SPEAR Program Proposal Information

Transcription

1 SPEAR Program Proposal Information Guide Book 2003 Copyright Sigma Public Education and Research (SPEAR) Foundation All Rights Reserved. No part of this document may be reproduced without written consent from the author. SPEAR, 313 Casa Del Norte Drive, North Las Vegas, NV , (702) , Page 1 of 28

2 Sigma Public Education and Research (SPEAR) Foundation MISSION To promote social, civic, cultural, economic, and education progress for vulnerable or at-risk families and communities. The mission is fulfilled through community services, public education, advocacy, and social science research. HISTORY SPEAR was founded in 1993 as a component of Sigma Gamma Rho Sorority, Incorporated. In 1995, SPEAR received its 501(c)3 status and became an autonomous body, with Sigma Gamma Rho affiliation. The headquarters is based in Chicago, with program offices in Kansas City, MO, Las Vegas, NV, Los Angeles, CA, Miami, FL, and Washington, D.C. GOALS SPEAR s goals emphasize the development of public education and advocacy programs that will reduce poverty, and improve the quality of life for minorities, women, and children. The Foundation focuses on social science research and the direct correlation between the escalation of poverty, illiteracy, moral/value and family disintegration. The SPEAR Foundation s overall goals are listed below: Empower minorities and women with tools and skills to become economically self-sufficient Develop programmatic activities that focus on family preservation Develop health initiatives that increases the awareness of minorities and women Develop education initiatives that empower impoverished women to become effective advocates for themselves, their children and their community. Page 2 of 28

3 Table of Contents Grant Writing - A Process Grant Writing - An Investment The Inquiry Letter The Cover Letter Title Page Table of Contents Executive Summary Needs Statement Goals & Objectives Project Management Bibliography Résumés Letters of Support Budget Financial Statement Timetable Continuity Evaluation Funding Criteria Page 3 of 28

4 Grant Writing - A Process Grant writing is a process; not just a single document called a proposal. It is a process of planning, researching, networking, and cultivation of prospective individual, foundation and corporate donors. This process involves a synergy between the nonprofit and the prospective donor. It is a match between those who are seeking money and those who are giving money away. This match requires a coincidence of interest, and that requires the requesting organization to plan, research and network to cultivate prospective donors. You must see your relationship with a prospective donor as a budding partnership. You may have ideas and the ability to solve problems, but no dollars with which to implement them. Individual donors, foundations and corporations have the financial resources needed to underwrite projects/programs. Bring these two together effectively, and the result is a synergy. That is the business of grant writing. Grant writing is a step-by-step process. It takes time and persistence to succeed. After you have written a proposal, it could take a year to receive the funds needed to implement your project or program. And, even a perfectly written proposal may be turned down, no matter the merits of its purpose. Page 4 of 28

5 Grant Writing - An Investment Grant writing is an investment of time and energy leading to a future reward. Your goal should be to create a group of individual, foundation and corporate donors who give small gifts on a steady basis - and a few which give large, intermittent, grants. By tenaciously implementing the grant writing process every year, you can hold on to most of your small donors and find a balance with the inconsistent giving of large donors. The grant writing process is not a rigid formula, neither are the components that make up a proposal a closed system. Both require knowledge of the prospective donor being addressed so that they can be adapted to fit the criteria of that donor - each must be adapted to fit the needs of each situation. Page 5 of 28

6 The Inquiry Letter should contain the following: Geographic area served Organization's purpose Needs statement How it will be addressed Anticipated outcomes Project/program evaluation Estimated costs: Overall cost Amount assumed by the requesting organization Amount requested from the prospective donor Name of the primary contact person Page 6 of 28

7 Sample Inquiry Letter: Mr. John Englehart Program Director The Washington Electric Foundation th Street New York, New York December 22, 1999 Dear Mr. Englehart, The Lexington Street YWCA in Albany, New York, would like to inquire if The Washington Electric Foundation might be interested in helping us with a very special project: Safe Haven for Families At Risk, a program providing day care shelter for homeless mothers and children. Safe Haven for Families At Risk gives homeless women and children a safe environment and food in the daytime when the city's homeless shelters are closed. We provide counseling and support, and have a job placement service. We would like to know if The Safe Haven for Families At Risk program fits within the priorities and interests of The Washington Electric Foundation. It is similar in both organization and purpose to programs that you have funded in the past, and we hope you will be interested. You may reach me, or the program's contact person, Linda Adessio, at (518) You may also leave a message at Safe Haven for Families At Risk (518) One of us will promptly return your call. Sincerely, Susan Shepard, M. S.W. Executive Director Page 7 of 28

8 The Title Page tells the following: Title of Project., Name of organization submitting the proposal., Date of Submission, Name of Contact Person, Telephone number, Name of Person/Organization to whom it is being submitted, Amount requested, Name, title and signature of person in your organization authorized to sign legal documents. Sample Title Page: Safe Haven for Families At Risk a proposal by The Lexington Street Y.W.C.A. January 18, 2000 Linda Adessio, Contact Person (518) submitted to The Washington Electric Foundation $37,020 Requested by Susan Shepard, M.S.W. Executive Director Page 8 of 28

9 The Cover Letter should include the following: Name (contact person) Title Name (organization) Address Date Salutation Introduction Purpose of project/program Relationship to donor's interests Amount requested Motivating statement Contact information Statement of appreciation Farewell Name (author) Title Page 9 of 28

10 Sample Cover Letter: Mr. John Englehart Program Director The Washington Electric Foundation th Street New York, New York January 4, 2000 Dear Mr. Englehart, I am Susan Shepard, Executive Director of the Lexington Street YWCA in Albany, New York. I am writing to ask The Washington Electric Foundation to help us with a very special project, Safe Haven for Families At Risk, which fits the interests of your foundation by providing day care shelter for homeless mothers and children. Safe Haven for Families At Risk provides homeless women and children with a safe environment and food in the daytime when the city's homeless shelters are closed. We provide counseling and support, and have a job placement service. The Safe Haven for Families At Risk program fits within the demonstrated interests that The Washington Electric Foundation has had for the homeless. It is similar in both organization and purpose to programs that you have funded in the past. We know that you are especially mindful of programs which affect the communities in which your employees reside. The Washington Electric Foundation's gift win let the employees of your parent company know that they and you are active and involved members of their community. We are requesting a $37,020 grant from The Washington Electric Foundation to meet our operational costs. You may reach me, or the program's contact person, Linda Adessio, at (518) You may also leave a message at Safe Haven for Families At Risk (518) One of us will promptly return your call. Our staff will be happy to work closely with you in order to make your participation in Safe Haven for Families At Risk a reality. Thank you for your time and consideration. Sincerely, Susan Shepard, M. S.W. Executive Director Page 10 of 28

11 Table of Contents The Table of Contents should be set up in the following format: A) Table of Contents B) Executive Summary Q Needs Statement D) Goals & Objectives E) Project Management 1) Administration 2) Staffing F) Timetable G) Continuity H) Evaluation Method 1) Budget J) Addenda 1) Résumés' 2) Letters of Support 3) Determination Letter 4) Financial Statement K) Bibliography Page 11 of 28

12 Executive Summary The Executive Summary should contain the following: Name of project/program Name of sponsoring agency Contact person Telephone/FAX Amount requested. Total of overall budget Brief description of project/ program Anticipated Result Motivational Statement, Statement of appreciation. Page 12 of 28

13 Sample Executive Summary: Program Title: Safe Haven for Families At Risk Sponsoring Agency: Lexington Street YWCA 230 Lexington St. Albany, New York Contact: Susan Shepard, M.S.W. Executive Director Phone: (518) (518) Grant Request: $37,020 Lexington Street YWCA Annual Budget: $527,000 The goal of Safe Haven for Families At Risk is to meet the essential needs of homeless mothers with preschool children during the day when most shelters are closed. It is designed provide a chemically free, safe, sanitary and secure environment, provide nutritional needs, day care, job counseling and placement. With a service support group, this program can be integrated into some of the existing services offered by the Lexington Street YWCA for working poor families; day care, after school program, job counseling and placement, and a thrift shop. This much needed program, with some additional staffing and material support can reach from 20 to 30 families lacking any kind of service in this area (Please go to Support Letters in Addenda.) We need the participation of the Washington Electric Company to enable Safe Haven for Families At Risk to change the lives of homeless women and children in Albany. This partnership will demonstrate to all that the Washington Electric Company cares and strives to improve the quality of life in the communities in which its employees reside. Thank you for your time and interest. Page 13 of 28

14 Needs Statement The Needs Statement should contain the following: A) General Statement of need. B) Supporting statement. C) Concluding statement. Sample Needs Statement: Currently there are between 20 to 30 families (mothers with school age children) who are forced onto the streets when homeless shelters close for the day. Overcrowded shelters (especially in Winter) must houseclean, with limited or no program space and staff, have no program for daytime activities. The situation gets worse during the winter months when local stores, the public library and vacant buildings are used as shelter. Not only are the normal day to day activities of these families disrupted, but the coping behaviors of loitering and (even temporary) abandonment of children (leaving them without supervision) lead to problems with the community generally and the law specifically. Some mothers are chemically dependent, unemployed, and overwhelmed. Lacking daytime shelter can be a thoroughly brutalizing experience for both mothers and children. A lack of community resources creates a cycle of chemical and welfare dependency. Without intervention, both the women and their children are at risk for self-destructive and anti-social behaviors that lower the quality of life for all. Page 14 of 28

15 Goals & Objectives A) Goals B) Objectives C) Tasks Sample Goals & Objectives: Goal - Women resolving their personal problems, including substance abuse and addiction, obtaining temporary or long term employment, and providing for the needs of their children. Objectives - A suitable facility with secure entrances and emergency exits - A supervised, adequate, and secure play area for children to play - A drug-screening and counseling program - A job-placement and counseling service - A nutritional program Tasks - Hire an Executive Director - Hire a Program Coordinator - Provide Health Insurance - Hire Consultants - Manage the facility - Manage a drug-screening and counseling program - Manage a job-placement and counseling service - Manage an after school program - Manage a nutritional program Page 15 of 28

16 Project Management Administration Project Management staffing includes: A) Staff responsibilities. 1) Financial management. 2) Project/program outcomes. 3) Program evaluation. 4) Reporting to donors. B) The Board of Directors. C) Organizational chart. Sample Project Management Staffing: Staff responsibilities The Executive Director the Lexington Street Y.W.C.A. is responsible for the financial management of the program. The responsibility for program outcomes is shared by: Safe Haven for Families At Risk Program Coordinator (please see Staffing or job description) Drug Counselor (please see Staffing or job description) Job-placement Specialist (please see Staffing or job description) Program evaluation is the responsibility of the Program Coordinator from data collected and evaluated by the Drug Counselor and Job-placement Specialist consultants. The Executive Director the Lexington Street Y.W.C.A. is responsible for reporting to donors. The Board of Directors of the Lexington Street Y.W.C.A Deborah Brown Anthony Battaglia Ruth Fineman Geraldine Fitzgerald Irene Maniates Paul Ostianko Organizational chart Board of Directors I Executive Director I Program Coordinator Consultant I Drug Counselor I Job-placement Specialist Volunteers I Day Care I Kitchen Page 16 of 28

17 Project Management--Staffing Staffing consists of : A) Paid Staff a) Title b) Job description. c) Experience d) Level of expertise. e) Educational background. f) Time Sample Job Descriptions: Title: Program Coordinator Job Description: Responsible for program, staff and volunteer management. Experience: Previous experience as a program director. Level of expertise: Successful previous track record in management. Educational background: BA in counseling or the equivalent. 1/2 Time Title: Drug Counselor Job Description: Responsible for clinical care and evaluation of clients. Experience: Previous drug counselor clinical experience and statistical analysis. Level of expertise: Prior employment as a Chemical Dependency Counselor (C.D.C.) Educational background: Registered Nurse (R.N.) Part Time Page 17 of 28

18 Budget: A) Personal Cost 1) Staff Salaries a) Benefits 2) Consultants a) Consultant A b) Consultant B 3) Sub-Total Personnel Costs B) Non-personnel Costs 1)Faculty a) Rent b) Utilities c) Telephone d) Printing 2) Programs a) Program A (1) Telephone b) Program B 1) Telephone 2) Expense c) Program C 1) Expense 3)Sub-Total Non-Personnel Costs C) Sub-Total D) Contributions E) Total to be Funded Page 18 of 28

19 Budget Sample Personnel Costs Executive Director (donated by YWCA) ($6,000) Program Coordinator 12,500 (1/2 time) Health Insurance 700 Consultants Chemical Dependency Counselor (R.N.) 8,500 ($40/hr.) Licensed Clinical Social Worker (L.C.S.W.) 8,500 ($40/hr.) Sub-Total Personnel Costs $35,500 Non-personnel Costs Safe Haven Facility Rent - donated by YWCA (6,000) Utilities 620 Telephone 500 Printing 400 Drug-Screening and Counseling Program Telephone 500 Job-Placement and Counseling Service Telephone 500 Revolving Job Search Fund 900 After School Program Volunteer Training Supplies 500 Nutritional Program Equipment (refrigerator and oven) 500 Meals (two snacks and lunch/client) 2,400 Sub-Total Non-Personnel Costs $13,520 Sub-Total: $49,020 YWCA Contributions (12,000) Total to be Funded $37,020 Page 19 of 28

20 Page 20 of 28

21 Sources 1) Books Double space all entries and list in alphabetical order by authors last name. Generally, an entry has three main divisions--author, title, and publication information--each followed by a period and two spaces. a) one author Frye, Northrup. Anatomy of Criticism: Four Essays. Princeton: Princeton UP, b) two or three authors Gesell, Arnold, and Frances L. 11g. Child Development: An Introduction to the Study of Human Growth. New York: Macmillan, c) corporate author United States Capitol Society. We, the People: The Story of the United States Capitol. Washington, D.C.: National Geographic Soc., ) Newspapers, Magazines, Journals, and Other Sources a) a journal or magazine Deluch, Max. "Mind from Matter. " American Scholar 47 (1978): b) an article in a newspaper Strout, Richard L. "Another Bicentennial. "Christian Science Monitor 10 Nov. 1978: 27. c) a government publication United States Capitol Society. We, the People: The Story of the United States Capitol. Washington, D.C.: National Geographic Soc., ) Electronic Sources a) Danford, Tom. "Monday Greetings." to Terry Craig. 13 Sept Shaumann, Thomas Michael. "Re: Technical German." 5 Aug Online posting. Newsgroup comp.edu.languages. natural. natural. Usenet. 7 Sept Page 21 of 28

22 Résumés Functional Résumé Susan Shepard, M. S.W Furrow St. Albany, New York (518) Education: University of Minnesota, M.S.W., 1966 Colorado State University, B.A., 1964 Work Experience: Lexington Street Y.W.C.A., Exec. Director, The Stamford Y.W.C.A., Program Director, The Rochester Y.W.C.A., Associate Director, References available upon request. Page 22 of 28

23 Sample Letter of Support Susan Shepard, M.S.W. Executive Director Lexington Street YWCA 230 Lexington St. Albany, New York Dear Susan, We are more than pleased to support and recommend YWCA's The Safe Haven for Families At Risk; a program that offers us auxiliary services for homeless women and children. No one has been happy with the plight of homeless mothers and children without a place to seek refuge during the daytime when we must close. As you know, we must use this time for housekeeping. With the demands that an overcrowded facility makes on our staff and volunteers, our shelter must shut down between 8:30 A.M. and 5:30 P.M. We realize this is a hardship. But, we have limited resources to meet overwhelming needs - especially in the winter. We encourage donors to contribute generously to your much needed program's operation Respectfully yours, Judy Trumbell Chairman Coalition of Homeless Shelters Page 23 of 28

24 Financial Statement The Lexington Street YWCA 230 Lexington St. Albany, New York Revenue and Expenses: Fiscal Year Ending Dec. 31, 1999 Contributions $878,629 Government Grants 899,556 Program Services 925,892 Investments 28,617 Special Events 0 Sales 25,164 Other 47,398 Program Services 2,684,715 Administration 183,015 Other 69,410 Total Expenditures $2,937,140 Total Revenue $2,805,256 NET GAIN/LOSS $-131,884 Balance Sheet: Fiscal Year Ending Dec. 31, 1999 Page 24 of 28

25 Timetable consists of : A) Staffing 1) Name of Objective or Task A a) Start date. b) End date. 2) Name of Objective or Task B a) Start date. b) End date. 3) Name of Objective or Task C a) Start date. b) End date. B) Program 1) Name of Objective or Task A a) Start date. b) End date. 2) Name of Objective or Task B a) Start date. b) End date. 3) Name of Objective or Task C a) Start date. b) End date. C) Reporting 1) Mid-year report to donors. a) Date 2) Annual report to donors. a) Date Sample Timetable Excerpt: Staffing January Recruit and hire a Project Coordinator Design and implement a license able facility. Design and implement a nutritional program. Train volunteer kitchen workers. February Design and implement a supervised, adequate, and secure play area for children. Train volunteer day-care workers. Design and implement a drug-screening and counseling program. Recruit and hire a Chemical Dependency Counselor (R.N.) consultant. Page 25 of 28

26 Continuity includes: A) Statement of Intent to continue. B) Statement of community support. C) Statement of pledged future funding. 1) Reference to funding letters. D) Reference to future funding efforts. Sample Continuity: In its second year, The Safe Haven for Families At Risk program will serve between 25 to 35 families (mothers with school age children) who are forced onto the streets when homeless shelters close for the day. We believe that recognition of The Safe Haven for Families At Risk program lead to continuing funding in the future and that amount of money donated will continue to match the amount needed to care for Albany's homeless women and children. We hope to integrate the program into a standing services of the Lexington Street YMCA. We have submitted a funding proposal for $10,000 to the Albany Department of Social Services which has been approved for our second year of operation (Please go to Addenda: Letter of Support). Once we have established a track record, we anticipate being able to raise funds from a broad cross section of the community, as well as from additional regional and national sources. Page 26 of 28

27 Evaluation Evauation consists of A) Statistical basis of evaluation. B) Method of data collection. C) Evaluation method. D) Publication of results. Sample Evaluation: As a result of Safe Haven for Families At Risk we anticipate a 50% increase in school attendance, a 60% reduction in chemical dependency, an increase in employment of 75%, and an 80% increase in obtaining permanent shelter among our clients. The Albany Department of Social Welfare maintains demographics in following areas on the homeless population within the city: -School attendance (children ages 5-18) - Chemical Dependency (homeless women) - Employment (homeless women) - Permanent Shelter (homeless families) Safe Haven for Families At Risk will maintaindetailed records on each family served. We anticipate a 30% annual drop-out rate. In an effort to assist the program, The Homeless Shelter Coalition (overnight shelters) has agreed to permit extended stays up to six to nine months for families with children actively participating in Safe Haven for Families At Risk. The resulting data will be evaluated by our staff Chemical Dependency Counselor (R.N.) and Licensed Clinical Social Worker (L.C.S.W.) under the supervision of the Program Coordinator. We will publish our statistical analysis using these criteria twice annually. A report will be sent to each donor (if requested) and to the Albany Department of Social Welfare. Page 27 of 28

28 Funding Criteria SPEAR provides technical assistance, funding research, acts as a fiscal agent performing all fiduciary responsibilities, grant management and administration for its network of sister agencies. This simply means that when Spear sponsors an agency to apply for funding, SPEAR applies on behalf of that agency. The agency itself will prepare the initial documents and submit the documents and the name of a designated contact that is knowledgeable about the project to SPEAR. Upon receipt of the proposal package, the proposal will be edited and submitted to the appropriate funding sources. Please read and follow the guidelines included in this package for preparing your grant proposals. Use 12- point font and try to keep your proposal at 10 pages or less. After completing your Proposal, please it to the following address: SPEAR Foundation 313 Casa Del Norte Drive North Las Vegas, NV telephone: FAX: SGRanchor@aol.com Page 28 of 28