your cameras are disabled. If you have a question, we do have a q amp a section that will talk about. We are recording this, and closed captioning has been enabled. So, this will be posted on our website. Tomorrow, hopefully, or the next day. As soon as we can get it up. We will start in just a minute. Okay. Good afternoon and thank you for joining us today. My name is Alicia tough, and I am the housing and grant

specialist for this city, couple of quick items have known you are at the nonprofit grant opportunities application technical assistance and public meaning webinar. We are recording this webinar, and it will be posted on our website, probably tomorrow or the next day as an archived coffee and we will also post copies of the PowerPoint for you to view at a later date. By default, all attendees are on mute and your camera is disabled, you do have the ability to raise your hand and unmute, and we w

ill unmute you at the end for live questions and answers. If you have questions during the presentation, or if you have questions at the beginning if you could please put them in the q amp a at the top. I believe is at the top or the bottom of your screen however your screen setup, and we will get through them, and answer them as we go along, or we will answer them at the end, and God is going to kind of help me out and she'll keep an eye on there so if there's any technical questions she can ho

pefully respond to those at the beginning, but any of the programmatic type questions we will open it up at the end and will respond to those. See, I want to take a second to I introduced myself to introduce my colleagues who are on the, on the webinar with me and God is going to be presenting with me so I'll let her introduce herself. Hi, I'm Jody Marino I'm the community events and special projects manager for the city of Elk Grove, and I oversee the event sponsorship grant program or the ESG

program for the city and yeah like Alicia said I'm here to help. I'll be going over the event stuff Alicia's grants are a little bit more complicated and technical and I'm sure that you'll have more questions for her but I'm also here to answer questions as well and I know most of you so welcome back. Thanks, and then Sarah Do you want to jump on and introduce yourself. Sure. Hi I'm Sarah Bontrager and the City Housing and public services manager. So I work with, Alicia on grants and then also d

o a lot of work with affordable housing and homelessness. I appreciate everyone joining us today. I think this is going to be a great session that Alicia has put together. Great. Okay, so the next is just a little overview on our agenda for today we're going to talk about the available grant funding opportunities that the city has currently open the application process for those of you that are returning it is different than it has been in the past many years. We're going to go through some appl

ication questions by Grant type. Talk a little bit about our grant policies, and then again, as I mentioned, open it up for question and answers at the end. So prior to that, I do have a few polls I'm going to sprinkle in here just to get a little bit of information about who is joining us today as well as get your feedback on a couple of items. So, our first poll is going to be just telling us who you are. So it should pop up on your screen, hopefully, and if you could just type in your name an

d your organization that you're with if you're a community member or a resident, you can just put that in the organization. And we'll give you a few minutes to type in your answers. For those that are raising your hand if you have a question if you could type it in the q amp a section, and if it's a technical question that God can help you with. just a little bit longer, It looks like we have about 65% of people responded. Okay, I think we're good at 7507 8% see it changes quickly. Another 10 se

conds. We're having a few people that are not seeing the poll questions. Okay. Um, this might be the only one that they have a problem with, um, I zoom has a new format, and if you do not have the newest version as of, I guess, November of last year, you may not see this one because it's a qm, it's a text answer. So, if you don't see this one It's okay, go ahead and type your name and organization in the q amp a, and we'll just note that you're here. We also have your registration email. And the

n all the other ones hopefully we're going to do another one in just a second, you should be able to, you should be able to answer this one. It just give short answers so this one I can't share, but we will get a report to show everybody that is there. We're going to talk a little bit more. Our next one, our next poll is, I'm looking at prior funding so hopefully everyone sees this one it's just a yes or no, he was asking if your organization has applied for city of Elk Grove nonprofit funding b

efore. Yes Now unsure, or if you're not with an organization, you can enter select that. Another 15 seconds. Great. So this one gives us a good idea that majority of people are returning guarantees or returning our applicants at least, but we do have a good percentage of people who are joining us about 24%, who have never played before so that's good. gives us an idea of who's on the call today. And then our final poll for right now, it's another quick one is what type of funding opportunity you

r organization is interested in. And if you know you know if you don't you can put unsure, we have four different funding opportunities again if you're a resident or community member and not applying for funds. There's the not applicable answer at the bottom. and Select all that apply. Another 10 seconds. Great. So God, the more more percentage for event sponsorship so that's good. But it's pretty even across the board and then I think some of you learn more about some of these opportunities you

might change your answer a little bit and that's perfectly fine. Ok. So those are our poles for now. Next, and as I mentioned, the city does have for funding opportunities available. Currently for nonprofit organizations to apply for these all four of these grants are for activities or events that occur between July 1 2022, and June 30 2023. So we plan ahead. Um, we started the process early to get through our application and review process. These items have to go through council city council a

nd be approved, as well as the CPG program has some public hearing requirements and posting notices and things like that so we have to backdate everything. So we started the process in January of each year for funding that begins July 1. We do have the agreements will be in place for July 120 22, some basic information about the four different grant types. The first is the community service grant or, or what we call CSG, it is awarded annually by the City Council's general fund money activities

must benefit Elk Grove residence. This is our most flexible funding source for the program side for the activities and programs. It's for ongoing, it can be for ongoing program costs which is staffing and supplies, it can be for equipment purchases, and some capital improvements to facilities, it's very flexible, the maximum reward for anyone or organization under CSP annually is $100,000 fundraising and one time events are not eligible under this program and that's event sponsorship that we'll

talk about today, and fun should expand the capacity of the organization not replace another funding source. We're really looking for how are the city's funding can help expand and grow programs, versus replacing funding. The Community Development Block Grant, or C bbg is funding that comes from the US Department of Housing and Urban Development, the city is an entitlement grantee and we've received fence since 2003. Some of the funds that we receive, we get an annual allocation and some of the

funds may be passed through to nonprofits and government entities for ongoing program costs. So staffing supplies etc, or capital improvements to facilities, and we'll talk a little bit more about the budget but we are limited in the allocation of only 15% of what we're allocated can go towards programs and activities. The rest need to go towards capital improvements. The goals of the CPG program are to provide decent, safe and sanitary housing provide sustainable living environment, expand econ

omic opportunities, and all programs that fall under the CVVG project must primarily benefit low income households, and that is determined by the annual income and some examples for one person household. It's 50,750. Currently, that amount may change in the middle of 2022 and a 4% household is 72,500. I can give you additional numbers up to eight household numbers so if you are interested in need more details on that, to give you a better idea. You can reach out to me and I am happy to provide y

ou with that information. The other funding opportunity that we have under programs and activities is the American rescue plan act nonprofit grant and this is new to this process this year. In March of 21. The American rescue plan act of 2021 was signed into law and the skinny cities scheduled to receive almost $22 million over two years to respond to the coven 19 public health emergency and as economic impacts. And through that funding the city council approved 2.5, million of that funding to b

e made available as grants for nonprofits. One part is for organizations facing economic hardship resulting from are exacerbated by the public health emergency and the other focus is really programs and activities that address the needs of our residents most impacted by the pandemic and its economic effects. We did have an application round for this, for that funding for the $2.5 million last October, and went through that process through that process only about half of the funding was allocated

1.25. And so, what the council asked us to do was to take the shift of the remaining funds to be allocated with this annual CS GMC bbg process and program. So for the economic hardship funding portion of the ARPA that was allocated in November, so really for this current application. It's for programs or activities addressing needs or negative impacts of the commitment to public health emergency. So it's not the economic hardship said that the programs and activities is eligible for the ESG or

event sponsorship grant basic information on that program, same as Alicia's grants that it's awarded annually and reviewed by the City Council, and this is for Elk Grove based nonprofit organizations who want to hold a special event, whether that's virtual or in person we know the event world has been very unpredictable these past two years we empathize with you and we sympathize and we're here to help. So, there are options when you're filling out the application. If you are going to be in pers

on or virtual or if you don't know or if you're going to do a combination and there's an area there to fill that out so trust us when we say we will work with you on these types of events because we understand we're in the same boat as you. The events need to take place in Elk Grove, they can't be organized around political or religious purposes. And if you have a fundraising component you are eligible it just needs to serve a nonprofit that serves Elk Grove residents. And then we have different

types of funding in grants that we give out and then is direct funding in the form of cash city facility use and you'll see that on the application with the different facilities that we have now here in the city and in kind services which includes police public works if you need to close the road for a run or a parade or things like that marketing services and then we also work with Republic services on some integrated ways for trash and recycling dumpster services that we can provide that you

can ask for. This is an estimated budget Oh and I didn't even change the title so it's not 2122, it's 2223. Sorry about that. Um, this is our estimated budget for the 2223 year, I will edit that before this gets posted are the slides get posted for CSG, and this amount is determined by the city budget process and so this is a anticipated amount it may change slightly see bbg. This is our allocation The 946,683 was our allocation for 2122. We have not yet received information on what our allocati

on will be for the next funding year so we're anticipating a similar amount. Again I mentioned 15% of that can go towards public services, and we generally put 15% or less towards administration of the grant and their balance goes towards capital projects. We addition we may have additional funding most likely will have additional funding for capital projects from reallocated funds that were not spent in prior years. That will increase that amount. Again, the final amount will be determined by h

ead later in the year. And so we'll be able to update that are the American rescue planet funds we have approximately 1.23 million remaining in the 2.5 that was allocated. And then you can see there for the event sponsorship grants what we have ours are pre allocated in our budget when we are putting together the budget for the Public Affairs Division for the year. And then once all the applicants apply, we have a review committee that goes through and then we recommend awards following that, bu

t as you can see the aim kind of facility uses a lot higher than the cash because police and public works and facilities, tend to cost a lot more when you're asking for those things but we want to make sure that you have a safe event. Great. So now we're going to talk to us about some general information about the grants. There are two grant applications that you can apply for for this community service grant Community Development Block Grant and the urban nonprofit grant, we love all of those i

nto one application. So organizations can apply for more than one funding stream for a specific project or activities. Or they can apply for just one, and then we have the event sponsorship grant so all of our questions for the first three programs are the same and it's in one application, applicants can apply for under CHGCDBGR Ba, and or event sponsorship, there is no limit on the number of applications that an organization can submit. You just need to remember that each event or each activity

needs its own individual application. So if you are doing a public service activity as well as you want to request funding for facility improvements, then you need to do submit those individual applications and if you want to submit an application for an event. Run, and then you want to submit an application for dinner, then you need to submit two separate applications and again if you want to submit an event and a public service, you can just two separate applications or however many you want.

And it just helps keep it clean and the budget and be able to answer all of the different questions specific to that event or that activity, and the links to the applications are available on our website this is a great link for you just information wise. I have given give you some more links but this is the one that Alicia if you can hear me I think you froze on your end. So there you go. Oh, sorry. That's okay, you were talking about the link. Oh, and this is just a great link for you to have

on record, it takes you to our city website and then it can help direct you to the different grant programs and the information there. To be an eligible organization is for nonprofits that are corporations associations agencies or faith based organizations with a nonprofit status under the Internal Revenue Service code, government agencies that are independent of the city of Elk Grove are able to apply, as well as under city big city departments are able to apply, and we have typically some for

the capital projects. As a reminder, unless otherwise exempt under applicable law applications and application materials are public records so all information received from an applicant, whether it's received in connection with the grant application or in connection to any grant funded activities performed are subject to disclosure pursuant, the California Public Records Act, again unless otherwise exempt. So as you're submitting documents if you have any sensitive information such as bank acco

unt numbers or client names. Those should not be included. You can redact them and submit the information with that. But if we do have a public request about our application process, requesting party may be given read only access to the application so just know everything is submit is subject to public record. And that is available. Because we have two different applications we also have two different deadlines, and we try to separate it to give you a little bit of a break and to help make it cl

ear, in terms of when you're applying the CSGCDBG and ARPA applications, the deadlines are do February or the deadline is to is February 15, and the applications closed at 11:59pm, it's an online system that automatically closes so you will not be able to submit after that moment. And then the event sponsorship grant the applications are due February 25. This gives you guys a little bit of a break, as well as it helps us identify occasionally sometimes events come in under the CSP program, and w

e can flag them and redirect that organization to apply under the event sponsorship application so gives us a little bit of a ability to do that. Alright, so just some general grant information. We're going to talk mostly about this, or about CSGCDVG and the ARPA nonprofit grant program right now. I'm the types of eligible activities. This is an incomplete list, but we wanted to give you an idea of some of the things that you could apply for funding services for low income households youth senio

rs persons with disabilities persons experiencing homelessness persons with mental health illness both veterans and fosters youth. Those are all some of our priority populations in the community. Food Assistance Programs job training and education, recreation and sports programs. Housing Assistance Programs improvements to existing facilities acquisition or purchase of new facilities. I think I skipped one oh public safety and crime prevention is another option. And then for the ARPA funding pro

grams or activities that address a need or negative impact resulting from the coven 19 public health emergency. So those are again, it's an incomplete list. If you have a question or aren't really clear about a program that you want to propose or would like to request funding for at any point you can reach out to me and we can have a conversation and talk about it and kind of help you determine what the best way to apply for what you're looking for. So the good question is, do I apply for CSGCBB

GR ba more than one How do I apply. So most organizations should apply under the community service grant. It is the most flexible funding source that we have, where I see bbg and ARPA have additional eligibility and reporting requirements. But with that said, most, a lot of programs are eligible for more than one type of funding so if your organization has data on the number of low income person served, or can real realistically estimate that number. And if your organization is to collect income

and demographic data from every person served. Then CPG is a good program for you to apply for that ARPA grant, again it's for organization that can identify a need or a negative impact that the public health emergency has had on their target population, and that the proposed activity that has been addresses that identified need or negative impact. One of the main things with the ARPA funding is that, you know, while the coordinating public health emergency has affected many aspects of American

life in our lives, our daily lives. Eligible uses under this category must be in response to disease itself, or the harmful consequences of it the economic disruption, resulting from or exacerbated by the coordinating public health emergency. So thinking about that in terms of your program on the application there's an opportunity for you just to select the funding sources that you're interested in and you can select more than one or all of them. The applying for more than one will not hurt you

r chances it really gives them gives us an opportunity as city staff to help you determine which is the best funding source where we have funds available, and what might fest. That program if it's eligible. So, it doesn't hurt to check all the boxes you just have more questions to answer if you're applying for more than one funding source. Again, these are incomplete lists for budget items of what is eligible and what is ineligible under eligible costs personnel staff. Local travel is eligible a

nd indirect costs of no more than 10% of direct costs, unless you have an approved indirect cost rate and an application, it'll tell you how to attach that ineligible cost would be anything program or service that promotes religion, political activities marketing incentives or fundraising payments or debts, or of debts or expenses incurred prior to the grant period so prior to July 1 2022 Entertainment furnishings or personal properties, or any costs that are not directly related to providing se

rvices to Elk Grove residents. There's a lot of flexible in the costs that the city can cover under the different grants, but we do require documentation for all of it. And this is probably the least fun part of my job is working to make sure is going back and forth as grantees to make sure that we have all of the documentation needed to process reimbursements. So, all costs need to be clearly related to the activity that the city funds and acceptable documentation can include payroll summaries

time sheets invoices receipts paid mileage logs, etc. So, when you're requesting funding and writing out your budget, think about the documentation that you have, or that you would be able to gather to document those expenses and help determine which budget categories you're requesting funding for so just keep it in mind as you're developing that if the activity does serve non Elk Grove residence we know a lot of our partners are served programs that might be county wide or in other areas. The o

rganization needs to have acceptable accounting methods to allocate or separate out those costs so we will look at the amount or the percentage basis for residents served and we need to be able to show that only that percentage of those program costs are being requested as reimbursement from this day. And then funding request an organization is not going to be providing increased service or helping additional people than previous year so if it's an existing program. We do ask that the funding re

quest explain why the organization's current funds are insufficient, you need to give us some sort of a picture and understanding of why for something that's been ongoing that you've already had in place by your current funding is insufficient to continue that. And again, if the proposed activity will serve non Elk Grove residents please calculate the percentage of time spent on the alcohol population, and request no more than the percentage for that in any one budget item. That's the US GDP gen

e ARPA. So now we're going to move on to events. Yeah, for ESG This is just some general information we have more detailed information further in our presentation when you get into actually applying. We have an eligible events list as well. This is also incomplete because I'm sure there's a lot of new things that have come on the horizon as far as events are concerned but these are the kind of types that we see on most of our applications, whether it's a concert or performance of some type in th

e community a festival or a fair, a parade, a sports tournaments are eligible to apply as long as it's open to the public and in Elk Grove around or a walker race like you will see running of the elk, or the gobble wobble or there's a lot of different runs that we support in the city that help out our local nonprofits run for hunger etc and those are really big fundraisers for nonprofits. If you're doing a lecture series a symposium, any kind of dinner. Reception a lunch breakfast you know we ha

ve a bounty on the boulevard we have a lot of things like that that we support so if there's an event that you're doing like that, you know, any kind of event that you're bringing to the city, we like to see, we like to see new things you know our council really wants to see visitation. So think about that when you're filling out your scope and telling us what kind of the benefit is and as we about before it could be in person, it could be virtual or it could be a combination of both. And we wan

t to talk about, like we talked at the top we do know that a coven 19 is put us all kind of in a pickle and we got that we're all pivoting right. We want to make sure that you know that we follow Sacramento County and state, any regulations around coven 19 so if the county comes down with a mandate that masks are required for indoor events, and if we are sponsoring your event we will require that you follow that county law. If the state comes down with the law that you can't have more than 5000

people in an outdoor event, then we're going to pass that along as well we will follow all of the local laws, regulations and any Federation's around coven 19 and we're doing the same with the city events so we'll share any information we get with you when things change and see how you might want to adapt your event. And you can just always be in touch. I'm in touch with a lot of our grantees and I'm here to help. If you need to change a date, a location or even need to cancel, we've cancelled m

any events over the last 18 months and that's okay and it does not hurt your chances of subsequent year of applying for grants we don't look down on you, we know how hard it is. If there are substantial changes after the preliminary awards have been determined, you know that could change your funding, use of facilities etc so we'll just, we don't hold it over for you and postpone it till the next year you know you use it during that year because we're, our budgets on a fiscal year, year to year

so it doesn't roll over into the next year unfortunately it's just that that event was cancelled so you can't move it over. And then the types of sponsorship requests again we talked about this a little bit at the top and we'll go around a little bit more further in the presentation direct funding in the form of cash facility usage, we have Old Town Plaza which just recently We have Old Town Plaza which just recently was re faced and reopen it is beautiful, in the heart of Old Town. That's a bea

utiful event space you can think about using district 56 has an indoor facility that seats up to 500 or 470 ish if you want to do a dinner or if you're doing a standing event it can hold more. We have the outdoor facility which is the Avenue of the arts and there's also a veteran's lawn out there. And then we also have the aquatic center that's for local swim teams only looking to do a swim meet or have an event open to the public that is like a swim clinic. And then the in kind as we talked bef

ore Police Department service that's traffic management and overall event safety road closures waste management, and we offer marketing and promotion on our city platforms. Great. So next is the fun part of the application process and for those of you who are returning up against. It looks different. We as a city had go out on a regular basis or every so many years have to put all of our procurement out to bed. And so we did that process this past December and selected a new grants management so

ftware system. So it's an online system, and we're gonna we're rolling we're learning about it as, as we go through this process. So, it is called web grants it's an online application, all applications must be completed and submitted via this process. This website. So paper applications will not be accepted. Applicants must create a web grants account in order to apply. So all individuals who will need access to your application your organization's application should register for an account. Ea

ch registration is approved by city staff so I go in and approve every time you register, I get an email notice that says that we have a new application or new registration, that we need to approve. So, um, it could take a couple of up to a couple of days depending on when you do it if you submit a request over the weekend, and I don't necessarily see it over the weekend. It could take a couple days generally I get to it within a couple hours when I'm on the computer, and I've been checking in,

over the weekends to to make sure that they get it but if you don't get that acceptance right away just know that that is, that is why so please do not wait to the last minute to apply because you do have to register first and get approved before you can apply. And then if you, this is a fun part and exciting part about this new system if you're a grant writer or a volunteer and you're working with more than one organization. We can link your personal account to more than one registration, or mo

re than one organization so you only have to have one login for you, and then you can select which organization you are submitting an application on behalf of. And as we are new mentioned, you can submit multiple applications for different projects in the system, all under the same registration. So this is just a quick screenshot of what it looks like when you're going to go to the website. If you are new you're going to click Register Click here to register if you're returning, you will enter i

n your user ID and password information. And if you just want to go and look at the current funding opportunities and kind of read the details but you can't actually see the application, then you'll click on that view current funding opportunities. A couple of things these announcements, they may it may not always look like this they may change or add items to it. If you're a first time user there are steps and instructions there, if you look right here I have created a step by step instruction

guide on how to register. So walks you through the whole process and use their screenshots. So I encourage you to look at that, especially if you want to see what information you need to register prior to registering prior to the month. Click here to register button. And then, if you are again if you're talking about, if you're working with multiple organizations, please do not register more than once. Once you have an active registration and you've been accepted and you have your login and your

password, then just email me that this link is email link goes to my email but you can email me and I will connect additional organizations to you so you just just have to reach out to me and I can do that within the system from our side. And then, one of the other great things, is I created a step by step instructions on how to submit an application, I highly encourage you to read through this and to look through a lot of different tips and tricks on the application process screenshots, to hel

p walk through it again this is a new system for all of us. So we're learning as we go. And I'm hopeful that this helps walk you through the process. If you have any questions as you're going through it depending on which application if it's the CSU CPG ARPA one, reach out to me and I'm happy to assist you and if it's the event sponsorship, reach out to God. and she can help guide you through some of that. We do have a pretty awesome view on the, on our end of the system that we can go in and lo

ok at your application as you're creating it and we can kind of help walk through and troubleshoot some of those which we did not have in a previous system so hopefully we can offer some good technical systems. if you have any questions. So I did talk a little bit about the registration, this the registration registers personal contact information as well as the organization's information so if you are the first person registering an organization. You should try to enter as much information as p

ossible. This information is then it's important because it's going to be tied to every single person who registers for that organization, and then when more people register under that organization. They just put the basic information and then I will merge all of the accounts under one organization. If you don't have something that is asked for you can add it later under my profile. Once you're all set up so don't fret, if there's something that you don't have at your fingertips when you go to r

egister, you can add it later and if it's something that we need. Then we will send you a notice, within the system saying that you have some information that you need to submit still. If your organization, again, is already registered you only need to complete the red required fields so that I can connect you to the correct organization, all applications, applicants requesting CBD or IRA funds must also have a DUNS number, which is Dun and Bradstreet Ah, I always say that wrong. And it verifies

the existence of business entity globally. So there's links within the application and within the system of how to get one if you don't have them but that is something that we will ask upon registration. And the other thing that we'll talk about later a little bit but we do ask for some attachments. At registration for the organization. We ask for your Articles of Incorporation a list of board of directors and some other your IRS certification letter. This is fun because it attaches it to the o

rganization so then when you submit an application you do not have to resubmit that information for each application so for those organizations that are submitting multiple applications. This is already tied to your account, and it's already in there. One time, so it's helpful at the if you're applying next year and some of the information may have changed like a board of directors list we will ask for an updated copy Ben, but it's really great to be able to include that in there. So the next is

on the application and when you're going into apply so this is what it looks like once you log in, you have your this is where your username would be, and you're in your organization information. There's your dashboard and this will come into play if you're awarded funding and receive a grant. And then there's this link that says funding opportunities or this toggle here, and you're going to then go over to the currently posted funding opportunities, and you'll see the two different posted oppo

rtunities so the Community Development Block Grant CSG and ARPA one, and then the event sponsorship grants so you want to make sure that you're selecting the correct funding type for what you want to apply for. And once you select that you can look at the opportunity details and descriptions who's really talks about the eligibility of the organization kind of some of the grant requirements. and the funding information. And then you'll determine if it's if it is the correct funding source for wha

t you want and if it's not you just back out into the funding sources and you go to the other one to make sure that that's what you want. I think the question was asked if we can apply for more than one event in each year. The answer is yes you can apply for as many events as you want. They just don't have to be individual applications, I was in the middle of typing beat me to it. Sorry I found my question and answers and I opened it and so it's right there so I said. So, The. The next out when

you're registering, or when you're going to submit your or start an application, you have the option of adding additional applicants or users. So if you have, you know, several other people who have already registered accounts, and you want to connect them to your application, you can do that at the time that you start your application, or you can always add them in later. Once they register their account but this is a way for multiple people to be go going in and working on your application tog

ether. There is an audit log in the system. So, each person is logged in as themselves, and it will show that whoever was the last person to edit something so it's not that you all go in and it's just anyone has a chance to do something there's an auto login issue was who was in there and what they were. What they were working on, and only authorized applicants to see your application. That is add them later under the general information page. All application components or forms. They're kind of

interchangeable terms and required questions are required, and required attachments have to be submitted and completed before you can submit again that step by step how to apply document that is on the main page gives you screenshots and gives you so much information in terms of how you complete a form and how you make sure and check it off and then if you are saving it and something looks to be missing. It walks through all of those things so I highly encourage you to walk through that documen

t. Before you start an application to get an idea of what the steps are prior to submitting your application you can edit as often as you like, up to the deadline. If you do not submit before the deadline, it will not automatically submit it for you so you need to make sure that you do complete everything and submit it. But you have the ability to go in, anytime day or night, it's an online system and edit your application. And you can submit more than one application for each funding opportunit

y. Next is something that is different from our old system the application does not save automatically when you're clicking between questions so it's a little inconvenient. But there are saved form tabs ever a green buttons that say save form or tells you where to save and how to save again walking through that step by step instructions really points those out and shows you where that is, but just know that if you close web browser without saving, then it's not the information it's not going to

be there. If you use your backspace in your web browser without using the web grants menu Backspace, then it likely will not save your information. If you use the menu within the web grants, it will pop up a box that says you're about to leave without saving something, do you want to do that so making sure that you're using the menu within web. Again that's highlighted in the step by step instruction guides blue text, almost always indicates a clickable link. Either it's within the system within

the web grant system, or to an external source. And so, if there's generally more information at that link, red fields are shown at required fields are shown in red text with the red Asterix. And if you try to save something without having that red required information in there. It'll flag it. And so you can't save it, or if you try to save a form and nothing happens and this day is still says they form and it just looks like the same old screen and nothing changed. It didn't go back to the men

u, then you're likely missing text in a required field. And unfortunately, it doesn't pop up and tell you exactly where that is. So you just want to scroll up and down the form and look for any read texts that identifying saying this field is required. We tried to keep each form, relatively short and break them up into multiple forms so that you didn't have to scroll too much and look for that but if it looks nothing happens when you went to save, then that's likely the issues so just look for t

hat red text that said this field is required before. Navigating away from that. A couple of tips on entering text only plain text is allowed so fancy formatting does not show up. If you want to separate paragraphs with a blank line that will help break up the text and the information, please be aware of the maximum character counts for each text box. It will show you if you're typing directly into the text box, it'll show you as the amounts change the numbers reduced. But this is especially imp

ortant when you're cutting and pasting from an outside document. When you're cutting and pasting from where there's a little box that you can click in cut and paste so it fixes your formatting but if you couldn't pay something into a text box, it's not going to warn you that you're over character limits, is just going It's just going to stop copying the text at that character limit, and it won't pop up right at the bottom of the box it won't show anything it's just going to cut off your texts. S

o it's really important to proofread. When you're after you cut and paste and that has all of the information that you intend to have in it. We tried to make the text box for certain categories that we knew would have a lot of information we tried to make them larger like 3000 characters so it's a pretty substantial amount of space for you to put in there. But just know that you should check before submitting or before marking is complete, because it will warn you. And the thing is if you're cut

ting and pasting man I'll spare special characters will show up and they may change so especially if you just cut and paste into the text box versus using them. Little ability to. There's a box that says, cutting and pasting from word that you can use. So sometimes apostrophes show up as question marks. And I've seen that in a couple of people who have cut and paste it their mission into the registrations, so just know again proofread and go back and make those corrections if you're cutting and

pasting before you submit the attachments. There are attachment requirements for each application type, again we have some of that general attachments that are with your organization when you register, which will carry forward. So the, those are helpful, but each different application has a list of required documents and you must upload a document for every required documents. So the ones that are indicated and read, or you will not be able to submit. If your organization does not have a certain

document or your have a question about a specific document, please contact myself or God depending on the program, and let us talk you through it, because again, you cannot submit an application without something in that space so we will walk you through what you need to do if you do not have a specific type of document requesting. We do ask that you check the document requirements, early. And one of the first things that you do when you go into your application or an application, because some

of the items may take a little while for you to put together and again you have to have it uploaded before you can submit so making sure that you have time to gather those documents, the Secretary of State Certificate of status. This is always a tricky one. It's the, the link is there it's also listed in our website, and we're going to talk about this and grant to be registered in good standing was Secretary of State, as well as the right Charitable Trust, if required by law. And so you'll go to

this website and you can either the interpretive status, which I think it takes it a little bit of time, and may not be free, or you can just do a print screen of the screen showing that the organization is active and in good standing and do a print to PDF, and then upload that as your attachment. And then we do have an option for adding supporting materials, they're not required but if there's anything else that you would like to add to your application that you would like the city to have wit

h that application. After you submit your application. Web grants will send you an email confirming your session. One submit you applications cannot be edited so please make sure that you proofread and done everything, prior to submitting, we do not have the option of reopening gate and kind of edit once we're in the review process, but we don't have an option to send it back to you for you to to work on it as prior to submission. So just know that. And then as I mentioned book grants closes vac

ation. Do you mind. So please don't wait to the very last minute to be in there. We are staff is available to assist in to answer questions, the day of the deadline, and we are around, but we are not around. 11:59pm technical assistance, I meant to the step by step guides that I've created, they're both available on the main page of the web grants, when you go to that link, and they are also available on our city grants page at the very. As we get through the system a little bit more and are man

aging grants and awards and getting through the review process and things like that. I'm sure I will create more step by step guides for each kind of process, but right now it's the register and how to apply guides. how to apply guides. There is an online help, and an ask a question button at the top of the page in web grants, the online help offers some guidance in terms of navigating that question will emit a question to program staff, through the web grant system so you are more than welcome

to use that. But you can also just email or call us directly. And we can answer it in through email or outside of the system but if you want to keep a record of it with your application then ask a question, process is fine, it will just respond and it'll come back to you through web brands. And then the city staff contacts for the programs are listed below it's myself first CD VGCSG and ARPA and then for the event sponsorship, Jody Marino, and then carry Monte also works with her on that project

was a lot about web grants. It is a really cool system or excited about it. And again, we're learning along with you so we have patience and understanding if it's a little, you know takes a little bit to get used to, but we think it's a great system for navigating in helping get all the information again if you have questions as you're going through it please reach out to us, and we can help you with that. So I'm going to take a quick break of talking and do one more poll. And this is gonna ask

you your population served. So, if you are a, it only gives me 10 options. So if you are a resident or community member, you can just give me during this question. But for those of you that are working with the organization, you could please identify the population search by your organization's programs and you can select more than one. by another 10 more seconds. And you can see the site but it's super fun to see the numbers jump because it tells you how many people answered and what percentag

e and it's kind of fun to watch. All right. So we have about 83% of people responded, and it's a good mix of better served. Great. Thanks for that. Give me a nice little break of talking for a minute. Next, I'm going to go into some of the CSGCDVG and ARPA application questions and just walk you through a little bit of the information that we're asking. In the grant application. And, again, there are different application components or forms that you're going to click through in the system that

step by step guide has screenshots and shows you what this looks like. So I encourage you to take a look at that. For the cd BGCSG and ARP application. It's your general information project overview organization information. The CDB gr eligibility budget attachments and then your registrations and certifications. So for the general information, and then make a slide for it's basically your application title and some basic information in terms of that so it's pretty self explanatory. This is wher

e you also are adding your additional applicants, or users, if you have other people in the system that you want to access the application for project overview. We asked for a project description and narrative. So describing the specifics of the activity the who, what, when, where, and then, indicating how you plan on sending the funding, if awarded. Um, it's really your opportunity to give us kind of the meat of what it is that you're looking to do. And then we also asked him project beneficiar

y questions so we asked place of residence. We're asking them which which county and they're in. We're asking you to estimate your numbers for July one through June 30 use your best estimates on prior based on previous years, or if it's a new program want you to estimate as best want you to include only people who are receiving service so not all people who could use the service if desired. But those who will actually be using the service so I think in a lot of times we receive applications that

say, well all about growth could use it and so we get a population for the entire city when your actual proposed program isn't going to serve the entire city, it'll serve a portion of this so making sure that you're accurate in those, and being realistic because these goals are ultimately going to go into a grant agreement if you're awarded. And so there are things that we're going to hold you accountable to. And then we're also asking the participant income level. So looking at if they're low

income or non low income, and we're asking make sure that the numbers for your total numbers in the income level is the same as the total number of residents, those those are typically areas where the numbers are different, of who's being served and so we typically have to go back to grantees asking them to clarify that question. Next is looking at organization information so this is really talking about your organization is itself and the capacity that you have to be able to implement this prog

ram so looking at what other grant funding you have applied for in the past two years, providing us some information on that. You know this is important because in the past Council has indicated that grantee should be actively looking to reduce their reliance on city funding so they want to see that you're not just looking for a city funding what you're looking for other funding sources as well as an organization. We do ask about federal assistance receive related to coordinate teen we provide s

ome of those examples paycheck Protection Program. If you receive CDB GCV funds are Cures Act funding we would like to know that and they use this for those. We also have a question on partial funding oftentimes the grant or applicants are not awarded the full amount that they're requesting. And so we need to know if you're awarded an amount that is less than what you're requesting how does that impact the implementation of your program, how would that change. What did reduce the number serve wh

at it reduced the amount the duration or the amount of times you're able to offer that service during a week or whatever the time period is so please make sure that you're explaining that you also have the option of saying that you're not interested in receiving partial funding so you would like the full funding, or you would not like to have a partial funding. We also are asking organizational assets so looking at the total assets that you have which can often be found in annual audit. How much

of that is liquid assets so including cash or assets that could be easily converted to cash such as stocks. Real Property material supplies are not considered liquid assets so making sure that you're clear on that. And then if any of those assets are restricted, making sure that you're identifying that in the application for CDBGNLR by eligibility, as I mentioned, these have some additional reporting requirements and eligibility standards so we have additional questions we're asking on this for

m. We do ask the fund type that you're requesting and you can Select all that apply. And then the remaining questions on the form will tell you if you're not applying for CPG you can list it as not applicable or if you're not applying for our bonus it is not applicable so there's the CPG proposed goal. So really, kind of that broad scope general statement of what that activity or programs purposes, and what your end result is going to be after implementing the activity. The proposed objectives.

Talking specific results achieved within the time frame so that July 1 to June 30. Some of those, you know SMART goals. Specific, Measurable action oriented realistic and time bound, what are some of your goals and objectives for this project. And then your proposed outcomes performance measures, and how do you know when you've succeeded in implementing the program, what are those measurement and evaluation tools that you're going to be using. And what are some of the short or long term benefits

for the proposed activity. We also have coven 19 objective questions in there. And pandemic recovery revitalization questions to talk really about how, if you're looking for our buck funding. What is the need identified need or impact that your program is proposed to address, and those type of information so the next slide. I'm not really going to go over and preventing it here's just an example talking about you know how to do a goal objective and an outcome and gives you some kind of clear me

asurable items that you want to put in your, in your application for the budget. There's a budget summary we have common categories of expenditures that are pre filled in. These are same for everybody else and it's really to help us build our template and our system in the budget so that when we do a word funds that were able to reimburse, and within the system. There are some other categories that can be used for planned expenditures that do not fit the provided so if you're seeing something th

at doesn't really fit into the category that we have. We do have some other categories that you can use, and then just make sure you're identifying what that what you put in other category. There's a area for personnel expenses, we would like you to show all relevant personnel who will be working in some fashion on the proposed project, even if they're not being funded with the funds that you're requesting. And so even if it's not so the funding. We would like to know the staff that are working

on that project or that will be anticipated. And what percentage of ft, and their permission so there's a barn that really that you're just going to add row for each staff person that would dedicate time to that project. And then there's a section for a budget narrative, and for each category of thing that you're requesting funding under for city, we're asking you to provide a description of what his anticipated expenses are, and then include how those funds will be spent so program supplies so

you're asking for $500 and program supplies detail out what programs supplies entails is that you're asking for paper and, you know, pens or if you're asking for. Your Food Service Program. Are you asking for food products to be able to provide that. So making sure that you have those items, the budget summary also has an area that has the categories of the city funding requested, and then any matched funds that you have an in kind services fun so we're really looking to get a big picture of how

much the proposed activities going to cost in general as a whole. And then, what percentage and what about you're requesting funding from the city. We strongly recommend applications requesting more than 5000 include a more detailed budget as a supporting documentation so under the attachments side is where you can put that under supporting documents, so having more of a stronger application. So for personal expenses, one of the questions was, including volunteer hours. You can put that under i

n kind in the budget summary. If you do have a dedicated volunteers volunteer position that you know will be working towards this, and again this is for the CDB GCSG and ARPA for the program side, you can list a volunteer position under personnel expenses, you would just list zero as their salary totals that you would list what percentage of ft are using them, but just not putting any funding allocated towards that. But I would only do that if a dedicated volunteer position that you know you're

using if it's more. You have random volunteers who helped with little bits and pieces, and I wouldn't necessarily include them under personnel. All right. Um. Nope, I didn't. Um so application review criteria so we will be looking through actions for project feasibility budget reasonableness agency capacity, the impact on the priority needs new or increased service, whether your organization is offering something new or increased leveraged funds that you bring or the organization brings to the p

roject and self plans for the new or impact on partner needs. You know, I, I'm not sure if I mentioned this before we do for the CBD program we do a five year Consolidated Plan, and we do an A no action plan, those documents are on our website, get to them through that grants link, and it really shows what the community and the city has determined are the priority areas of focus for the next two years and who it is. But for a five year planning period, And so that will give you some ideas in ter

ms of what those priority needs are in those areas, and at the end I'm going to talk to you about a survey that we're doing where we collect that on an annual basis to kind of keep an idea of what the needs of the community are the application review Part process is once your applications are submitted and then after the deadline. We will go through them and review them for eligibility and completeness. And we do send questions follow up questions to most applicants, you will receive those. As s

oon as we can get through the applications of time between February 17 Of March 5. They will be sent through the web grant system. I do not have a step by step guide for that yet because I'm still learning that process but once I do we will send that out communicate that with you, how to find those questions and how to respond to those questions and answer those. It'll obviously the for you get those questions. But I will give you guidance on. And then we do ask that you respond to all questions

, so that we can fairly evaluate your application. We do have the opportunity as I mentioned at this time to go in and call negotiate but go through and ask for clarification on anything so if for some reason your numbers didn't add up have number served under place of residence and income levels, then we can go back to ask you to provide clarification and update that through the application. And then here is a timeline of our anticipated timeline for our process we've released application we're

at today the public meeting. And then the deadline is again February 15, and then we go through the review period. We anticipate taking preliminary words to City Council on March 23, and then the CPG action plan will be a public review period between April and May, and final will be taken to city council back in May with a funding year beginning in joy. You get a break, you can have a sip of water here and you could go refill it, but yeah. And I just need to take a moment to say that, Alicia de

serves a lot of kudos, we learned a new system in a very short amount of time and she's leading the charge and has done a great job and like she said, watch. Go through her notes and her step by step because I had to go through it too when we were testing so she's done a great job of going through this new software and really being able to guide everyone. So you reach out to me with a question I'm probably going to reach out to her, but I'm learning alongside with her but she's a master at this.

Okay, let's do a general overview of ESG applications, as we've talked about before you have a little bit longer time to turn those in February 25, and late applications will not be accepted. So, we're talking about the components on our forms, it's not as detailed as Alicia grants, or is there a little bit more simple so you're probably after you feel her out and you get to the E F G you'll be like this is a breeze you'll have it down, you'll know what you're doing. So that's great. We asked f

or general information, information, an overview of your event. What kind of sponsorship you're requesting some details about your event and your audience what your budget is for the event. And we do ask for those same registrations and certifications. Secretary of State, registered charitable trusts. And then there are some attachments that are required and and some that aren't like we're going to require you know your budget and things like that but if you have an event flyer already done, we'

d love to see it. If you have a map, we'd love to see it but we know that some of those things are still in development. So, there are some that are required like Alicia said in red and then there's some that are under the overview tab, when you are in web grants, you're going to see that you need to let us know what kind of platform, it is in person virtual or combination. And then if you click in person, there's going to be another branching question that comes up that's going to ask you what

your plan is in case the public health orders change so I would make sure you have a contingency plan. It's not a fun thing to do to have two plans for every event that's kind of how we're operating in my job and at the city as well. We're planning, two different ways for all of our events in case some public health orders change so just something to keep in mind. It doesn't have to be completely set in stone but maybe you just have an idea that either we're going to cancel. If it's not allowed

or we're going to look to host it differently so just share that information with us, if anything changes, and then under the event description, we're wanting you to be really specific there and it's going to give you some information on the application but we take that paragraph that you right and we put that into your contract under the scope of work, where we described the event. So you know you're going to say oh we're going to have vendors, we're going to have food trucks. We're going to ha

ve live entertainment tickets are $40, etc. So if you put in the event description and you know just make sure that you give us a lot of meat there that we can use so we don't have to reach back out to you for that. I'm you're also going to be asked for the dates of your event and the location. We know some people don't have a date. We really hope you do have a date. If you don't put in the anticipated date and if that changes you reach out to me directly will work with you. Just know that, espe

cially for a facility use district 56 now that we're coming out of a coven world although we're kind of on hold, again, it's, it's booked for like two years, we do have weekends open, know that like Thursday nights are great Sundays are great too so have in mind that you might have an alternate date but just put in the one you have and then we will work with you and also for the hours of event, you'll put the hours of the actual event, but we also want to know your setup time and your tear down

time because we're built for those hours for any facility that you're using and will want to make sure that it is reserved for you during those hours as well. For the type of sponsorship, that you're going to be requesting. Like we said you can ask for a facility and I did mention this a little bit but Old Town Plaza is now open as a rentable event venue, along with the other things that we talked about district 56 indoor, outdoor, and the Aquatic Center, please know that your grant will cover t

he cost of the rental facilities, but it does not cover the other costs so if their security that's needed. If you want staffing on site, you know when you rent the plaza we do open the bathrooms are some things that come with it with it but there's not staff on site the whole time it's sort of like when you rent a park space when you're running that outdoor venue. So please know that there are other things that could be needed that will be a hard cost to you that are not covered in the grant th

e money for in kindness specifically just for the rental. Again, we will work with you on alternate dates if your first preference is not available. And then there is an other category on there and that's things like if you're asking for the mayor to come speak at your event, or you're going to be giving away goodie bag to everyone and you would like a city item included in the bag or you're looking for someone to MC. Those are not guaranteed things but that's something that we can always send o

ut to the council or to me I do all of the city goodies as well so just, that's kind of what other means or anything else that you want to tell us about the type of sponsorship you're requesting for the in kind services. They are only there for event safety and when we close roads to do traffic control. So if you're doing an alcohol event and you're wanting PD there a security. That's not something that they will, they're just there to make sure that your event is safe We also don't have any equ

ipment available for grantees to rent we don't have tables and chairs and things like that. Parks and Rec typically had a lot of that kind of thing so grantees had assumed that the city does as well and even on on on my events I think I have eight tables and like 20 chairs so I'm also having to rent those for events so please keep that in mind. And if you do switch to a virtual event, we are unable to provide any kind of technical support or set up a zoom for you or things like that. When we mov

e into the details tab. There is a question about road closures so if you're doing a parade or run, or you want to do an event on a street and you want to close the road there's going to be some additional requirements. You'll have to finally street use permit. And then that triggers a meeting with myself and public works and police to make sure that we can confirm all of your logistics, and then permits are an additional cost and that's also not covered by the grant will close the street and wi

ll pay for all the officers in the barricades to be there but you'll have to pay for the actual permit, which, which isn't very much for nonprofit. And then some of the other details were asking about food and drink so if you're having food trucks or especially if you're having tempted food vendors that kind of triggers another thing where you know CSD fire could get involved because anyone cooking under a tent has to have specific setup, or if you have a generator, with a tented vendor the gene

rator has to be a certain amount of feet behind their tents so there are some rules with CSD fire that we partner with on them. So just know that and just know if you have a lot of food vendors that you could be required also to have a health permit, but Sacramento County Department. Now if your nonprofit, they waive that fee, they just want you to fill out the paperwork and it's very easy, we do it for all of our events we have to pay. It's a hefty fine for us but for a nonprofit, they do waive

fees on their health permit you just need to have one and that protects you in case anyone gets sick, things like that. And I would tell you from personal experience we also collect all of the permits, on behalf of our food vendors to have them on file you want to make sure they're permitted as well. When you are serving alcohol, you need an ABC permit and that has to be signed off by the city. If you're having a nonprofit do the poor. Typically I think the fee for that is only $50 where if you

're not a nonprofit the fees can get up into the hundreds. You also have to have alcohol liability on your insurance if your event does include alcohol. For our timeline. We have sort of a similar one but like Alicia said we have a little bit longer period, ours will close on February 25 and then we do an internal review with staff with outside entities with CSD fire with CSD with our Arts Commission, we have a lot of people that that look over all of these applications. I don't have a review cr

iteria slide like Alicia does but I think you saw that at the beginning and you'll see it when you apply that you know the event needs to take place in Elk Grove it needs to be open to all, whether it's free or you have to purchase a ticket. It can't be like a private event. We like to see how many out of town people that you think you're going to get to your event as one of the council's goals is to drive visitation so that's kind of nice. We want to make sure that logistically it works for you

. So we'll do all those things and we'll follow up with you if we have questions as well. We permit well and we present to the city council on April 27, they approve the budget, and then the funding year begins on July, 1, and that is kind of an overview of the event sponsorship grant program, and some of the questions that you might see on the application that you might need to have a little bit further, you know instruction or meet to it for us. Thank you. Sorry I was answering a question that

couldn't get back to my slide, turn on my video. Okay, so the next is we're going to just go through some ground policies some basic grant policies that go across all of our programs. Again agreements for this funding these fundings will be July 1 through June, 30, which is the city's fiscal year. awarded applicants will receive one or more grant agreements, based on the funding source, and based on which applications were awarded for the CSGCDG in ARPA. If you're awarded more than one funding

source for one program activity type. So one application but you applied for multiple funding sources and you're awarded more than one funding source, you're going to get more than one grant agreement because the grant agreements are specific to the funding source and the requirements based on that funding source agreements are sent electronically through DocuSign we've been doing this process for a few years now and so it seems to work really well, and we get agreement signed and executed and m

uch quicker than the old fashioned way. So that's really great. And we send out an email notification to you. In addition to the DocuSign saying hey we just sent you this. And it goes to the Signing Authority, we can copy of their staff on it if needed. But you get that and are able to see it. We do encourage in the email as always read carefully before signing, don't just automatically. Like the spine button and get your agreement going through the process, because it does happen quickly, and t

hey do get signed quickly and go through our process and our system and we have three different signatures that it gets through but man, our city attorney's office or clerk in our city manager they get through those quickly so if you see something that you want an edit or change or you don't agree with something, do not assign it contact staff, and let us know. Because after it's executed so if everybody signs it is considered executed and most edits require a formal Amendment, which is more of

a tedious process and time consuming it doesn't take too long but it is a whole nother process and going through the signature process and creating a formal amendment so read before signing up insurance for coverage is required of all grantees, the types and amounts will vary based on the activity or the event. They are outlined in the grant agreements, and we send that to you, and you will get a copy of that that you can then for it onto your insurance agent and make sure that they submit. We h

ave a separate the city uses a insurance requirements tracking system and it's called IDs is the current vendor to manage that process so if you're an existing grantee your informations already in there. If you're new, you'll get information on how to submit the information to IPS. The city will not sign the agreement until insurance requirements are met, so you have to make sure that you submit your documentation prior to us executing your agreement file retention for CSGCTBG and ARPA all grant

related files must be retained or maintained for five years after the close of the grant period. So making sure that you're documenting that effort met sponsorship, it's two years after the close of the grant period. So making sure that you're aware of what your grant period is on your application or on your agreement. We've mentioned this before. And if you're returning grantee you're well aware of this but all grantees must be in good standing with both the California Secretary of State and t

he California attorney registry of charitable trusts, if required by law to be registered. You must be in good standing at time of application, you must be current and in good standing at time of any payment requests so for programs if you're requesting quarterly payment requests. We're checking that status on both of those prior to submitting you're releasing your reimbursement so just knowing that this gets checked multiple times. My city staff. Throughout the process, we document it with your

application and then we check it again on a regular basis so if you're out of compliance. Then, we will notify you that we've noticed you're out of compliance and that you need to get back in but you really should be keeping an eye on this. A lot of times, it's pending documentation. That's not the problem. It's just when you become out of compliance when you're not when you haven't submitted the documentation meeting for these, the links are on this slide there also in the web grant system So

making sure that throughout the grant terms that you guys are up to date on those communications and city logo. If you great to shall include the city's name and logo and all materials identifying any person or entity as being a sponsor. So if you're identifying anyone else as a sponsor, then you should be doing similar practices for the city. We do need to approve it, prior to you putting the city logo and name on it so if you're doing a flyer, or some sort of, or if you put on your website if

you can send us a screenshot or send us copy of the flyer say hey this is what we do. It will go through our PR team and they'll look at it and make sure that it's something that the city wants to put their logo on, and they will tell us the right file size the right, they'll send us the right logo because the city does have several different logo types. And so they'll look at it based on the other logos you use, and they will send us or send you the right one and say here use this one. So we do

have all of that. We also have we have a black logo a white logo and a full color logo so you request what you want from us and we'll send it over we have high res JPEG every version you could possibly want, we ask that you don't stretch the logo, don't put the logo in a box. Just don't manipulate the logo in any way shape or form and that's our preference especially don't put logo in a box right don't put baby in the corner don't put our logo in a box, please. And instances where the grantee i

s receiving funding related to the arts. So, if it's an event relating to the arts, or if it's a program or activity relating to the arts. Then you also need to display the logo for the Elk Grove Arts Commission, and again that's something just send us and say hey, this is what we're going to use logos on and we will make sure that you have the correct logos on that, and the grantee permission or the permission for putting logos on generally super quick. I think I've sent a couple usually my ema

ils are responded to in that day and letting me know which logo and that I can send to the grantees so it's a quick process just make sure that you send it to us. Um, payments for any awarded grantees payments will be submitted in the web grant system. Again, this will be the first year the July one through June 22 July 120 22 will be starting where we're managing our entire grant through the web grant system so if you're a current grantee, and you're already receiving funding, all of your stuff

is going to stay in the old system, we're going to continue to close those out through zoom grants and through the old system, and it'll just be new programs starting July 120 2022. That will be processed through grants and again will educate you and provide you step by step instructions how to do all of this. But you will be submitting your information in there for CSE bbg and Barbara, we are reimbursement only grants. So you have to have adequate backup documentation that we talked about earl

ier, to be able to request reimbursements for the expenses that you had based on the approved budget in your agreement event sponsorships is may be requested and advanced you want to jump in, sorry. Yeah, no, that's fine yeah you can request an advanced used to be 60 days out and with Kobe and everything that was It used to be 60 days out and with Kobe and everything that was happening we changed it to 30 days out this past grant season. Just because it, we find ourselves in a complicated situat

ion if we give out grant funds and then they're spent and then the event gets canceled So, but we'll work with you you know 30 days prior is fine, typically most people are just invoicing us following their event but Carrie and I both handle payments and so we're here to work with you on any of that. And all require documentation, whether it's reports or event summary forums permits anything that is required for your grant agreement has to be submitted and approved prior to Payment Request being

paid. So knowing that and just as grantees. Those of you that are currently funded know this, and those of you who, you know, maybe a funded future. There's usually, especially at the beginning a lot of back and forth with me in terms of making sure we have the correct documentation and it's completely normal. And it's just what we do and it's our job. So please don't take it personally. But we do go back and forth and making sure that we have all their fire documents and this is for audit purp

oses for our funding sources especially our federal funding sources, there are some very strict requirements in terms of the documentation that we have. So again, we're going to say it again organizations has to be current and in good standing with rescue charitable trusts and Secretary of State, and then failure to comply with terms and conditions of the agreement, including but not limited to comply with applicable public health restrictions, like Jody mentioned before, may result the city red

ucing or terminating funding so making sure that you're well aware of your current agreement, and the information that's in there. And this sounds all you know formal and just knowing we as city staff we're here to help you and to walk through this process and to help guide you through especially for new grantees, understanding their agreements. We typically go through them individually with you so we are here to help make it not so formal and not so sounding restrictive required a party. Again,

these will be submitted in the web grant system. So, again, you can have multiple people tied to your funding opportunity or application, and they can go in and help submit those pieces of those reports. CDBGCSG and ARPA there's either quarterly in our media reports to show person served, and for CDB G, again you need to collect information on demographic characteristics and income. And if you have questions about that prior to applying please reach out to me and I can give you more information

. We also asked for annual report from everyone describing the person served and the accomplishments, based on the goals and activities outlined in your grant agreement. And then there's financial reporting, and the type depends on the amount of grant that you've received, or the events we have a little less formal reports that you need to fill out we do have a post event summary report and that includes a financial summary so you'll let us know you know how much sponsorship dollars you got what

you spent your money on and then from the post event report we also have some attendance numbers in there that we asked for. And those are really important for us we do quarterly performance measures that go to the council, none of the events are single doubt they're all lumped together we have to say how many event days, how much money we gave and then the percentage of out of town, visitors and the Elk Grove residents so I know that's hard always so it's an approximate number we don't expect

you to be asking every single person that comes to the event where are you from, but if you happen to have that information if they pre signed up if there was a ticket, you know, and you have website. I mean, zip codes and you're able to determine who's out of town and who's not that's very helpful. But approximate numbers are just fine we're just looking for an approximate out of town visitation versus Elk Grove residents served technical assistance and monitoring and we are available to help c

ommunities throughout the year. We get to know many of our grantees very well, especially those that have been around for a while, and most some most have been around before even longer than me. And so we provide onsite assistance for reporting and invoicing I've definitely. Now it could be more via web or via zoom, we have the capabilities to join, to be able to walk you through reporting and walk you through especially your first invoicing if you have questions or payment request. And if you h

ave any modifications to your scope of work or budget, or your events, those are things that you want to communicate with us and we will review and discuss those with you about how those changes can be made or what's approved, and whether it requires a formal amendment or if it's something that we can get administrative Lee approved, as well as help navigating but grants. Again, we're learning the system with you so we are here to help answer questions and guide you through that process, and all

grants are subject to a financial and program audit by city staff for CSGCDBG and ARPA we can periodically complete monitoring visits, whether that's a desk audit or for you ever coming back out in person, where we look at financial and program information so just know you are to maintain your records, and we do have the ability to come out and monitor and audit the program. Pool so that was a lot, and we're going to go into some questions before we do, just in case people decided to jump off w

hich I encourage you to stick around through the questions we got through that pretty quickly ish for the time that we had set aside. We are going to again have the copy of the PowerPoint slides and the recording available on our website at Elk Grove City that org, forward slash grants. And we also afterwards if you're jumping off you should get a link to a survey that we would like you to respond to it's a community needs survey and it really gives us guidance and information for community prog

rams so the CD big funding and CHG and funding of what a community needs are. It helps us identify those since you guys are the ones out there working with our residents and who kind of boots on the ground know what's going on, gives us input in that so it is probably about a 15 minute survey. So, no, it will pop up you also will likely receive an email, the link is going to be in these in this document that we will post so please. Over the next couple days, please take some time to go in and do

that and answer that. But at this point, We're going to open it up to some questions. Looks like we've answered everything that was in the q amp a so you'll need to raise your hand or put another question in there if you have one and we can answer that for you. Yep. If you want to just type in a question you're welcome to do that if you would like to raise your hand and ask we can unmute you. Or we did such a fabulous job we answered every question possible with this beautiful presentation that

Alicia put to you know if you're raising him. All right, let's see if I can figure out how to do this. Okay, so Oh, look, we're in some questions okay so I am going to Gina, I have allowed you to talk so you can unmute yourself and ask your question. Lisa, I had spoken with you. I'm kind of about this question. Last week and want to get some clarification on the. When we need one or two applications. So we're looking at expanding and already a program that's already ongoing, along with relocati

ng, and then also adding to the program so. Would that be two separate applications. I'm. It depends. I think we need to, I do have a note to get back with you so let's talk individually so we can get a little bit more details, because if you're just adding to an existing program it might be the same, but if it depends on the services you're providing and okay yes okay so will be different. It will be different services I guess so. Yes, then we can connect separately, that would be great. Okay.

Yep, I will mark a note. Thank you. No problem. Okay. Pat bill. you can unmute yourself. Hi, I just have a quick question about which logo, because we send it out to like 3000 people on our newsletter which logo Are you describing when you want us to say we always use that as your have several which do you wish to use. We have, we have two main logos, we have a logo that has a tagline and a logo that does it so it depends on which whatever fits within your publication and if you're doing color y

ou can use the full color if you prefer to do black and white, you can use the black logo. We're pretty easy going on that as long as it's not a manipulated logo. We have not manipulated anything we don't do that here just for you. Thank you. We have to circle it has Cydia Velcro, California. Oh, that's the, that's like a council logo now we want to send you this one the tree logo. That's why I'm asking you that question. I will send that to you, Pat I sent you a newsletter going out tomorrow I

will send that to you after this meeting. Thank you kindly. Welcome. Great, great. Thanks for the hard work. Thanks. Okay, Susan Hernandez, you can unmute yourself. Okay, I'm unmuted but my dogs are talking. First of all, I want to tell you what a wonderful presentation both you and God did it was wonderful. very informative. And so my question is more about the certificates that are required for an event, like you said, Sacramento County Health, so I have to have that certificate. Do I have to

have security if I'm serving alcohol so what level of security Do I need. Do you have any idea that you can help me with that. Yeah, so once we see your application, and we see you know how many in attendance you have that will determine so PD usually gets involved once we know there's alcohol being served and they'll say, Oh, you know, they've got 50 people they could do one security guard but it all depends on and if you're requesting a facility like district 56 has an additional use policy th

at goes along with it and they have another application you would fill out. And then if you have alcohol being served inside district 56, you have to use their security they have a security company that they contract with So it all depends on your event once we see your scope and what you're doing, will work with you and we'll let you know that like about how many would need like if it's at the Plaza right and it's a beer focused event you have to have security at the railroad tracks, you have t

o have security. Yeah. So it all depends. Yeah, well, so do I contact the police department directly or do I do that through you, ya know, once we get your application and if you're approved at that point then we would know when we would reach out to you and go okay hey based on this event. you know we either need to meet with PDFs, if you're closing rose and doing a huge on that or if it's something very small will say okay here's what you need to do so will guide you through that. Okay. And wh

at about fire department or having an M. Yeah, so if it's a large event. We are now, and we just met with CST fire last week actually so this is good timing and we are actually going to have one of their chief on our internal reviewing panel for the grants so they are aware of everything that's happening and they will let us know when it's going to trigger a special event permit typically that's if you have large 10 so bigger than the 10 by 10s, or if you have food vendors that are cooking under

tents that's what get them to come out and do a visit if you will a site visit and make sure that your vendors are following fire code. But again, once we see your application and we know we have someone from fire and we have someone from PD on the review that will will know say okay we need to reach out to them and they need to be connected and we'll connect you. Well, I appreciate that. I don't think that would apply to us but oh good awesome I just can't wait for you to tell me. Yeah, no wil

l guide you through that and what's the health permit, that's typically if you have a lot of food vendors on site especially tented vendors if you had I think it is under three or less food trucks but don't quote me on have to look at the health code, you don't actually have to have a permit it's when you have a large event and you have a large lot of food vendors there that's when the permit is needed. Yeah, we're just doing a catered event so we're not even involved with that aspect of it and

nothing's cooked it's all brought in. Yeah. Yeah. Okay, well there. Yeah, as we see your application will be able to help guide you through that. Alright, thanks so much and I really appreciated the presentation again thank you. You're welcome. and Gabrielle, I have, you can unmute yourself. Hi, can you hear me. Yep. Okay. I just have to two quick questions I guess one. Of course, all the animals have a thought. No worries. It's part of the zoom, I don't think we have any other raised hands, if

there's any more questions feel free to raise your hand or put a type in a question in the chat box. The q amp a. Okay, I'm so sorry. zoom around here. Yeah, so the two questions I had were. This will be the first time our organization would be applying for any, any grants from the city. So, I guess, are there any limits. to back years or is it just every New Year's a new application cycle and we're eligible every year. Correct. As long as, whether it's through Alicia's grants or the event grant

as long as you know you're qualified and eligible, then you can apply every year we've had folks with us for years and years and years, think about things like Western festival or Dickens fair or things like that. The city has supported. Every year has become you know part of the fabric right. So, you're still eligible we you know we asked if you want to apply, apply and then it has to go through the review committee obviously every year we're getting more and more applications and, you know, t

he funding has to be spread out between all those applications so just bleep be considerate when you're asking for things like that, especially on the event side you saw we only have $80,000 in cash the bulk of our money is in the in kind. you know, ask for what you think you need you might not always get it, but we like to support as many as we can as long as they're eligible. And one of the things that I realized that I did not put in my slides but I believe it's in the grant application, talk

ing about the, the funding descriptions for the ARPA fund, this is one time funding so knowing that if you're applying or receive funding under the programming. It's not something that's going to be sustainable in terms of your program or activity that you're working on so just knowing that, and then as Judy said, you know, we have pretty competitive programs in terms of a set amount of funds and organizations that are interested in it so we do have programs that are funded multiple years. But l

ooking at you know what other funding sources are you attempting to get for these programs, just because there's a set amount of funding available at one point so just knowing that, but we do have organizations that apply every single year for the same program so Chris, no I appreciate it. And then the second question, I guess, deals with the in kind stuff. Does the Whack for community center of does that fall under your guys's per view for incoming availability or is that something separate kno

w that is through the CSD. Okay, yeah, ours is Old Town Plaza, and district 56, really, or if you're like wanting to close a road for a run, or something like that the city has the capability to do that but we do not control the CSS facilities, which would be whack bird Laguna Hall the pavilion, things like that you'd have to reach out to the CSD. Okay, no I appreciate it, that's all I have. Thank you. We do have someone from the CSD on our internal review panel as well. Okay. If you you know in

your application, you know you request a facility and then later in your notes if you wanted to say something like, if not, you know, we would love to be connected with the st there is someone from them on our review panel. Thank you. Appreciate it. All right. Any other questions. Gabriel might have another question is, I think I just haven't removed his. Okay, lowered his hand. I'm working on that. All right. Okay. Um, well, we will let you go. As a reminder, everything's going to be posted on

our website, um, that it's a pretty easy, forward slash landing page for you to get to. As soon as you close them you should get a pop up window for a community needs survey and you should also get an email, either later today or tomorrow with the link, but it'll also be on our website. And if you could please take time to help give us some input on what you see as an organization as the community's needs or as a resident of community member. So, that is that, and then we just want to thank you

again for attending. Here's our contact information should you need to reach out to us. Thank you so much for your time and for your interest. And for learning this new system with us we're pretty excited to get through some applications and see how it works so don't forget to register early so that you can have access to that. And I can improve your account. So, thanks, everyone, have a great rest of your day. Thanks everyone. Good luck.