Project Sponsors

• Typical Process
• Project Standards
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• Obtaining Commission Approval
• Local Sponsor Extranet

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Although each project is unique, Commission projects follow this general process:

1. A community or community organization decides it needs to expand or improve its facilities, or build a new facility.
2. The community or community organization approaches its legislators to request funding for a project in the biennial capital improvements bill. Capital bills are typically enacted by the Legislature in the spring or fall of even numbered years.
3. The General Assembly and Governor appropriate funding for the community's project in the biennial capital improvements bill and assign it to the Commission for funding administration.
4. A Commission project manager contacts the project sponsor's staff and works with them to complete an on-line Project Registration Form, which provides the Commission with basic information about the project. Subsequently, the Commission project manager may schedule a site visit with the organization to tour the facility and to discuss key aspects of the project with the project sponsor.
5. When the project sponsor is ready to move forward with the project, an on-line Project Detail Form is completed and other pertinent information is submitted, including detailed information about the project, the organization's financial statements and business plan, and property deed and title information.
6. Commission staff analyzes submittals on a quarterly basis. This entails preparatory work with the project sponsor representatives and staff analyses to ensure the project meets standards set forth by the Ohio Revised Code, the capital bill, the Commission, and the bond issuer, as well as to determine how the state can best help in contributing to a successful project. Feedback from these analyses is sent to the project sponsor in the form of a "punch list" of items that need to be completed prior to an appearance before the Commission.
7. The Commission meets on a quarterly basis to review and approve projects. Those projects that have successfully completed their punch-list items at least six to eight weeks prior to the meeting will be considered for placement on an upcoming Commission meeting agenda.
8. In parallel, the project sponsor works with the Commission project manager to prepare the necessary legal agreements.
9. Information regarding the project is presented to Commission members at a public meeting. Complex projects where significant design work and/or fundraising is involved may receive preliminary approval at an initial Commission meeting, and then return to the Commission for final approval to expend state funds prior to project construction. Simple projects typically receive all necessary approvals and the authorization to expend state funds from the Commission at a single meeting. During the course of one or more meetings, the Commission takes action on resolutions that:
   1. Determine the need for the project;
   2. Ensure that there is substantial regional support (in the form of matching resources) and adequate financing to cover the cost of the project;
   3. Authorize the negotiation or execution of appropriate legal agreements;
   4. Approve local construction administration (when applicable);
   5. Authorize the expenditure of funds for the project.
10. Once all the standards are met, Commission approvals have been obtained, and Commission documents are executed, expenditure of funds may occur in one of two ways:
    1. Reimbursement directly to project sponsors on a pro-rated basis for projects that are approved for local construction administration. The Commission's reimbursement is based on the amount of state funds divided by the total construction cost times the dollar amount of completed construction being invoiced.
    2. Payment to the vendors/contractors directly for projects using the State Architect's Office for construction contract administration. For more information on the two different types of construction administration, please refer to the Project Standards section.
11. At the end of the state-funded construction phase(s), the state's involvement is recognized and the facility opens or reopens to the public.
12. The state continues to monitor the facility and the project sponsor's overall financial situation for the duration of the bond funding period; typically 15 years. This entails providing information to the Commission as changes occur, on an annual basis as required in the legal agreements or, as in the case of ongoing fundraising, a quarterly basis.