Exclusions Within our three areas of interest, the Charitable Fund will not consider:

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1 The Dan and Margaret Maddox Charitable Fund 100 Taylor Street, Nashville, TN Grant Application Instructions and Frequently Asked Questions Maddox Charitable Fund Mission and Values The Dan and Margaret Maddox Charitable Fund s mission is to better our community through strategic investments in furthering wildlife conservation, and in improving the lives of young people. We invest in efforts that: Focus on education Focus on low-income youth Support and protect wildlife habitats, especially those important for hunting and fishing We look for initiatives that operate out of: A mindset of effective management and excellence A culture of results and innovation A philosophy of high impact (micro or macro) Approaches that have the ability to significantly improve the lives and communities of the underserved Our founders had a commitment to helping disadvantaged young people who strive to better their lives. And they had a love of nature and a passion for hunting and fishing. Exclusions Within our three areas of interest, the Charitable Fund will not consider: Organizations incorporated for less than 3 years 501(c)(3) organizations that are government or government affiliates, supporting organizations or private foundations Endowments Debt reduction Depreciation Capital gifts Organizations not operating programs within the 41 counties of Middle Tennessee Scholarships to specific institutions not previously supported by Dan and Margaret Maddox 1

2 Organizations primarily engaged in lobbying or electoral politics Congregations or religious organizations for projects that primarily benefit their own members or for evangelical purposes. Exceptions are made for programs that: 1) receive broad community support, 2) keep separate financial statements, 3) primarily benefit persons outside their congregational members. Faith Based Nonprofits The Maddox Charitable Fund supports nonprofits organizations that: respect and value all faith traditions, do not proselytize or evangelize. How to Apply Application Complete the online application and budget on the required budget form. All applications and documents must be submitted through the online system no later than Tuesday, January 16, 2018, 4:30 p.m. CST. Additional information may be requested as the Board of Directors considers requests. Documents and Attachments All documents must be available to the Charitable Fund no later than Monday, January 16, 2018, 4:30 p.m. CST. Current, up-to-date GivingMatters.com profiles are required to apply. The Maddox Charitable Fund will not receive other documents (audits, 990s, board lists) through another system. Required Document: 1. Budget (The required form is provided on the Maddox Charitable Fund Web site. Please upload your completed budget form to the online grant system with the application.) Additional documents and information must be available on the GivingMatters.com Web site: 1. Up-to-date Board of Directors list 2. IRS Form 990 (most recent submitted to the IRS) 3. Most recent audit with management letter (if the organization has an audit) 4. IRS Determination letter 5. If you do not have an audit, we would like you to attend an internal controls workshop and provide us with a copy of your Fiscal Policy, including internal controls. Please contact the Maddox office at to develop a plan with the Maddox Charitable Fund staff. 2

3 Please do not upload documents other than the documents requested. All GivingMatters.com profiles should be up-to-date by the Tuesday, January 16, 2018 deadline and should be updated continually throughout the year. If the most recent IRS Form 990 or the audit is not available by the deadline, the previous year s documents should be available on GivingMatters.com for the Maddox Charitable Fund to review. A financial comment on GivingMatters.com should indicate when the additional documents will be complete and available. Immediately upon completion of the IRS Form 990 and audit, please make them available to the Maddox Charitable Fund by uploading them to GivingMatters.com. Inform the staff of the Maddox Charitable Fund when the documents are ready for review on GivingMatters.com. For assistance updating your GivingMatters.com profile, contact the appropriate coach, based on your organization's name: Nicole Rose works with organizations beginning with 1-9 and A-L. Kathryn Bennett works with nonprofits beginning with M- Z. They can be reached at The Community Foundation of Middle Tennessee by calling or , or by at or Up-to-date GivingMatters.com profiles are required to apply to the Maddox Charitable Fund. Decision Process The Charitable Fund anticipates receiving numerous applications. Because of limited funds, many requests will not be granted. The review and decision process will be highly competitive. For that reason, the committee may seek information regarding applications and community needs from third-party issue experts. The Board of Directors will make their decisions based on recommendations prepared for them by the Grant Committee of the Board. Each applicant will be notified of the Charitable Fund s decision in the second week of May If a grant award is authorized, the grantee will be asked to complete: 1) Revised Outcomes Form (if necessary); 2) Revised Budget (if necessary); and 3) Grant Contract describing the purpose and conditions of the grant. If the organization received a previous grant, a final report will be required, including detailed financial and program information. Publicity The Maddox Charitable Fund appreciates the need for grantees to publish information about foundation support and grants received. Prior to publicizing a gift from the Maddox Charitable Fund, please provide the Charitable Fund s office with a draft of the communication for advance approval. Gifts It is the policy of the Dan and Margaret Maddox Charitable Fund not to accept gifts including, but not limited to: event tickets/invitations, entertainment, meals, food, services, favors, mugs 3

4 and t-shirts, as well as promotional or appreciation books, plaques or art. It is the preference of the Charitable Fund that nonprofit resources are focused on their mission and not on gifts or recognitions. Nonprofit Excellence Fund The Maddox Charitable Fund supports the Nonprofit Excellence Fund at The Center for Nonprofit Management. Grantees needing training or consultation for management issues may contact CNM directly or talk to the Maddox Charitable Fund staff. More information is available at: The Dan and Margaret Maddox Charitable Fund is organized exclusively for charitable, religious, scientific, literary or education purposes within the meaning of Section 501(c)(3) of the IRS code. The purpose of the Charitable Fund is to make grants to charitable, religious, scientific, literary or education organizations exempt from taxation pursuant to Section 501(c)(3) of the Code, other than private foundations (i.e., only to publicly supported charities), and governmental units within the meaning of Section 170(c)(1) of the Code, for the benefit of Middle Tennessee. 4

5 The Dan and Margaret Maddox Charitable Fund 2018 Frequently Asked Questions How can I contact the office of the Maddox Charitable Fund? Call: Executive Director: The Rev. Mary K. Kaki Friskics-Warren 100 Taylor Street, Nashville, TN What is the grant application timeline? August 2017 Application is available online December 5, 2017, and January 10, 2018 Budget workshops Tuesday, January 16, 2018, 4:30 p.m. CST Grant deadline May grants announced May-June 2018 Budget and outcome revision; Contracting July 1, grant checks available July 15, 2018 Final Reports due on 2017 Grants July 15, 2019 Final Reports due on 2018 Grants What is important to know about the application? The application is online. A link can be found on the Maddox Charitable Fund Web site at on the Grants tab. All applications must be submitted through the online system no later than Tuesday, January 16, 2018, 4:30 p.m. CST. Documents and Attachments All documents must be available to the Charitable Fund no later than Tuesday, January 16, 2018, 4:30 p.m. CST. Current, up-to-date GivingMatters.com profiles are required to apply. The Maddox Charitable Fund will no longer receive documents (i.e., audits, 990s, etc.) via the Maddox online system. Required Document: 1. Budget (The required form is provided on the Maddox Charitable Fund Web site. Please upload to the online grant system with the application.) Additional documents and information must be available on the GivingMatters.com Web site: 1. Up-to-date Board of Directors list 2. IRS Form 990 (most recent submitted to the IRS) 3. Audit with management letter (if the organization has an audit) 4. IRS Determination letter 5

6 5. If you do not have an audit, we would like you to attend an internal controls workshop and provide us a copy of your Fiscal Policy including internal controls. Optional Document: 1. Dan and Margaret Maddox Giving History Please include date(s), amount of gift(s) and the purpose of the gift(s) from Dan and Margaret Maddox, prior to their deaths, if applicable. The giving history of the Maddox Charitable Fund after 2008 is not needed. How much money does the Maddox Charitable Fund have to grant this year? The Charitable Fund anticipates granting million dollars. Because of limited funds, many requests cannot be funded. How can I learn more about the Maddox Charitable Fund s giving patterns? The Charitable Fund s 990-PFs are available on our Web site, on the IRS Form 990 PF tab. We encourage applicants to research our giving patters and to call the office if you have questions. Will the fund make multi-year grants? The Charitable Fund will primarily fund one-year grants, but it will consider multi-year awards on a case-by-case basis. The grants made by the Charitable Fund are not, as a rule, intended to be a permanent source of funding. During the term of a multi-year grant, the grantee will be asked to provide annual reports (program and financial). Will the Maddox Charitable Fund support administrative overhead/indirect cost? The Maddox Charitable Fund will support administrative overhead (i.e., executive director salary, accounting, tax preparation, etc.) limited to no more than 15% of the total of the direct program expense. The budget form includes a formula for calculating the limit of 15%. Total Direct Program Expense X.15% = Allowable Indirect Cost Maddox will approve. If an organization s indirect cost is less than 15%, the formula can be adjusted to reflect the lower percentage. If an organization s indirect cost is more than 15%, the maximum that can be allocated to the Maddox Charitable Fund is 15% of the total direct program expense in the Request to Maddox Charitable Fund column in the budget. How does my organization write a strong application to the Maddox Charitable Fund? It is recommended that you talk with the Maddox Charitable Fund staff before submitting an application. They can offer guidance as you consider applying. 6

7 Mission alignment: It is important to read the Maddox Charitable Fund s mission statement and values to be sure your application aligns with our priorities, focus and geographic area, as well as our commitment to excellence in management. Your organization s application should help us understand how you share and embody these values and practices. Strong Budget: We strongly encourage new nonprofits to attend a budget workshop in December or January so their budgets provide the level of detail needed for the committee to make a funding decision. Well-Constructed Outcomes: To be considered for a Maddox Charitable Fund grant, outcomes should be specific, measurable and achievable. Please include the tool you will use to measure outcomes. Examples of outcomes can be found at the end of this FAQ document. When will funds be available? Grants will be announced in May. Funds are generally available on July 1. All grantees must: 1) Update Grant Outcomes; 2) Submit any budget revisions through the online system (if the request was not funded in full); and 3) Sign Grant Contract describing the purpose and conditions of the grant. The updates, revisions and contract are due by July 15. Funds will not be disbursed until this information is received and accepted by the Charitable Fund. All 2016 grantees must also return a final report by July 15, 2017, before funds will be disbursed. What is GivingMatters.com? GivingMatters.com is an online donor information system provided by The Community Foundation of Middle Tennessee. For assistance updating your GivingMatters.com profile, contact the appropriate coach, based on your organization's name: Nicole Rose works with organizations beginning with 1-9 and A-L. Kathryn Bennett works with nonprofits beginning with M-Z. They can be reached at The Community Foundation of Middle Tennessee by calling or , or by at or Up-to-date GivingMatters.com profiles are required to apply to the Maddox Charitable Fund. Does the Maddox Charitable Fund make operating grants? Nonprofits with clear Maddox mission-match and a strong Maddox grant history may be invited to apply for an operating grant (Core Mission Support). A link to the operating grant application will be provided by the Charitable Fund s staff. Is the Maddox Charitable Fund more interested in funding projects or organizations? The application is designed to focus on specific projects and programs with specific results. Operating grants are by invitation only. 7

8 Will the Maddox Charitable Fund divide the grant dollars available evenly among the three focus areas? No. The Charitable Fund will fund the strongest proposals, with hopes that we will find programs to support in each of our three focus areas. These include education, low-income youth and support and protect wildlife habitats, especially those important for hunting and fishing. Our ultimate goal is to honor Dan and Margaret Maddox s memory with all gifts made through the Maddox Charitable Fund. Is the Maddox Charitable Fund only interested in new programs and projects or will you support existing programs and projects? The Charitable Fund is interested in supporting strong programs. These can be existing, new or expanded programs. Does the Maddox Charitable Fund have a regional preference? The Charitable Fund s geographic area is the 41 counties of Middle Tennessee. Programs supported by the Charitable Fund must operate within this geographic area (see a map of this area on the Charitable Fund s Web site). We hope to receive competitive applications from across Middle Tennessee. An organization s main office does not need to be in the 41 counties of Middle Tennessee for the organization to be eligible to apply. At the same time, the Charitable Fund will only support projects operating within and for the benefit of our 41 county area and its residents. Can one application support multiple programs within a single organization? Yes, but we only want one application from each organization. You can ask the Charitable Fund to support more than one program but the single application should be clear regarding each program s outcomes and the budget should separate each program s expenses. Word limits will make applying for more than one program challenging. The Charitable Fund is aware that some organizations are extremely large and have multiple, unrelated programs (i.e., universities). The Charitable Fund may consider more than one proposal from these organizations but encourages them to be strategic about their submissions. A conversation with the staff is recommended before submitting multiple applications from one organization. Will the Maddox Charitable Fund prioritize programs and organizations funded in the past? Applying to the Maddox Charitable Fund for funding is a competitive process. All organizations seeking funding will go through the same application and review process. We will fund the strongest proposals in the philanthropic areas supported by Dan and Margaret Maddox: Education, Low-income youth and to Support and protect wildlife habitats, especially those important for hunting and fishing. 8

9 Does the Maddox Charitable Fund support collaborations? The Charitable Fund is interested in collaborations. The Charitable Fund will make one grant to a lead organization serving as the fiscal agent. That organization can subcontract with its collaborative partners, as outlined in the application. The fiscal agent will be responsible for all reports and outcomes. What about Site Visits? The Maddox Charitable Fund will initiate a site visit if our staff is unfamiliar with your program or if there are changes in the funded organization (leadership, funding, program, board, strategic direction, etc.). Maddox funded organizations are always welcome to invite the staff or board to visit the program or to talk about organizational developments. Generally, site visits are conducted less frequently when an organization is known to the foundation unless initiated by a Maddox board member s interest or a nonprofit s invitation. Will the Maddox Charitable Fund accept support materials with the application? If you wish to submit a video, please point us to your GivingMatters.com profile where it is uploaded or give us the URL address where the video can be seen. Please do not send DVDs. Your application will be the primary item considered by the Grant Committee. Be sure these sections are well-written. The application should not depend on additional support material for the committee members to understand your program and grant request. Please pay special attention to: 1) outcomes that are specific and measurable with a measurement tool; and 2) budgets that are well constructed with strong narrative. Is a match required to apply? The Charitable Fund does not require a match. The Grant Committee is interested in seeing diversified funding sources for the projects we support. The application asks you to list funding commitments for the project. Is an audit required to apply? No. If an organization has an audit, the Charitable Fund wants a copy of the full audit, including the SAS 117 letter (internal control). If an organization does not have an audit, we will consider financial information provided on the 990 or the organization can provide unaudited financial statements. The Charitable Fund will be looking for financial information assuring us that the organization has the infrastructure and internal controls needed to manage the grant. If you do not have an audit, we may ask the nonprofit to attend an internal controls workshop and provide the Maddox Charitable Fund a copy of your Fiscal Policy including internal controls. Call the Maddox office to develop a plan if no audit is available. 9

10 If you have questions about the financial documents needed, contact our Executive Director at Can funded nonprofits publicize a grant from the Maddox Charitable Fund? The Maddox Charitable Fund appreciates the need for grantees to publish information about foundation support and grants received. Prior to publicizing a gift from the Maddox Charitable Fund, please provide a draft of the communication for advance approval. What do I do if I encounter unexpected challenges during a grant year? Frequently the environment changes in the course of a grant year, making adjustments necessary. As soon as you recognize an issue, please contact the Maddox Charitable Fund staff to discuss program or outcomes adjustments. Please do not wait until the next application deadline or the final report due date to discuss challenges in meeting the grant requirements. Focus Area Definition Education, Low-income Youth, Support and protect wildlife habitats, especially those important for hunting and fishing The focus areas supported by the Maddox Charitable Fund are founded on the philanthropic interests of Dan and Margaret Maddox. What is the Maddox Charitable Fund s definition of youth? The Charitable Fund s grants will focus on ages Pre-K (4/5 year olds) through traditional college age. The Charitable Fund is interested in: After-school programs Positive decision-making programs Youth development programs Mentoring programs Pre-K programs The Charitable Fund is less interested in: Health, dental and treatment programs for youth Drug treatment programs Counseling /Therapeutic Programs Pregnancy programs Camps and Conferences Infant and toddler programs Arts Programs Museums and historic preservation Low-intensity programs with infrequent or short-duration participant contact. 10

11 The Charitable Fund will not support: emergency assistance, including family housing, utilities, food or medical assistance. What is the Maddox Charitable Fund s definition of low-income? The Maddox Charitable Fund supports organizations serving low-income youth. The Charitable Fund does not have a single definition of socio-economic need. If applying under this category, please include in the program description the definition of economic need used by the agency as well as how program eligibility is determined (i.e., TANF, Food Stamps, etc.) and documented. Grantees should document income eligibility for programs supported by the Maddox Charitable Fund. What is the Maddox Charitable Fund s definition of education? In general, the Charitable Fund is looking for programs that promote academic advancement for Pre-K (4/5 year olds) through traditional college age. The Charitable Fund is interested in: Pre-K programs Academic support and preparation programs, including tutoring services Programs that can demonstrate direct impact on academic success Summer or after-school academic enrichment Math and reading programs Positive decision-making programs Social-emotional learning that is not clinical counseling Programs may be provided in a formal school setting or in a setting external to school. The Charitable Fund is less interested in: Independent Charter Schools without a CMO Independent Charter Schools without proven academic outcomes Programs for adults Parent education programs Early Childhood Programs Low-intensity programs with infrequent or short-duration participant contact GED/HSE programs Arts or music education programs Programs focused on infants and toddlers Counseling programs Post-secondary studies (i.e., graduate school, professional school) Vocational education or job training programs for youth or adults College assistance for adults Education programs that are general in nature (i.e., homebuyer s education, health education, financial literacy, continuing education, animal population control education, arts education, etc.) School volunteer programs or PTSO organizations The Charitable Fund will not support: 11

12 Scholarships to specific institutions not previously supported by Dan and Margaret Maddox General scholarship programs Graduate school scholarship program Infant and Toddler programs Will the Maddox Charitable Fund support programs focused on parents and children together? The Charitable Fund s focus is on children and youth. Any proposal including parents and family (i.e., parent involvement in a child s education, parent education, etc.) will need to demonstrate a direct benefit to children and youth and the stated outcomes will need to be childcentered. These proposals are likely to be less competitive. The Charitable Fund will not support family emergency assistance, including programs which provide rent and utility assistance, food and clothing. What is the Maddox Charitable Fund s definition of conservation? The part of our mission relating to wildlife conservation includes investment in programs that protect or conserve wildlife habitat as well as wildlife resources, and it reflects our founders' passion for hunting and fishing and the natural environment. The Charitable Fund is interested in: Activities that get youth into the outdoors with wildlife Hunting and fishing programs Game and fish habitat conservation efforts The Charitable Fund is less interested in: General environmental education Urban greenspace and parks Projects that do not directly affect game and fish habitat What are outcomes and how do I write a strong outcome? Outcomes are limited to 50 words each in the online application. The Maddox Charitable requests a minimum of 3 outcomes and a maximum of 5 outcomes. Outcomes need to be specific and measurable and should point toward program success. Below are some examples of well written outcome statements. Example One 80% of 25 Pre-K Children (or 20 children) entering kindergarten who are at-risk for academic failure will have the early literacy skills needed to be successful in school as measured by Get Ready to Read. 80% of 25 Pre-K Children (or 20 children) will recognize 18 or more uppercase alphabet letters as measured by Phonological Awareness Literacy Screenings. 85% of 25 Pre-K Children (or 21 children) will demonstrate improved rhyming and alliteration skills as measured by Phonological Awareness Literacy Screenings. 12

13 85% of 25 Pre-K Children (or 21 children) will show vocabulary growth as measured by Get it, Got it, Good. 3 of 4 Pre-K teachers will improve classroom literacy and language environment and instruction as measured by Early Literacy and Language Classroom Observation tool Example Two Recruit 100 new volunteers interested in wildlife habitat conservation, increasing our current volunteer pool by 50%. Identify a minimum of 6 river cleanup sites and engage at least 75 volunteers in cleanup, increasing our current cleanup days by 50% and volunteer participation by 75%. Post educational signs at each cleanup site to encourage river users to dispose of trash and chemicals appropriately. Monitor at least 3 of the river cleanup sites over the next year with at least 30 volunteers to measure the effectiveness of community education initiatives. Effective community education will be measured by (give measurement tool here). Evaluate how the conservation effort supports hunting and fishing (give measurement tool here). Example Three Organize 2 teen and youth events in each of our three geographic clusters serving a minimum of 32 teen and youth participants with enrichment activities. 80% of parents/guardians will report improved satisfaction with services to teen and youth as measured by an anonymous survey. 95% of 32 youth and teen participants (or 30 youth) will report improved social interactions following the enrichment activities as measured by a post-activity evaluation. 80% of 32 youth (or 25 youth) will show growth as measured by The Search Institute s 40 developmental assets that all young people need. Example Four 90% of students who participate for the duration of the summer and school year program will graduate from high school as measured by report cards and diplomas. 85% of students who participate for the duration of the summer and school year program will attend college or another form of post-secondary education as measured by acceptance letters and staff follow-up. 80%, or 80 of 100, students participating in our summer program will have 5 or fewer absences during the summer. 60%, or 60 of 100, students participating in our school-year program will show at least an 80% score in each of the four core academic courses at school as measured by (give measurement tool here). 85%, or 85 of 100, students will visit at least 2 colleges during the course of the schoolyear program. 13

14 The outcomes for the Dan and Margaret Maddox Charitable Fund should mirror the outcomes you collect for other reports and funders to minimize your administrative and program burden. For more information on outcomes, you can visit the Web sites below: The Center for Nonprofit Management offers outcomes and grant writing classes. You can visit their Web site at 14

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