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Mayor’s Educational
Partnership Grants
APPLICATION INSTRUCTIONS
1. Sponsoring Organization Information
| 1.1 |
Please indicate the sponsoring organization’s legal name. You may
confirm this information by checking the State of Florida, Secretary of
State Division of Corporations records search at
http://www.sunbiz.org/corpweb/inquiry/cormenu.html.
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| 1.2 |
If applicable, please indicate the name the sponsoring organization is
doing business as (dba). If the sponsoring organization’s common name is
different from its legal name, please indicate the common name. |
| 1.3 |
Indicate the legal street address of the sponsoring organization. The
address must be the sponsoring organization’s legal street address and
must also be consistent with the address on the sponsoring
organization’s W-9 form. |
| 1.4 |
Please indicate the web site address for the sponsoring organization (if
applicable). |
| 1.5 |
Enter the sponsoring organization’s Tax Identification Number (TIN) or
Employer Identification Number (EIN) Number. The sponsoring organization
must have and Employer Identification Number (EIN), also known as a
Federal Tax Identification Number (TIN). Apply free of charge or over
the phone - visit www.irs.gov and search “EIN” for more information or
call 1-800-829-4933. |
| 1.6 |
Please submit a copy of the sponsoring organization’s W-9 form with the
completed application. The W-9 form must list the correct and legal
street address of the sponsoring organization (no P.O. boxes) as well as
the sponsoring organization’s TIN/EIN number. You may get a W-9 form by
visiting the IRS website at
www.irs.gov. |
| 1.7 |
Indicate the year the sponsoring organization was established. |
| 1.8 |
Describe the sponsoring organization’s primary services and programs
that are provided to residents and citizens in the community. |
| 1.9 |
Indicate all grant funding that has been received by the sponsoring
organization to operate or administer family and youth programs in the
past three (3) years. If funding has been received, please list the
funding source, the amount of funding that was received, the purpose of
the funding, the date funding was received, the length of the funding or
grant term, and program outcomes for each source of funding. Use
additional sheets if necessary. |
| 1.10 |
If applicable, please indicate and describe any other funds that are
being pursued or requested from other funding sources for this project. |
| 1.11 |
Sponsoring organizations may request an advance of up to 50% of their
grant award. If the sponsoring organization would like to request an
advance, indicate the amount requested, the items in budget to be
considered for the advance, and justification of need. If no advance is
being requested, proceed to question 1.12. |
| 1.12 |
Provide the signature and title of the sponsoring organization’s
Executive Director who affirmatively represents that he/she is
authorized to execute this agreement on behalf of the sponsoring
organization. Indicate the date of the signature. This signature
verifies the information contained in the application and accepts
responsibility for any funds received from the City of Orlando for the
purposes of this grant. By signing this application, the sponsoring
organization agrees to comply with the terms as defined by the City of
Orlando for the Mayor’s Educational Partnership
Grant. |
| 2.1 |
Please indicate the name, mailing address, phone numbers, fax number and
email address of the Project Leader from the sponsoring organization for
the proposed project. An e-mail address is a requirement for the
purposes of this grant. |
| 2.2 |
Provide the name, mailing address, phone number, fax number, and email
address for an alternate Project Leader who will be able to take over
Project Leader responsibilities, in the event the current Project Leader
is not able to fulfill his/her role and responsibilities. |
| 3.1 |
Indicate the
neighborhood organization’s legal name. If the neighborhood organization
is incorporated, you may confirm this information by checking the State
of Florida, Secretary of State Division of Corporations records search
at
http://www.sunbiz.org/corpweb/inquiry/cormenu.html. |
| 3.2 |
If applicable,
please indicate the name the neighborhood organization is doing business
as (dba). If the neighborhood organization’s common name is different
from its legal name, please indicate the common name. |
| 3.3 |
Indicate the
legal street address of the neighborhood organization. |
| 3.4 |
Please
indicate the web site address for the neighborhood organization (if
applicable). |
| 3.5 |
Indicate the
year the neighborhood organization was established. |
| 3.6 |
Indicate the
number of members in the neighborhood organization. |
| 3.7 |
Indicate the
North, South, East, and Western boundaries of the neighborhood. |
| 3.8 |
Indicate whether the neighborhood organization is a
mandatory association. |
| 3.9 |
Describe the
neighborhood organization’s method for distributing information about
meetings, events, and special projects to residents. |
| 3.10 |
Each
neighborhood organization must hold a meeting of its general membership
to vote to pursue the grant project and partner with the sponsoring
organization in submitting the grant application to the City of Orlando
at least 15 days before the grant deadline (January 17, 2008). A
notarized copy of the meeting minutes must be submitted with the
application, noting 1) the name of the grant project, 2) the motion and
vote to partner with the sponsoring organization in submitting the grant
application to the City of Orlando. |
| 3.11 |
The
neighborhood organization President must sign the application before
submission. This signature verifies the information contained in the
application is correct and also confirms his/her approval of the grant
and proposed project. |
PROJECT DESCRIPTION
4. Indicate the Name of the Proposed Project
| 4.1 |
Indicate the
amount of grant funds you requested. |
| 4.2 |
Indicate the
amount of the match contribution (Match funds). |
5.
Describe the project. Please be specific.
6.
Where will project
activities take place? Please be specific.
7.
Describe how parents, guardians, or caretakers will be involved in this project,
including recruitment techniques and roles the parents will have as part of the
project.
8.
Indicate the number of individuals you anticipate will participate in project
activities as participants (not as volunteers). Adults/Parents refers to the
number of adults, parents, guardians, and caretakers of youth participants in
the program. Children/Youth refer to the number of children and/or youth
participants from the neighborhood organization.
YOUTH AND NEIGHBORHOOD
IMPACT
9.
Indicate the intended benefit of the project on the youth and the neighborhood.
Describe the needs, issues, or challenges the project will address. Please be
specific. Use additional pages if necessary.
10. Describe how the
sponsoring organization will evaluate the program’s performance and outcomes.
For example, what change in knowledge, skills, behaviors, attitudes, or
conditions do you anticipate happening as a result of your project?
11. What method of
evaluation will you use? (i.e., surveys, evaluations, pre/posts tests, school
performance reports, etc.) Indicate the frequency of evaluations. (i.e. daily,
weekly monthly, quarterly, etc.) Please be specific.
PARTICIPATION
12. Specifically describe how the sponsoring
organization and neighborhood describe how the sponsoring organization and
neighborhood organization communicated its intention to apply for a Mayor's
Educational Partnership intention to apply for a Mayor's Educational Partnership
Grant to the residents of the neighborhood.
13. Describe how neighborhood residents were
involved in selecting and planning the project.
The TASK column
refers to primary tasks which need to be completed. Examples could include:
contacting a business that is providing in-kind services, steps needed to plan
an event, or scheduling an activity or community service project. Please include
how information will be distributed to neighborhood residents and homeowners to
inform them of meetings, events, and special projects.
The START DATE column
refers to the date when the task needs to begin in order to finish the project
on time.
The COMPLETION DATE
column refers to the date the task is expected to be completed.
The PERSON RESPONSIBLE
column refers to the person or group charged with carrying out a specific task
or activity.
The RESOURCES
column refers to the cash, type of in-kind services, and/or volunteers needed to
accomplish the task. For example, the dollar amounts, the value of the donated
space, professional services, materials, supplies, volunteer hours, etc.
Include the date you expect
the project to be fully completed. All projects must be completed and
funds spent by February 28, 2009. All monies solicited to support the MEPG
project must be spent on the MEPG projects. If any partner funds remain
after February 28, 2009, the sponsoring organization must include a timeline in
the final report stating when and how these partner funds will be spent on grant
project related activities. All remaining City grant funds will be
returned to the City of Orlando.
| 15.1 |
Grant
Request: Grant amount requested from the City of Orlando |
| 15.2 |
Maximum
Allowable Volunteer Labor: Calculate 50% of requested grant amount
and enter it here. This is the maximum amount of volunteer labor
hours that can be claimed as match. For example, if $5,000 is
requested, 50% of the match can be met by volunteer labor hours (.50 x
$5,000 = $2,500). |
| 15.3 |
Volunteer
Labor: List sources of volunteer labor and estimated hours of
volunteer time that will be contributed to the project by the sponsoring organization and neighborhood organization. Of the maximum allowable
volunteer labor, 25% must come from the nonprofit organization and 25%
must come from the neighborhood organization. Note: neighborhood volunteers must reside within the neighborhood
organization’s boundaries to be counted towards the match. |
| 15.4 |
Total
Volunteer Labor: Indicate the total monetary value of all Volunteer
Labor Hours listed in the column titled “Match Value”. Each volunteer
hour is worth $18.00. |
| 15.5 |
Allowable
Volunteer Labor: Although as many volunteer hours as needed may be
utilized and recorded in order to complete the project, 50%
of the requested grant amount must be matched in volunteer labor hours.
This amount should not exceed more than 50% of requested grant amount. |
| 15.6 |
In-kind
Donations: List donated supplies, equipment, space or professional
services valued at “fair market value” and furnished by established
service providers and/or businesses. Add additional lines if necessary
in order to list all in-kind donations. |
| 15.7 |
Total
In-Kind Donations: Add all the In-Kind Donations and enter that
total here. |
| 15.8 |
Cash
Donations: List cash contributions or donations. Add additional lines if necessary in
order to list all cash donations. |
| 15.9 |
Total Cash
Donations: Calculate the total of all Cash Donations listed |
| 15.10 |
Match Total: Add the monetary value of total Volunteer
Hours, In-Kind Donations, and Cash Donations and indicate the total
here. It should be equal to or more than the amount requested from the
City of Orlando. |
| 15.11 |
Total
Project Revenues: Add amount of grant request and total amount of
match |
| 15.12 |
Total
Volunteer Labor: Indicate the monetary value of all Volunteer Labor
Hours indicated
in 15.5 |
| 15.13 |
In-Kind
Donations: List the type of In-Kind Donation and name of donor in
parenthesis, i.e., potting soil (Home Depot). Add additional lines if
necessary in order to provide a detailed list of In-Kind Donations. |
| 15.14 |
Total
In-Kind Donations: Add the total of In-Kind Donations and enter that
total here. |
| 15.15 |
Cash
Expenses: List all cash expenses needed in order to purchase
necessary supplies and materials to complete the project. Make a list of
all materials and services need to accomplish the project. Get cost
estimates for each item from more than one reliable source, i.e.,
company websites, sale flyers, etc. At least three (3) bids or cost
estimates must be included for expenditures of $250 or more from
established vendors. Add additional lines if necessary in order to
provide detailed descriptions of expenses. |
| 15.16 |
Total Cash
Expenses: Calculate the total of all cash expenses listed above |
| 15.17 |
Total
Project Expenses: Calculate the total monetary value of volunteer
hours, In-Kind Donations utilized, and Cash Expenses that will be used
to complete the project |
| 15.18 |
Project
Overage or Shortage: Subtract the Project Expenses from the Total
Project Revenues to determine if you have a project overage or shortage.
This number should equal zero. If you have an overage, you have more
money than necessary. Conversely, if you have a shortage, you do not
have a sufficient amount of money to cover the cost of the project. |
Please list the name,
complete address, and telephone number of each volunteer, along with the number
of hours pledged and the task the volunteer will perform. Please include the
number of estimated and/or anticipated hours, including meetings, events, and
any other hours that volunteers will contribute to the project. Only volunteer
hours accrued after the execution of the grant award can be used as part of the
match.
Individuals who provide
in-kind services or goods should not be listed on this form.
All in-kind and cash
donations must be documented on the
Proposed Budget Form.
Cash Donations
– monetary donations for the purpose of supporting the project. Please only attach the completed Letters of Intent. Do
not attach the checks or cash to the application. Partner checks and/or cash
will be submitted to Office of Neighborhood & Community Affairs after the
execution of the grant award.
In-Kind Donations of
goods and/or services
- includes supplies, equipment, space or professional services. The value of
professional services is based upon the reasonable and customary, fair market
value of the services rendered. It is the responsibility of the company or
individual donating the in-kind goods and services to determine the fair market
value of their donation.
In-Kind Donation of
Space –
includes donation of meeting and/or training space during the project period.
Note:
All donations are tax deductible to the extent allowed by the IRS. In order to
be counted as match, all contributions must be relevant and support the
implementation of the project.
19.
Indicate if at least one (1) individual from the sponsoring organization and two
(2) individuals who reside within the boundaries of the
neighborhood organization attended an application workshop. Indicate the date of
attendance.
20.
Provide the full name of the person who completed this application.
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