SECTION 1: PURPOSE

To allow FIRST 5 Santa Clara County to accept donations and manage funds from other organizations for the promotion of an activity that is substantially similar or complimentary of the activities of FIRST 5.

SECTION 2: POLICY

FIRST 5 can act as the fiscal sponsor by administering all aspects of fiscal management for the activity, including processing checks, managing funds, and assisting in quarterly reports to the funding agencies.

SECTION 3: PROCESS

Fiscal sponsorship proposals will be evaluated in the following manner:

1. A written proposal shall be submitted to the Program Committee. The proposal must include a description of the activity; identify funding sources that support their proposal; describe how the activity will further FIRST 5’s Mission and Objectives; and explain how expenses will be documented.
2. The Program Committee will review the proposal and determine how the activity supports the goals and objectives of FIRST 5 and make a recommendation.
3. If the Program Committee is supportive of the proposal, the proposal will be forwarded to the Personnel and Finance Committee for recommendation. If the Personnel and Finance Committee also supports the recommendation, the proposal will be considered by the Commission for approval.
4. Only grants of $5,000 or more will qualify.

SECTION 4: GUIDELINES

FIRST 5 has adopted the following Fiscal Sponsorship Guidelines:

FIRST 5 shall work with proposals’ authorized representative to set up a check release process. Acceptable invoices received by end of business on any Monday will be paid and mailed by end of business on the following Friday (deviations may occur due to Holidays). No funds will be released unless approved by the representative in accordance with the agreed process.

FIRST 5 shall not advance money the proposed activity and only funds available will be disbursed.

FIRST 5 requires copies of all grant agreements.

FIRST 5 shall provide a quarterly statement of activity within 45 days of each quarter end. Any corrections must be requested within 30 days after receipt of that statement.

Fiscal Sponsor administrative fees depend on the size of funds FIRST 5 shall be responsible for managing. The range is as follows:

• $5,000 to $20,000 - No fee,
• $20,000 to $50,000 - 3% fee,
• $50,000 and above - 5% fee (with a negotiated cap).

FIRST 5 shall charge actual costs for all additional expenditures required of the proposal and deemed appropriate by FIRST 5, i.e. additional auditing requirements, additional insurance for project events, etc.

FIRST 5 shall not hire employees for the proposed activity.

FIRST 5 maintains general liability insurance coverage. FIRST 5 can also provide blanket insurance coverage for specific events such as community meetings, fundraising events, or celebrations at no additional charge. Arrangements of such coverage require a minimum of 2 weeks advance notice. Extraordinary activities or events may incur additional charges.

FIRST 5 requires a list of all individuals involved in the proposal and their roles and responsibilities.

All projects must use a fiscal year ending on June 30.

These policies may be amended from time to time with consent of proposal’s authorized representative and FIRST 5.

SECTION 5: FISCAL

None.