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Mayor’s Educational
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| 1.1 | Please indicate the school or nonprofit 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. |
| 1.2 | If applicable, please indicate the name the school or nonprofit organization is “doing business as” (dba). If the school or nonprofit organization’s common name is different from its legal name, please indicate the common name. |
| 1.3 | Indicate the legal street address of the school or nonprofit organization. The address must be the school or nonprofit organization’s legal street address and must also be consistent with the address on the school or nonprofit organization’s W-9 form. |
| 1.4 | Please indicate the web site address for the school or nonprofit organization (if applicable). |
| 1.5 | Enter the school or nonprofit organization’s Tax Identification Number (TIN) or Employer Identification Number (EIN) Number. The school or nonprofit organization must have an Employer Identification Number (EIN), also known as a Federal Tax Identification Number (TIN). The TIN or EIN number should be 9 digits in length. |
| 1.6 | Please submit a copy of the school or nonprofit organization’s W-9 form with the completed application. The W-9 form must list the correct and legal street address of the school or nonprofit organization (no P.O. boxes) as well as the school or nonprofit 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 school or nonprofit organization was established. |
| 1.8 | Describe the school or nonprofit 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 school or nonprofit organization to operate or administer family and youth programs in the past three 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 | Schools and nonprofit organizations may request an advance of up to 50% of their grant award. If the school or nonprofit 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 school or nonprofit organization’s Principal, Executive Director or CEO. Indicate the date of the signature. This signature verifies the information contained in the application. By signing this application, the school or nonprofit 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 school or nonprofit 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. |
PROJECT DESCRIPTION
3. Indicate the Name of the Proposed Project
| 3.1 | Indicate the amount of grant funds you requested. |
| 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. |
4. Describe the project. Please be specific.
5. Where will project activities take place? Please be specific.
6. 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 (if applicable).
7. Indicate the number of individuals you anticipate will participate in project activities as participants (not as volunteers). Adults/Parents refer to the number of adults, parents, guardians, and caretakers of youth participants in the program. Children/Youth refer to the number of children and youth participants.
YOUTH AND COMMUNITY
IMPACT
8. Indicate the intended benefit of the project. Describe the
needs, issues or challenges the project will address. Please be specific. Use
additional pages if necessary.
9. Describe how the nonprofit organization will evaluate the program’s performance using measureable goals and outcomes. For example, what specific changes in knowledge, skills, behaviors, attitudes or conditions do you anticipate happening as a result of your project?
10. 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.
The purpose of this form is to identify the tasks and resources necessary to successfully complete the Mayor’s Educational Partnership Grant project. Please complete the Proposed Project Plan according to the instructions below and submit the completed Proposed Project Plan with the application.
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, scheduling an activity or community service project.
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, 2010. All monies solicited to support the MEPG project must be spent on the MEPG project. If any partner funds remain after February 28, 2010, the school or nonprofit 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.
While there is no simple formula for creating the proposed budget, the following guidelines are provided to assist the grant-writer:
At least 3 written bids and/or estimates from established vendors must be submitted with the grant application for any expenses of $250 or more as documentation for the proposed budget.
If you do not have room to itemize expenses, please include a list of expenses on a separate page and include that page with the application.
Professional services are valued at the customary value of the product or service contributed to the project. For example, if supplies and materials for your project are donated by a company, the full value of the company’s time and materials is considered part of the match.
Please complete the Proposed Budget Form according to the instructions below and submit the completed Budget with the application. Applications without a budget will not be considered.
| 12.1 | Grant Request: Grant amount requested from the City of Orlando |
| 12.2 | Minimum Allowable Volunteer Labor: Calculate 25% of requested grant amount and enter it here to see the minimum amount of volunteer labor hours that need to be claimed as match. You must include at least 25% of the match as volunteer time. For example, if $10,000 is requested, $2,500 of the match can be met using volunteer labor hours (.25 x $10,000 = $2,500). |
| 12.3 | 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 $10,000 is requested, $5,000 of the match can be met by volunteer labor hours (.50 x $10,000 = $5,000). |
| 12.4 | Volunteer Labor: List sources of volunteer labor and estimated hours of volunteer time that will be contributed to the project by volunteers. |
| 12.5 | 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. |
| 12.6 | Allowable Volunteer Labor: Although as many volunteer hours may be utilized and recorded in order to complete the project, a minimum of 25% and a maximum of 50% of the requested grant amount may be used as matching funds. This amount should not exceed more than 50% of the requested grant amount. |
| 12.7 | 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. |
| 12.8 | Total In-Kind Donations: Add the value of all In-Kind Donations listed in 12.17and enter that total here. |
| 12.9 | Cash Donations: List cash contributions or donations. Add additional lines if necessary in order to list all cash donations. |
| 12.10 | Total Cash Donations: Calculate the total of all Cash Donations listed. |
| 12.11 | School/Nonprofit Organization 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. |
| 12.12 | Total Project Revenues: Add amount of grant request and total amount of match. |
| 12.13 | Total Volunteer Labor: Indicate the monetary value of all Volunteer Labor Hours indicated in 12.6. |
| 12.14 | In-Kind Donations: List the type of In-Kind Donation and name of donor in parentheses, i.e., Art Supplies (Acme Art Supply). Add additional lines if necessary in order to provide a detailed list of In-Kind Donations. |
| 12.15 | Total In-Kind Donations: Add the value of all In-Kind Donations listed in 12.14and enter that total here. |
| 12.16 | 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 needed 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 bids or cost estimates must be included for expenditures of $250 or more from established vendors. If completing the on-line application, provide an expense detail describing each line item listed in cash expenses. If completing and submitting a hard copy of the application, provide a separate budget description sheet detailing each line item listed in cash expenses. For example, if there is a line item for project supplies, provide a detailed breakdown of what supplies will be purchased and estimated costs. |
| 12.17 | Total Cash Expenses: Calculate the total of all cash expenses listed in 12.16. |
| 12.18 | 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. |
| 12.19 | 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. |
VOLUNTEER HOURS PLEDGE FORM
13.
Volunteer Hours Pledge Form -
Since volunteer hours from the school or nonprofit organization are
mandatory for the matching purposes of this grant and are valued at $18.00 per
hour, the Volunteer Hours Pledge Form is required to document
volunteer time commitments and must be submitted with the application.
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.
LETTER OF INTENT
18.
Letter of Intent -
A Letter of Intent is an acknowledgement of a donation an entity is
willing to provide for the project. It is important that Letters of Intent are
accurate and explicitly represent the donation.
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.
15. Indicate if at least one individual from the school or nonprofit organization attended an application workshop. Indicate the dates of attendance.
16. Provide the full name of the person who completed this application.
