RED LODGE AREA COMMUNITY FOUNDATION

 

 

GRANTS POLICY

I. Purpose and Authority

The purpose of this organization Policy Statement on Grant Administration is to establish policies for the administration of grants at the Red Lodge Area Community Foundation. The authority to issue policies and procedures on grant administration is hereby adopted into the Red Lodge Area Community Foundation Bi-Laws, as amended on January 1, 2006, and duly approved by the Board of Directors of the Red Lodge Area Community Foundation.

II Persons and Areas Affected

This is an organization Policy statement affecting all departments that research, apply for or administer grants.

III Policy

A. Authority to Apply for Grant Funding

Only the Board Chairperson, Grant Committee Chairperson, or an authorized designee may sign and submit grant applications on behalf of the Red Lodge Area Community Foundation.

B. Coordination of Grant Policy and Grant Operations

The Red Lodge Area Community Foundation must be able to track and manage grants at all stages of the grants process from funding through project closeout. To accomplish this policy requirement, the Grant Committee is hereby established within the Board of Directors. The Grant Committee Policy shall be responsible for:

1. Developing, revising, and distributing the official grants policies and procedures of the Red Lodge Area Community Foundation.

2. Coordinating the tracking of grant applications, awards and major project management decisions associated with awarded grants.

3. Assisting departments with the interpretation and application of city, county, state, federal or other grants policies.

4. Assisting with the resolution of disputes between the Red Lodge Area Community Foundation and funding sources.

5. Offering training and technical assistance services.

C. Submission of Grant Applications

All grant proposals submitted to a funding source must first be authorized for submissions by a resolution of the Board of Directors. Only the Board Chairperson, Grant Committee Chairperson, or an authorized designee may sign grant applications.

D. Acceptance of Grants

The Board Chairperson, Grant Committee Chairperson, or an authorized designee are the only persons authorized to sign and accept grant awards.

E. Board Responsibility For Grants

The Red Lodge Area Community Foundation Board are responsible for generating funding ideas, helping to identify funding opportunities, participating in program planning and proposal writing and managing the day-to-day functions associated with a successful grant award.

F. Treasurer's Grant Functions and Responsibilities

The Red Lodge Area Community Foundation Treasurer shall:

1. Have exclusive authority to deposit all grant funding received by the Red Lodge Area Community Foundation into appropriate accounts.

2. Establish appropriate account code assignments for charging costs to grants. (Account code assignment must not conflict with the items of cost contained in the approved grant budget.)

3. Record revenues and expenditures associated with approved grants.

4. Ensure that the accounting system of the Red Lodge Area Community Foundation is capable of tracking revenue and expenditures associated with every grant award regardless of how grant funding is appropriated.

5. Issue regular reports on the status of grant-funded projects to
operating departments and issue special reports when required by the
Board Chairperson.

6. Counter-sign grant draw-down requests, whether on an advance or reimbursement basis.

IV. Policy Implementation

The Grant Committee shall be responsible for implementing the Statement of Policy on Grant Administration through procedures or other guidance documents.

V. Status of Previous Policies and Procedures

Any existing procedures shall be amended to conform to this Policy Statement. This Policy Statement (replaces, adds, amends) to the Red Lodge Area Community Foundation Bi-Laws adopted and amended on January 1, 2006.

 

RED LODGE AREA COMMUNITY FOUNDATION

GRANT APPLICATION

Grant applications to the Red Lodge Area Community Foundation are considered in the summer of each year. 2006 grants from the Red Lodge Area Community Foundation will range from $500 to a maximum of $2,500. A grant for operating expenses is limited to $500. If an applicant has received Foundation grants in previous years, the applicant must explain how the most recent grant was used in order to process your current application.

DEADLINE: Applications must be postmarked on or before April 30th and sent to the following address:

Red Lodge Area Community Foundation, P.O. Box 1871, Red Lodge, Montana 59068

Tel: (866) 446-1867

PLEASE NOTE that faxed applications are not accepted,

It must be recognized that the Foundation may receive grant applications that exceed availability of funds and that some requests will not be successful and some applicants will receive less than requested. Priority will be given to Red Lodge area nonprofits; however, all requests for funding that fall within the scope of the Foundation support will be given full consideration. Final approval of grants is the sole responsibility of the Board of Directors of the Red Lodge Area Community Foundation.

Presentations are made to the Grant Review Committee. Once reviewed, the recommended applications are then presented to the Board of Directors for final approval. The Red Lodge Area Community Foundation does not schedule interviews with its Board and requests that individual Board and/or committee members NOT be lobbied.

GRANT APPLICATION GUIDELINES

The Red Lodge Area Community Foundation supports nonprofit, charitable organizations that enhance the quality of life in Carbon County, Montana. Its service area is generally limited to organizations whose work primarily serves the citizens of the Carbon County area.

Applicants for funding must be tax-exempt under the provisions of Section 501(c)(3) of the Internal Revenue Code or publicly owned tax-exempt organizations. Tax-exempt status must exist at the time of application.

The Foundation will prioritize funding of organizations and initiatives where there is a social need and where the results will benefit our community and society at large.

The Foundation will consider funding in three areas: (1) Endowment development (2) Operating expenses and (3) Specific projects and programs, including capital projects that are established with a record of development activity. The Foundation does not provide seed money for projects not yet started. In other words, if your organization is established and you are applying for money to start a new project, this would be considered eligible. If your organization is looking for start-up funds, this would not be eligible.

The Foundation allocates funds to organizations no more than once in a calendar year unless there are unusual circumstances. Although the Foundation reviews each proposal separately, it generally does not consider grants for:

- Organizations outside Carbon County

- Individuals

- Projects that have been completed or that will be held prior to the allocations decisions

- Deficits or retirement of debt

- Organizations or institutions operated primarily by religious organizations

- Political campaigns or organizations that publicly take political positions

- Medical research

- Conduit organizations, i.e., organization or events that pass funds to other organizations

- Organizations in areas that have an established community foundation

GRANT APPLICATION PROCEDURES

Eight (8) copies of the request MUST be submitted. Applications should be formatted as outlined below. Answers to the following questions should be numbered as per these guidelines. Applications should not exceed three (3) sheets with copy on both sides. You must answer all questions to complete your application. Incomplete applications will not be considered. Please do NOT include additional information that has not been requested below. If additional information or clarification is needed you will be contacted.

1. Name of organization.

2. Mailing address.

3. Contact person, telephone number, email address. If the contact person listed on the application becomes unavailable after the application is submitted, please notify us of a new contact and correct phone number and email address. Applications will not be considered if the Foundation staff cannot reach the contact person.

4. Date your organization was established.

5. Purpose of the organization.

6. A list of the board of directors with their community affiliations.

7. Portion of your annual budget funded by charitable contributions.

8. Amount requested from the Foundation:

Endowment Fund $ __ Operating Expenses $ _____ Specific Project or Program $______

9. Explanation of need for funds:

a. Community need this project will serve.

b. Total number of people who will be served by project and number of Red Lodge community citizens who will be served,

c. Number of volunteer hours performed on behalf of your organization during current year.

10.                               Depending on your answer to questions 8 above, answer either A, B, or C below:

a. For Endowment Fund

1.        Describe the overall goal for the Endowment Fund and the plan to achieve it.

2.        What other sources are there for the Endowment Fund?

3. For what purpose will the income from the Endowment Fund be used?

b. For Operating Expenses

1. What other sources are there for operating expenses?

2. What are the long-range strategies for funding operating expenses at the end of the grant period?

c. For a Specific project or program

1. Describe the project or program goals and objectives.

2. What is the current status?

3. What is the anticipated budget for the prefect or program?

4. What are the other sources for funding?

5.              What are the long-range strategies for funding at the end of the grant period?

11. If you have received Foundation grants before, please explain how the most recent one was used.

12. The following attachments may be in excess of the 3-sheet limitation and need not be printed on both sides.

a. Attached financial information of total organization to each copy of application.

1. What were your last fiscal year's actual expenses and revenues (2005)?

2. What is your current fiscal year's projected budget for expenses and revenues (2006)?

3. What are the assets and liabilities of your organization including any endowment funds?