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Mayor’s Educational
Partnership Grants

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Application Guidelines

Application Workshops

Application workshops will be offered for schools or nonprofit organizations wishing to apply for a Mayor’s Educational Partnership Grant. Attendance at an application workshop is required. At least one individual from the school or nonprofit organization must attend. Workshops will review the guidelines, instructions, and application.

Download and Print Entire 2009 Guidelines and Application Booklet (pdf)

Courtesy Review

Courtesy application reviews conducted by the Office of Neighborhood & Community Affairs staff are offered from the time the applications are available until 5:00 p.m. on January 9, 2009. Courtesy reviews allow Neighborhood & Community Affairs staff to review the application and make recommendations regarding missing information, attachments, or other aspects of the grant application.

Please send the complete application to:

City of Orlando
Mayor’s Matching Grant Program
Office of the Neighborhood & Community Affairs
P.O. Box 4990
Orlando, FL 32802-4990

Please indicate that you are requesting a Courtesy Review in a cover letter with the application.

Application Deadline

Please submit the completed MEPG application with all applicable attachments (see Application Checklist) by 5:00 p.m. on Friday, February 6, 2009 to:

City of Orlando
Mayor’s Matching Grant Program
Office of the Neighborhood & Community Affairs
P.O. Box 4990
Orlando, FL 32802-4990

Applications may be completed on-line, delivered to the Office of Neighborhood & Community Affairs or postmarked no later than February 6, 2009.

Please note: incomplete applications will not be considered and will be returned to the applicant.

Grant Notification & Awards Process

The entire grant review and approval process takes approximately 45 days. City staff from the Office of Neighborhood & Community Affairs review each application to determine eligibility, completeness and accuracy. A selection committee, comprised of City staff, previous awardees and/or community partners review the grant applications and score them using the selection criteria. Qualified applicants will be required to make a 10 minute oral presentation to the grant selection committee in March 2009. Selection committee recommendations are forwarded to the Mayor for review and approval. The Mayor and City Council then vote to approve the recommendations, thereby approving the grant funds at a City Council meeting.

The Office of Neighborhood & Community Affairs will notify each grant applicant of the selection committee’s decision in writing during the month of March 2009. The school or nonprofit organization will then receive a grant agreement from the City, which must be signed, notarized and returned to the Office of Neighborhood & Community Affairs so that the grant agreements can be executed by City Council.

Purpose

The Mayor’s Educational Partnership Grants (MEPG) program was established in 1998 as a result of a recommendation by a Citizen Task Force on Educational Partnerships made up of representatives from the local community to fund innovative academic enrichment or educational enhancement activities during non-school hours. Grant funds are available annually, with awards ranging from $1,000 to $10,000 that are matched dollar for dollar by the school or nonprofit organization using a combination of cash, volunteer labor and/or in-kind goods or services.

The City of Orlando believes the education of our community’s youth does not, nor should it, rest with one organization or entity. The educational development of our children demands a comprehensive and complimenting set of contributors, leveraging the resources of our families, neighborhoods, schools, businesses, religious organizations, community-based organizations, City, and other government agencies.

Programs or projects must offer academic enrichment or educational enhancement opportunities for children or youth during non-school hours.

Eligibility

Mayor’s Educational Partnership Grants (MEPG) are available to schools, private or public nonprofit organizations, civic/professional organizations and community organizations that provide direct education services or programs within the City of Orlando. Applicants must have been in operation for at least one year with a minimum of two staff persons working directly on the grant-funded project. Documentation of nonprofit status is required at the time of application.

Applicants must be located in or provide services within the City of Orlando.

Special Note: Any Orange County Public School (OCPS) applying for a grant must have the OCPS Board as the legal applicant; therefore the OCPS Grant Development Office must approve the application prior to submission. OCPS Grant Development Services (GDS) staff will assist in developing the proposal and help obtain School Board approval of the application. For assistance or further information, call the GDS office at (407) 317-3303.

Eligible Project Guidelines

Eligible projects must meet the following criteria:

provide a public benefit to residents in the City of Orlando
offer academic enrichment or educational enhancement opportunities for children or youth during non-school hours
be planned, managed and implemented by the school or nonprofit organization
have goals which can be accomplished in 11 months or less
involve adult supervised activities during non-school hours
demonstrate support from City neighborhood(s) in areas where project activities take place

Eligible School and Nonprofit Organization Guidelines

Eligible applicants must meet the following criteria:

have no active projects in any Mayor’s Matching Grant program
provide direct education services or programs within the City of Orlando
be a school, private or public nonprofit organization, civic/professional organization, or community organization
have a Tax Identification Number (TIN) or Employer Identification Number (EIN)
have been in operation for at least one year before applying for grant funds
not discriminate and have democratically elected officers
have a minimum of two staff persons managing and implementing the project
have experience operating or administering youth education programs
not use grant funds to supplant the organization’s operating budget
ensure dollar for dollar match of the City’s award with a combination of cash, volunteer labor and/or in-kind goods or services
report all sources of funds used for the grant funded project
submit quarterly project status reports and final report in a timely manner

Managing Grant Funds

Grant awards will be distributed to Mayor’s Educational Partnership Grant recipients in the form of quarterly reimbursements for approved grant related expenditures. Reimbursements will be made to the school or nonprofit organization by the Office of Neighborhood & Community Affairs each quarter pending the receipt of supporting documentation and proof of expenses for approved grant related expenditures from the previous quarter. Grant recipients may request an advance of up to 50% of the grant award at the time of application.

Neighborhood support

Schools and nonprofit organizations applying for a Mayor’s Educational Partnership Grant must demonstrate support from a City of Orlando neighborhood in the areas where project activities will be taking place. Support can be demonstrated in the form of a letter of support or notarized minutes from the neighborhood organization documenting a presentation of the project goals by the applicant and a vote of support by the neighborhood organization members. The Office of Neighborhood & Community Affairs is available to help identify neighborhood leadership once the applicant determines the area(s) where project activities will take place. The letter of support or notarized neighborhood organization minutes must be submitted with the grant application.

Limitations on the Use of Grant Funds

Grant funds are public dollars that must be prudently expended. Although not exhaustive, the following is a list of disallowed uses of Mayors Matching Grant funding:

supplanting the school or nonprofit organization’s operating budget (funds are awarded by the City only for approved and designated project purposes)
funding or supplementing other City of Orlando services or programs
appreciation gifts, plaques, or certificates for City staff or elected officials
equipment purchases (unless part of the educational program and approved by the Office of Neighborhood & Community Affairs)
projects that advocate or impose religious beliefs, provide religious instruction, or restrict participation on the basis of religion
project activities and events that are held in places of worship (i.e. sanctuaries, synagogues, mosques, temples, etc.). Auxiliary buildings such as classrooms, fellowship halls, gymnasiums, or meeting rooms may be used.
expenses without receipts
food expenses of more than $250 (unless it is an essential part of the educational program and approved by the Office of Neighborhood & Community Affairs prior to spending)
gasoline
phone bills/charges
theme park tickets

Readiness Guidelines

Careful consideration of the applying organization’s eligibility and true capacity to successfully complete the proposed project within eleven months should be examined before applying for a grant.

Please consider the following requirements before applying. If you feel you are not prepared to apply this year, use this information to begin planning for the next grant year, which will begin in early Fall 2009.

designate at least one individual from the school or nonprofit organization to attend an application workshop
identify an accountable individual from the school or nonprofit organization to serve as the project leader to administer the grant
attend an orientation conducted by the Office of Neighborhoods & Community Affairs following the grant award
identify City neighborhood(s) and demonstrate neighborhood support where project activities will take place
report all sources and amounts of funds used for the proposed project and explain how the funds will be used
provide documentation (receipts, etc.) for all grant-related funds expended during the project and submit with quarterly reports
be able to provide three cost estimates for expenses of $250 or more from established vendors
submit timely quarterly reports on the status of the project
track and submit volunteer hours with quarterly reports
keep copies of reports for three years

Project Guidelines

The purpose of the MEPG program is to provide schools and nonprofit organizations with resources to implement projects they typically would not able to fund. Therefore, funds from the MEPG are not permitted to be used to supplant the school or nonprofit organization’s operating budget.

Project Development Guidelines

STEP ONE:
Select a community building program or project that provides academic enrichment or educational enhancement opportunities for children or youth during non-school hours.

Choose a program or project that will generate as much community support as possible and that addresses a known problem, concern or opportunity for making positive change.

STEP TWO:
Determine Resources Needed
Determine all the resources that will be required, such as professional services, equipment, materials, supplies, volunteers and services. Get at least three estimates from established vendors for expenses over $250 to ensure all prices are fair for the services rendered. Consider the quality of product or service and the scope of the project.

STEP THREE:
Create a Project Plan
The purpose of a Project Plan is to map the tasks and resources necessary to successfully complete the Mayor’s Educational Partnership Grant project in a timely manner. List the main tasks needed to implement and manage the project. Then put the tasks in the order they should occur and schedule them according to how long you think they will reasonably take to accomplish. Allow adequate time to publicize community participation events. When completed, the Project Plan will serve as a guide for the project and a tool for monitoring the progress of the project.

STEP FOUR:
Develop a Project Budget
After you list the needed resources, begin to estimate costs in order to do a budget. Get cost estimates for each budget item from more than one reliable source. Keep careful notes of all conversations with vendors or contractors that involve estimates.

STEP FIVE:
Determine the Match
Identify all possible match resources (cash, volunteer labor and/or in-kind goods or services) and follow the Mayor’s Educational Partnership Grant guidelines for matching funds requested from the City of Orlando.

Grant Match

To qualify for the Mayor’s Educational Partnership Grants program, the value of the applicant’s contribution must equal the total amount being requested from the City of Orlando. The grant match is generated by a combination of cash, volunteer labor and/or in-kind goods or services as noted in the table below.

Limitations on Match

In-kind or cash donations from City of Orlando services, staff, or elected officials cannot be counted as match. In addition, professional services and labor must be furnished by established service providers, skilled professionals, laborers and/or businesses in order to be counted as match.

Match Component	Definition	School or Nonprofit Organization Contribution	Community Partner Contribution	Neighborhood Organization Contribution
Volunteer Labor	Volunteer labor from the school or nonprofit organization staff or volunteers, valued at $18.00 per hour.	A minimum of 25% and a maximum of 50% of the grant award is required.	Not required, although volunteer labor may strengthen and contribute to the success of the project.	Not required, although volunteer labor may strengthen and contribute to the success of the project.
Cash	Cash contributions or donations.	Unlimited	A minimum of 25% of the grant award in cash and/or in-kind goods or services.	Not Required
In-Kind Good and Services	Supplies, equipment, space or professional services valued at "fair market value" and furnished by legitimate service providers and/or businesses	Unlimited		Not Required

Project and Program Application Guidelines
Successful grant proposals should represent innovative and promising ideas, reach a significant number of children or youth, and demonstrate broad-based community support. Programs or projects must offer academic enrichment or educational enhancement opportunities for children or youth and have measureable goals and outcomes.

Eligible vs. Non-Eligible Academic Enrichment or Educational Enhancement Projects and Expenses
The table on the following page lists examples of both eligible and non-eligible academic enrichment and educational enhancement activities and projects. This table is not exhaustive and is provided for informational purposes. Eligibility means that grant funds can be spent on these items or areas. The Office of Neighborhood & Community Affairs reserves the right to amend project eligibility criteria at any time. Eligible projects are subject to approval by the Office of Neighborhood & Community Affairs.

Academic Enrichment & Educational Enhancement Projects and Expenses
Eligible Projects/Expenses	Non-Eligible Projects/Expenses
Youth literacy programs in math, reading, English, ESOL, (English for Speakers of Other Languages), or financial literacy	Computers
Environmental education	Office equipment
Community Gardens	Equipment purchases, unless approved as part of the proposed MEPG project or program
Biodiversity (visit http://investigate.conservation.org for examples)	Building repair, replacement or expansion
Renewable energy and efficiency education	Staff salaries or stipends to volunteers or youth participants, unless providing expertise in a professional area or field related to the project
Math enrichment	Conferences or conventions
Science exploration or enrichment	In-school programs (programs offered during school hours)
Library programs	Items not included in the approved grant budget, without prior approval from the Office of Neighborhood & Community Affairs
College preparation	Scholarships
College tours	Graffiti removal on private, public or City property (for assistance, call Keep Orlando Beautiful at 407.246.2752)
Tutoring programs
Projects that help schools with standardized test scores averaging below the minimum state performance standards
Creative writing and/or poetry
Humanities, Culture & Social Sciences
Civic education (visit the Center for Civic Education at www.civiced.org for examples)
Character education

Selection Criteria
Each project will be evaluated on the basis of how well it demonstrates the MEPG program’s main purpose of addressing crime prevention or anti-violence.

Criterion	Points	Explanation
Supports Mayor’s Educational Partnership Grant philosophy and mission	20 points	The activities and programs described in the project proposal are designed to provide academic enrichment or educational enhancement opportunities for children or youth within the City of Orlando. The activities must have youth programming with the majority of program participants residing in the City of Orlando. Programming includes a component that encourages parental involvement and engages parents in the learning process with their child(ren). The activities and expenditures are within the guidelines of what is eligible for funding (Extra points will be awarded for projects that support the City of Orlando’s Green Works Initiative
Community Partnerships	20 points	Application includes Letters of Intent for in-kind donations such as supplies, equipment, space or professional services, which describe their donations and state the market value. Value of match meets or exceeds the minimum required. Proposed match is well documented and ready to expend.
Neighborhood Support	20 points	Demonstrates support from City neighborhood(s) in areas where project activities will be taking place. Extra points will be awarded to applicants who engage volunteers from surrounding neighborhoods where the project activities take place.
Benefit to City of Orlando residents	20 points	Project provides a public benefit to City of Orlando residents. The project or activity takes place within the City.
Project Planning	20 points	Well-planned, cost-effective and ready for implementation; shows a clear and reasonable vision for sustaining the project. Proposed activities are an innovative response to a recognized problem. Grant application is thorough and completed.
Budget	20 points	Budget is reasonable projection of expenses and revenue. Budget accurately depicts revenues, expenses and matching funds; sufficiently justifies the amount of grant funds being requested. At least three written estimates from established vendors were submitted for expenses of $250 or more. Met or exceeded match amount according to grant funds requested. Expenses are itemized, specific and necessary for project implementation.
	120	Total Possible Points

Competitive Application Tips
Consider these tips to help you complete a competitive application:

Identify needs in the community and be able to describe them specifically. Research and define a need for this project in the community or neighborhood. Support this need with evidence, such as tests, surveys, or research. Describe any needs or concerns the grant funded activities will address.
Define goals. What impact do you want to make on the community? What is the goal of the idea or project? What kind of change do you expect to make?
Plan for community participation before you develop the application. This will build support for the project. Consider contacting high school or college students who need to earn service learning hours in order to graduate. Research youth based volunteer organizations, such as the Boy Scouts of America and Girl Scouts of the USA who may be interested in earning credit to work with the group on a project. Work with the Office of Neighborhood & Community Affairs to identify City of Orlando neighborhood(s) who will demonstrate support for project activities.
Research regulations. Many projects may require permits, insurance or background checks (if working with children) before proceeding. Find out what is needed before applying for a grant.

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