The United Methodist Wilmington District Committee on Urban Center Ministries 2019-20 URBAN CENTER MINISTRY PROPOSAL General Information Name of Ministry Program or Project: Grant Amount Requested: $ Name of applicant(s): Address(es) of Applicant(s): First-time submissions only: Attach a copy of IRS letter(s) establishing Section 501.c.3 status for each Organization and/or Agency -- this is not needed for a Church which is assumed to be a nonprofit entity. Attach Brief Description(s) of the applicant(s), including vision and/or mission statement(s). Pastor(s) and/or Executive Director(s): Address: Phone: Email: Primary Grant Contact Address: Phone: Email: Grant Fiscal Officer: Address: Phone: Email: (The Financial Officer is the person who will be responsible for recording and reporting on the use of grant funds.) Date Proposal was approved by Church Council(s) and/or Administrative Board(s):, (Month) (day) (Year) 3
1. Ministry Purpose and Function A. Statement of the Ministry Opportunity Why do you want to do this ministry? What factors or situations existing in the congregation(s), organization(s), and/or community cause you to propose this ministry? (State or local data may well be used to describe the situation and opportunity; the sources of all data must be cited.) B. Goal: What do you want to do? Provide a broad statement, written in general terms, that conveys what the ministry intends to accomplish, create, change, or eliminate this should be an output-driven statement. C. Objective(s). How will the ministry accomplish its goal? Objectives are specific, quantifiable, and measurable statements of the desired results of the ministry. (E.g., What is to be accomplished during the specific period of time to move the congregation(s), organization(s), and/or community toward the achievement of the goal?) D. Activities. List the particular events or efforts to be conducted in order to achieve each objective(s). 2. Ministry Design and Implementation What specific things do you propose to do, and how will you do it? Explain how the identified activities, events, and/or processes will be accomplished and how they will help to achieve the defined objective(s) in order to accomplish the stated ministry goal. E. Target Population. Who will be served? Define the target population identifying characteristics, ages, and numbers of people to be served. List any program requirements of participants. F. Structure and Length of Ministry. List and describe the phases or pieces of the program. Describe times of operation: days of the week and hours of the day that the program activities will occur. What is the expected length of each participants involvement? G. Service Delivery. Describe how the ministry parts will be delivered. Describe where the program will occur and who will lead and/or direct activities. H. Management Information System and Data Collection. Describe the methods planned for collecting, storing, maintaining, and reporting data on all ministry activities for reporting and evaluation purposes. 4
3. Capabilities and Competencies I. Staffing. Describe the program employed and volunteer staff positions, stating the roles and responsibilities of each ministry staff person. (Management and staffing patterns should be clearly connected to the program design described above.) J. Capability. Describe the experience and capability of the applicant Church, Organization, or Agency and any co-applicant(s). What training and experience do volunteer and employed staff persons bring to the ministry? (Any prior experience leading programs of similar design should be highlighted in this section.) 4. Self-Evaluation K. Fruitful Outcome. What fruitful or successful outcome is expected? L. Evaluation Criteria. What programmatic accomplishments are needed for a successful ministry outcome? By whom and by what criteria, measurements, and processes will each programmatic accomplishment of this ministry program be evaluated by the program director, administrator(s), participants, and / or other interested parties (e.g., parents or neighborhood leadership, etc.)? M. Base-line Data. What is the initial base-line data upon which the ministry program s accomplishments will be measured? What is the current status of the situations that the programmatic accomplishments will attempt to change? N. Accomplishments. How is the congregation(s), organization(s), and/or community situation expected to change because of this ministry program? O. Participation. How many individuals and/or families are expectded to participate? 0-5 years old 6-10 years old 11-14 years old 15-17 years old 18-25 years old 26-45 years old 46-64 years old 65 years and older Families Other groupings of P. What is the gender of participants, if relevant. Male Female 5
5. Budget The applicant must provide a budget that: 1. Identifies all sources and amounts of income for the ministry. 2. Reflects cost-effective programming to accomplish the proposed activities. 3. Shows income and cost computation/calculations, demonstrating how the applicant arrived at the amounts reported. 4. Explains applicant s cash and in-kind contributions. 5. Describes ministry participants share of the cost of the program fees, charges, etc. 6. Provides a budget worksheet that itemizes all income and all expenses. (See the following for a sample Budget Detail Worksheet.) Budget Detail Worksheet Purpose: This Budget Detail Worksheet may be used as a guide to assist in the preparation of the budget. The budget may be submitted using this form or the format of the applicant(s) choice (plain sheets, another form, or a variation of this form). However, all required information must be provided. i. Ministry Income and Available Resources Source of Funds/Resources Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash ii. Expenses: Personnel - List each position by title and name of employee, if available. Show the annual or hourly salary rate, if any, and the percentage or amount of time to be devoted to this ministry in order to establish the dollar value of the position. Name/Position Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash 6
iii. Expenses: Fringe Benefits Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in Personnel budget category and only for the percentage or amount of time to be devoted to this ministry. Fringe benefits must include FICA and Medicare taxes, Workman s Compensation insurance, and Unemployment insurance. Name/Position Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash iv. Expenses: Travel Itemize travel expenses of ministry (e.g., field trips to events, admission fees, bus transportation, etc.). Show the basis of computation (e.g., 50 youth to Great Adventure at $40 admission fees). Show the cost for bus or van transportation. Travel is limited to mileage, common carrier (bus or van) contracts, admission fees, parking, and perhaps meals or snacks. Travel Event Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash v. Expenses: Consultants and Professional Services Services performed by people who are not employed by applicant(s) agency. Name of Consultant, Service Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash vi. Expenses: Supplies and Materials - List items by type (e.g., food for snacks, office supplies, educational materials, recreational supplies, and other supplies and materials needed during the course of the project). Show the basis for each computation. Description of Supply/Material Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash 7
vii. Expenses: Other Costs List items (e.g. postage, rent, telephone, printing, advertising, janitorial services, etc.) and the basis of each computation. Description of Cost Computation Program Cash, In Kind, Agency Cash, Grant Cash TOTALS: In Kind $ Agency Cash $ Program Cash $ Grant Cash VIII. Budget Summary Transfer the totals for each category to the spaces below. Budget Category Program Cash, In Kind Agency Cash, Grant Cash i. Program Income/Resources ii. Personnel iii. Fringe Benefits iv. Travel v. Consultants Services vi. Supplies and Materials vii. Other Costs TOTAL EXPENSES viii. TOTAL GRANT CASH REQUEST $ 6. Use of Funds Q. Application of Grant Funds. All funds granted are to be used only as defined in the grant proposal. If funds are not to be used as the applicant has proposed and as approved by the Committee, those funds must be returned to the Committee on Urban Center Ministries within sixty (60) days of the recipient s determining that it will not use the funds as proposed -- make check payable to the Peninsula-Delaware Annual Conference. And, a report on the use of any funds not returned must be made to the Committee within sixty (60) days of the completion of the ministry activities and/or of the grant year. R. Unused Grant Funds. All funds not expended in the proposed ministry by the end of the grant period must be returned to the Wilmington District Committee on Urban Center Ministries within sixty (60) days of the completion of the ministry activities and/or of the grant year. (Make check payable to the Peninsula-Delaware Annual Conference.) 8
7. Reporting Requirements: S. Progress and Final Reports. A Final Report of finances, program activities, and self-evaluation must be made to the Committee within sixty (60) days of the completion of ministry activities. T. Mid-Year and Final Reports. A report of finances, program activities, and selfevaluation must be made to the Committee within sixty (60) days of the completion of ministry activities. Mid-year reports for ministries that are not completed are due on January 6, 2020. (Any ministry that is seeking additional funding must have submitted a final report or include an up-dated mid-year report (finances, program activities, and self-evaluation) as well as any proposal for future funding from this Committee.) T. Failure to Report. A congregation, organization, or agency that has not completed final program, evaluation, and financial reports for a completed ministry and/or mid-year reports for an on-going program will not be eligible to receive future grants until all program reports and evaluations are completed, financial reports are properly submitted, and any unused funds are received by the Committee payable to the Peninsula- Delaware Annual Conference. 9
8. Certification by Applicant By submitting this application for the sum of monies specified to be used for the purposes stated above, the applicant or any authorized agent, hereby certifies that the statements made in the application are true and correct to the best of his/her/their/its information, knowledge, understanding, and belief. Furthermore, it is hereby acknowledged and agreed that any funds awarded in reliance on this application must be used as stated in the application and as approved by the Committee and that this commitment is binding on the applicant and all those authorized to act in or on its behalf. Finally, the applicant signifies that the proposal is complete and that each of the following requirements is met prior to submission of this application. (Please check each completed item): Attended the pre-submission meeting on February 26, 2019; name of person(s) in attendance:. Obtained approval from Church Council or Board of Directors for this grant application and documented the date of the approval at the bottom of page 3 of this application. Completed this application format in full prior to submission; making sure that each of the budget detail items I-VIII is completed and that the math is correct. Set aside time to meet with Committee members for the oral presentation of this application on Tuesday, April 30, 2019. Applicant Name (s) of Church (es), Agency (ies), and/or Organization (s) Title of authorized agent Printed name of authorized agent Signature of authorized agent Date 10