Grant award letters from the City of Newport News will be mailed to the agencies upon approval of the City’s Operating Budget. This letter will specify whether or not funding was approved for your agency and if so, the amount. To accept the CSAG grant and to request the first payment, four forms must be completed by the agency prior to disbursement of funds. If a due date falls on a weekend, the following work day will be the due date.

First Quarter Reports - Due by July 30

1. Conditions of Grant Award - PDF only
   This specifies the requirements and conditions of the grant and must be reviewed, signed by the agency’s director or designee and returned to the City by July 30.
2. Adopted Budget - Excel version, PDF version
   The agency’s adopted (adjusted) budget for the program, to include CSAG and other funding, must be signed by the agency director or designee and submitted to the City by July 30.
3. Summary of Services - Excel version, PDF version
   This form is used throughout the year to outline the proposed level of activities for the year, as well as to report the actual service delivered. Only columns 1-4 (proposed level of services section) of this form are due at this time. Instructions for completing the form can be found at the bottom of the form.  Agencies should make a copy of the form after completing it; the copy will be used on subsequent submittals.
   This form will be forwarded to the appropriate City oversight department for review to ensure that the performance measures outlined are consistent with services proposed in the grant application. 
4. Request for Payment  (First Payment) - Excel version, PDF version
   The first request for payment form must be signed by the agency director or designee and submitted by July 30 for the agency to receive 25% of the total grant award. Subsequent payments of 25% will be released in November and February. The final payment of 25% will be released after the end of the grant period (July) upon receipt of the final Service Delivery Report. An agency awarded a grant must complete the Request for Funds prior to receiving each payment.
   For small grants (under $5,001), 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.
    

Second Quarter (November):

No action by the agency is needed for the second quarter payment and this payment will be disbursed automatically in November.
 

Third Quarter Reports (Due January 15):

If actual agency service delivery is not consistent with the level of service delivery upon which the grant was awarded, the third quarter payment will not be made. To receive the third payment of the grant, the agencies must submit the following:

1. Independent Financial Audit -
   A copy of the agency's Independent Financial Audit for the most recently completed accounting year. 

2. Summary of Services - Excel version, PDF version
   Agencies are to use the copy made of this form last July (with columns 1 - 4 already completed). Columns 5 and 6 should be completed at this time to reflect the level of activity from July to December. This form must be signed by the agency director or designee and submitted to the City by January 15. Agencies are to make a copy of this form before mailing it; the copy will be used for the last quarter submittal.
   This form will be forwarded to the appropriate City oversight department for review prior to release of payment.

3.  Financial Report - Excel version, PDF version
   This form is used to report the semi-annual receipts and expenditures. Agencies are to complete the first column, which is for the period from July through December. This form must be signed by the agency director or designee and submitted to the City by January 15. Agencies should make a copy of this form before mailing; the copy will be used for the last quarter’s submittal.
4. Request for Funds (Third Payment) - Excel version, PDF version
   Agencies are to submit this form to the City, signed by the agency director or designee, to receive the third payment (25% of grant award) in February.
    

Fourth Quarter Reports (Due July 15):

If actual agency service delivery is not consistent with the level of service delivery upon which the grant was awarded, the final payment will not be paid.

To receive the fourth (final) payment of the grant, agencies are to submit the following:

1. Summary of Services - Excel version, PDF version
   Agencies are to complete columns 7, 8, 9 and 10 on the copy of the form made before mailing the January 15 submittal. The service delivery information provided in these columns is to reflect service delivered between January and June, and for the cumulative, preceding twelve-month grant period (July-June). This form, signed by the agency director or designee, is to be mailed to reach the City by July 15.
   This form will be forwarded to the appropriate City oversight department for review prior to release of payment.
2. Financial Report - Excel version, PDF version
   Agencies are to complete the remaining columns on the copy made of the January submittal, which will provide financial activity information from January through June, and for the cumulative preceding twelve-month grant period (July-June). This form, signed by the agency director or designee is to be mailed to reach the City by July 15.
3. Request for Funds (Final Payment) - Excel version, PDF version
   Agencies are to send this form, signed by the agency director or his designee, by July 15 to receive the final payment of the CSAG grant, which will be the remaining 25% of the total grant award. 
4. Independent Audit: Prior to the disbursement of the final payment, a copy of the agency's audit for the previous fiscal year must be submitted if not yet done.
   If changes in agency resources or community needs require adjustments to planned objectives during the fiscal year, these changes will be negotiated between the oversight department and the agency.