As part of its efforts to assist the neighborhood associations and other associations/groups of southwest Portland, Southwest Neighborhoods, Inc. (SWNI) is pleased to provide fiscal sponsorship services. The following paragraphs outline the policies associated with these services.
PURPOSE
The purpose of acting as a fiscal sponsorship for southwest neighborhood associations and other groups is to assist them in creating communities, which are livable, socially diverse, safe and vital. Southwest Neighborhoods, Inc. provides an organizational structure and forum to empower citizen action to improve and maintain the livability of Southwest neighborhoods.
EXAMPLES OF FISCAL AGENT SERVICES ARE:
1. Writing or assisting with writing of grant proposals (neighborhood associations only);
2. Drafting, negotiating and reviewing contracts with funders, subcontractors and the neighborhoods involved;
3. Communicating with vendors and others (e.g. bureau staff) regarding permits, supplies, outside services, etc.
for project implementation;
4. Receiving and expending funds – making deposits, cutting checks, producing financial statements and
verifying/adjusting accounting records;
5. Producing progress reports (narrative and/or fiscal) for funders.
GENERAL CRITERIA
1. The neighborhood association or group must be within the SWNI coalition, groups from outside the SWNI
boundary must be able to demonstrate relevance to the SWNI community.
2. The project must fit within the mission of Southwest Neighborhoods, Inc., and not jeopardize the SWNI’s
local, state and federal legal status.
FEE DETERMINATION CRITERIA
1. Administrative fees for approved projects will be determined by SWNI’s Finance Committee.
2. Any grants and/or fundraising projects that require hiring of a staff person will be subject to SWNI’s cost
allocation plan.
PROCEDURES
Authority: Applicant’s authorizing board must submit a written application, supplied by SWNI, which will contain the following information:
• Neighborhood Boards must designate in writing at least one, and no more than two, project managers who have authority to approve payment of invoices
• Neighborhood Boards must provide clear written guidelines, to the project manager(s) and SWNI describing what services are requested, what services are to be paid for, and what limitations on total expenditures are in place
• Funds from grants and contributions shall be delivered directly to SWNI by the granting or gifting authority, and kept in a dedicated bank account (or sub-account) over which only SWNI staff has signing authority
• Volunteer project managers and participants shall have no signing authority over managed funds
• Neighborhood Boards must require regular, timely reports from the project manager(s), with dates specified in writing.
• Neighborhood Boards must reserve the right to revoke the authority of the project manager(s)
• SWNI shall not disburse any funds without clear and proper written authorization
•In the event that there is a disagreement between project managers or between a project manager and the authorizing neighborhood board regarding the appropriate disbursement of funds, SWNI shall disburse NO funds until the authorizing board provides clear and proper instruction to SWNI
• SWNI will defer to the authorizing board as the final authority
• SWNI is bound to follow the regulations, procedures and restrictions of any organization providing funds
to a project in the form of grants, settlements, matching funds, bequests or gift
• In the case of a neighborhood having a paid employee the neighborhood association must keep funds deposited for payroll, taxes and insurance. Supervision of the employee will be the responsibility of the neighborhood association, unless there is an agreement otherwise, but the neighborhood association and their employee shall adhere to the SWNI Personnel Procedure.