Special Projects Grants Webinar September 13, 2011 Screen 1 Today s webinar - Special Projects Grants: Tips for Writing a Grant Application is brought to us by Marcy Kimminau, the National Chairman of the Special Projects Grants. Screen 2 President General Merry Ann Wright s dream for DAR to award grants is a reality! Included here are pictures of several awarded grant projects from the first year of this program. The purpose of this grant program is to give financial support to projects in local communities that exemplify the mission of the National Society Daughters of the American Revolution (NSDAR) to promote historic preservation, education and patriotism. To accomplish this, NSDAR is making grants available to fund initiatives in these three mission areas. Screen 3 2011 Special Projects Grants Awarded Only Non-profit 501 (C) (3) entities may apply for these funds. Grants are awarded for projects that relate directly to the mission and objectives of historic preservation, education, and patriotism. Screen 4 All grants are judged and awarded without regard to gender, race, color, religion, national origin or disability. Screen 5 First Year Grants Awarded for total of $180,378 A total of $180,378 was awarded in 2011. A list of those is on the members.dar.org website on the Special Projects Grants Committee page. Screen 6 Any non-profit organization requesting information and a grant application for a Special Projects Grant should be directed to the DAR Public Web site at: http://www.dar.org/natsociety/specialprojectsgrants.cfm Screen 7 Special Projects Grants Brochure The DAR Public Relations office designed a beautiful brochure for chapters to print and distribute as a marketing tool. The brochure is on the committee web page. Screen 8 Tips for printing the Grants Brochure There are a couple of options for printing the grants brochure: You may copy the grant brochure to a flash or thumb drive and take to it a printing company where it can be printed as a 2-sided color brochure and folded at minimal cost. Screen 9 Or you may print the brochure on a home printer, but the color may not be as vibrant
Screen 10 Distribute the Special Projects Grants Brochure If you have members who are involved with a group or organization pertaining to historic preservation, education and patriotism, encourage them to distribute the brochure. Chapters are encouraged to deliver the brochure, along with the Special Projects Grants application information and a DAR chapter business card to appropriate groups or organizations. If you mail the information to the organization, it s a good idea to include a letter of introduction from the chapter. Screen 11 Benefits to DAR Chapters There are great DAR Public Relations opportunities in local communities where chapters and states sponsor these DAR grants which provide financial support in historic preservation, education and patriotism. In addition to public recognition, this effort may attract women eligible to become members of DAR and the local chapter. Screen 12 Contact the following organizations for a Special Projects Grant There are a variety of organizations that are candidates for these grants: Local museums Historical societies Historic houses or buildings Library Literacy programs Schools Tutoring programs Patriotic organizations Youth groups Every community has groups and organizations from this list whose work supports the NSDAR s commitment to historic preservation, education and patriotism. Screen 13 A Chapter or State sponsors a grant A DAR chapter or DAR state organization sponsorship letter is required for the Special Projects Grants application and must be written by the same DAR chapter or state organization applying for the grant. Each grant application requires a one page letter of sponsorship signed by an officer of the chapter or state organization. The sponsorship letter must be included with the grant application, and should include the name of chapter or state organization and the name, title, address, telephone number, and email address of the chapter or state representative writing the letter along with a brief description of the project being sponsored and its impact on their community or area. There is no limit on the number of applications a chapter or state may sponsor. The sponsorship letter guidelines are on the DAR Members Website committee page. Only one grant funding will be awarded to any applying entity as part of the Wright Administration President General s Project. Screen 14 Designed for Broad Distribution Special Projects Grants are designed for broad distribution. Two-thirds of the first year grants awarded were for amounts of $3000 or less.
Grants for $1000 to $2000 amounts are encouraged with a cap of $10,000 for grant requests. Applicants are required to match the grant award 1:1 in order to allow broader distribution of funds. Screen 15 What are matching 1:1 funds? The 2011-2012 Special Projects Grants application requires that 1:1 matching funds be firmly secured. Matching funds may include secured cash funds from individual donors, businesses, non-profit organizations or fundraising. In-kind contributions may not be used as matching funds. Matching funds are not required to come from the organization applying for the grant but may come from other donors or fundraising efforts. Matching funds are acceptable from third parties and multiple donor sources. Screen 16 What disqualifies the grant proposal from being judged? A grant proposal will be disqualified if it is more than 8 pages long or if the IRS designation form is not included. Grants will not be considered for operating expenses, motor vehicles, religious programs or activities, endowments, private foundations, or costs related to fund-raising campaigns and politically motivated activities. The majority of grant proposals disqualified the first year were for one or more of the following reasons: Failure to firmly secure 1:1 matching funds. Inadequate funds to complete a large dollar grant project. Timeline to complete the grant project was not within one year from the grant funding date. Screen 17 Tips for writing a successful DAR grant application It is most important to follow the six numbered sections on the application step by step. Screen 18 Sponsorship letter and Page one of IRS designation letter A sponsorship letter signed by a chapter or state officer is required. Complete sponsorship letter guidelines are posted on the committee web page. Include only page one of IRS designation letter. A DAR chapter or state organization need only list the EIN on the application cover page. Screen 19 Grant cover page A one sheet grant cover page to be used as an application check list is new this year and must include the following: 1) List the grant request in a whole dollar amount. 2) Designate which area or areas -- historic preservation, education, and/or patriotism -- this grant proposal falls within. 3) List all contact information for the applying entity and the individual writing the grant proposal. 4) Include the project name and a brief description of the project which includes the purpose for the requested grant. Screen 20 Follow the narrative outline The sponsorship letter, page one of the IRS designation letter and the grant cover page are the first three pages of the 8 total pages for a non-dar entity grant application. A
DAR chapter submitting a grant application is only required to submit a sponsorship letter and grant cover page (which counts for two pages of the 8 total pages). As stated earlier, a DAR chapter or state organization includes the EIN on the grant cover page in section number 3, information for the entity. The next pages should include a written narrative in paragraph form pertaining to each of these headings: Outline of the Project Need and Urgency Project Activities Timeline Benefits to Community DAR Recognition Budget Cost of Project Sources of funding to complete the project Ongoing Financial Support (if applicable) A well-written grant application usually fills the 5 or 6 pages available. It is recommended that a grant application include pictures in the 8 total pages -- pictures often improve the chances for a grant to be approved and those applications tend to score higher in judging. Screen 21 Outline of the grant project details In this section you should include information on the history of the organization and/or the history of the project, as well as information on the community. Be sure to list specific phases of the grant project and emphasize how the project exemplifies the area of historic preservation, education or patriotism for which it is being requested. The project outline is a large portion of the grant proposal narrative. Screen 22 Need and Urgency and Project Activities Timelines List the reasons for the need and the urgency of the project. A specific timeline of project activities should include the month and year of the planned start date of the project; planned phase completion dates during the project; and the month and year the project is estimated to end. The timeline in the grant application requires a completion date within one year of the funding date in July 2012. For example: A grant application submitted by the Feb. 1, 2012 deadline, if approved, would receive half of the grant funding in July 2012 and the other half upon completion of the project, but it must be completed by July 2013. Screen 23 Benefits to Community In the Benefits section should be listed what specific groups will benefit from the project; how the grant will benefit the community and the surrounding area; and whether the grant provides a short- or long-term benefit to the groups in the community. Screen 24 How will DAR be recognized? This section should detail the various methods by which DAR will be recognized for its support of the project. For example, a list of media sources that will be utilized, special signage or memorial plaques that will be placed, book plates for printed materials, web pages, newsletters, dedication ceremonies, exhibits whatever public media will be generated to recognize DAR.
Screen 25 Budget Cost of the Project List or use a chart to show the itemized cost of the project -- the actual bid estimate for the project may be included. Include a budget narrative to explain any items that require clarification. Screen 26 Sources of Funding List each source of funding the entity has solicited to complete the project and show all secured funds. Matching 1:1 firmly secured funds are required and are to be listed; include a description of how they will be used. Be sure to include any in-kind contributions that will be made. Also show how the grant funds will be used to support the project. An application failing to report secured matching funds will be disqualified. Screen 27 Specific phase budget When a grant request is for one phase of a large dollar project, only include the budget for that specific phase in the grant proposal. Summarize the expenses for other project phases. For example, in a $100,000 project for which the grant application is for $10,000 of a $20,000 phase of the project, list a budget for the $20,000 portion of the total project. Large dollar grant projects are common in areas of Historic Preservation and Patriotism. Large dollar grant projects require listing the other secured fund sources to complete the project. Screen 28 Ongoing Financial Support (if applicable) Discuss what ongoing financial support will be required upon completion of the project and the source of those funds. Not all grant projects require ongoing financial support, but if ongoing financial support is required for the specific grant project, include the source of the secured funds. Screen 29 Submit the application Make five copies of the application materials and mail them no later than February 1st to the Special Projects Grants National Chairman, Marcy Kimminau, at 17537 W. 59 th Place, Golden, CO 80403-2022. Screen 30 Conclusion We hope this presentation answered questions about the groups and organizations that should receive a copy of the Special Projects Grants brochure and that you will benefit from the tips for writing a DAR grant proposal. You ll also find tips on the committee web page. I look forward to receiving double the number the applications this coming year! Please contact Marcy with any specific grant application questions at marcyk12@msn.com
Question and Answer Session Question #1: Are the grant applications accepted throughout the year up to the February 1, 2012 deadline? Answer #1: Yes, a grant application may be submitted in October for the February 1, 2012 deadline, however a grant application submitted in October has no advantage in being submitted sooner than a grant application in January by the February 1, 2012 deadline. All grant applications are sent onto judges in March in a group for judging at the same time. Question #2 Is it possible for the grant applicant to see a copy of the Grant Agreement Form for terms of the agreement for the grant approval and funding dates? Answer #2: Only an approved grantee receives the completed Special Projects Grant Agreement Form by May 1. The Special Projects Grants timeline for approval and funding are on both the DAR Public Web Site and Members Web Site on the Special Projects Grants committee web page. Question #3 How are the Special Projects Grants applications judged? Answer #3: By three non-dar judges selected by the National Vice Chairman Special Projects Grants in each area. Judges use a point system to evaluate if the grant application is presented in a professional manner and completed according to the grant application requirements. Question #4 Is a grant applicant notified if the grant application is disqualified? Answer #4: Yes, the National Chairman Special Projects Grants reviews each grant application as received to meet qualifications. An entity submitting a disqualified grant application is notified by an email. The grant applicant is allowed to re-submit grant application, with the missing requirements if time allows before the grant deadline. Questions Asked During the Webinar with Answers: Q: There is a great project opportunity for our local C.A.R. society. Our biggest challenge is that our group is small. What suggestions do you have for fund-raising the matching portion that we would need to raise? A: The C.A.R. may consider a service project, such as a car wash or cleaning up a local cemetery to raise matching funds. Contact local businesses to possibly donate patriotic items for C.A.R members to sell for fundraising, or ask if they would be willing to make a donation toward the project. Depending on what the project is, family members or other interested individuals, groups or companies may be willing to donate funds, especially if they know that they may be matched by DAR.
Q: Can a chapter apply for a grant? A: Yes, a chapter can apply for a grant as a non-profit 501 (c) (3) entity under the umbrella of the National Society. Refer to #2, on the 2011-2012 Special Projects Grants Application for information on a chapter applying for a grant. Q: Our chapter owns a one room school. It is in the process of being listed on the National Historic Register. Will that designation be a plus when applying for a grant? A: Yes, you may include a letter stating that it is being processed as a National Historic Register property in the grant application. In the written narrative of the grant application reference of the significance of the one room school being listed on the National Historic Register may be included. Q: Is February 1st an annual deadline for each year? A: Yes, this year s grant deadline is February 1, 2012 and next year s deadline is February 1, 2013 for a Special Projects Grant during the Wright Administration. Q: Would the estimated value of any in-kind contributions need to be included in the total budget for the project and therefore part of the total to be split for matching? A: Yes, include the any in-kind contributions in the budget cost of the grant project. However, the in-kind-contributions are not listed in the matching funds. The 1:1 matching funds must be firmly secured money. Refer to the 2011-2012 Special Projects Grants Application, item #4, budget bullet #5, which explains this and states that in-kind contributions may not be used as matching funds. Q: Can you use the value of materials donated by a local company as matching funds? A: No, the dollar value of the donated materials is considered an in-kind contribution. Other secured matching funds are required for the grant project.