FY 2014 Community Partner Agreements
The County works with numerous organizations to deliver effective and efficient services to the community. Community partners are non-profit 501(c)3 organizations that receive funding directly from or through the County government. Community partners can help reduce service costs through the leveraging of scarce County resources with other funding sources, thereby reducing taxes for homeowners and businesses.
Below are the fully executed MOU's received by the Office of Management & Budget as of September 1, 2013.
The Board of County Supervisors has directed that all requests be made through the annual budget process. The County fiscal year begins July 1st. Any nonprofit organization seeking public funding from Prince William County must submit a request to the Office of Management and Budget (OMB) by October 1st.
1. In the past, my organization received a donation from an individual Supervisor via a BOCS board action
throughout the year. Is my organization eligible for a donation from the County under the existing
Community Partner Policy?
2. Does my initial request have to be written?
3. What information do I need to include in my initial request to OMB?
4. What is the deadline for donation requests?
5. What happens once OMB receives my donation request?
6. Can I request a particular agency to be assigned as the host agency?
7. If my donation request is accepted and funded in the adopted budget, what additional reporting
is required from my organization?
8. Do I need to submit a request each year in order to be considered for a donation?
9. Can I submit a multiple-year request?
10. How are approved funds disbursed?
Question 1: In the past, my organization received a donation from an individual Supervisor via a BOCS board action throughout the year. Is my organization eligible for a donation from the County under the existing Community Partner Donation Policy?
Answer 1: An eligible community partner must be a nonprofit 501 (c)(3) organization which:
a) Has been in existence for at least three years, unless an ad hoc group is formed to address a
specific issue and will disband at the end of the project (i.e. one-time funding); and
b) Has an identifiable Executive Director; and
c) Has an identifiable Board of Directors.
Question 2: Does my initial request have to be written?
Answer 2: Yes, the request must be submitted on your organization’s letterhead. Email requests are not accepted.
Question 3: What information do I need to include in my initial request to OMB?
Answer 3: The request should include a brief description of your organization, the requested donation amount and the intended service(s) your organization would provide to the Prince William County community.
Please send all requests to OMB at the following address:
Prince William County
Office of Management and Budget
Attn: Nonprofit Donation Request
1 County Complex Court, Suite 225
Prince William, VA 22192
Question 4: What is the deadline for donation requests?
Answer 4: All written requests must be received by OMB no later than October 1st to be considered for the next budget year. No requests will be considered after that date.
Question 5: What happens once OMB receives my donation request?
Answer 5: OMB staff will review your request and assign a host agency. OMB will send you a letter verifying the receipt of your request, provide you with the required budget documentation form as well as provide you with contact information for your host agency. Your assigned host agency will work with you on your donation request submission.
Question 6: Can I request a particular agency to be assigned as the host agency?
Answer 6: No; OMB will make the assignment. The Board of County Supervisors cannot be designated as a host agency.
Question 7: If my donation request is accepted and funded in the adopted budget, what additional reporting is required from my organization?
Answer 7: All approved community partners are required to complete and sign a Memorandum of Understanding (MOU) with the County. The MOU will specify the amount of the donation and the level of service your organization will provide to the PWC community as a result of the donation. In addition to mandatory service level data reporting, financial reports and the IRS 990 for the organization are required submissions.
Question 8: Do I need to submit a request each year in order to be considered for a donation?
Answer 8: Yes. If your organization receives a donation in one fiscal year, it is not a guarantee you will receive one in subsequent years. Your host agency will evaluate your performance based on the agreed upon service levels per the executed MOU and will make a recommendation to OMB if funding should be provided in the subsequent fiscal year.
Answer 10: Requests for capital contributions can be requested over multiple years but only the current year will be considered for funding. No requests for operating funds can exceed one year.
Question 10: How are approved funds disbursed?
Answer 11: The MOU must be completely executed and returned to the Office of Management and Budget prior to the submission of any invoice. Unless detailed otherwise in the MOU, funds for the year will be disbursed upon receipt of an invoice from the nonprofit organization.