Harford County Marylands FY 2020 Tourism Award Competitive

Harford County, Maryland's FY 2020 Tourism Award Competitive Funding Process Harford County Office of Community & Economic Development Technical Assistance Workshops February 6, 2019 & February 13, 2019 Barry Glassman Leonard R. Parrish Harford County Executive Director

AGENDA Housekeeping SIGN-IN SHEET RESTROOM Welcome & Introductions Program Overview Review the FY 2020 Application Review Program Year Process Questions/Comments

PROGRAM HISTORY Tourism Funding Program Ø County Council approved hotel lodging tax Ø Effective March 23, 2015 Ø County identifies revenue to be allocated for Tourism. Related programs and operations Ø In FY 2019, $1. 5 million was awarded to 28 non-profit organizations

PROGRAM PURPOSE Tourism Funding Program Ø Make Harford County a premier tourism destination Ø Drive overnight bed stays Ø Provide sustainable tourism-related programs Ø Assist with the operational and program needs of organizations who deliver outstanding tourism-related activities

Eligible Activities Ø Tourism-related activities that serve to attract a transient population are defined as: Those who enter Harford County from outside its geographic borders for the purpose of activities such as but not limited to: Cultural Historical Agricultural Eco-Tourism Sports Tourism Heritage and Preservation

Eligible Activities Ø All activities that can be accomplished during the 12 month fiscal period (July 1, 2019 - June 30, 2020). Ø Activities that promote Harford County in a positive light, pose no inherent threat of danger to participants, and showcase quality of life in the County. Ø Activities that do not discriminate on basis of race, religion, ability, or gender Ø Activities that support the applicant’s operations or its programs

Eligible Funding Items EXAMPLES OF ELIGIBLE ITEMS FOR FUNDING Category Salaries Item Employee wages Operational/Contractual Rent, lease of office equipment and building space, utilities, telephone, website services, advertising/marketing, general liability, Unemployment insurance, professional services (legal, audit/financial, etc. ), service and maintenance contracts; tent rentals, event security, equipment rental. Supplies/Materials General office supplies, printing, postage and delivery, janitorial supplies, food, small tools (hammers, etc. ) audio/visual equipment, computer supplies and software, printer cartridges, paper, etc.

Ineligible Funding Items Ø Property Acquisition Ø Capital Building Projects Ø Equipment – such as computers, copiers, etc. , that would be used for daily office functions Ø Retirement or reduction of debt

Applicant Eligibility Applicant organizations must be: Ø Soundly managed and financially accountable. Applicant organizations must hold their activities in spaces accessible to person with disabilities. Also, activities must be altered to meet the needs of the visually and hearing impaired upon appropriate notification of need. Applicants are prohibited from using funding to promote or further non-secular purposes. 501(c)(3) or 501(c)(6) non-profit organizations in GOOD STANDING with the State of Maryland. Organizations that do not require participation in non-secular activities as a condition for receiving program services. Independent annual audit or prior year’s financial info/tax filing. Program or operation must primarily serve a tourism-related function.

Application Litmus Test Ask yourself? Ø Is your primary audience for this project/program drawn from outside the borders of Harford County? Ø Does this program/event serve a specific tourism function to make Harford County a premier tourism destination? Ø Will your program/event drive overnight bed stays in Harford County?

Demonstrating Partnerships Ø Demonstrating a partnership for program planning and implementation is seen as a strategy toward sustainability. Ø Be sure to include partnerships and sustainability methods. Ø Support letters are not required for FY 2020.

Prior Awardee Considerations Did your organization? Ø Build upon last year’s scope Ø Provide timely completion of performance reports Ø Further partnership development Ø Enhance sustainability efforts

Supporting Documents As mentioned previously, all applicant organizations must be: Ø Legally active and in GOOD STANDING with the Maryland State Department of Assessment and Taxation. Ø The organization’s name in the MD SDAT database must match exactly the organization’s legal name. Ø Visit the following website to confirm these requirements and initiate any corrective action, if necessary: https: //egov. maryland. gov/Business. Express/Entity. Search

Supporting Documents The SDAT Search should look like this:

Supporting Documents The SDAT return should look like this:

Supporting Documents As mentioned previously, all applicant organizations must be: Ø Incorporated as non-profit, tax-exempt organizations, 501(c)(3) or 501(c)(6) Ø Registered and in GOOD STANDING with Maryland Office of the Secretary of State, Charitable Organization Division. The organization’s name in the Secretary of State’s database must match exactly the organization’s legal name. Visit the following website to confirm these requirements and initiate any corrective action, if necessary: http: //sos. maryland. gov/Charity/Pages/Search. Charity. aspx

Supporting Documents The MD Charity database search should look like this:

Supporting Documents The MD Charity database return version #1

Supporting Documents The MD Charity database return version #2

Application Tips Ø Review and ensure applications are signed by an authorized signatory. Ø Applications must be typed using Arial font. Ø Use the checklist for supporting documentation. Ø If the audit/financial statements are spiral bound, be sure to attach a copy to all application packages submitted. Ø Be sure to read the questions carefully and are concise with your responses.

Application Tips Ø Previous grant recipients; reviewers will receive a report on the timeliness and completeness of your past performance. Ø Reviewers study your financial reports carefully, make them accurate and understandable. Ø Remember that information submitted in the application is subject to disclosure under the Public Information Act. Ø Late applications will be rejected and incomplete applications will be returned. Ø All required attachments and supplemental information must be included.

Required Application Supplements Ø 501(c)(3) or 501 (c)(6) documentation. Ø Names and organizational affiliations of current Board of Directors. Ø Resumes of principal administrative staff that include current job descriptions and functions (Include this information also for any positions which may be funded by this grant). Ø A copy of any agency accreditations and/or licenses, as applicable. Ø Current Good Standing documentation from the Maryland State Department of Assessment and Taxation. (webpage print out is sufficient) Ø Current Good Standing documentation from the Maryland Office of the Secretary of State, Charitable Organization Division. (webpage print out is sufficient) Ø Most recent financial statement for fiscal year 2019 (quarterly or monthly), including income and expenses. Ø Copy of current annual budget for organization. Ø Financial summary statement or audit statement for fiscal year 2018, signed by a professional accountant or organization's fiscal officer.

Tell Your Story Ø Your organization knows BEST what your organization requires Ø Demonstrate your lessons learned Ø Think “planning” and “implementation” Ø Share other funding streams that support your sustainability efforts Ø Articulate what makes your organization’s program, activity, or operation different or unique

Ideas? Talk to Us! Ø If you think you have a program/event that might be a good fit for this funding, please contact us to discuss Ø The Office of Community and Economic Development will guide you through the process to determine if your idea is compatible with the program eligibility criteria and provide technical assistance

Submission Procedure Ø All applications must be submitted in (2) two formats…. . q Format #1: An original PRINTED and SIGNED version of application with all required attachments. q Format #2: A PDF compilation of the application with all required attachments emailed to bwrichardson@harfordcountymd. gov Ø Both formats must be submitted by or no later than Friday March 22, 2019, 4: 00 p. m. to: Harford County Office of Community & Economic Development 15 S. Main Street Bel Air, MD 21014 Attention: Mrs. Barbara Richardson

Technical Assistance Ø Feel free to call and ask questions! Ø If your application is incomplete or incorrect when submitted, it will not be accepted. Ø If you anticipate having problems submitting electronically notify us in ADVANCE of the deadline and we will assist.

Technical Assistance Barbara Richardson Community Development Administrator Harford County Office of Community & Economic Development 15 S. Main Street Bel Air, MD 21014 410. 638 -3045 x 1362 bwrichardson@harfordcountymd. gov

Application Review Let’s review the FY 2020 Application Sections

Application Review Please follow handout provided for further details

Application Review Process What happens to your application once the funding period is complete?

Application Review Process Ø Applications initially reviewed by OCED for preliminary quality review and past performance. Ø TARC reviews all applications scoring them based on technical merit of proposal, implementation, capacity and development, and finance. Ø OCED will meets with TARC to discuss reviews, make fair, equitable, and consistent assessment of applicants based upon the review criteria. Preliminary Quality Review Past Performance Technical Merit of Proposal Implementation Capacity and Development Finance 15 Points 10 Points 25 Points 10 Points Ø Organizations will be notified by mail in late May or early June as to the disposition of the application after final selection by the County Executive and upon approval by the Harford County Council. Ø If approved for funding, the organization will be required to execute a MOA before funds are released via direct deposit.

OCED Role & Responsibilities Ø Ø Ø Administer the Tourism Funding Award Program. Develop and maintain a grant process in accordance with local funding requirements. Develop procedures for submission and funding of proposals. Review and evaluate proposals for awarding funds. Select/rank applicants, make funding recommendations.

Economic Development Advisory Board Roles & Responsibilities Ø Assist with the funding application decision-making. Ø Review and evaluate proposals for awarding funds. Ø Select/rank applicants, make funding recommendations.

Next Steps What is next if you are awarded funding?

Memorandum of Agreement Ø Ø If approved for funding, each organization will be required to enter into a Memorandum of Agreement, (MOA), with Harford County, Maryland. The MOA will include all the contractual obligations such as quarterly reporting and the scope of work. All funds must be obligated or encumbered by June 30, 2020. Any funds not obligated or encumbered by June 30, 2020 exceeding Twenty-Five Dollars ($25. 00) will be returned to the County.

MOA Routing Process Ø MOA, including all required attachments, mailed to awardee to begin routing process Ø Recipient reviews MOA to understand all contractual obligations Ø Recipient completes and updates any required attachments, such as W -9 and ACH Ø MOA signed by authorized representative Ø MOA is returned to OCED within 14 business days from receipt Ø Returns accepted in person or by mail; MUST be original signed MOA including all attachments to: Barbara Richardson, Community Development Administrator Harford County Office of Community & Economic Development 15 S. Main Street, Bel Air, MD 21014 Ø OCED completes MOA routing process for final execution by County Executive (approx. 2 weeks) Ø Upon final execution by County Executive, fully executed MOA copy including attachments, mailed to awardee Ø Program Year begins once MOA has been fully executed

Awardee Responsibilities What is required during the funding period?

Accountability & Reporting Quarterly Reporting Periods Quarter Period Due Date One July 1, 2019 - September 30, 2019 October 10, 2019 Two October 1, 2019 - December 31, 2019 January 10, 2020 Three January 1, 2020 - March 31, 2020 April 10, 2020 Four April 1, 2020 - June 30, 2020 July 10, 2020 Report packets are due with all supporting documents ten (10) business days after the end of each quarter in electronic format. All appropriate reporting forms will be provided electronically to your organization upon execution of the Memorandum of Agreement.

Accountability & Reporting Mandatory Reporting Forms and Documents 1. Performance Narrative Progress Report 2. Financial Status Report 3. Personnel Activity Report (applicable only for staff salary expenses) 4. Supporting Documents Please email all required documents for each quarter to the attention of Barbara Richardson at bwrichardson@harfordcountymd. gov. Ø The Quarterly Performance Narrative Progress Report may be in WORD format or converted to PDF Ø The Financial Status Report must be converted to PDF Ø The Personnel Activity Report must be converted to PDF Ø Supportive Documents must be in PDF format. (Note: Supportive documentation includes but not limited to: receipts for project work, cancelled checks, invoices, contractor agreements, etc. )

Accountability & Reporting OCED staff may request to examine or audit all pertinent, records, and accounts of award recipients, as well as service information and program/event outcomes during the fiscal year.

Marketing & Promotion Ø Ø Ø All publicity, including brochures, news releases, and other program materials must give credit to Harford County Government. When no printed information is used, verbal credit must be given at public events (i. e. , at fundraisers, award events, etc. ) Copies of the appropriate logos will be provided electronically for printed marketing materials EXAMPLE #1 EXAMPLE #2

Change in Scope of Work Ø Recipients must notify The Office of Community & Economic Development if a significant change or reallocation is proposed with regard to any program, event, project, or operational function supported by the funding. Ø The Office of Community & Economic Development must give approval prior to the significant change occurring.

REMINDER The application information packet and the application can be located the County website at: http: //www. harfordcountymd. gov/137 3/Tourism-Funding-Application.

TIMELINE REMINDER

QUESTIONS OR COMMENTS?

THANK YOU!