Getting Started Making Your Grant Requests Sparkle May

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Getting Started: Making Your Grant Requests Sparkle May 1, 2014

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Getting Started: Making Your Grant Requests Sparkle With Cynthia M. Adams May 1, 2014

Presenters Becky Wiegand Webinar Program Manager Tech. Soup Cynthia M. Adams CEO Grant. Station Assisting with chat: Ale Bezdikian, Tech. Soup

Today’s Agenda: • Introduction to Tech. Soup • Participant Poll – How many grants? • Getting Started – Basic Guidelines and Documents – Mission Statement – Audited Financials – History, Leadership, Budget – Documenting Need • Q&A

Who Is Tech. Soup? Tech. Soup is a 501(c)(3) nonprofit with a clear focus: connecting fellow nonprofits, charities, public libraries, and foundations with tech products and services, plus learning resources to make informed decisions about technology.

Who Is Tech. Soup? • Since 1987, Tech. Soup donation programs have served more than 210, 000 charitable organizations. • We’ve distributed more than 11 million software and hardware donations and enabled recipients to save more than US$3. 75 billion in IT expenses in 60+ countries around the world. • We reach more than 400, 000 nonprofit, library, and philanthropy subscribers in the United States with our newsletters each year.

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Participant Poll • How many grant proposals do you write for your organization each year? – None/never have – 1 -3 – 4 -7 – 8 -12 – 13 -20 – 20+ – I should be your next expert presenter!

Welcome to Getting Started Presenter: Cynthia M. Adams, CEO, Grant. Station

The three C’s of grants development Clarity Credibility Compassion E v “Everything should be made as simple as possible. But no simpler. ” - Albert Einstein

Our Agenda I. General guidelines II. Basic documents Mission Statement Audited financials Organization history & current situation Structure & leadership Presenting the budget III. Documenting the need IV. Attachments V. Reference documents Getting Started You can ignore these initial steps, but if you do you will find writing proposals to be tedious and repetitive work.

Learning objectives To gather and polish the basic documents for grant writing. What pieces do you need on the board in order to play the game? To generate compelling proposals using these basic documents To feel confident as you begin writing grant requests. LOGO

General guidelines Consistency of use font, spacing, margins Keep hard and electronic copies Date stamp everything! Basic Grant Info_May_2014

Basic documents Mission Statement It’s not what you do, but why you do it. Tax designation – IRS determination letter Audited Financial Statement Refer to worksheets pages 1 -4

Where are we? Our Agenda I. General guidelines II. Basic documents Mission Statement Audited Financials Organization history & current situation Structure & leadership Presenting the budget III. Documenting the need IV. Attachments V. Reference documents

Mission statement An interesting mix of potential uses Check out the Fortune 500 companies and their mission statements. Title page Executive summary Organization chart Transition statement Don’t confuse your vision with your mission. Closing statement Quoting from the mission statement builds credibility.

Mission statement On the title page On Thin Ice: Protecting Polar Bears in the Arctic Our mission: Global warming is causing the Arctic ice pack to thin and melt at an unprecedented rate, and as it does, the polar bear is being pushed toward the brink of extinction. Our mission is to identify specific ways to help protect the Arctic habitat including but not limited to the reduction of greenhouse gases. Updated 12/2013 A request from The Canadian Conservation Network Submitted May 12, 2014

Mission statement In the executive summary On Thin Ice: Executive Summary In November 2014 the Canadian Conservation Network will host a gathering of 200 of the globes top scientists studying climate change. A series of presentations and discussions about current findings, projections for the future, and what these changes mean for life on earth will follow a two-day excursion from the conference center in Vancouver, British Columbia to the remote village of Inuvik, Northwest Territories, on the Arctic Ocean. The Canadian Conservation Network whose mission is to identify specific ways to help protect the Arctic habitat including but not limited to the reduction of greenhouse gases will host this gathering estimated to Cost $65, 000. above and beyond conference fees. Our request to the Give Me Money Foundation is for $20, 000 to cover ….

Mission statement Driving the organizational chart Mission Statement Board of Directors Executive Director Executive Assistant Operating Officer Program Manager Program II Director Program I Director

Mission statement As a transition between the need & the project description The final paragraph in the need statement might read: The Challenge As these statistics demonstrate there are currently no coordinated in home options for seniors that are affordable and community-based within the Benedict Health District. To serve the growing health and human challenges that seniors and their families are facing is the mission of Senior. Help. To fulfill our mission, and address this inequity, Senior. Help plans to expand its outreach and its services via the Caring Hearts project. Project Description: Caring Hearts The Benedict Health District is made up of three counties in rural Wyoming. Caring Hearts will launch in fall 2014 with a two day gathering of the 15 coalition members who have devised this plan, under the direction and coordination of Senior. Help. The initial convention will. . .

Mission statement As your closing statement Build your proposal to the point where the mission statement, used as your closing, engages the reader on a new level. They are now ready to participate in helping you achieve your organization’s mission. Don’t forget to date stamp! SUCCESS Global warming is causing the Arctic ice pack to thin and melt at an unprecedented rate, and as it does, the polar bear is being pushed toward the brink of extinction. Our mission is to identify specific ways to help protect the Arctic habitat including but not limited to the reduction of greenhouse gases. Board Reviewed February 2014 LOGO

Audited financials For larger, more established organizations Ü CPA reviews financial statements, as well as financial policies and procedures Ü Important to establish an Audit Committee Ü Integrity Ü Performance Ü Operation Ü Communication

Audited financials For start-ups and smaller organizations • Current balance sheet • Board approved financial policies • Established financial procedures • Develop an informal audit committee

Where are we? Our Agenda I. General guidelines II. Basic documents Mission Statement Financials Organization history & current situation Board and staff bio’s Presenting the budget III. Documenting the need IV. Attachments V. Reference documents

History & current situation Current situation Milestones Mission Founding history Number of years Refer to worksheets pages 5 -7 Our origins are our future. - Martin Heidegger

History & current situation Start with a short vignette Our Organization: Mothers of Mourning In the mid-1900 s four women who had each recently lost a son in WWII came together to share their grief, to provide support, and to help each other through an emotional crisis. From those first, few heart-wrenching yet somehow liberating gatherings, these women instinctively knew that sharing grief was a way to help bear their new burden. In 1950, shortly after WWII came to a close, these four women launched a regional program called Mothers of Mourning. Today, Mothers of Mourning has blossomed into a national program with over 40 staff, and 28 chapters located across the U. S. and Canada. …

History & current situation Sample critical episodes On March 20, 2003 the U. S. led a multi-national invasion into Iraq. According to the New York Times: “Today, at approximately 02: 30 UTC, explosions were heard in Baghdad. According to The Pentagon, 36 Tomahawk missiles and two F-117 launched 27 GBU bombs in this assault. ” Over the past decade, Mothers of Mourning has experienced a 72% increase in demand for services. We have implemented an interim plan to address this new demand, but the current global situation requires a sustainable approach. In January 2014, our Board of Directors re-assessed our mission and strategic plan, to embrace the increasing demand for services. Our new mission statement reads: (quote)…

History & current situation What role can the operating plan play in your proposal? A support document for special project requests The main narrative for a general operating request Strategic Planning is a process by which we can envision the future and develop the necessary procedures and operations to influence and achieve that future. - Clark Crouch Adjust and use for a capacity building request

Structure & Leadership Organization chart It’s all about who you serve The chart should strengthen your credibility.

Structure & Leadership Board bio’s Jennifer Smith, Secretary/Treasurer Jennifer Smith is the Vice President of Commercial Loans at First National Bank of Baltimore, and has served on the Baltimore Performing Arts Association Board for three years as Secretary/Treasurer. Ms. Smith served as the Baltimore United Way Chair in 2009, and has recently been appointed by the Governor of Maryland to serve a five-year term on the Maryland Department of Commerce, Revolving Loan Fund Board. Ms. Smith brings 20 years of financial management to the Arts Association Board. Updated 02/2014 Jonathan J. Jaspers, President-Elect 2014 Jon Jaspers is currently retired, after 35 -years a Professor of Musicology at the University of Maryland. Mr. Jasper spends much of his time preparing for and hosting New Music: Baltimore a weekly program aired on WYPR, public radio Baltimore. Mr. Jasper has served on the Baltimore Performing Arts Association Board for two years, and will move into the position of President-Elect in November 2013. Mr. Jasper served as Program Advisor to the Clarice Smith Performing Arts Center in Maryland for over 10 years. Updated 12/2013

Structure & Leadership Staff bio’s Mary June Stevens, Executive Director Mary June Stevens has lead Central City Food Bank as its’ Executive Director five years. Ms. Stevens came to Central City with over 25 years experience managing food banks in rural Indiana, and northern Kentucky. Ms. Stevens serves on the Statewide Association of Foodbanks, and was recently appointed by the Mayor to the Low-Income Task Force. Updated 02/2014 Robert Adams, Program Director Bob Adams has been Director of Food Acquisition and Delivery for five years. Bob originally came to Central City’s Food Bank as a Vista volunteer in 1999. In early 2009, Bob developed an online food acquisition program that more than tripled the amount of food donated each month to Central City’s Food Bank. Due to Bob’s innovation, Central City Food Bank received the 2012 Nonprofit Organization of the Year award from the Governor. Bob continues to learn, recently receiving a Microsoft Certified Professional Developer (MCPD) Certificate (December 2013). Updated 02/2014

Structure & Leadership Using bio’s Attach the complete list of board bios to grant requests to build organizational credibility And demonstrate the effectiveness of your team. The astronauts on Apollo 11. Individual bio’s (staff or board), can be added to the program/project description, demonstrating your organization’s ability to perform the tasks. Individual bio’s (staff or board) can strengthen the budget narrative, indicating your team’s ability to manage the grant award. Highlight the team effort behind your accomplishments

Structure & Leadership An example of integrating a bio Within the grant request, perhaps in the budget summary you could write: Jennifer Smith , Secretary/Treasurer of the Arts Association, will provided financial oversight for this Audience Development grant to ensure accuracy in both financial reporting, and overall management. Incorporating this kind of info in your request demonstrates organizational credibility. This can be particularly important if you are an all volunteer (or primarily volunteer) organization.

The four pillars of budget presentation The Budget 1 Tells a story Find meaning in the numbers 2 Indicates their role Level of financial commitment 3 4 Engages Invites comment Captures attention Interesting and entertaining LOGO

Budget presentation You never know how people absorb information Visual Narrative Numeric

Budget presentation 3 ways to absorb information Numeric presentation Narrative presentation 1 What we need to execute this 3 2 Visual presentation LOGO

Budget presentation Narrative format The overall annual budget for the Center for Women and Children is projected to be $465, 000 for 2014. Of this total amount 53% covers salaries and benefits (including health insurance), 37% goes directly to programs and services for the women and children we serve, and 10% covers administrative (8%) and fundraising expenses (2%). In addition, there is a separate capital improvements budget for a total of $48, 000 to provide technology upgrades, including cell phones (4) for field workers, three desktop computers, and one laptop computer, an energy efficient replacement for the water heater, and the installation of an air to air heat exchanger.

Budget presentation Visual format Ask yourself. . . 1. What is the role of the graphic in the overall presentation of the budget? 2. Can this graphic stand alone without explanation? 3. Can the reviewer quickly absorb the information presented? 2014 Annual Operating Budget $37, 200 $9, 300 Salaries and benefits Programs and services Administration $246, 450 $172, 050 In a presentation table or graphic, you should display only a small subset of your data selected to best communicate your message

Budget presentation Numeric format Item Personnel – Executive Director – Administrative Assistant – Program Director – Program Assistant Benefits – Health Insurance Staff & Board Training – Travel allowance Expense $65, 000 $47, 500 $38, 000 $32, 000 $22, 000 $12, 000

Budget side notes! In-kind donations Always document and demonstrate any in-kind donations. cash a non-cash donation which can be given a value any labor, product, or professional service for which the organization would normally have to pay

Budget side notes! In-kind donations u. Almost every non-profit in existence has received some level of in-kind support. u 90%of the nonprofits that benefit from in-kind support do not document these contributions. u. In-kind contributions can be used to match government and private funds, and to leverage additional funding.

Documenting the need Paint a picture that helps validate the problem/need A case history or vignette that helps the reader understand the problem or need Create a sense of urgency Document the problem/need Cite relevant statistics and data (be selective!) Quote from reports, surveys, and media Track internal issues that limit response Refer to worksheets pages 8 - 9

Documenting the need Sample opening statement Columbia Daily News March 27, 2014 Twelve die in apartment fire in South Columbia April 17, 2014 Infant lost in house fire on 12 th Avenue May 19, 2014 Several hospitalized, one dies, after apartment complex fire June 8, 2014 Nine cats die in home fire, woman escapes with two kittens July 17, 2014 Fire blazes through apartment complex, three die

Documenting the need Testimonials and stories are powerful tools!

Documenting the need Sample story In rural Boone County, West Virginia, Jennifer Massey bathes her children in contaminated water. It’s either that or not bathe them at all. The well water in the remote mountain community of Prescott where she lives contains elevated levels of lead, arsenic, and manganese. . .

Documenting the need Growing the readers understanding of the issue Use quotes from experts Open with a powerful, real-life example A photo can be very effective here Cite relevant data Use a chart or graph to strengthen your points Be very selective in your use of data

Attachments Ø Maps of the region Ø Photographs Ø Charts and graphs Ø Inventories, documentation of any collections Ø Testimonials from those you serve Refer to worksheets pages 10 - 12

Using maps To demonstrate how your work impacts a geographic region Office location: Oakland, CA Service area: Alameda County Secondary Impact area: Contra Coasta County

Using maps To generate a personal understanding of your situation Don’t be myopic! Reflect a perspective the grantmaker will understand.

Using photographs As an attachment or incorporated into your proposal As a result of growing levels of long-term unemployment in Carver County, 1, 500 people per month eat meals from emergency food boxes. Of those, 815 are children. For the first time ever, Carver Food Bank distributed more than 20, 000 emergency food boxes in fiscal year 2012 -13.

Using charts & graphs Launch: 2004 Growth since 2002 Growth: 2006 Rebooting: 2014 Extension: 2011 Participation in OJT program has grown dramatically over the past 12 years. Friends of the Grand Library: Capacity Building Request Establishment: 2009

Reference documents Case statements Grant award documents Annual reports Letters of inquiry Grant Reports Brochures Full grant proposals Award letters Website

Thank you for joining us today! Calm down! You still need to do all of this, eh?

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