FY2010 Community Grant Application Workshop

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FY2010 Community Grant Application Workshop

• January 13, 2009

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General Information

• One application per request
• Maximum of 50,000 per request
• Only three requests per agency
• Requests are for programs or projects that serve
  the community
• DEADLINE is Monday, February 9th by 430 pm

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Application Submission Highlights

• Do not bind requests!! Clips are preferred.
• Do not combine multiple requests. Each request
  must be packaged individually.
• No cover letters or support letters.
• Each request must include TWO complete copies
  (application and attachments) AND SIX copies of
  the Request Introduction and Sections 1, 2 3.

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Request Introduction

• Cover Sheet of the Application

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Request Introduction

• Agency Information
• Funding Request
• Agency Program Efficiency Percentage- Section 3,
  II Budget Item 5E divided by 4E
• Five funding categories Tourism/Culture Health
  Youth Senior/Veterans and, Social

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Category Definitions

• Tourism/Culture Services designed to attract
  tourists, visitors and other interested persons
  to Knox County. Also, can include services
  designed to publicize existing facilities and
  attractions.
• Youth Services provided directly to clients 18
  years or younger.
• Senior/Veterans Services provided directly to
  clients 55 years or older and/or veterans of the
  US Armed Forces.
• Health Services that identify, educate and
  address physical and mental disease.
• Social Services that benefit the general
  well-being of Knox County citizens.

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Section 1 Executive Summary
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Section 1 Executive Summary

• Only use the space provided.
• Suggested topics to address
• Brief history of the organization
• Explain why request should be funded by Knox
  County
• Brief narrative of the program/project
• Highlight key points to communicate who will
  benefit from program/project.

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SECTION 2 PROGRAM DEFINITION AND PERFORMANCE
MEASURES

• Narrowing the focus

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ITEMS 1-3 OF THIS SECTION

• Are the building blocks you will use to complete
  Item 4
• The Performance Measures Chart

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PREVIOUS GRANT RECIPIENTS WILL RECOGNIZE THESE
TOOLS..

• They are the 2 x 4s of the Knox County Grant
  reporting process
• TO do what, BY taking what actions, FOR what
  group of citizens

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WHEN PROPERLY SPECIFIED.

• A clear, concise picture of the program emerges
• Transition to the Performance Measures Chart is
  simplified

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SPACE IS LIMITED.

• To ensure that only the most important facets of
  the program are presented
• To enable evaluation based on program specifics
  and not writing style

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FOR EXAMPLE.

• 1. What community need does this program/project
  address?

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NEXT.
2. Describe the key components/activities of the
program/project.
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FINALLY.
3. Estimate the number of individuals served
annually in Knox County by this program/project.

• Includes clients in counseling, support groups,
  and emergency shelter

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NOW COMPLETE ITEM 4.

• Provide the information requested on the top
  portion.
• Use the information in Items 1 and 2 to create a
  Mission Statement that Relates specifically to
  the program not to the entire agency and
  consists of three parts

• TO accomplish what
• BY performing what tasks or taking what action
• FOR whose benefit

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THE PROGRAM GOAL IS TO

• Choose your words carefully
• Dont make the goal of the program the TO
  portion - overly ambitious or ambiguous
• Look at the example ---
• You are going to have to define what the expected
  program results are as well as the way you will
  measure those results

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THE PROGRAM IS FOR.

• Who are your customers
• A simple statement of who will be served is all
  that is required
• Look at the example..
• Greater detail regarding clients is/can be
  provided elsewhere

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THE PROGRAM GOALS WILL BE ACCOMPLISHED BY.

• Include all activities covered by the grant
  request.
• Review Item 2 make sure you specify activities
  and not tasks
• Look at the example
• There should be a connection between the program
  goals and the activities

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NOW, FROM THIS MISSION STATEMENT

• DEFINE THE RESULTS
• These are positive statements of the expected
  outcome(s) from the TO statement in the Mission
• They should directly relate to the activities
  identified in the Mission statement the BYs
• They should be realistic
• They should be measurable

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KEEP IN MIND.

• The Results statements tell the reader what can
  be expected from the program
• They are not to be worded as planned tasks or
  activities
• Avoid combining the expected results from
  separate activities (BYs)

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NOW, SPECIFY THE INDICATORS

• What information can be collected that will
  indicate whether the stated Result was achieved
• These are mathematical statements that result in
  a numerical value such as a ratio or a percentage
  that depicts performance --- against a target,
  against an agency standard, over time

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FURTHER..

• Make sure they are relevant to the Outcome that
  they measure something about an activity that
  has a direct impact on whether or not the desired
  result will be achieved.
• If the goal of the program is to increase and/or
  improve service, respond faster, eliminate
  errors, etc., consider calculating a percentage
  of change.
• Change IS considered a meaningful Indicator

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FINALLY.

• Indicators should identify RESULTS of activities
  or actions, NOT the numbers of people,
  transactions, dollars, etc. (these are Outputs)
• To calculate results - percentages, averages,
  ratios, etc., one needs to know the number of
  to start with.
• Provide as many Indicators as necessary to
  communicate how RESULTS will be measured.

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COMPLETE THE REMAINING COLUMNS

• Define the Indicator Type based on the key at the
  bottom of the chart
• Insert the optimum GOAL for each Indicator
• Define the Population served both in number and
  type
• Show the anticipated use of the funds required to
  achieve each Result
• Compute the ratio of required funds to the
  population to be served
• Use the Comments to explain any unusual data

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TAKE ANOTHER LOOK

• When the chart has been properly completed, a
  complete picture of the Program should exist
• What is the program goal
• Who will benefit
• How will the goal be achieved
• What are the expected Results
• How will Results be measured
• What will it cost

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WHEN FINISHED

• Have the form signed and dated by the appropriate
  parties
• Move on to SECTION 3

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Section 3 Community Support/Budget
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Section 3 Community Support/Budget

• I. Community Support and Collaboration
• No support or cover letters
• Identify all of your partners, public and
  private.
• Identify all collaborations with other agencies,
  specifically those that reduce costs.
• Describe any situations where Knox County grant
  funds might be matched or leveraged.
• List all additional funding sources for the
  program/project and amounts.

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Section 3Community Support/Budget

• II. Budget
• Use the form provided.
• Line C, column B under Public Support Revenue
  should equal your Total Funding Request.
• If Other is used, write in line item.
• Columns A, B, C, D relate to the program/project
  budget.
• Column E relates to your overall agency budget
  financials and can be found on your last IRS 990
  report or independent audit. These numbers will
  be used to calculate your program efficiency
  percentage on the general information page.

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Section 4 Review
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Section 4Review

• Section 4 is for your use only. Nothing should
  be submitted.
• These questions should be answered somewhere in
  your application to provide a clear picture of
  your program/project for those reviewing
  applications and making funding recommendations.

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Section 5 Required Attachments
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Section 5 Attachments

• Instructions
• Label the first page of each attachment with
  corresponding attachment number.
• Separate each attachment with a number tab.
• Attachments 1 through 5 must be included.
• Attachment 6, Conflict of Interest Form only if
  applicable. Information will be forwarded to Law
  Director for guidance. Complete as many forms as
  necessary to disclose all direct and/or indirect
  conflicts of interest.

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Attachment 1

• Charter Acknowledgement Letter from Sec. of
  State. Evidence that applying agency is
  registered to do business in the State of
  Tennessee and as fulfilled all requirements of
  the Tennessee Nonprofit Corporation Act.
• Sec. of State can be reached at [phone].

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Attachment 2

• 501 (c)(3) Letter from the Internal Revenue
  Service.
• If another agency will administer your funds,
  please include their 501 (c)(3) letter AND an
  agreement letter, memo, etc.

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Attachment 3

• A copy of your agencys most recent financial
  statement (must be signed and certified by Chief
  Financial Officer.
• Independent financial audit is preferred.

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Attachment 4

• Complete list of Board Members.

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Attachment 5

• Complied with T.C.A, 5-9-09.
• If you are a non profit organization that
  solicits contributions, from or within Tennessee
  you may need to register with the Division of
  Charitable Solicitations and Gaming. You may
  visit www.tn.gov/sos/charity or call 615-741-2555
  for more information.
• Current on all property taxes.
• Complied with 50 of requirements of Resolution
  R-08-5-501.

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Attachment 6

• Completed Conflict of Interest Form.
• Only complete form if there is a direct or
  indirect conflict.
• Ask board members as well as staff to disclose
  any conflicts.
• If no form is included with application, then we
  assume no conflicts of interest.