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2016 – 2017 Healthy Communities Grant Application Guide

About Keep Louisiana Beautiful (KLB)

Keep Louisiana Beautiful, Inc. is Louisiana’s anti-litter and community improvement organization focused on

education, enforcement, awareness and cleanups. Affiliated with Keep America Beautiful, the mission of Keep

Louisiana Beautiful is to promote personal, corporate and community responsibility for a clean and beautiful

Louisiana. With a network of 39 affiliates in communities throughout the state, over 23,000 volunteers work

toward a clean and beautiful Louisiana.

1. To begin the grant application process, thoroughly review the KLB Focus Areas found in the Grant

Application. This is the most current guide to the type of work and organizations funded by KLB.

2. Please read this entire document. Our grant-review process is thorough and comprehensive, and the

information below will help you better understand the requirements and the KLB approach to grant

making.

3. Once you have completed both of these steps, you are ready to submit your proposal for the Healthy

Communities Grant.

Grant Purpose: The KLB 2016 - 2017 Healthy Communities Grant program is designed to encourage community action. The specific

focus areas of litter abatement, waste reduction, environmental education and stewardship, training, litter enforcement,

and recycling support strong, sustainable, action-oriented programs dedicated to the KLB mission, and demonstrates a

clear commitment to community education, volunteer engagement and behavioral change.

Applying for a Grant:

Please complete the KLB Communities Grant Application and submit with all corresponding information as outlined

herein, and within the application. Pay careful consideration to all elements of the application and please answer all

questions or statements fully. Should you have any questions, you are strongly encouraged to speak directly with Sarah

Kelley prior to grant submission. She may be reached via voice connection at 318-780-4416 or via email at

skelley@keeplouisianabeautiful.org.

Grant Application Deadlines: Applications are accepted any time from 1/18/16 through 4/7/16, by 5:00 PM.

Funding Timeframe: If awarded, the grant must begin on 7/11/16 and be completed by 5/1/17.

Requested Documents and Grant Application Submission: Please follow these document instructions precisely for grant submission. ALL documents must be received at the same

time, i.e., if you are emailing, be sure all documents requested are present within that email.

Grant applications/documents may be submitted using the on-line portal or downloaded at

www.keeplouisianabeautiful.org. Downloaded versions should be emailed to: skelley@keeplouisianabeautiful.org or

mailed to:

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Keep Louisiana Beautiful

P.O. Box 8990

Mandeville, LA. 70470

Mailed items must be postmarked by April 7, 2016

KLB Timelines:

January 18, 2016 - April 7, 2016 Applications accepted anytime during this period

April 7, 2016 by 5:00 PM Deadline to submit grant applications

April 7, 2016 – June 1, 2016 Grant review period

Early July 2016 Grant recipients announced

July 11, 2016 - May 1, 2017 Grant implementation period. Work may begin but no funds may be spent

until a signed contract is executed

November 15, 2016 Conduct America Recycles Day

December 1, 2016 Mid-Year Invoice Form and Monitoring Report due

March 1 – May 31, 2017 Conduct Great American Cleanup event

May 1, 2017 Final Invoice Form and Monitoring Report due

Please visit www.keeplouisianabeautiful.org for a sample listing of previous grants awarded.

All grant disbursements are subject to KLB receiving funds from its contract agent.

Eligibility:

Louisiana non-profit 501(c) (3) organizations, governmental agencies, school districts, accredited public and private

schools, and Louisiana’s Keep America Beautiful affiliates and pre-certified affiliates are eligible to apply. Please

submit the Grant Application, Terms and Conditions pages outlined in the application packet, a Memorandum of

Understanding (if applicable), and a copy of your IRS determination letter. Governmental agencies should submit a

resolution from the governing board approving the application for grant funding.

Youth-focused organizations and clubs are eligible to apply (for example; sororities, fraternities, Girl Scout troops, and

Beta Clubs) with the additional requirement of a memorandum of understanding from an eligible 501(c)(3) organization

or school validating its intent to act as a fiscal agent for the applicant.

Individuals, KLB board members and staff are not eligible.

Guidelines:

Submit letters of intent from all stated partners as requested in the grant application.

All funds must be spent on materials and/or equipment directly related to the purpose of the project as outlined in your

grant budget.

This is a reimbursement grant. Funds will be dispersed only with proof of purchase and applicable paid receipts (or

invoices where applicable), no exceptions.

Funding restrictions:

● Purchase of computers and printers

● Travel expenses, registration fees, and cash awards

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● Administrative costs must not exceed 10% of grant budget and must be based on $23.07 per hour

● Expenses associated with fund-raising activities

● Projects conducted on private property

If funded you will be required to abide by the following:

● Participate in an informational conference call conducted by KLB at the beginning of the grant

period

● Send letters to your legislative representatives announcing the grant award. Submit a copy of

the letter (s) to KLB

● Send a press release to local media announcing the grant award. Submit a copy to KLB

● Submit Invoice Form and Monitoring Report by December 1, 2016 and May 1, 2017.

● Any change to your original project budget must be approved from KLB prior to purchase;

changes to the original project budget that have not been pre-approved are subject to not being

funded

● All requests for reimbursements must be made using the Invoice Form and Monitoring Report and

must include all receipts. KLB will not accept unpaid invoices, quotes, estimates or copies of

checks that have not cleared the bank. Forms are due by December 1, 2016 and May 1, 2017.

● Grant recipients will be required to participate in either the Great American Cleanup (GAC)

between 3/1/17 - 5/31/17, or America Recycles Day (ARD) held on 11/15/16.

● Encouraged to attend the October 2016 KLB State Conference.

If awarded a grant you are required to:

1) Signed Contract with KLB Due: 7/11/16

KLB will email you a contract to be signed

This contract must be signed and returned to KLB before any funds may be spent

This contract may not be changed in any way without prior approval by KLB.

It is the responsibility of the grantee to insure that the correct authorizing official has signed the

contract

If your organization requires original signatures, please mail KLB 2 signed copies. KLB will

sign both copies, keep one copy and return the second copy to you

If your organization does not require original signatures, please electronically sign or utilize a

scanned signature on your Grant Application. Again, submit two copies of the signature page and

KLB will sign both, and return one

2) Invoice Form and Monitoring Report Due: 12/1/15 and 5/1/16

MUST INCLUDE CORRECT DOCUMENTATION

Quotes, estimates, or unpaid invoices are unacceptable as proof of payment

Each purchase must be accompanied by one of the following:

⧠ Receipt detailing purchases (in-store purchase)

⧠ Invoice + receipt

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⧠ Invoice + copy of check

⧠ Invoice + credit card or bank statement showing purchase

⧠ Invoice + copy of electronic funds transfer (municipalities and parish governments

only)

Internet purchases can be very tricky. A notification email stating the purchase has been made will

NOT suffice as proper documentation. All internet purchases must be accompanied by one of the

above criteria

Please be aware of deadlines with credit card purchases. If you require a credit card or bank

statement as documentation, do not wait until the last minute to order products and then have to

wait for monthly statements. Credit card or bank statements should be included in the final Invoice

Form and Monitoring Report due 5/1/17

See Example Invoice Form under Sample Forms section of this guide

2) Press Release Due: 7/24/16

Send a draft to skelley@keeplouisianabeautiful before the Press Release is disseminated

Include a description of your organization, KLB, amount of Healthy Community Grant award,

and a description of project

Please see Press Release Sample section of this guide

3) Legislative Letters Due: 7/24/15

KLB receives funding from the Louisiana State Legislature for the Healthy Communities Grants.

To ensure ongoing support, KLB requires each grantee to write a letter informing legislators of

your funded project

Letters should be sent to local LA Senators and Representatives only; check these links to make contact:

http://senate.la.gov/senators/ByParish.asp & http://house.louisiana.gov/H_Reps/H_ByParish.htm

4) America Recycles Day (ARD) Date: 11/15/15

Grantees are required to conduct either an ARD event or a GAC event

Events must pertain to recycling, but are not limited to collection events

Possible examples include: educational event with schools, public awareness day, collection of

electronic products, or Household Hazardous Waste Collection day

Events do not have to fall on 11/16 (Sunday)

Please register your event on http://americarecyclesday.org/ and email

skelley@keeplouisianabeautiful.org that you have registered

5) Great American Cleanup Event (GAC) Date: 3/1/16-5/31/16

Grantees are required to conduct either an ARD event or a GAC event

GAC events can pertain to litter, graffiti removal, roadway cleanups, waterways cleanups,

neighborhood cleanups, or beautification

KAB affiliates should register their event through Re-Trac

For non-KAB affiliates, please email skelley@keeplouisianabeautiful.org your event details

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Reporting:

Please remember that KLB will only reimburse grantees if all requirements have been met and

reporting is complete and on time! KLB will NOT reimburse grantees that submit incomplete or late

reports. It is the grantee’s responsibility to have the correct documentation.

Reporting Notes:

Please note: All Forms discussed below are located in the Grant Section of the KLB website. Also, see

Sample Forms Section to view examples of completed forms.

● Invoice Form and Monitoring Report is due 12/1/16

⧠ All grantees MUST submit an Invoice Form and Monitoring Report

(Mid-Year and at the end of the grant period) - See Sample Monitoring and Invoice Form

section of this guide

Note: KLB is asking for qualitative (measurable) data

● Is your project progressing?

● Have you encountered any problems?

● Will you be able to complete the grant on time with all requirements met?

⧠ If you are seeking reimbursement at this time, you must also submit an Invoice Form and

Monitoring Report

● Final Invoice Form and Monitoring Report is due 5/1/17

⧠ All grantees must submit a Invoice Form and Monitoring Report for the second round of

reimbursement

⧠ Reports should include any media coverage of the grant

⧠ Please submit pictures in JPEG (digital) format only to Sarah Kelley at

skelley@keeplouisianabeautiful.org. Do not send pictures in a

Collage, PowerPoint, Word, or printed formats

● Grant Change Request Form may be submitted at anytime

⧠ This form serves to notify KLB of any major changes to the grant project; this includes any

budgetary changes and the assurances that all grant requirements will still be met

Deadlines:

KLB will send a reminder email at least one week in advance of any deadline.

7/1/16 Mandatory Informational Conference Call; Beginning of Grant Cycle

7/11/16 Signed Contract due to KLB via email or mail

7/24/16 Drafts of Press Release and Legislative Letters due (email preferred)

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11/15/16 America Recycles Day

12/1/16 Mid-Year Invoice Form and Monitoring Report due with 1st

Reimbursement (email preferred)

3/1/17-

5/31/17

Great American Cleanup Event Season

5/1/17 Final Invoice Form and Monitoring Report due with 2nd

Reimbursements

(email preferred)

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Sample of Legislative Letter:

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Sample of Press Release:

FOR IMMEDIATE RELEASE: October 22, 2014

Contact: BREC Communications

BREC Awarded Healthy Communities Grant for Watershed Project

Storm Drain murals and community education and engagement to cleanup local waterways.

EAST BATON ROUGE PARISH –BREC has again been selected as a recipient of the Healthy Communities Grant by

Keep Louisiana Beautiful, the State’s premier anti-litter and community improvement organization.

This year’s grant, in the amount of $5,000 will support BREC’s Greenwood Watershed Project, an initiative to educate and

engage the community of Baker in order to reduce the amount of litter and non-point source pollution within local

waterways. Litter thrown along roadways along with lawn debris, pesticides and fertilizers find their way into local

waterways which degrade the lakes and bayous used by the community. The grant funds will be used to launch a unique

awareness campaign to include educational signage, community outreach and education within schools. Additionally, BREC

is partnering with the local organization, The Walls Project, to paint murals on storm drains throughout the city which deliver

a message about the cause while beautifying the city and engaging the public.

“We believe this grant will enable us to not only help protect one of our most beautiful community parks, but to deliver a

wider message about the consequences of littering,” said BREC Superintendent Carolyn McKnight. “I’m extremely excited

about working with the Walls Project to use a creative way to deliver the message that when you throw something on the

ground it gets transported through the storm drain system and eventually winds up causing serious damage to the lakes, ponds

and bayous that we all enjoy; whether it is through fishing, paddling or simply enjoying the beauty of the water around us.”

If the Greenwood Watershed Project proves successful in generating awareness and reducing the amount of floatable trash

and pollution in the waterways, BREC intends to implement the campaign in other parts of the parish.

About BREC

The Recreation and Park Commission for the Parish of East Baton Rouge (BREC) is dedicated to providing parks and

recreational opportunities for all residents of the East Baton Rouge Parish. BREC strives to be a leader of environmental

sustainability and has a Conservation Department dedicated to keeping local habitats healthy while educating the public

about the parish’s natural resources. For more information about BREC’s conservation programs or environmental

stewardship, call 225-388-3029 or visit www.brec.org/Conservation.

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Sample Forms:

Healthy Communities Grant Invoice Form and Monitoring Report

Due 12/1/16 and 5/1/17

Grantee Organization:

Address, City, and Zip Code:

Date Submitted and Contact Name:

Contract # and Grant Name:

Total Amount of Grant:

Total Invoice Amount:

Part I: Expenses - Please read carefully. Reimbursements will not be made without correct

documentation.

List ALL expenses for which you are requesting reimbursement. List each purchase separately.

Quotes, estimates, or unpaid invoices are unacceptable as proof of payment.

Each purchase must be accompanied by one of the following:

o Receipt detailing purchases (in-store purchase)

o Invoice + receipt

o Invoice + copy of check

o Invoice + credit card or bank statement showing payment

o Invoice + copy of electronic funds transfer (municipalities and parish governments only)

Administrative Fees: List administrative fees as an expense at a rate of $23.07/hr. if approved in

your grant budget. Do not exceed 10% of total grant award. List staff member’s name in the

Name of Vendor column. List number of hours multiplied by $23.07 and a brief description of

work completed in the Description of Item column. No other documentation is needed.

EXPENSE REPORT

Date of

Purchase

Name of Vendor Description of Item Proper

Receipt

Attached:

Yes/No

Amount

Requested for

Reimbursement

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Total KLB Reimbursement:

Part II. Grant Work

Percentage of work completed to date:

%

Please list completed grant activities and those remaining to be completed.

Please discuss any problems with completing the grant as contracted. Talk about how the minimum

criteria of the contract will be achieved.

Did you participate in an America Recycles Day project? If so, please list the date and description of

activity.

Did you participate in a Great America Cleanup project? If so, please list the date and description of

activity.

DELIVERABLES: List the products from your project this cycle, i.e., received 100 safety vests.

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Part III: Volunteer Contribution (Required for ALL grants):

Volunteer Group Number of Volunteers Total Hours Served

Value of Volunteer

Time:

(# hours x $23.07 per

hour)

Total Value of Volunteer Contribution:

Engagement and Partners: Describe how your community benefited from the grant activities during

this reporting period. Include partnerships and collaborative efforts with government, groups, schools,

churches and businesses.

Part IV. Cash Match and In-Kind Donations:

A cash match refers to any additional funding coming from a third party to cover project

expenses. An in-kind match refers to any products or services that your organization or another

third party donated to the project.

I verify that the information contained in the monitoring report, invoice form and receipts are true and

accurate, and in accordance with the Keep Louisiana Beautiful Healthy Communities Grant’s Terms and

Conditions. I acknowledge that expenses without receipts or paid invoices will be deducted from the

total and not reimbursed.

Name of In-

Kind or Cash

Donor

Describe

in-kind

item or

explain

how the

cash

match

was used.

Cash

Match

Value of In-Kind Match

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Authorized Grantee Agent Signature Print Name

Date

I have reviewed the grant monitoring report, invoice form and receipts, and verify that they are in

accordance to the Keep Louisiana Beautiful Healthy Communities Grant Terms and Conditions.

KLB Authorized Agent Signature Print Name

Date

Copies of receipts will be held on file with Keep Louisiana Beautiful.

Check all that is attached:

Expense Documentation: Copies of receipts, invoices, proof of payment required for reimbursement.

News Articles

Photos

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