AGENCY REQUIREMENTS FOR RECEIPT OF
UNITED WAY OF GREATER TOLEDO GRANT
July 1, 2024 – June 30, 2024
Agency:
Program:
Amount:
Please read and check each requirement below to indicate the agency’s commitment and ability to fulfill the requirement.
Both United Way of Greater Toledo (hereafter United Way) and the agency agree to:
☐ Not construe anything contained in this document or funding / grant agreement(s) as to give United Way or the agency rights of control over the other’s operations, activities, governing body, employees, or contractors. It is understood that each retains financial responsibility for its affairs, including all obligations and any deficits it may incur.
The agency agrees to:
☐ Act in performance of this contract in an independent contractor capacity, and not as officers, employees or agents of United Way. No agency, agent or employee shall have any claim against United Way for vacation pay, sick leave, retirement benefits, social security, workers compensation, disability, unemployment benefits or any other benefits provided to United Way employees.
☐ Notify United Way in writing at the earliest possible date of any:
- Significant changes in any program or changes in agency structure that may affect the delivery of any program prior to implementing proposed changes. This includes but is not limited to a change in intended outcomes, a change in stated indicators and results, a change in customer, a change in program philosophy, delivery strategy, etc.;
- Unforeseen circumstances that impact a funded program’s ability to provide program activities or services as stated in the Outcome Measurement Plan or other agreements at any time during the 2022-23 fiscal year;
- Change in the agency’s staffing of the Program Manager or Executive Director.
☐ Remain eligible to receive tax-deductible donations within the meaning of IRS Code Section 170 (c)(1)or (2), which includes 501(c)(3) agencies.
☐ Actively participate in one of our Collective Impact Collaboratives in Education, Financial Stability, Health, or Housing. One agency staffer with program decision-making capacity must be designated to attend bi-monthly Collaborative meetings.
The agency must agree to comply with United Way reporting requirements detailed below:
☐ Use a system for measuring the outcomes achieved as a result of clients receiving services, and collect and report measurable qualitative and quantitative data to support program results.
☐ Update United Way 211 on services provided (including volunteer opportunities), hours of service, and any other details pertinent to your agency’s acceptance of referrals from 211 Community Resource Advisors at least once per year.
☐ Remain, if applicable, current on payments on contributions to United Way of Greater Toledo defined benefit plan. Failure to do so could result in deduction of delinquent payments from available funding / grant payments.
☐ Maintain proof of current directors’ and officers’ liability insurance.
☐ Maintain written general board policies and procedures, including those governing conflicts of interest and self-dealing transactions. These policies and procedures are reviewed and revised every three (3) years and/or as necessary with appropriate revisions.
☐ Ensure the agency’s Board of Directors is composed of qualified, term-limited volunteers serving without remuneration* and supplying the expertise needed to effectively govern. The agency has bylaws that state the board will: further the agency’s mission, determine its strategic direction and annual operating budget, provide oversight that ensures proper policy development, evaluation, public and community relations, personnel, and resources, and meet at least four (4) times per year with written minutes that documents attendance, deliberations, and decisions of the board.
*May not apply to school boards and other governmental entities.
☐ Follow generally accepted accounting principles for financial accounting and record keeping and use a functioning fund accounting system. The agency shall maintain and preserve all records related to this and other agreements, including any documentation used in the administration of the program, in its possession for a period of three (3) years from the date of execution. Upon written request, such records shall be made available for review by duly authorized United Way personnel or those acting on their behalf.
Please check appropriate level of independent financial review:
1) ☐ Agencies with annual budgets of $500,000 or more submits a full, independent audit and management letter conducted by an independent CPA whose examination complies with GAAP. The board, executive committee or audit committee reviews the auditor’s management letter and takes appropriate action to minimize any risks identified. The audit and letter are submitted no later than nine (9) months after the end of an agency's fiscal year.
2) ☐ Agencies with annual budgets of at least $100,000 but less than $500,000 are required to submit a review of their financial statements from an outside, independent CPA firm no later than nine (9) months after the end of an agency's fiscal year.
3) ☐ Agencies with budgets of less than $100,000 must submit un-reviewed internal financial statements no later than three (3) months after the end of an agency's fiscal year.
☐ Upon request, submit to United Way any “Auditor’s Communication With Those Charged with Governance” (SAS 114) and “Communicating Internal Control Related Matters Identified in an Audit” (SAS 115) letters issued for funding years and years that may be specifically requested by United Way.
☐ Display the agency’s completed IRS 990, if required to complete an IRS 990, for the most recent fiscal year end on the GuideStar website or on the agency’s website for public view.
☐ Maintain required licensure and/or certifications and abide by applicable national, state and local laws, regulations and codes.
☐ Maintain appropriate liability insurance.
☐ Conform to all local, state, and federal laws including those regarding discrimination on the basis of race, sex, age, sexual orientation, gender identity, gender expression, physical or mental disability, religion or national origin regarding its governing body, employees and persons served.
☐ Maintain compliance with the USA PATRIOT Act.
☐ Utilize United Way of Greater Toledo brand guidelines when cross-promoting or acknowledging funding partnership.
United Way agrees to:
☒ Conduct its activities in a manner that builds a strong sense of community in the three-county area. United Way’s relationship with funded programs will be open and positive and will be directed toward finding solutions to community needs.
☒ Maintain its eligibility and compliance with all local, state, and federal laws and regulations governing 501(c)(3) charitable organizations, including compliance with the USA PATRIOT Act.
☒ Provide ongoing information to the community that outlines progress being made toward achieving long-term community outcomes.
☒ Conduct an annual community-wide fundraising campaign and other resource development activities.
☒ Work together with United Way funded partners to communicate collective community results.
☒ Actively promote, as appropriate, funded programs with its donors for the purpose of building community awareness of program services, and for the purpose of accountability to the donor for contributed dollars, e.g., special events, site visits, speakers, annual reports, community directives, advertisements, mailings to constituents, social media and other informational pieces.
☒ Facilitate year-round activities with a call to action for giving, advocating and volunteering throughout our three-county area.
☒ Review semi-annual and year-end reports, periodically visit funded programs and provide necessary feedback to programs and/or the United Way Board of Directors.
☒ Respect and maintain the confidential nature of certain information provided by funded partners.
Program-specific Requirements
In accepting this 2023-2024 United Way grant, the agency and program agree to the following, for the 2023-2024 program year:
☒ Ensure submission of any missing, incomplete, or incorrect data for the entirety of the 2021-2024 grant funding cycle.
☒ Provide the program activities and services as outlined in a mutually agreed upon Outcome Measurement Plan (OMP). Collect the program performance data as outlined in the OMP.
☒ Complete the following reporting through United Way of Greater Toledo’s CB Andar online system by deadlines outlined in the Compliance Policy.
Proposal CB Package “2023-24 Proposal Package” (6/30/2023)
⌑ Program Profile
⌑ Budget and Narrative
⌑ Outcome Measurement Plan (Outcome, Inputs, Activities & Outputs, Indicators)
⌑ Upload Board Roster (include name, email, and place of employment)
Mid-Year CB Package “2023-24 Mid-Year Reports” (1/26/2024)
⌑ Financial Narrative Update
⌑ Indicator Results, Activity & Output Results, and Outcome Narrative
⌑ All Demographic Results and Narrative
⌑ Success Story
Year-End CB Package “2023-24 Year-End Reports” (7/28/2024)
⌑ Financial Results and Narrative
⌑ Indicator Results, Activity & Output Results, and Outcome Narrative
⌑ All Demographic Results and Narrative
⌑ Success Story
☒ Funding / your grant will be paid out in the following method:
☒ 1/12 payments made monthly by electronic funds transfer to the designated account.
☐ Other ____________________________________________
Payment of this award is contingent upon: 1) successful delivery of the program & program reporting requirements and 2) United Way’s ability to raise and collect the funds. The Board of Directors of United Way of Greater Toledo reserves the right to immediately suspend this agreement, should the agency fail to comply with the terms set out in this agreement or any other agreement actively in place at the time. The suspension shall remain in place until resolved to the satisfaction of United Way. The agency has the right to request a formal written statement outlining the requirements for reinstatement of this agreement. This agreement may be terminated in writing by either party with no less than 30 days’ notice.
Force majeure-related activity changes: United Way has committed the above funding / grant amount based upon specific activity and output levels for this funding / grant year. Any significant changes to these anticipated levels should be communicated to United Way as soon as they can be reasonably estimated. Further, any anticipated changes known at the execution of this agreement should be communicated to United Way in writing before the beginning of the service period noted above. United Way reserves the right to adjust this award based on significant changes to the anticipated activity and output levels.
_______________________________________________ ______________________
Agency Board Chair or other designated Board Officer Date
_______________________________________________ ______________________
Agency’s Executive Director Date
_______________________________________________ ______________________
Joel Jerger, Board of Directors, United Way of Date
Greater Toledo
_______________________________________________ ______________________
Wendy Pestrue, J.D., President & CEO, United Way of Date
Greater Toledo
Please retain a copy of the signed agreement for your records when countersigned by United Way of Greater Toledo.
Receipt of your monthly investment funding / grant for Fiscal Year 2022-2023 is contingent upon the return of this signed agreement by June 2, 2022
Agency & Program Agreement 23-24 - Page of