Ohio County Community Foundation

Community Grants Program

Grant Policies and Guidelines

I. Grant Guidelines a. That the OCCF grants program will strive to anticipate the changing needs of the community and be flexible in responding to them; b. That it focuses on those types of grants which will have the greatest benefit per dollar granted; c. That it encourages the participation of other contributions by using matching, challenge and other grant techniques; d. That, where possible, it closely relates and coordinates with the programs of other sources for funding such as the government, other foundations, and associations; e. That, where possible, it induce grant recipients to achieve certain objectives such as becoming more efficient, increasing fundraising capabilities, delivering better products, etc.; f. That, in addition to grants of money, the OCCF will also consider grants in the form of technical assistance and staff assisted special projects which are intended to respond to a variety of needs in the county. II. Grant Policies a. Grants will only be awarded for projects and programs that benefit the residents of Ohio County. Applicants must qualify as an exempt organization under the IRS Code 501(c), or be sponsored by such organizations, or qualify as a governmental or educational entity or possess similar attributes per IRS Code Section 509(a); b. That grants will be made only to organizations which provide for a responsible fiscal agent and adequate accounting procedures; c. That no grants will be made solely to individuals but can be made for the benefit of certain individuals for such purposes as scholarships and special programs through educational institutions and other sponsoring recipient organizations; d. That, generally grants will not be made to enable individuals or groups of individuals to take trips except where there are special circumstances which will benefit the larger community;

e. That no grants will be made specifically for sectarian religious purposes but can be made to religious organizations for general community programs. f. That, generally, no grant proposals will be considered by the OCCF which have been proposed by individuals or organizations responsible to advisory bodies or person unless letters of recommendation or approval from those advisory bodies or persons accompany the grant proposals; g. Grants will not be made for programs and/or equipment which were committed to prior to the grant application being submitted; h. That final grant evaluation reports will be required to be submitted by the grantees. Grantees with outstanding grant reports will not be considered for future grants until all outstanding reports have been properly submitted. i. Grants applied for brick and mortar projects must be only for charitable purposes, to further the mission of a public charity. j. Incomplete applications or applications submitted past the application deadline will not be considered. All submitted applications are considered final and no revisions will be accepted without prior approval. k. No grant shall be made for the acquisition of weapons, firearms, destructive devices or ammunition as defined in the Indiana Code under IC 35-41—1-8 or IC35-47.5-2.4. These grant guidelines & policies apply only to the unrestricted philanthropic funds of the Ohio County Community Foundation and not to those funds for which the beneficiary or beneficiaries have been designated by the donor or for which the donor has restricted the use of a particular fund to a specific charitable purpose or geographic area. Those designated and restricted funds will be administered separately in relation to their respective donor agreements.

Grant Evaluation Criteria In reviewing grant proposals, the OCCF generally utilizes the following evaluation criteria: a. Is there an established need for the program or project for which the grant is requested? b. Is it appropriate for OCCF to make a grant for the requested purpose, or are there other more compatible sources for potential funding? c. Does the OCCF have adequate resources to effectively respond to this need? d. Does the grant support a charitable purpose? III. Grant Process Grant Application Process All requests for grants are reviewed by the OCCF staff and the Grants Committee, which is made up of members of the Board of Directors and several outside advisors. Reviews and recommendations are then presented to the full Board of Directors for final decisions. Applicants may be contacted by a staff member or Grants Committee member for further information concerning their application. A site visit may be scheduled before or after the awarding of a grant. Grant Payment Process All grant applicants will be notified in writing with respect to the grant decisions of the OCCF Board of Directors. Recipients will be mailed a Grant Award Agreement Form with the notification letter. Payment of the grant will not be released until a completed Grant Award Agreement is returned to the Foundation. Grant checks will be presented in the Ohio County Community Foundation office unless prior arrangements are made. This will allow the Foundation staff to meet grantees and take pictures for media purposes. (See Grant Cycle Timeline). Grant Report Process The OCCF requires a final budget and evaluation report from each grantee. A Grant Report Form requesting the final budget and evaluation of the grant will be sent with the Grant Award Agreement. Grantees with outstanding Grant Report Forms will not be considered for future grants until all required documents have been submitted. Our Mission The mission of the Ohio County Community Foundation is to build, manage and distribute a lasting source of charitable funds for Ohio County. Our Core Values We will assist donors in maximizing their charitable intents through strategic giving opportunities that provide for allowable tax deductions and ease of giving. We will provide responsible stewardship of donated gifts. We will make grants that benefit Ohio County in the fields of community development, education, human services, cultural affairs and health. We will promote leadership in identifying, addressing and anticipating Ohio County’s needs.

Statement of Non-Discrimination It is the general policy of the OCCF to operate without discrimination as to age, race, religion, sex or national origin in the overall administration of the Foundation and in the consideration of grant requests from agencies and organizations. 2012 Grant Timelines Grant Cycle I Applicant may request up to $5,000 Applications available 01/16/12 Application deadline 04/16/12 (Application must be submitted to the Foundation by 4:00pm on the date of the deadline – late applications will not be considered) Notification Letter Sent 06/01/12 Grant Award Agreement Due 06/15/12 Grant Report Form Due 12/15/12 Grantee Payment Reception Thursday, June 21, 2012 at 3:00pm in the Foundation office. Grant payments will be distributed to Grantees at this time. Grant Cycle II Applicant may request up to $5,000 Applications available 07/16/12 Application deadline 10/15/12 (Application must be submitted to the Foundation by 4:00pm on the date of the deadline – late applications will not be considered) Notification letters sent 11/16/12 Grant Award Agreement Due 11/27/12 Grant Report Form Due 06/15/13 Grantee Payment Reception Thursday, December 6, 2012 at 3:00pm in the Foundation office. Grant payments will be distributed to Grantees at this time. Please direct questions to: Stephanie Scott Program Coordinator Ohio County Community Foundation 591 Smart Drive, PO Box 170 Rising Sun, Indiana 47040 Phone: 812-438-9401 Fax: 812-438-9488 Email: sscott@occfrisingsun.com Website: occfrisingsun.com

Ohio County Community Foundation

Application Check List

For Use of Applicant’s Convenience (Do Not Return With Application)

Required documents:

The original, completed grant application.

Nine copies of the original grant application.

A current list of your governing Board Members.

A detailed program budget for this proposal as outlined on page 5 of the application.

Your organization’s most recent audit, compilation review or annual report (if available).

A copy of your organization’s IRS 501 (c) (3) tax-exempt letter or most current 990 must be submitted with the application. (School and Government bodies do not have or need an IRS letter but must include their tax-exempt number on the application where requested). The Ohio County Community Foundation only awards grants to non-profit organizations.

o If your organization is applying for this grant with the assistance of a fiscal agent (under the umbrella of another organization’s 501 (c) (3) status), a written statement from the fiscal agent’s authorizing the use of the agent’s IRS tax-exempt status must be submitted with the application along with a copy of the organization’s IRS tax-exempt letter or most current 990. (School and Government bodies do not need or have an IRS letter but must include their tax-exempt number on the application where requested).

The Endorsement on page 6 of the application must be signed by the Contact Person and the person from the organization (President or Chair of Governing Board or Principal if request is from a school or school organization), authorizing the submission of the grant application. Please call if you have questions before submitting the application.

Please organize your application as follows:

Please arrange the original application and required documents in order as requested. Make nine copies of the application and submit the copies with your original application. Remember to make a copy for your file. Do not staple original application or copies. Please use paper clips.

Place the original application and nine copies of the original application in a large clasp envelope.

Write the name of your organization on the outside of the envelope.

Submit the application by 4:00 pm on the date of the deadline outlined in the Grant Policies and Guidelines to:

Ohio County Community Foundation

Attention: Stephanie Scott, Program Coordinator

591 Smart Drive, PO Box 170

Rising Sun, IN 47040

812-438-9401

Incomplete applications or applications submitted past the application deadline will not be considered. All submitted applications are considered final and no revisions will be accepted without prior approval.

Ohio County Community Foundation

Community Grants

Grant Application – Page 1

For office use only:

Grant Number: _________Grant Cycle: _______________ Decision Date: ______________ Tab Number: __________

Grants will only be awarded to non-profit organizations whose projects and programs benefit Ohio County.

Project Name ___________________________________ Grant Amount Requested: $____________

Please check the appropriate answer:

Is your organization a Non-profit: 501 © 3 _____ Governmental Agency: _____ School: _____

Church: __________ Other non-profit: ____ please specify type: _________________________

Is your organization applying under the umbrella of a separate non-profit organization?

___ Yes ___ No If yes, please use the umbrella organization’s information when filling out the following section:

Legal Name of Organization _______________________________________________________________

Legal Name of Umbrella Organization (if applicable) ____________________________________________

Federal ID# ________________________________ State ID# ___________________________________

Mailing Address ________________________________________________________________________

Street City Zip

Organization President ___________________________________________________________________

Phone _______________ Fax _______________________ Email ________________________________

Organization Treasurer: __________________________________________________________________

Phone _______________ Fax _______________________ Email ________________________________

Grant Contact Person _________________________________________ Title: ______________________

Contact Person Address: _________________________________________________________________

Street City Zip

Phone _______________ Fax _______________________ Email ________________________________

Ohio County Community Foundation

Community Grants Application

Organization Information – Page 2

1. Year Organization was established: _____ Number of Paid Staff members: ____ Number of Volunteers: ___

Please list administrative staff members and their titles:

2. State your organization’s mission and briefly explain how your organization is important to Ohio County.

3. List your organization’s top (no more than three) programs and/or services that benefit Ohio County and

how they serve your mission.

4. Describe, using actual quantitative numbers, how many residents your organization serves in Ohio County?

5. How many governing board members does your organization have?

6. Is all of your governing board positions currently filled?

7. Attach a list of your current governing board members, their addresses and phone numbers.

8. If applying under the umbrella of another non-profit organization, also attach a copy of their current

governing board members, their addresses and phone numbers and a letter of support from the

person authorizing the use of the organization’s non-profit status. (Required)

Ohio County Community Foundation

Community Grants Application

Project Information – Page 3

(You may answer any of these questions on additional sheets of paper and attach to the application).

Name of project for which grant is being proposed: ___________________________________________

1. Please describe the project for which you are requesting a grant and its purpose?

2. How many residents of Ohio County will the project serve and what age groups will be served by this project? (Adults, Children, Teens, Senior Citizens, All Groups, Other)

3. How many residents outside of Ohio County will the project serve and what age groups will be served by this project? (Adults, Children, Teens, Senior Citizens, All Groups, Other)

4. What is the timeframe in which the project will be administered? (No projects will be funded that occur before the award date of this Grant Cycle)

(Be specific in terms such as “the project will begin on MM/DD/YY and end on MM/DD/YY”)

5. Is this a new project or an ongoing project for your organization?

6. If the project is an ongoing project, how many Ohio County residents have benefited from the project in the last year? Use facts/data to support your statement.

7. What charitable services or need in the community is being addressed through this project?

Ohio County Community Foundation

Community Grants Application

Project Information – Continued – Page 4

8. How will this grant help your organization fulfill this need? (List specific goals)

9. How will you measure the effectiveness of your project? Refer to your goals in question 8.

10. Who will administer this grant? State their qualifications.

11. How do you intend to let the community know about this project? How will you credit the Foundation for their support of the project?

Ohio County Community Foundation

Community Grants Application

Project Budget Information – Page 5

Please include information for each project when requesting funds for multiple projects.

You may make copies of this page if necessary or number projects by priority.

Program Name: _____________________ Program Budget $_________Grant Amount Requested: $_______

1. What percentage of your organization’s total budget is presently generated by each source? (i.e. Grants: 10%; State Funds: 20%; Local Funds: 30% Donations: 40%)

2. What will happen to this project if this proposal is partially funded?

3. If this project is an ongoing project, how will it be supported long-term?

4. Attach one copy of your organization’s most recent audit, compilation review or annual report (if available).

Financial Report Form

Section One: Project Income (Funds your organization has already received for this project such as grants, donations, fundraising, etc.)

Funding Sources: List each actual source of funding for the project ONLY. Do not include in-kind support.

Amount:

Restricted For:

Section Two: Project Income Anticipated (Funds your organization hopes to receive for this project such as grants, donations, fundraising, etc.)

Funding Sources: List each anticipated source of funding for this project ONLY. Do not include in-kind support.

Amount:

Restricted For:

Section Three: Project Expenses

Expense Items: List ONLY items for this project to be funded by this grant. (Attach pictures and/or a brief explanation of items).	Amount:
Total Project Expense

Ohio County Community Foundation

Community Grants Application

Required Endorsement – Page 6

(This application will not be considered if this page is not properly signed and/or submitted.)

Endorsement

I, (We), the undersigned, attest the statements in this grant application are true and correct; the document has been duly authorized by the governing body of the applicant; and the applicant’s organization will comply with applicable laws, regulations, terms and conditions in effect at the time of grant. I, (We), understand that the Ohio County Community Foundation in evaluating this grant application may, if it deems appropriate, review any and all of the information submitted as part of this request with advisors of the Foundation’s choosing. If this grant is awarded, the Grantee shall abide by the terms deemed in the Grant Award Agreement including the submission of a final Grant Report including proof of expenditures (i.e. receipts, invoices, etc). If this grant is awarded the Grantee shall provide public acknowledgment of this grant by using regular procedures, which may include, but are not limited to, news releases, announcements, certificates, plaques, markers or banners. The Grantee shall submit all public acknowledgements to the Foundation and obtain pre-approval when appropriate (such as with permanent markers, plaques, etc.)

Signature of Contact Person:

By ____________________________________ ______________________________________

(Required) Contact Person Title

____________________________________ ______________________________________

Printed Name Date

Signature of Person Authorizing Grant:

By ____________________________________ ______________________________________

(Required) Signature of applying Organization’s Title

President or Chair of Governing Board

(Signature of Principal if request is from a

school or school organization)

____________________________________ ______________________________________ Printed Name Date

Incomplete application or applications submitted past the application deadline will not be considered.

All submitted applications are considered final and no revisions will be accepted without prior approval.

Submit Application to:

Ohio County Community Foundation

Attention: Stephanie Scott, Program Coordinator

591 Smart Drive, PO Box 170

Rising Sun, IN 47040

Phone: 812-438-9401

Website: occfrisingsun.com

Email: sscott@occfrisingsun.com