Friday, October 09, 2015

Transcript of Live Chat with DCCAH Grants Specialist

Earlier this afternoon, the DC Commission on the Arts and Humanities (DCCAH) had a live chat session with a grants specialist from the Office of the Deputy Mayor for Planning and Economic Development. Steven Mazzola, DCCAH Grants Director, was also online to assist answering questions as needed.

A recap of some FAQs from the chat will be posted shortly, but in the meantime, here's the entire transcript:

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LaToyia Hampton: This special live chat session will be hosted by Latoyia Hampton-Grants Manager from the Office of the Deputy Mayor for Planning and Economic Development to assist with completion of required documents for compliance with FY16 DCCAH grant awards. Grant recipients will have the opportunity to ask questions about successful completion of required paperwork during the live chat session. The session is not designed for programmatic questions and/or questions about FY16 funding recommendations.

LoLo Smith: My insurance company indicated the grant agreement should include a statement requiring a subrogation clause.
Fatima Scott: Yes, all agreements will include an insurance subornation clause.

Anne M. McCaw: Can you elaborate on the insurance requirements that awardees will need to obtain grant funding? Also, Fractured Atlas can help with event insurance, but they need a different document from the DC Commission on the Arts and Humanities outlining what is needed. Can you assist with that?
Fatima Scott: No worries, DCCAH will provide a sample of COI to follow as it is pertain to requirements. The document will be provided on Tuesday

Anne M. McCaw: We are having an issue with renewing our status as a vendor. If we can't resolve it by October 16th, should we forgo our grant award?
Fatima Scott: We will need to determine what the renewal issue are, please explain.

On First Source do...: On First Source document what is Employer Contract award?
Fatima Scott: The employer contract award is the amount that is listed on your conditional contract package.

Amanda: Are there other versions of the forms that can be filled in electronically?
Fatima Scott: Most forms are fillable.

Drew Anderson: Hello. Thank you for taking this time to answer our questions. I am a grateful recipient of an Artist Fellowship award. I sent in my documents on October 3, but I didn't get an email confirming that they were received, so I just wanted to make sure they were. Also, I wanted to be sure that I completed Attachment C correctly, or indeed whether AFP recipients needed to fill out Attachment C at all.
Fatima Scott: You should be hearing back from the DCCAH staff next week. Thanks

Rina Rodriguez: HI. Thanks for doing this. I am asking about the Individual Fellowships - do I need to keep receipts, and submit an interim and final grant report?
Fatima Scott: At this time we are focus on the procurement process and your grant staff will answer the questions going forward.

Madeleine Odendahl: Regarding the First Source Employment Agreement - can you let us know why this is now a part of the DCCAH's attachments? Is our grant award contingent upon the submission of this document with the grant agreement?
Fatima Scott: The first source agreement is a citywide first source legislation and only required for $250 or less otherwise mention in legistion

David Lloyd Olson: I assume you're going to get a lot of the same question from AFP awardees, so I apologize if my question is redundant. For the grant agreement, is the proposal and budget section required? If so, does it matter how much detail we put into those sections?
Fatima Scott: The short answer is yes and the long version will be provided from DCCAH next week.

MBS: The award email indicates that we need to complete a lot of new paperwork that we've never seen before including the First Source Employment Agreement. Can you provide us more information about this particular document and what it means in plan terms.
Fatima Scott: The first source agreement is a citywide first source legislation and only required for $250 or less otherwise mention in legistion

Ryan Durgin: If my organization is exempt under the First Source Employment Agreement, do we still need to fill out the employment plan?
Fatima Scott: The first source agreement is a citywide first source legislation and only required for $250 or less otherwise mention in legistion

Yoko: Hi! I am a Artist Fellowship recipient. Do I also need to complete Attachment C: Budget Revision Form, or not?
Fatima Scott: DCCAH staff wi;ll follow next week

On First Source do...: In the Employment Plan what is the District contracting agency?
Fatima Scott: Who they is receiving the award from?

Ali Rahmaan: In the email regarding the grant agreements and all the forms that are now required, it says that for grants of $10,000 or more, organizations must complete and submit a First Source Employment Agreement with DOES. However, within the First Source Employment Agreement, it says that the Agreement is for projects of $100,000 or more. I am trying to figure out which information is correct.
Fatima Scott: The first source agreement is a citywide first source legislation and only required if project is over $250 or less otherwise mention in legistion. Please disregard if project is less.

Jess Leskin: For the First Source Employment Agreement if my organization has less than 50 employees do we have to submit the agreement?
Fatima Scott: will need to provide letterhead letter they you have 50 people or less.

Anne Marchand: Does the portal allow changes to the agreement upload. I have changes in the agreement.
Fatima Scott: This is a question for the DCCAH team and will response next week

Colin: I have a question about the First Source Employment agreement. It says that non-profits with staff of 50 or less are exempt and those receiving grants below $100,000 are exempt. Is that correct?
Fatima Scott: will need to provide letterhead letter they you have 50 people or less.

On First Source do...: what is our vendor number?
Fatima Scott: it is the 1 plus your tax ID number (which is stated on document)

June Yang, Washing...: The form I have the most questions about is the First Source Employment Agreement. I assume that the contract number is our grant number, yes? Also, we intend to work with guest artists and others on a consultant basis, rather than make new hires. Do these contractors
Fatima Scott: yes, your contract number is your grant number. Please list only employee and not contractors

JBeels: I accidentally uploaded the grant agreement only (for Artist Fellowship Grant), without the other required attachments. How do I delete it so I can upload the proper zipped pdf file?
Fatima Scott: DCCAH staff will get back to you next week

Rina Rodriguez: Hi, do artist fellowship grantees need to save/submit receipts and submit interim and final grant reports? thx.
Fatima Scott: DCCAH staff will get back to you next week

Anne M. McCaw: We are having an issue getting a letter of good standing from the Commonwealth of Virginia, where our nonprofit was established. We're not sure what the problem is, and it will require deeper investigation.
Fatima Scott: In order to be eligible with this grant you have to be in good standing with the district and its agency and IRS, etc...

Ursula: 1.) Is direct deposit now a requirement for all awardees, or is receiving a check still an option?
Fatima Scott: Effective Oct. 1, FY16DCCAH will be requiring a ACH vendor form. Our agency will be transitioning out of paper checks.

Drew Anderson: (Not sure my question went through, so resending:) Do Artist Fellowship awardees need to complete Attachment C? If so, what is the appropriate way to complete it?
Fatima Scott: Again, question for DCCAH staff

Julia Malecki: How does the Employer Contract Award differ from the Project Contract Amount? Or are they the same?
Fatima Scott: yes they are the same

Hi, I did not rece...: Hi, I did not receive paperwork in the mail, but saw online that I had been awarded funding yesterday. When is the paperwork due?
Fatima Scott: Steven at DCCAH: 10/16 at 5:00

Colin: with the First Source document are non-profit orgs that have staff of less than 50 exempt?
Fatima Scott: Please supply a letter on letterhead stating the number of employee

T.Paperny: The Arrest and Conviction Statement is worded for organizations. Do individuals still need to fill it out and/or modify it?
Fatima Scott: Steven at DCCAH: Yes, you do

Amanda: Thank you again for your help--I saw the question about the proposal section of the grant agreement below, and I am now curious how detailed the proposal needs to be?
Fatima Scott: Steven at DCCAH: This should let us know how the project is amended know that you are aware of your conditional award.

Yoko: Is it mandatory to fill out ACH Vendor Payment Form? Is it possible NOT to receive the payment via direct deposit, and instead, elect to receive the payment by check?
Fatima Scott: Effective Oct. 1, FY16DCCAH will be requiring a ACH vendor form. Our agency will be transitioning out of paper checks.

Catalina Talero: I sent a question 15 minutes ago. Is my text visible? Is this getting through?
Fatima Scott: Steven at DCCAH: Yes, we do

Rachel: I am an artist fellowship recipient. Where do I find the arrest and conviction statement and statement of certification?
Fatima Scott: Steven at DCCAH: Check Managing Your Grant Award at www.dcarts.dc.gov

Regie Cabico: Good Afternoon, As a 2016 Individual City Arts Project grantee, Do I need to purchase Special Event insurance by the grant agreement deadline which is due Friday October 16, 2015. If so, I do not have the funds to do that now but will through the grant
Fatima Scott: You must have COI insurance.....DCCAH can advise next week

T.Paperny: If we don't fill out the "ACH VENDOR PAYMENT ENROLLMENT FORM" and the direct deposit information, will we just receive a check?
Fatima Scott: Steven at DCCAH: Yes but checks are being phased out

Ali Rahmaan: So if we have less than 50 employees, then instead of the First Source Agreement, we need only submit a letter on letterhead stating that we have less than 50 employees. Is that correct?
Fatima Scott: Correct

Kate: Where can I find my contract # for the First Source Employment Agreement
Fatima Scott: Steven at DCCAH: This is the three letter grant program and five digit award number

CentroNia: Attachment A is blank. Is this where we would write a narrative as to how our program has been revised?
Fatima Scott: We will follow up next week
Fatima Scott: Yes.

Julia Bloom: When I submit the paperwork, will I get confirmation from the DCCAH that I have submitted everything that is required?
Fatima Scott: Steven at DCCAH: Yes, we will let you know if paperwork is needed no later than 10/23/15

LoLo Smith: So, can we expect to receive an amended grant agreement to include the requirement for the insurance policy to have a subrogation clause, by next Tuesday?
Fatima Scott: yes,

Julia Malecki: Also on First Source Employment Agreement, page 7, is the District Contracting Agency DCCAH, or is that our organization?
Fatima Scott: yes

Amanda: Do we need to submit the ACH form if we have received direct deposit payments in the past?
Fatima Scott: Steven at DCCAH: No.

June Yang, Washing...: I hit "return" and inadvertently sent my query before finishing. Do consultants/contractors count as new hires under the terms of the First Source Employment Agreement? Also, if we have received multiple grants, does the $100,000 baseline for required completion of this form apply to each individual award or to the cumulative total?
Fatima Scott: yes, culumlative total

Anne Marchand If I filled a previous direct deposit do I need to resubmit the form?
Fatima Scott: Steven at DCCAH: No

Christine H: Insurance carriers. Do you really mean carriers or do you mean brokers? We have two brokers with multiple carriers associated with each.
Fatima Scott: Sample of Certificate of Insurance will be provided next week

MBS: If our questions are not being answered on the screen does that mean we should contact DCCAH staff instead?
Fatima Scott: Steven at DCCAH: This forum is for questions regarding compliance documents such as arrest and conviction, first source and EEoE documents. Questions about your agreement should go to the program manager at DCCAH

Jason Gebhardt: First, I want to thank the Commission for awarding me an Artist Fellowship!! I've competed and submitted the Grant Agreement and am awaiting to hear from the Commission for the next step in the process. Am I correct that this is all that is required of me at this point as a Artist Fellowship awardee? Thank you again!!
Fatima Scott: at this time if any information is needed you will hear from DCAH next week

Colin: I did not see anywhere that we are required to supply a certificate of good standing. Is that a requirement that I am unaware of?
Fatima Scott: Steven at DCCAH: Colin, we are pulling this for you and will alert you if we receive word that a certificate of clean hands is not available for your organization.

Yoko: I am also a little confused about "Arrest and Conviction Statement" and "Statement of Certification" - do I need to have "Authorized Representative of Applicant"? Can I sign these myself? (I have no record of arrest and conviction, fyi)
Fatima Scott: If you are the recipient of the grant and the signor to sign the grant, then the answer is yes.

Emma Moores: The Washington Chorus just moved offices and are awaiting our new insurance policy in the mail. We expect it any day now, but if we describe the issue in our submission, can that portion be submitted late?
Fatima Scott: The COI will be need to process the grant. Will provide additional deadline next week.

Lauren Bilich: Apologies if this was sent twice. We received notice that we were flagged for non-compliance with tax and revenue; however, when we contacted them they said there was no issue. They are sending our statement showing that we are up to date. Will this account statement be sufficient to prove we are in compliance? If not, what documentation do we need to provide?
Fatima Scott: Steven at DCCAH: Lauren, we will let you know if additional documentation is needed once we receive the certificate of clean hands

Jess Leskin: For the Cultural Facilities Project Grant, the revised budget chart no longer has a category under Project support - Consultants, instead it is Artist and Teaching Artist fees. If we have consultants for the project, how do we categorize them if they are for project support not administrative costs?
Fatima Scott: DCCAH will provide an answer next week
Fatima Scott: Steven at DCCAH: Write on top of that to indicate consultants

Julia Bloom: Do I need to fill out the Budget Revision Form for an Individual Artist grant? (I haven't had to before.)
Fatima Scott: Under the FY16 our agency is strengthen our requirements and must be filled out by all.

Hi, I did not rece...: What are the insurance requirements for individual artists?
Fatima Scott: Steven at DCCAH: This is only required for City Arts Projects: Individuals and not fellowship recipients

Dwayne Lawson-Brown: For Individual grant CAP grant, has anything change in the confirmation process?
Fatima Scott: As we beginning FY16 through our grant process everything is contigent upon our required documents

CentroNia: Will these Q&As be available after this session?
Fatima Scott: Steven at DCCAH: Yes, we hope to publish these on our website and at art202

June Yang, Washing...: Thanks so much for taking these questions. I have one more about the First Source Employment Agreement. If we are not hiring new full-time staff, what categories of information would you like us to provide in the justification statement?
Fatima Scott: Each grant recipant is unquine, please fill all documents to the best of your knowledge. If any other requirements DCCAH will reach out

Jill Strachan: Our broker has requested the endorsements but it could take up to 7-10 days. If the underwriter flags it as a rush then that will put a red flag against it and it may take even longer. Your guidance please? I sent this earlier but didn't see a response.
Fatima Scott: Steven at DCCAH: Jill, email me and will discuss how to fulfill these requests given your schedule. Hang in.

Amanda: Thank you for your help! The forms I received via email are not fillable. Can you direct me to the links of those that fillable?
Fatima Scott: Will follow up with DCCAH to help
Fatima Scott: Steven at DCCAH: Not all forms are fillable at present but check Managing Your Grant Awards for the forms and we'll update as we can.

LoLo Smith: Is there a difference between subrogation being waived and subornation?
Fatima Scott: The response is longer than a chat...Will reach out next week to chat

Ursula: I am confused by the First Source document in its entirety, as we received a GIA for general operating support. How should I go about filling out: project contract amount, project name, employment plan, etc.?
Fatima Scott: Feel free to schedule with DCCAH next week to go over paper work

Kate: For Sister Cities, is the insurance documentation required?
Fatima Scott: Steven at DCCAH: If you are hosting yes. If not, indicate why one is not provided.

Beverly: Please share status of how additional insured should be placed on certificate of insurance when grants are awarded. Is the DC Commission the additional insured and not the locations that the awardee is performing in?
Fatima Scott: yes, the additional insured is DCCAH will provide sample COI next week

Lauren Bilich: My organization was told that there was an issue with our taxes that needed to be rectified, when we spoke with Tax & Revenue they said that we didn't have any issues and they would send up a statement of our account showing that we are up to date. Will that be sufficient to prove that we have rectified the issue?
Fatima Scott: yes, please obtain an certificate of clean hands to move forward in this process.

Catalina Talero: Am I right to assume that all receipts must be dated after the start of the grant period?
Fatima Scott: All grants are conditional until executed by agency therefore the date will be listed on grant agreement
Fatima Scott: Steven at DCCAH: Yes. All spending and programming must be within 10/1/15 and 9/30/16

MBS: Can you explain what the First Source Employment Agreement requires in more simple terms? Does all hiring need to go through DOES? How does this requirement impact our hiring of performers? Additionally, the document lists various exemptions including that contracts of less than $100,000 are exempt. If we received a grant of less than $100,000 are we exempt from the requirements of this document? Thanks.
Fatima Scott: Please feel free to schedule time with DCCAH to go over this document

Sandra Y. Johnson: Why are grantees now required to sign Conviction Statements and other new documentation?
Fatima Scott: Effective FY16 all district grant making agencies are required to supply these documents in order for you to receive an award.

Anne M. McCaw: Should I contact your office to explain the issue we are having renewing our status as a DC Vendor? We certainly don't want to overwhelm you, but we are trying to be as transparent as we can and comply with all requirements. Perhaps this isn't the right forum for a very specific question?
Fatima Scott: yes please schedule meeting Steven to discuss
Fatima Scott: Steven at DCCAH: Anne, draft an email and I will discuss with appropriate parties. Please submit close of business Tuesday. Thank you.

J.M.: In regards to the First Source Employment agreement does this refer to our contract musicians (whom we will not hire through DOES) or administrative positions? Thanks
Fatima Scott: Contractor are exhibited

Jill Strachan: Our broker says that endorsements could take up to 7-10 days, which would take us past the deadline of 10/16. If the underwriter flags it as a rush then that will put a red flag against it and it may take even longer. Your advice please.
Fatima Scott: Will provided sample of COI that will take 5-10 min from insurance company

June Yang, Washing...: For the Statement of Certification, should the person authorized to negotiate with DCCAH be the highest-ranking official at our organization or the person most likely to have regular contact with DCCAH over grants? Also, I presume that it would be acceptable for our second highest-ranking official to sign this form, yes? Thank you.
Fatima Scott: We recommend first or second authority making person to sign .

Emma Moores: Regarding the First Source Employment Agreement, we are undergoing an Executive Director search (current ED announced that she is retiring at the end of the season). Do these requirements apply to this search, even though the position isn't being filled specifically for this project?
Fatima Scott: yes it does..

Rina Rodriguez: Okay, thank you. I was also going to ask about the part of the Budget Revision Form instructions that says that the grant 'will not cover pieces of equipment over $500' and I'm wondering if that applies to Artist Fellowship awards. Is that another question I should ask the grant staff instead? Many thanks.
Fatima Scott: yes please ask the DCCAH grant staff
Fatima Scott: Steven at DCCAH: Please check-in with Regan Spurlock who manages AFP

Kate: Hi, thanks for taking our questions! How do I find the contract number for the First Source Employment Agreement? I don't see a grant # in my paperwork
Fatima Scott: Grant number will be provided upon execution of grant agreement
Fatima Scott: Steven at DCCAH: It is FY16 the three letter grant program code and the five digit number following.

Rachel: Hi, I am a grateful recipient of an artist fellowship. I see that I need to return the budget form, but I did not submit a budget with my application. Do I just leave that blank?
Fatima Scott: DCCAH will provide a better answer
Fatima Scott: Steven at DCCAH: Just indicate the grant award and sign. No need to break out expenses for a fellowship grant

J.M.: Steven, you wrote that the insurance requirements are only required for City Arts Projects: Individuals and not fellowship recipients, but I received them with each of my grant award info. Can you tell me if I need it for GIA or Upstart?
Fatima Scott: Steven at DCCAH: You will for GIA and UPSTART. All organizations are required to submit these documents

MBS: I apologize but I don't understand your answer to my question about First Source. If our grant is $250 or less, it does not apply to us? Or do you mean $250,000 or less?
Fatima Scott: $250,000 or less

June Yang, Washing...: Thanks. To follow up on my questions about the Statement of Certification, should the person authorized to negotiate with DCCAH be the highest-ranking official at our organization OR the person most likely to have regular contact with DCCCAH?
Fatima Scott: Steven at DCCAH: Hi, June. Please indicate the Director of Grants

sgb: Artists who received the individual fellowship gants also need to fill out the budget revision form?
Fatima Scott: Steven at DCCAH: Yes but just indicate the award amount and sign. No need to break out expenses

Madeleine Odendahl: RE: "The first source agreement is a citywide first source legislation and only required for $250 or less otherwise mention in legistion" - can you explain the $250? $250 being the award amount? Or a payment? How is an organization exempt from this agreement?
Fatima Scott: $250k is the award amount

Anne M. McCaw: Thank you for clarifying that the DCAAH will provide more instruction. In what form will that be provided? Will there be a similar opportunity like this to follow up with questions?
Fatima Scott: They will follow up next week.
Fatima Scott: Steven at DCCAH: Latoyia and her team have graciously given us this hour but as this was a successful format we anticipate doing more of these on different topics down the road This is their last direct access period at present.

Kate: I'm sorry. I don't understand if my organization needs to submit he First Source Employment Agreement. We are a staff of 4. And a grant award under $100,000.
Fatima Scott: I forward your information to DCCAH

MBS: Can you explain again the circumstances for submitting the First Source Agreement. You've said that if our grant is less than $250 we do not need to fill out the agreement. I'm fairly confident that we have all received grants larger than $250. Do you mean, perhaps, if our grant is larger than $250,000 we do not need to fill out this document?
Fatima Scott: please schedule a meeting next week so we can discuss

Ursula: Following up on T. Paperny's question: does this mean all staff and BoD have to fill it out/modify it, or just the signature of the Executive Director?
Fatima Scott: Signatures of the Exective director

Kate: SO if we supply a letter on letter head saying we have less than 50 employees, we don't have to fill out the First Source Employment doc?
Fatima Scott: document will be reviewed and a determination will be made

MBS: Will all questions be answered, or only selected questions? I too have sent through questions that have not been answered. Thank you.
Fatima Scott: We are answering the questions as we receive them
Fatima Scott: Steven at DCCAH: You can always follow-up with DCCAH staff. If we don't know right away, we can follow-up on your behalf

MBS: If our organization has over 50 employees but we received grants totaling less than $100,000 do we need to fill out the First Source Paperwork?
Fatima Scott: No..

Bridget Z: Re: the First Source Employment Agreement: Our grant project will NOT create new jobs or require new hires. Is it necessary then, to complete the agreement? Do we fill out the the “Current Employees” section, with those already employed to implement the project?
Fatima Scott: yes

Madeleine Odendahl: Are we required to submit the First Source Employment Agreement for grants under $250K?
Fatima Scott: no

Ursula: When can we anticipate seeing COIs from the commission next week as paperwork is due a week from today?
Fatima Scott: Samples will be provided to avoid delays.

Bridget Z: Would you please make all forms available on either the DCCAH website or GDG portal, and ensure that they're fillable? The link to the "Statement of Certification" for example, is not fillable and prints with “click here to enter text”, blocking areas meant for required information.
via·24 minutes ago
Fatima Scott: Steven at DCCAH: Hi Bridget. We will. These are new for us as well but we will work very hard to ensure they are fillable in the near future.

MBS: A) If an organization has received grants totaling less than $100,000 does it need to complete the First Source Paperwork? B) Is that same organization required to go through DOES when hiring actors and administrators?
Fatima Scott: No

Lauren Bilich: How do we get about getting a clean hands certificate? Who do we call or see in order to obtain?
Fatima Scott: Instructions should have been provided in conditional award letter. Reach out to DCCAH next week
Fatima Scott: Steven at DCCAH: Lauren, we are doing this for you at present. We will let you know when and if there is an issue for you to rectify. This process will be updated for FY17.

June Yang, Washing...: Just to be entirely clear, organizations with 50 or fewer employees may submit a letter on letterhead to this effect *instead of* or *in addition to* the executed First Source Employment Agreement?
Fatima Scott: Hi June, Yes please submit a letter on your organizations letter head for review.

Emma Moores: On the budget revision form, the top block is formatted differently this year. Are individual donations and earned revenue no longer eligible to meet the matching requirement? That space is not fillable.
Fatima Scott: Steven at DCCAH: They are but we are just interested in how spending will occur so please the matching amount in the top box and then break out expenses which is what we will track during the year

Kate: how does one get a written waiver of subrogation for insurance paperwork
Fatima Scott: Through your insurance company, they will provide

Fatima Scott: Good afternoon. Thank you for joining us. As we are at 3:00 p.m., we are going to conclude this discussion. You may continue to contact the grant managers at DCCAH with additional questions and we will work to answer as soon as possible. Thank you for your participation today and patience with some of the new documents. We look forward to working with you in FY16. Steven Scott Mazzola
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