2014 BHT Grant Application Instructions

Transcription

1 Brother, Help Thyself (BHT) funds and nurtures nonprofit organizations serving the GLBTQ and HIV/AIDS communities in Metro Baltimore/Washington. BHT has issued grants of more than $2.0 million to over 250 nonprofits over our 34-year history. We seek to increase the impact that small, local non-profits make in the Metro Baltimore/Washington area (including Northern Virginia). Completing this application is the first step in the process of requesting a grant for 2014, which will be presented in January Grant amounts are based upon many factors, but the final award cannot exceed the amount requested in this application. Therefore, we recommend that you request the maximum amount that you can justify. Grant Criteria The BHT Board of Directors has established basic qualifications for recipients of 2014 grants. If your organization is ineligible, we encourage you to consider applying next year because the criteria may change. To be considered for a 2014 grant, you must be able to prove that your non-profit organization meets the following criteria: 1. You have IRS 501(c)3 Status or pending receipt of an IRS application for nonprofit status. Applicants awaiting receipt of an IRS application may apply for a grant but will need to provide proof of IRS 501(c)(3) status before we award your grant in You provide services and have a physical presence in the Metro Baltimore/Washington area (including Northern Virginia). Additional information is provided below: a. Applicants must provide services within the following U.S. Census related Metropolitan Statistical Areas (MSAs): i. Washington Arlington Alexandria, DC VA MD WV, and ii. Baltimore-Towson. b. Inquires from organizations located in MD, VA, WV, or DE outside of these MSAs are welcome, however the BHT Board of Directors will make the final decision about the participation of organizations outside of the geographic focus of our giving. 1

2 c. All inquiries from those organizations requiring this special approval must be received before the end of the day on July 31, 2014 in order to give interested applicants at least three weeks to process their grant applications. 3. You have a gross revenue of less than $2 million during the previous fiscal year - NOTE: This is the revenue for the entire local non-profit organization, not for a particular project or subdivision of a larger organization. a. This includes local chapters of national/international organizations. BOTH the IRS Form 990 for the parent organization and the fiscal information for the local chapter are required as part of the grant application. If you are not certain your organization meets these criteria, please contact BHT s 2014 Grant Committee Chair, Brendan Raden, at grants@brotherhelpthyself.org. Grant Application Process Application The BHT Grant Application will be available online beginning June 16, The application is a web form that requires answers to questions to be typed only into the space provided. Brief, focused responses are appreciated. All grant attachments are required to be sent in electronically and in PDF format. To create a PDF of a file you can use the following website that will do it for free. The logo does not need to be in a PDF format. Grant applications and all supporting documents must be electronically submitted no later than August 31, Applications will not be accepted after the deadline. 1. Review and Clarification Once received, we will review each application for completeness and clarity. You will receive a confirmation that your application has been received and is complete. If further clarification is necessary, you will be contacted by or phone. Please update your application by and send it to Brendan Raden, Grant Committee Chair, at grants@brotherhelpthyself.org. 2. Grant Hearings This forum provides the opportunity for representative(s) of each grant-seeking organization to make their case for funding before BHT s Board of Directors, who, after deliberation, will determine the amount of grants. Most hearings last for 20 minutes. Representative(s) of the grant seeking organization should clearly state how the requested funds will benefit the GLBTQ or HIV/AIDS communities of metro Baltimore/Washington and give evidence that their organization will use the 2

3 requested funds wisely. (Please be advised that this hearing is very important in determining your final grant amount. Come prepared and do not be late.) Everyone submitting an application will be assigned a grant hearing time. Please specify at that time if anyone representing your group has special needs, as identified by the Americans with Disabilities Act. Grant hearings will take place on the following dates: Sunday, September 28, 2014 in Baltimore, MD (location TBD). Saturday October 4, 2014 and Sunday October 5, 2013 in Washington, DC (location TBD). Attendance at the grant hearing is MANDATORY. Failure to appear at the specified time will disqualify your organization from receiving funds for Grant Awards After the grant hearings, the BHT Board of Directors will determine the final grant amounts. BHT will notify applicants of the results by mail. BHT will distribute funds at a ceremony to be held on January 25, The snow date will be on February 1, Grant Application Instructions BEFORE YOU BEGIN The online application form does not save your work. We strongly suggest you review the online grant form questions and instructions in detail before filling out the online form. Having the required paperwork and responses ready for input into the form will make your application process easier. The Grant Application Instructions Addendum later in the document provides detailed information about the application. Section I This section will provide BHT with basic information concerning your organization. Please provide in this section information about the legal name of the organization, taxpayer identification number (TIN) that is on your 501(c)3 letter, legal address, office address, main phone and fax numbers, main account, website URL, mission statement, tag line and staffing information. Section II In this section you will need to provide information concerning your operations and budget. Please indicate the beginning of your fiscal year. You will need to answer each of the questions with either a Yes or a No. For the overhead calculation, please use the documents requested. In the revenue subsection please provide us with your 2013 actual income and the projected income for If your organization s 501(c)(3) status is pending with the IRS, you are allowed to apply for a grant but will you will need to provide proof of IRS 501(c)(3) status before we award your grant in Section III If you have received a grant for the previous year, please provide us with a statement of how the grant funds were used. This section cannot exceed 250 words. Section IV In this section, please provide information about the grant money you are requesting. The first question asks you to provide for us a brief description of what you provide your clients in the Baltimore/Washington Area. This is limited to 125 words. The next three sections are for the various grants that you can apply for. You are not limited asking for money from only one category. You may ask for funds from all three categories if you meet the qualifications for each fund. The funds are briefly described below: The Richard Van Der Karr Memorial HIV/AIDS Fund This fund is designated for programs related to HIV/AIDS services, prevention and education and is not for capital items such as copiers, printers, computers, refrigerators, etc. 3

4 The Medford Fund This fund is designated for the purchase of capital goods such as copiers, printers, computers, refrigerators, etc. All items purchased with this money must have a receipt of purchase furnished to BHT and a label indicating that BHT donated it. The General Fund This fund is designated for non-hiv/aids related programs to the GLBTQ community that support infrastructure and enrich the quality of life for members of the community. Section V Please provide us with information concerning how to contact you. These numbers must include a number that is a cell or evening phone number. The information in this section must be kept up to date to maintain grant eligibility. Section VI The supporting documentation must be received as a part of the electronic application. Questions All questions regarding the grant process should be sent via to Brendan Raden, Grant Committee Chair, at grants@brotherhelpthyself.org or by speaking directly with BHT s 2014 Grant Committee. REMEMBER THAT YOU MUST ATTEND THE GRANT HEARING TO RECEIVE YOUR GRANT. YOU CAN SEND ANYONE FROM YOUR ORGANIZATION, BUT THERE WILL BE NO EXCEPTIONS! Summary of Key Dates June 16, Grant Application Open and Available Online July 31, Last Day to Request Special Permission from Grant Chairman or Board of Directors in order to apply for Grant for Applicants that are located outside the above specified Geographic Region. August 31, Last Day to Submit Grant Application for all Organizations September 14, Grant Hearing Reminder with Hearing Schedule sent to Applicants September 28, Baltimore Region Hearings (Location TBD) October 4, Washington Region Hearings Part 1 (Location TBD) October 5, Washington Region Hearings Part 2 (Location TBD) December 2, Notice to Applicants of Approval for Grant (amount not disclosed) January 25, Grant Reception (Location TBD) February 1, Inclement Weather Date for 2013 Grant Reception 4

5 Grant Application Instructions Addendum Section Questions to Answer Documentation Needed Section I - Organizational Information 1. Address: (Required) 2. Legal Name of your Organization (As registered with the IRS) 3. TIN (Taxpayer Identification Number) Legal Street Address (Number and Street) 5. Service Office Address (Number and Street) 6. Main Account 7. Website URL 8. Mission Statement (no more than 250 characters) 9. Organization Tag Line 10. Number of Full Time Paid Staff 11. Number of Part Time Paid Staff 12. Number of Volunteers 13. Total Annual Volunteer Hours 14. Highest Paid Employee - Annual Salary $,. 15. Highest Paid Employee - Job Title Your organizational contact information, mission statement, paid staff and volunteer information, highest paid employee information Section II - Operations and Budget 1. I certify that the organization named in this application reports total/gross FY2012 revenue of less than $2,000,000 on its IRS Form 990/990EZ/990N (or pro forma IRS Form 990 or FY13 Statement of Functional Income and Expenses) covering a period ending not more than 18 months prior to June 2014 and has controls in place to ensure funds are properly accounted for and that it can provide accurate timely financial information to interested parties. Yes/No 2. When does your fiscal year begin? (Month and Day) MMM DD 3. Is the organization named in this application exempt under the Internal Revenue Code? Yes/No If your answer to Question 3 is no, then is your organization s 501(c)(3) status pending with the IRS? Yes/No 4. Enter the organizational name used on that pending application 5. Check one of the following forms that your organization has filed as their 2012 tax return, i.e. IRS Form 990, 990EZ, 990N, did not file. 6. If you have not filed a 2013 tax return, have you filed a return during the last 18 months? Yes/No 7. Total Revenue for FY2013 $,,. NOTE: The dollar amount for this entry can be found on the following forms: IRS Form Part I, Line 12 IRS Form 990EZ - Part I, Line 9 IRS Form990N - Total Revenue recorded on FY12 Statement of Functional Income and Expenses 8. Management Expenses for FY2013 $,,. NOTE: The dollar amount for this entry can be found on the following forms: To complete this section you will need to have ONE of the following FY2012 forms available: -IRS Form 990 -IRS Form 990EZ -Pro forma IRS Form 990 (Sometimes included in United Way applications) -FY13 Statement of Functional Income and Expenses 5

6 Section Questions to Answer Documentation Needed IRS Form Part IX, Statement of Functional Expenses, Line 25, Column (C) IRS Form 990EZ Management and General Expenses recorded on FY12 Statement of Functional Income and Expenses IRS Form990N See instructions for IRS Form 990EZ 9. Fundraising Expenses for FY2013 $_,,. NOTE: The dollar amount for this entry can be found on the following forms: IRS Form 990 Part I - Summary, Line 16b (Brought forward from Part IX Statement of Functional Expenses, Line 25, and Column (D) IRS Form 990EZ Fundraising Expenses recorded on FY12 Statement of Functional Income and Expenses IRS Form990N See instructions for IRS Form 990EZ Operational Overhead Percentage (%) =. % Calculation = (Total Mgt. Expense + Total Fundraising Expense)/Total Revenue 11. List your organization's sources of funding. 12. List any major grant sources. 13. Total Revenue FY2014 Projected $,,. Section III - Grant History Section IV - Grant Requests 1. Did your organization receive a 2013 BHT grant? Yes/No If no, skip directly to Section IV. If Yes, then briefly 1) describe how the funds were used and include descriptive numbers, for example: 12 homeless people were given six months of rental assistance, and similar explanations, etc.] and 2) describe the human impact your organization s services had on the recipients. (This statement is important because it allows the hearing committee to understand your work and our ability to affect it through grants. (Limited to 1,420 characters or about 250 words.) There are three funding categories. Your total grant can be composed of funds from multiple categories. Categories: The Richard Van Der Karr Memorial HIV/AIDS Fund, the Medford Fund, and the General fund. Category I: Richard Van Der Karr Memorial HIV/AIDS Fund Grants from this fund are designated specifically for programs related to HIV/AIDS services, prevention, and education and are not for capital items. Capital items are defined in, and should be applied for under the Medford Fund. Category II: Medford Fund Grants from this fund are for the purchase of tangible capital goods (such as computers, refrigerators, air conditioners, etc.) to be used in association with delivering services in the GLBTQ or HIV/AIDS communities. In order to qualify, you must attach to this application vendor estimates (electronic or paper copies) detailing all costs None Mission and program information 6

7 Section Questions to Answer Documentation Needed associated with the purchase and installation of the item requested. Category III: General Fund Grants from this fund are for the implementation of non-hiv/aidsrelated programs that add to the GLBTQ community support infrastructure and enrich the quality of life for members of the community. 1. Briefly describe the services that you plan to provide to your clients in the Baltimore-Washington Area. (Limited to 710 characters or approximately 125 words) 2. Total amount of Richard Van Der Karr Memorial HIV/AIDS Fund request - $,. 3. I certify that my organization agrees to provide BHT with proof of purchase after purchase and installation of the item(s). Whenever possible, my organization also agrees to affix an appropriate label (or tag) to the item to indicate that BHT donated the item. Yes/No 4. Total amount of Medford Fund request - The Medford Fund $,. 5. List of items to be purchased, amount requested, and for each item how the item is to be used to support the program(s) previously identified in this Grant Request (Limited to 250 characters or approximately 50 words 6. Amount of General Fund request $_,,. 7. Briefly describe how the program(s) that is to be implemented with this grant addresses needs in the GLBTQ community that are not currently being met or how the programs(s) will enhance the quality of life in the community. If you are requesting support for an existing program, please describe how this grant will be used to expand and/or improve the delivery of the program services. (Limited to 1,420 characters or approximately 250 words) Section V - Grant Applicant Information 1. Primary Contact 2. Alternate Contact 3. Executive Director Contact Information 7

8 Section VI - Grant Applicant Attachment Check List DOCUMENTS TO BE ATTACHED List of organization s officers & board members with contact information Copy of organization s IRS 501(c)(3) exemption letter or IRS receipt showing application for IRS 501(c)(3) Status See Questions to Answer ONE of the following forms for FY2013 with supporting attachments: -IRS Form 990 -IRS Form 990EZ -Pro forma IRS Form 990 -FY11 Statement of Functional Income and Expenses If your organization s gross income is under $25,000, submit a letter stating as such along with the bank statements covering the first month and last month of your organizations most recently completed fiscal year. Copy of previous tax year s annual audit (see the next item if you do not have an prior tax year annual audit). Documentation verifying an internal audit by members not authorized to sign checks was performed (for organizations that complete the 990EZ or do not have to file a 990) Copy of 2014 annual budget. If you are requesting a grant from the Medford Fund, you must include the supporting documentation as described in section IV. Previous recipients of Medford Fund grants must also attach a receipt of purchase. Organization Logo in electronic format. If you are unable to attach a particular document, feel free to it to grants@brotherhelpthyself.org. Please include your organization name and the title on the document in the subject line. EXAMPLE: Subject: Your Organization s Name - Copy of Audit QUESTIONS 1. List of organization s officers & board members with contact information. a. Option One - Attachment b. Option Two - Type In. Use this option if a file is not available to attach. 8

9 2. Copy of organization s IRS 501(c)(3) exemption letter or IRS receipt showing application for IRS 501(c)(3) Status 3. Most recent copy of ONE of the following forms for FY2013 with supporting attachments: -IRS Form 990 -IRS Form 990EZ -Pro forma IRS Form 990 -FY11 Statement of Functional Income and Expenses NOTE: If you filed IRS Form 990N (postcard), provide a copy of your FY13 Statement of Functional Income and Expenses or pro forma IRS Form If your organization s gross income is under $25,000, submit a letter stating as such along with the bank statements covering the first month and last month of your organizations most recently completed fiscal year. 5. Copy of previous tax year s annual audit. For organizations that complete the 990EZ or do not have to file a 990, an internal audit by members not authorized to sign checks will suffice. 6. Copy of 2014 annual budget. 7. If you are requesting a grant from the Medford Fund, you must include the supporting documentation as described in section IV. Attach vendor estimates (electronic or paper copies) detailing all costs associated with the purchase and installation of the item requested. 8. Did you previously receive a grant from the Medford Fund? Yes or No [If yes, when? ] If you answered Yes, also attach a receipt of purchase. If a receipt of purchase is not available, provide an explanation as to why the receipt is not available. 9. Organization Logo in electronic format. Please consult the helpful hints instruction document (available on the BHT website) for various helpful pieces of information related to the delivery and completion of this application. 9