Policy #1
Proposal Submission and Review

The criteria for the award of available funds are:

1. Whether the requesting organization legally exists and
2. If a nonprofit, is diverse and broad based
3. If for-profit, the number of employees (or planned employees) residing in the Empowerment Zone, and the diversity of their racial, economic and social conditions.

1. Whether the proposal will benefit residents (without regard to race) of the Southwest Georgia United Empowerment Zone, Inc., (including successors, the “EZ”);
2. Whether the program is sustainable;
3. Whether the program meets the needs of the Benchmark Activity; and
4. Whether the program coordinates with and does not unnecessarily duplicate programs funded by the Empowerment Zone or other community resources.

 

All proposals for funding must include the following information before submission to the EZ:

1. Identification of the Applicant
2. Proof of Legal Status
3. Key Personnel
4. Project Description (narrative)
5. Need within the community
6. List of collaborations with other entities
7. Dollar amount of request
8. Most recent organizational Balance Sheet and Income Statement (and if available, current audit report);
9. Complete proposal budget, by fiscal years and in total
10. Other sources and amounts of funds committed (including in-kind)
11. Other sources and amounts of funds applied for but not yet committed
12. Applicant's ability to sustain project beyond EZ funding

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Policy: Providers approved for funding under Program Policy #1 are required to meet with the Operations Manager and the Accountant to complete the process of obligating funds. It is the responsibility of the Provider to contact the Corporation’s offices to schedule an appointment.

Procedures: The Operations Manager and the Accountant assist Providers in completing any required forms, including any budget revisions. A Corporation staff member completes a draft of the contract and forwards this draft with budget and other required information to the Corporation’s attorney for review, modification, and approval.

The final contract will include the Provider’s grant proposal. The Corporation and the Provider will execute the contract. Following execution, the contract will be forwarded to USDA for approval. The contract is contingent on USDA approval for funding.

After USDA approval, the Provider (and fiscal agent) will be notified that funds may be expended by or on behalf of the Provider. The Corporation assumes no responsibility for funds expended by fiscal agents or Providers who have not followed the above procedures and without an approved, executed contract.

Reimbursement requests must be made on the reimbursement form provided by the Corporation and must contain documentation of funds expended by or on behalf of Providers, including, but not limited to, payroll records, payroll tax deposit records, and copies of receipts and invoices. All reimbursable items on receipts and invoices should be highlighted. Backup documentation must equal the exact dollar amount of the reimbursement request.

Note: The Corporation requires fifteen (15) days to process drawdown requests.

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Policy:

1. Federal regulations require that the Corporation grant funds benefit residents of the designated census tracts.
2. Each Provider must follow Program Policy #1 – Proposal Submission and Review. Providers must show how the expenditure of program funds will benefit residents of the designated census tracts.
3. The Board of Directors will determine whether or not expenditure of program funds adequately benefits census tract residents. The Board will apply the following guidelines to make this determination:

1. When the Provider or the facility (to be built, rehabilitated, and/or operated with program funds) is located in a designated census tract, the Board will presume that the service or facility benefits residents to an appropriate level. However, the Provider should maintain client documentation and have such documentation available for review during any monitoring and evaluation visit.
2. When the Provider or the facility is located outside a designated census tract, the Provider must demonstrate, through documentation, that primary benefit of Empowerment Zone program funds accrues to residents of designated census tracts, and that individuals from outside the designated census tracts benefit only as an ancillary outcome.

Procedures: The Corporation’s staff will monitor the expenditure of program funds and will report its findings to the Board of Directors. Reports will comment on resident benefit and will identify any instances where less than 75% of the Empowerment Zone funding appears to benefit Empowerment Zone residents.

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Policy: All complaints, regardless of their nature, will be given serious consideration, and complainants will be treated in a respectful, courteous manner. Providers who submit proposals for funding under Program Policy #1 and are denied funding by the Board have a right to appeal the decision of the Board.

Procedures:
Complaints: From time to time, citizens may express concern with the activities of the Corporation. These concerns will normally be referred to the Executive Director, who will respond on behalf of the Corporation. Allegations that the Executive Director has personally violated law or regulations or otherwise acted improperly will be referred to the attorney for the Corporation, who will determine disposition of the allegations.

In order to receive a formal response, complaints must be submitted in writing and signed by the complainant. The complaint must include the complainants name, mailing address, telephone number, and other appropriate contact information. The Executive Director is not required to act on anonymous complaints.

When the Executive Director receives a written complaint, said complaint will be forwarded to the Executive Committee of the Corporation and to the Corporation’s attorney. The Executive Committee will meet to discuss the complaint and instruct the Executive Director on any follow-up required with the complainant.

Appeals: Providers denied funding may submit a letter to the Executive Director requesting a review of the original proposal by the Board of Directors at a regularly scheduled meeting. The letter must include the reasons why the appeal is requested and any other information pertinent to the request for appeal. The Executive Director will forward the appeal to the President of the Board of Directors, who shall schedule an Executive Committee meeting on the appeal. The Executive Committee shall review the appeal and shall schedule the appeal to be heard at the next regularly scheduled Board of Director’s meeting of the Corporation.

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Policy #5

Policy: The Corporation will emphasize two-way communications, particularly those that will promote and recruit community involvement in Strategy and Benchmark planning, implementation, monitoring, evaluation, and amendment.

Procedures:
The Corporation will publish a weekly report, which will be provided to all Board members, local media representatives, and other individuals or organizations that request it. The report will publicize the programs and policies of the Corporation and contain corporate contact information.

The Corporation will continue to keep local media informed of activities relating to the Strategic Plan and to decisions made by the Board of Directors. Specific press releases will supplement the weekly report for this purpose. Champions and Providers will be encouraged and assisted in appearing in local media to increase the visibility of their strategies and programs.

The Corporation will hold at least two public meetings annually to update the community on progress made in Strategic areas and provide opportunity for public comments on corporate priorities and funding.  Public recommendations for revisions or amendments to benchmarks will be forwarded to the Board of Directors for review and possible action.

Each year at the Annual Membership Meeting of the Corporation, Champions will update the community on progress made in Strategic areas through presentations and/or written reports. The public will be allowed a question and answer period for all Champions.

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