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Reporting Requirements (Capital Projects)
Community Support Agency Grant Program (Capital Projects)
Agencies may request funding from the City of Newport News for capital improvements, equipment purchases and extraordinary or special events. The following definitions apply to requests for funding in this category:
Capital Improvement: any new or replacement project designed to add to or replace buildings, major building components (ex. HVAC systems) or other infrastructure. Repair or renovation projects qualifying for capitalization rather than expensing also qualify as capital improvements.
Extraordinary Events: an expense so unusual in type or amount as to be accorded special treatment. Generally, these expenses are unplanned and result from destruction of property due to catastrophic events such as extreme weather or fire.
Special Events: an expense associated with an event that occurs without regularity. Examples are festivals, fairs, shows, participation in regional, state or national competitions, etc., which do not occur annually.
It shall be the policy of the City Council that funding may be provided to agencies for any of the above named items only after all other avenues of funding have been exhausted and all other provisions of the Community Support Agency Policy have been satisfied. The following additional provisions apply:
- Emergency funding for Extraordinary Events may be requested at any time. Funding granted by the City is dependent upon the availability of funds.
- Funding for Capital Projects, Equipment and/or Special Events must be requested during the regular budget preparation cycle as outlined in this Policy.
Agencies awarded CSAG funding specifically for capital and/or equipment purchases are to submit the following to the City:
- Conditions of Grant Award - PDF version
The agency’s director or designee must sign the Conditions of Grant Award to accept the grant. The Conditions of Grant Award outlines the requirements of the grant, and must be returned prior to the release of the first payment. - Summary of Proposed Capital/Equipment Purchases - Excel version, PDF version
List the proposed capital/equipment purchases on the Summary of Capital/Equipment Purchases Form and send this form signed by the agency director or designee by July 30. - Copies of payments and invoices related to the capital and/or equipment expenses.
For one-time construction or equipment requests, payments may be made in one payment at the discretion of the Committee, DBE and the oversight department. No exceptions to this policy are permissible and there is no appeal process.
If the purchase is dependent upon receipt of the funds from the City of Newport News, the agency is to provide a copy of a purchase order or other documentation that shows the actual cost of the item(s). The City will then release the funds to the agency.
Any remaining balance of the CSAG funding award may not be used for any other purpose. These funds will revert to the City of Newport News.
