Application Updates

Budgets and Project Design: Deadline: February 22, 2012. Acceptable updates may include: further developments in project design, updates about pending funds, changes in personnel, and work samples of activities that took place between two weeks prior to the deadline and one week prior to panel. Updates should be concise. You may provide seven (7) copies of additional information in writing to be distributed to the panel.

Please contact Corinne Matesich at corinne.matesich@sfgov.org or call 415.252.2558.

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Panel Review Schedule

We encourage you to attend the panel review, but it is not required. Please plan to arrive at the start of the application review block that lists your name and an applicant number. The scheduled times provided are estimated. We will try to keep as close to the schedule as possible, but may run early or over-time. In order to familiarize yourself with the panel review, we encourage you to come early to observe other application reviews.

Please RSVP to corinne.matesich@sfgov.org by February 24th. If we do not receive an RSVP from you, we will assume that you will not be attending and may reschedule your application review during the panel meeting (in order to maintain the schedule).

At the panel, to avoid the perception of influencing deliberations inappropriately, you may not engage in conversation with the panelists.

Thank you!

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Panel Award Recommendations

Panel Comments

Panel discussion notes will be available in late Spring 2012. Please send an email to corinne.matesich@sfgov.org to request your panel comments.

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Commission Approval of Grant Recommendations

The usual process includes a two-step process. First, the Community Arts, Education and Grants Committee will review and act on the motion to approve the recommendations made by the grants review panel. Then, the motion by the CAEG Committee will be reviewed and acted on by the Full Commission.

Community Arts, Education and Grants Committee:
Click here to view the CAEG Agenda

Full Commission:
Click here to view the Full Commission Agenda

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Award Announcement:

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Contracting Sessions

These sessions are to expedite the contracting process and make sure all your paperwork is in order. Especially for new grantees we can also address any questions you might have about the City granting process. Staff will be available to meet:

Please contact Weston Teruya (weston.teruya@sfgov.org or 415.252.2593) if you would like to schedule an appointment during these times. Sessions usually take about 20 minutes. Alternately we can mail you your contracting paperwork but please note that it will be your responsibility to return the necessary signed documents as soon as possible.  Any delays in returning documents may result in delays in your grant disbursements. Please let us know if you would like to come in to sign your paperwork or if you would prefer that we mail you the documents.

Additional Requirements for Capital Improvement Projects
No disbursement can be made unless Grantee has submitted the following to CEG staff:

» Evidence of title to the property on which the improvements are to be made or a copy of a lease that meets the requirements described in the Guidelines, whichever is applicable.

» If the property has been leased by Grantee, then provide a letter from the property owner or the owner’s authorized agent, on appropriate letterhead, stating that the owner has given Grantee permission to make capital improvements to the property.

» Evidence that the organization has documented such Building Permits as may be required for the work to be supported by the grant and that it has obtained those permits. Staff may defer this requirement provided Grantee can document that it has filed applications for required building permits in a timely manner and is waiting to receive them.

Insurance Documentation

We cannot make disbursements on your grant or even encumber your grant award until we have the insurance certificates and/or waivers.  If you have not already done so, please make sure that your certificates are up to date in our files.

The City of San Francisco requires that grantees carry three forms of insurance—General Liability, Workers Compensation and Automobile—with limits of no less than $1 million dollars each and a $2 million dollar aggregate annual ceiling for the General Liability insurance.  Please note that your general liability insurance must name “The City and County of San Francisco, its agents, officers and employees” as the additional insured and the San Francisco Arts Commission as the certificate holder.

We will prepare insurance waivers if necessary based on any insurance records we have on file and have them ready with your contracts.  If there are any changes to your insurance or if you do not already have insurance on file with our office, please contact ___ if you will need waivers. Please note that all decisions regarding approval of waivers are at the sole discretion of the City Risk Management office.

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