Question 1: Where can I view and/or download the RFQ document??
The RFQ can be viewed/downloaded from the Central Village website: http://www.centralvillagephx.org/central-village-rfq
Question 2: How are member scholarships funded? Do you just set aside a certain amount of the revenue?
Scholarships are funded through designated donations at the direction of the donor or the Board of Directors.
Question 3: Are individual contributions separate from dues? It seems they are essentially private donors? Were these one-time gifts or would they be ongoing?
Yes, member dues and individual contributions or donations are separate sources of income. Dues are used to support administrative expenses and member events and activities and are not considered tax deductible. Donations, whether from an individual, from a business, or from a member may be designated for a specific purpose such as for member scholarships and are considered tax deductible. If not designated, such funds are used for general support of the members and member programs. In our 3 years of operation we have received both one time donations, as well as annual gifts. We have participated in the AZ Gives campaign in 2015 and 2016.
We do not have an “Annual Giving” or “planned Giving” component at this time.
Question 4: Are the foundation and trust grants ongoing or something the new agency would need to pursue for additional funding?
The grants were from a 3 year grant program (2013-2015) from Grant Makers in Aging GIAging.org), administered by Maricopa Association of Governments, aimed at starting and building age-friendly communities. Additional grant funding would need to be pursued by the new agency.
Question 5: How are program service fees different from member dues?
Most member events and activities are funded from membership dues and donations, in order to make participation available to everyone who wants to participate. When a more costly event is offered, the members and guests are asked to pay a reduced fee, to help offset the overall cost, but still make it possible for most of the members to participate.
The program service fees are the “event fees” collected for specific events.
Question 6: I see a payroll expense—what personnel are there and is the new agency expected to take on those personnel or would there be flexibility to staff it as we see fit?
The payroll expense is for the Office Coordinator (see job description here). This position is funded for 10 hours per week at the rate of $12.00 per hour. There is no expectation that the new agency would take on this existing staff person. This position could be staffed as the new agency sees fit.
Question 7: Will the board continue as the governing body or will the new agency’s board govern?
No, the board of the new agency would assume all responsibility.
Question 8: Is there anyone the new agency would report to aside from any funders, the members, etc..I see Virginia Piper helped with the survey—do they expect the results?
The new agency would not necessarily report to anyone. Virginia Piper’s involvement was for the 3 years of the grant funding through MAG, and is not ongoing. Central Village is currently a member of the Village to Village Network (www.vtvnetwork.org), and the membership is good until June of 2017.
Central Village has also been participating in the National Village Database, a project of the Center for the Advanced Study of Aging Services at UC Berkeley, in collaboration with the Village to Village Network Research Committee. This project is supported by the Retirement Research Foundation. Continuation in this project would not be required.
Question 9: The total assets appear to be $12, 243 as of 9/30—this would be transferred to the new agency—whatever there is at the time of transfer?
The total assets of Central Village at the time the formal amalgamation of the two organizations is completed would be transferred to the new agency.
Question 10: What is the time-frame for transfer?
It is hoped that the amalgamation agreement can be completed early in 2017.
Question 11: Is there any cost for the TimeBank software?
The time bank uses a free website provided by hOurworld. There is no cost to Central Village or to its members. For more information go to hOurworld Time and Talent Web Site.
Question 12: Historically has there been an application process for members? Background checks etc. or is it just based on desire to join and the ability to pay dues or qualify for a scholarship?
Admission for membership in the Village and access to the time bank, has always included the completion of a membership application, attendance at an orientation, and a records check of the DOJ National Sex Offended Data Base and the AZ Public Access to Court Information.
Ability to pay dues is not a requirement if the applicant meets the scholarship criteria (see the Central Village Scholarship Policy here).
Question 13: Is the budget a true reflection of the cost to operate? Are there any costs or support that was provided that is not reflected in budget included in the RFQ?
The budget is generally reflective of the cost to operate, provided the organization is hosted. The budget does not reflect rent or utilities because those things are currently provided by our host, All Saints’ Episcopal Church.
The budget payroll line item in addition to the part time Office Coordinator also reflects the cost for a paid half-time Executive Director which Central Village has not been successful in recruiting. As we did not expect to recruit an Executive Director until February or March of 2016, the payroll budget reflects the vacant position. We estimated that true cost of a half-time Executive Director and a part time Office Coordinator is closer to $40.000 per year when you include payroll taxes, insurance, workman’s comp., and expenses.
Question 14: Will there be any additional grant funding from Virginia Piper or other donors to cover any 2017 expenses?
Question 15: Describe the current staffing model. Is it one full-time person? Is the $30,900 budget adequate to staff required activities? Will the existing staff stay on?
The the only paid staff is for the Office Coordinator (see job description here). This position is funded for 10 hours per week at the rate of $12.00 per hour. There is no expectation that the new agency would take on this existing staff person. This position could be staffed as the new agency sees fit. The new agency is free to negotiate with the existing Office Coordinator to provide temporary or longer term continuity.
It is important to note that most of the functions of Central Village are performed by members who volunteer their time but are rewarded with time credits to their time bank accounts.
Question 16: Is the time bank fully functional or is more programming required?
The Time Bank is fully functional and supported. The developer(s) release updates and changes on a regular basis based on the feedback of user organizations. According to the hOurworld website, the software is currently used by 630 time banks in the US, Canada, and the United Kingdom. Personal information is encrypted and stored on HIPPA compliant servers.
Question 17: I was reviewing this document and noticed that questions are due 10 days prior to the November 30 submission deadline. November 20 is a Sunday. Would you be extending the due date for questions to the following Monday.
Of course we will extend the deadline. In fact, because the deadline falls on Sunday we will extend the deadline for questions until 5 PM, Tuesday, November 22, 2016.
Question 18: Will there be a meeting to discuss or clarify questions regarding the solicitation?
We are not planning on holding any meetings to discuss/clarify the RFQ. However, that does not preclude holding a Q&A session should two or more prospective non-profits or agencies make the case that our written answers to questions are insufficient.
Question 19: Are the funds from Piper an ongoing grant or does it have to be applied for annually? Also, how long has this been funded by Piper?
Virginia G. Piper Charitable Trust has never directly funded Central Village through grants or awards nor has Central Village ever applied for grant funding from Virginia Piper. Their only direct involvement with Central Village was in directing a highly qualified Piper staff member to provide technical assistance in the development of our longitudinal survey.