Grant applications are due October 12, 2016 no later than 4:00 p.m.

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1 Charles County Government Application for Grants Awarded by the Board of County Commissioners FY 2017 Department of Recreation, Parks and Tourism Tourism Division Division of Tourism Charles County Government 8190 Port Tobacco Road Port Tobacco, MD Debra L. Pence, Chief Please find attached or enclosed the FY2016 Charles County Government, Applications for Grants administered by the Charles County Department of Recreation, Parks and Tourism, Division of Tourism. Grant applications are due October 12, 2016 no later than 4:00 p.m. You may direct questions to Debra L Pence, Chief of Tourism via at penced@charlescountymd.gov or by phone at :00 to 3:00 Monday through Friday. Please feel free to share this information with eligible groups that we may have missed.

2 FY 2017 Charles County Government Grant Guidelines and Checklist Charles County Government Application for Grants Awarded by the Board of County Commissioners FY 2017 Department of Recreation, Parks and Tourism Division of Tourism Charles County Government 8190 Port Tobacco Road Port Tobacco, MD Debra L. Pence, Chief PART ONE To: FY 2017 Tourism Grant Applicants From: The Department of Recreation, Parks and Tourism, Division of Tourism RE: Grant Application Guidelines and Application Eligibility to apply for a Charles County Government Division of Tourism Grant: 1) Applicant must be a designated 501(c)(3) organization. 2) Applicant must be based in and serve Charles County citizens AND tourism visitors. 3) Awarded programs and projects must be delivered in Charles County. 4) Additional points will be awarded to applicants for projects that enhance county tourism objectives and/or show evidence of fostering or strengthening partnerships with other county organizations, attractions or initiatives that enhance the quality of life for Charles County citizens and visitors. 5) Additional points will be given to projects that serve to partner or enhance the 2017 WWI Commemorative Event(s) planned to commence in April ) Funds requested may not be used for operations expenses and/or building repairs, staff salaries, food or alcohol. They may be used for producing mission based activities such as programs, exhibits, workshops, and special events, strategic planning or marketing activities. CHECKLIST - This year s grant application is comprised of 4 parts: Part One: Review the Grant Guidelines and Checklist (this document) Part Two: Application Cover Letter Part Three: Charles County Government Application for Grants Part Four: Attachments

3 Part One - Grant Guidelines: 1) Applications are due by 4:00 p.m. on Monday October 12, ) One original with all attachments and 4-copies of Part Two and Three are required. OR the application and all attachments may be submitted electronically. For details contact Rebecca Johnson at JohnsonR@CharlesCountyMd.Gov. 3) Previous recipients of a tourism grant must have closed the previous project and submitted the required report. 4) Application cover letter should be one page, front only with the amount being requested, a brief project description and why the project is important to your organizations mission. 5) Part Three should familiarize the review panel with your organization, its mission, and its ability to manage the fiscal responsibility attached to public funding and should describe your project in detail, include the full timeline and budget of the project, the source of funds to be used beyond this grant, community partners participating in the project and where applicable, how the project will support one or more of the Commissioners FY 2017 Goals and Objectives for the Tourism Division. 6) Part Four needs to include the following attachments: a. A copy of your organizations Letter of Determination designating the group as a 501(c) (3). b. Two consecutive years of your organizations most current 990 s. c. A copy of your year-end budget for your last completed fiscal year. Approved budget with yearend actuals. d. A copy of your current year approved budget and year to date financial report. 7) Final Report should be submitted shortly after the project is completed but no later than June 30, Applicants should review the Fiscal Year 2017 Grant Agreement and the Grant Budget / Report Summary Instructions found at under Departments Department of Fiscal and Administrative Services left column Department Links Grants Awarded at the bottom of that page review the Grant Agreement and the Grant Budget Reporting Summary. This will give you an idea of what to track as you implement your grant project. 8) The division of tourism will want a copy of your Grant Budget Reporting Summary, samples of any printed materials produced, 6-12 high resolution / digital photos of exhibits, events, programs and other types of projects as well as copies of advertising used to promote your project. The tourism office may be able to arrange for the photos if given reasonable notice. FY 2017 Commissioner s Goals for the Tourism Division that should be supported by grant awards include: 1) 2A.5 Heritage tourism product development in the form of tours, interpretation and special events. 2) 2A.6 Attract out-of town, overnight visitation through creative partnerships and weekend event development. Institutions receiving awards must publically credit Charles County Department of Recreation, Parks and Tourism as a funder, sponsor or co-sponsor of the product, program or event. The Tourism Division will assist with wording, and placement of the credit. The Tourism Division reserves the right to review all products, plans, itineraries, printed materials or proofs of funded projects before production.

4 PART THREE Charles County Government Application for Grants Awarded by the Board of County Commissioners FY 2017 Department of Recreation, Parks and Tourism Tourism Division Please submit one (1) original with related attachments and four (4) additional copies of your cover letter and completed application OR one complete electronic copy by 4 p.m. on Wednesday, October 12, 2016 to: Division of Tourism Charles County Government 8190 port Tobacco Road Port Tobacco, MD Debra L. Pence penced@charlescountymd.gov APPLICATIONS RECEIVED AFTER 4 P.M. ON OCTOBER 12, 2016 OR INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED FOR FUNDING. * Please contact the Division of Tourism at JohnsonR@CharlesCountyMd.gov if you would like the Microsoft Word version of this application sent to you. APPLICATIONS MAY BE SUBMITTED ELECTRONICALLY. CONTACT INFORMATION Organization Name: Federal Identification Number: Mailing Address: Location(s): Phone Number(s): Fax numbers(s): address: Website Address: Total Funding Requested from Charles County Government: (Total Request Not to exceed $10,000) Organization s Fiscal Year End (month/date): Name, Title, and Phone Number of Chief Executive Officer Name, Title, and Phone Number of Primary Contact for Organization s Financial Information Name, Title, and Phone Number of Primary Contact for This Charles County Grant Application

5 ORGANIZATION HISTORY 1. What year was your organization established? 2. What year did you begin providing visitor services in Charles County? 3. What is your organizations mission statement? 4. Tell us about your organization s activities. Include what your group has to offer, tours, outreach programs in Charles County, special events, education programs or workshops, outreach programs that market Charles County, artistic performances, shows or presentations, exhibits and any heritage activities. You may attach a separate sheet of paper, brochures, copies of advertisements for activities web-site address and other supporting material. 5. Tell us about your audience. How many visitors have you served annually for the last 3 years in Charles County 2015, 2014, and 2013? To the best of your ability please tell us where your audience comes from: What percentage of attendance is from Charles County? What percentage of attendance were from outside of Charles County? What percentage of attendance was from outside of Maryland? What is/are the predominate age group(s)? How did you collect this data?

6 6. Will this specific project or activity encourage out-of-town, tourist type visitors to stay in Charles County overnight? YES NO Please explain why or why not? 8. Does your organization have paid staff? If so, please share how many full-time and how many part-time staff positions you have and their titles and general duties: 9. How many volunteers worked with your organization last year? How many hours did they work? 10. Did you utilize any other human resources? Students, interns, community service, organized service groups? If so please briefly describe who they were and how they participated with your organization. 11. Describe any partnerships you formed or utilized last year. Include who they were and in what capacity you worked together. Examples might include, special event coordination, marketing and advertising coop, shared staffing or volunteers. 12. Does your organization have a strategic, interpretive, business or other operating plan to guide your activities? (Y/N).

7 Does your organization conduct itself with an ethics statement (Y/N) and/or Equal Opportunity Statement (Y/N)? GRANT MANAGEMENT HISTORY 13. Please list all successfully completed grant projects you ve had in the past 5 years (or 3-5 of the most recent grant projects you ve completed). Please include the grantors name, the date the grant was awarded and the date the final report was accepted, how much the grant was for and what activity or project was supported by the funding. YOUR APPLICATION WILL NOT BE PENALIZED IF YOU HAVE NOT COMPLETED A GRANT FUNDED PROJECT. HOWEVER WE SUGGEST NOT REQUESTING MORE THEN $2, FOR A FIRST PROJECT. Granting Agencies Name Date of Award Amount of the Award Project Name & Date Completed FY 2017 PROJECT DESCRIPTION 1. Project Name: 2. Project Coordinators Name / Title 3. How would you classify your project? Special Event Workshop Sports Historical Interpretation Historical Exhibit / Art Show Performing Arts Production Outdoor Recreation Opportunity Other: 4. Project Budget: Amount Requesting from Charles County Gov. $ Amount Contributed by your organization $ Amount from other sources please list $ PROJECT TOTAL $ 4a. List other sources of income secured specifically for this project:

8 5. Budget Expense Detail: Please be as detailed as possible, an explanation of expenses will be helpful to the reviewers. On the Charles County Government Grant Budget / Report Summary the posting of expenditure(s) to the category of OTHER will require its own detail with breakouts and explanation. EXPENSE Materials and Supplies: Contracted Services: Marketing and Publicity: Rental Services: Printing / Fabrication Other Please List: AMOUNT 6. Describe the project in detail with a planning and implementation timeline that you plan to utilize the requested funds for. Be sure to include any partnerships or plans to coincide with other community events that may encourage overnight tourism. Include any supporting material you can, programs, schedules, lesson plans, drawings, planning meeting dates, photos or other visuals. 7. Share with the review panel what your organization hopes to achieve with this activity.

9 REQUIRED ATTACHMENTS (Part Two and Four of your checklist): 1. Cover Letter: one page indicating the amount requested, a brief project description, and importance to your organizations mission. 2. Copy of your organizations Letter of Determination designating the group as a 501(c) (3). 3. Two consecutive years of your organizations most current 990 s. 4. A copy of your year-end budget for your last completed fiscal year. Approved budget with year-end actuals. 5. A copy of your current year approved budget and year to date financial report. THIS FORM AND ATTACHMENTS MAY BE SUBMITTED ELECTRONICALLY BY 4 P.M. ON OCTOBER 3, SEND TO: PENCED@CHARLESCOUNTYMD.GOV CC JOHNSONR@CHARLESCOUNTYMD.GOV