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HOW TO APPLY FOR A BASEBALL TOMORROW FUND GRANTPLEASE READ!

The Baseball Tomorrow Fund (BTF) will initially evaluate your request based on the following key criteria – Does this project... Increase the number of youth participating in baseball and softball programs? Improve the quality of youth baseball and softball programs? Create new or innovative ways of expanding and improving baseball or softball programs? Generate matching funds? Address programs for children aged 10-16? Support existing programs which have demonstrated success in providing a quality baseball or softball

experience for youth? Address opportunities for minorities and women?

The Baseball Tomorrow Fund will also evaluate the each applicant’s ability to demonstrate its: Commitment to increase youth participation in baseball and softball and to be inclusive in all areas of its

program; Thorough planning of the proposed project; Ability to be self-sustaining operationally and its ability to maintain fields and facilities on an on-going basis; Strong partnerships with other organizations, agencies, local business community and individuals; Willingness and ability to provide complete and accurate information during the application and review

process; Ability to manage and account for the use of grant funds, provide complete and meaningful quarterly and

final reports and willingness to adhere to the Baseball Tomorrow Fund Terms and Conditions and Grant Recipient Responsibilities.

Before submitting a letter of inquiry, please read carefully and consider the following important information: Non-profit and tax-exempt organizations involved in youth baseball and softball programs are eligible to

apply. An application must designate ONE organization as the applicant. BTF is intended to provide funding for incremental programming and facilities for youth baseball and softball

programs, not for normal operating expenses or as a substitute for existing funding or fundraising activities. BTF generally considers projects that include capital expenditures for youth baseball and softball programs

such as baseball/softball equipment and uniforms, basic baseball/softball field renovations and construction (e.g. infield mix, sod/seeding, bases, dugouts, fencing, field lighting, irrigation system, grading, etc.)

Expenditures such as annual operating expenses (i.e. salaries, field rental, umpire fees, insurance, administrative expenses, membership dues, advertising and promotional expenses, bank charges or audit expenses, etc.), other third party overhead costs, the purchase of land, multi-sport facilities, parking lots, concession stands, grandstands and restrooms will not be considered for BTF funding. Baseball and softball fields used by other sports and activities other than youth baseball and softball (i.e. soccer in the outfield, community festivals, adult softball leagues, etc.) will not be considered for BTF funding.

Please note that most successful applications demonstrate a high ratio of confirmed matching funds – a minimum match of 50% is generally required for further consideration.

IMPORTANT: For evaluation criteria related to travel team expense, field lighting and international requests, please click here Travel, Lighting and International Criteria.

7 – 2/2011 – Baseball Tomorrow Fund – Grant Application

http://mlb.mlb.com/mlb/downloads/btf_apply_lookfor_10072009.pdf

STEP 1: LETTER OF INQUIRY A letter of inquiry (consisting of no more than two pages) on organization letterhead must be submitted to

determine whether the project meets the basic criteria of the Baseball Tomorrow Fund. The letter must include: – Legal name of the applicant organization and the date of the request;– Contact person – include name, job title or position, daytime phone number, complete mailing address,

E-mail address , organization web address (if any) and signature.– Brief description of the applicant organization and program, including the non-profit or tax-exempt

status and summary of the proposed project, including how BTF grant funds will be used and project start date – please be specific;

– Participation information – include the total children will be affected by this project and how the project will increase participation in youth baseball and/or softball;

– Demographic information – include age, gender, economic status, ethnicity, etc. for the children served by this project;

– Total cost of the proposed project, amount requested from the Baseball Tomorrow Fund and amount of matching funds currently available for the project – include both cash and in-kind.

Please mail one (1) copy of the letter of inquiry to: Baseball Tomorrow Fund, 245 Park Avenue, New York, NY 10167 OR E-mail as a PDF document to: [email protected]. Keep a copy for your files.

The receipt of the letter of inquiry will be confirmed via E-mail within one month of receipt; therefore, please provide a reliable E-mail address that is checked daily. The contact person will be notified if a formal grant application is requested.

STEP 2: GRANT APPLICATIONIf you are invited to submit a formal grant application, include only information that creates a better understanding of the project and how it corresponds to the Baseball Tomorrow Fund grant evaluation criteria. We strongly suggest downloading the application as a Microsoft Word document by clicking here How To

Apply and to enter the information into the document, save and print. An application help guide with examples of content and Frequently Asked Questions (FAQs) can also be found here. Handwritten applications will not be considered.

Please mail one (1) original and one (1) copy of the completed grant application and all supporting materials to: Baseball Tomorrow Fund, 245 Park Avenue, New York, NY 10167 OR as PDF document to: [email protected]. Please keep a copy of the application for your files.

The receipt of the application will be confirmed via E-mail within one month; therefore, please provide a reliable E-mail address that is checked daily.

Applicants will receive written confirmation of the status of the application in the month grants are awards:

Grant Review Process TimelineReview Cycle Application Deadline Grants Awarded Grant Payment (tentative)

JANUARY-MARCH 1 January April MayAPRIL-JUNE 1 April July August

JULY-SEPTEMBER 1 July October NovemberOCTOBER-DECEMBER 1 October January February

Application deadlines are for applications only. Applicants are encouraged to submit applications prior to the deadline. Postmark dates are not considered. Applications received after a deadline may be deferred to the next review cycle.

Letters of inquiry may be submitted at anytime. Please allow at least one month for the review of a letter of inquiry.

The length of the review process is 3-6 months, and the grant payment process is at least four weeks. Grant funds are not awarded for past expenditures, so please plan the project timeline accordingly.


mailto:[email protected]

http://mlb.mlb.com/mlb/official_info/community/btf_grant_process.jsp

http://mlb.mlb.com/mlb/official_info/community/btf_grant_process.jsp

mailto:[email protected]

REQUIRED SUPPORT MATERIALS FOR ALL APPLICATIONS

Attach the ALL of the following documents must be attached to the back of the application. Do not omit any of the required documentation. IRS Determination Letter confirming the 501(c)(3) non-profit status of the applicant organization.

Organizations outside the U.S. must attach written confirmation of non-profit or tax-exempt status from the appropriate governmental agency.

Applicant organization’s annual operating budget (a one-page statement listing sources of revenue and income and operating expenses.)

Applicant organization’s youth baseball and/or softball annual budget if different from the applicant organization’s annual operating budget (a one-page statement listing sources of revenue and income and operating expenses.)

Written cost estimates from vendors, retailers, etc. for requested budget items. Cost estimates must be on vendor invoice/letterhead and include a date, vendor contact information, quantities and product specifications.

Letters of support from at least two organizations (other than the applicant organization) affected by or involved in the project.

Name and contact information for the person responsible for project oversight, the use of grant funds and grant reporting responsibilities (if different than the application contact person.)

Name(s), professional affiliation and daytime phone numbers of all members of the applicant organization's Board of Directors.

Name(s) and qualifications of key personnel and outside consultants (if any.)

ADDITIONAL REQUIRED SUPPORT MATERIALSFor all Field Construction, Renovation and Field Lighting Requests

In addition to the required items listed above, ALL of the following documents must be attached to the back of the application. Do not omit any of the required documentation. Current color photos (2-3 each) of the available facilities, proposed field(s) for renovation and/or

construction site. For examples of effective field photos, click here Helpful Photos. Construction design plans (letter-size only) denoting field dimensions and specifications. Game day, monthly and yearly schedule of field maintenance work.

READ THIS BEFORE YOU SUBMIT AN APPLICATION:

Read the Baseball Tomorrow Fund Terms & Conditions. Find information, application help and tips on http://www.baseballtomorrowfund.com/. A complete grant application and supporting documentation is REQUIRED for further consideration.

Incomplete applications may be automatically declined. Please number each page of the application and supporting documentation. The original and copy of the application must be collated and clipped individually. Please do not use staples

within the application. Do not use report covers, binders or folders of any kind. Do not send video tapes, DVDs, CD-ROMs, books, etc. (unless it is a sample of requested budget item.) Confirmation and follow-up inquiries from BTF to the applicant will be sent via E-mail to the contact person;

therefore, please provide a reliable E-mail address that is checked daily. Save the application instructions for your reference. Do not submit the instruction pages with the

application. Save a copy of the completed application and supporting documentation for your files and future reference.


http://www.baseballtomorrowfund.com/

http://mlb.mlb.com/mlb/downloads/btf_field_photos.pdf

BASEBALL TOMORROW FUND TERMS AND CONDITIONS

By signing the application form, the applicant hereby assures and certifies that it will comply with Baseball Tomorrow Fund regulations, policies, principles and guidelines as stated in the grant application. The Applicant also assures or agrees that:

1. It possesses legal authority to apply for the grant, that a resolution and/or motion of similar action has been duly adopted or passed as an official act of the applicant’s governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application, and to provide such additional information as may be required;

2. It will comply with all national, state, and provincial mandates which prohibit discrimination on the basis of race, color, national origin, age, gender or disability;

3. It will fulfill, to the greatest extent possible, all project tasks, goals, objectives, and expenditures stated in the application;

4. It will not expend Baseball Tomorrow Fund grant funds for any other purpose other than that identified in the grant application without the prior written approval of the Baseball Tomorrow Fund.

5. It will not expend any funds other than for the purposes of the approved grant during the grant term, and it will immediately return to the Baseball Tomorrow Fund any unused funds;

6. It will provide quarterly reports to the Baseball Tomorrow Fund concerning the use of the grant funds, and a final report one month following the end of the grant period. Each report will include a narrative account of what was accomplished by the expenditure of funds (including a description of progress made toward achieving the goals of the grant) and a detailed financial statement attested by the responsible financial officer of the grantee or a certified public accountant. The Baseball Tomorrow Fund may withhold further grant payments from any grantee in the event that a report is not received in a timely manner, and may terminate the grant if the report is not received within thirty (30) days following the date on which it is due;

7. It will provide to the Baseball Tomorrow Fund any copies of original publications directly resulting from the grant;

8. It will show grant funds separately on its books for ease of reference and verification; although, grant funds need not be physically segregated;

9. It will keep records of receipts, vouchers, bills, canceled checks and expenditures under the grant, as well as copies of reports submitted to the Baseball Tomorrow Fund, for at least four years following completion of the grant term;

10. It will make books and records available for inspection by authorized representatives of the Baseball Tomorrow Fund at reasonable times for the purpose of making such financial audits, verifications, or program evaluations as the Baseball Tomorrow Fund deems necessary concerning the grant;

11. It will provide the Baseball Tomorrow Fund with immediate notification of any change in its tax-exempt status as soon as it occurs;

12. It will acknowledge that the grant will not be used for any organization or individual other than the grantee without the prior written approval of the Baseball Tomorrow Fund;

13. It will be solely responsible for the selection of any other organization or individual to receive a portion of the proceeds of the grant. The Baseball Tomorrow Fund will list only the grantee's name as the recipient of the grant and the grantee agrees to provide the Baseball Tomorrow Fund with progress and expenditure reports, as and when they become due, for the total grant amount paid to grantee;

14. It will represent that the grant will not cause grantee to lose its status as a public charity as described in Section 170(b)(1)(A) of the Internal Revenue Code, and it will represent that the determination letter from the Internal Revenue Service stating that that grantee is a public charity is still valid and has not been revoked;


15. It will not use the names, logos or trademarks of the Baseball Tomorrow Fund, Major League Baseball, the Major League Baseball Players Association, or any of their affiliated entities in the titles of programs or other grant-related activities or materials without prior written approval from the Baseball Tomorrow Fund;

16. It will acknowledge the support of the Baseball Tomorrow Fund for its organization and include the name of the Baseball Tomorrow Fund, in a manner approved in advance in writing, on any printed and visual materials produced as a result of the grant;

17. It will defend, indemnify and hold harmless the Baseball Tomorrow Fund, its members, employees, officers, and agents from and against any and all claims arising out of or in connection with the purpose for which grant is being made;

18. It will sign a letter of agreement provided by the Baseball Tomorrow Fund outlining the approved use of the grant funds and indemnification clause in order to receive the grant payment(s);

19. The grantee acknowledges that the foregoing conditions are in accordance with obligations imposed on the Baseball Tomorrow Fund by law to make reasonable efforts and establish adequate procedures to see that grant funds are spent solely for the purposes for which they were granted, and to obtain full and complete reports on how grant funds have been expended;

20. Changes in federal or state law, or in regulations interpreting same, may require the Baseball Tomorrow Fund to require that more detailed reports be submitted or that other steps be taken. The Baseball Tomorrow Fund will promptly inform the grantee of any such changes;

21. Any violation of the foregoing conditions will require the refund to the Baseball Tomorrow Fund of any and all amounts subject to the violation;

22. The Baseball Tomorrow Fund may discontinue, modify or withhold any payments due under the grant award or require a refund of any unexpended grant funds if, in its sole judgment, such action is necessary to comply with the requirements of any law or regulation affecting its responsibilities under the grant award;

23. The state and federal courts of the State of New York shall have exclusive and final jurisdiction over any dispute that might arise in connection with the grant, and the laws of the State of New York shall govern the interpretation of the terms of the grant.

GRANT RECIPIENT RESPONSIBILITIES

The Baseball Tomorrow Fund grant recipient must:1. Carry out all objectives and tasks as outlined in Baseball Tomorrow Fund Grant application; to deviate from

the stated objectives, a written request must be submitted to the Baseball Tomorrow Fund Committee for review and approval;

2. Disburse all Baseball Tomorrow Fund Grant funds in accordance with the approved Baseball Tomorrow Fund budget submitted with the application; no deviation in the use of grant funds is permitted without prior written consent from the Baseball Tomorrow Fund Committee;

3. Submit quarterly reports and a final report to the Baseball Tomorrow Fund by the designated due dates;4. Document expenditures of all disbursed funds through invoices and receipts. All proofs of payment must

include the following: date of purchase or service, vendor/retailer/contractor address and phone number, description of product or service, total amount paid and date of payment. The grant recipient must submit financial statements and documentation of expenses as required by Baseball Tomorrow Fund;

5. Abide by all Baseball Tomorrow Fund Terms and Conditions;6. Acknowledge Baseball Tomorrow Fund Grant support on all public documents, press materials and public

statements. Non-compliance with any of the above responsibilities may result in the suspension or revocation of Baseball Tomorrow Fund grant funds and may render the applicant organization ineligible for future grants.


BASEBALL TOMORROW FUND GRANT APPLICATIONType into the shaded boxes ( ). Double-click into the shaded boxes ( ) to mark with “X”.

Legal Name of Applicant Organization: Date: Contact Name: Title: Mailing Address: City, State, Zip: E-mail:

Daytime Phone: Fax: Website:

Federal Tax I.D. Number (for U.S. organizations): Registered non-profit? Yes No If yes, attach the most recent copy of the organization’s IRS 501(c)(3) letter of determination. If no, check applicable tax-exempt organization: Public School Municipality Indian Tribe Organizations outside the U.S. must attach written confirmation of non-profit or tax-exempt status from

the appropriate governmental agency.

Executive Director (or President): Daytime Phone: E-mail:

Board President: Daytime Phone: E-mail:

Has the Board President been made aware of and approved of this request? Yes No

How did you hear about the Baseball Tomorrow Fund? Check (X) all that apply Word-of-mouth BTF Website Twitter/Facebook TV/Radio At a MLB Stadium Musco Lighting The Toro Company Other (please specify here):

Certification: By signing the application form, the signers certify: The information provided is accurate and that any grant funds received will be used according to the stated

purpose; The Applicant Organization will comply with all Baseball Tomorrow Fund regulations, policies, principles and

guidelines as stated in the Baseball Tomorrow Fund Grant Application; The Applicant Organization will comply with all terms and conditions cited in the Baseball Tomorrow Fund

Grant Application; The Applicant Organization will provide Baseball Tomorrow Fund with progress reports and documentation

of how the funds were used as stated in the Baseball Tomorrow Fund Grant Application; The Applicant Organization will return all unused funds to the Baseball Tomorrow Fund, unless other

arrangements are made and approved, in writing, by the Baseball Tomorrow Fund Committee. The persons signing this application should have the authority to commit the Applicant Organization to

these conditions.

Contact Person’s Signature:______________________________________________________________________

Print Name: Date:


Executive Director’s (or President’s) Signature:______________________________________________________

Print Name: Date:


PROJECT SUMMARY

In 3-5 sentences, summarize the purpose of this request. (Include what will be done, where, for whom and when.)

PROJECT RATIONALE

Briefly describe the applicant organization’s history, mission and experience related to youth baseball and softball programs.

Explain the specific problem, need or opportunity that this project will address.

Explain how the project meets the evaluation criteria of the Baseball Tomorrow Fund (as outlined in the application instructions.)


GOALS & OUTCOMES

Describe the three primary goals of the applicant organization, demonstrating how the project will address those goals. Effective goals are specific, measurable, achievable, realistic, have a defined time frame and be related to the evaluation criteria of the Baseball Tomorrow Fund (as outlined on the first page of application instructions.)

Goal: Strategy: Outcome:



DEMOGRAPHIC INFORMATION

Provide demographic information related to the children that will directly benefit from the project (i.e. the children that will participate in the program annually or utilize the field or facility as their “home” field or facility.) Please provide realistic, unduplicated participation information.

Participation HistoryTotal

Number of Children

Percentageof Girls

Percentageof

MinoritiesLast Year (specify year here):

% %Current Year (specify year here):

Projected Upon Completion of Proposed Project: % %

Age Range

Player Participation Fee (or range) $

List the primary cities or counties served by this project or program

1. 2. 3.

Provide any relevant information regarding the economic status of the communities and families served by this project.


PROJECT DESCRIPTION & STATE OF DEVELOPMENT

In one page or less, provide the specifics of the project and current state of development, including the progress made towards implementation of the project.

For field renovation, construction and field lighting projects, include specific information regarding the status of the land acquisition, land ownership, permitting, community approval and construction design.


TIMELINE

Provide a detailed timeline for the activities related to the proposed project, leading up to and resulting from the grant.

IMPORTANT: Before completing this section, please read the Grant Review Process Timeline Information in the application instructions.

Activity Month/Year

BTF Grant Funds Month/Year

If awarded, the use of BTF grant funds will begin in:

If awarded, the use of BTF grant funds will end in:

Check (X) any potential obstacles that have not been included in the timeline but could significantly affect the timeline:

Weather-related delays

Bid process

Environmental testing process

Permitting process

Community or planning board approval

Known special circumstance (please describe):


PROPOSED PROJECT BUDGET SUMMARYProvide all figures in U.S. Dollars.

Proposed Project Budget US Dollar Amount Total Cost of the Project * $ Total Matching Funds Secured to date (CASH) $ Total Matching Funds Secured to date (IN-KIND**) $ Total BTF Grant Request $ *This amount should match the project total in the Detailed Project Budget (next page.)** In-kind funding is the value of donated materials, services or labor.

Summary of Secured and Outstanding Matching CASH Funds

Funding Source US Dollar Amount

Check (X) if Secured

If outstanding, expected decision date (Indicate

Month/Year) $ $ $ $ $ (Insert additional rows as needed.)

Summary of Secured and Outstanding Matching IN-KIND Funds

Funding SourceUS Dollar Amount (value)

Check (X) if Secured

If outstanding, expected decision date (Indicate

Month/Year) $ $ $ $ $ (Insert additional rows as needed.)

If no other sources of cash or in-kind funding from local businesses or foundations are being solicited for this project, please explain why:


DETAILED PROJECT BUDGET

This detailed budget should reflect the total amount in US Dollars to be expended for each line item over the term of the grant, including other budget items involved in the project but not covered by or requested from the Baseball Tomorrow Fund.

If the request is for the renovation or construction of multiple fields, please list budget items BY FIELD.

Please refer to the application instructions for examples of budget items not eligible for BTF funding.

Written cost estimates/quotes from vendors, retailers or contractors are REQUIRED.

Totals for ALL columns and rows are REQUIRED.

Double-click this table to enter the information into the spreadsheet. Insert additional rows as needed. Delete unused rows to conserve paper.


DETAILED PROJECT BUDGET NARRATIVEComplete this form for all Field Construction, Renovation and Field Lighting Requests

Check (X) the appropriate box for ALL field elements listed. Do not add, delete or skip any field elements. If the request is for the renovation or construction of multiple fields, please complete this form for EACH FIELD.

Field Element

Work included

in the proposed

project Check (X)

Existing – or –

No work needed – or –Work

completedCheck (X)

Does not exist

– and –Is not

plannedCheck (X)

Comments

Architect/ or engineer design/construction plan

Excavation

Grading

Manual irrigation system

Automatic irrigation system

Drainage

Sod

Seed

Pitcher’s mound and home plate construction

Infield mix and soil conditioners

Baseline fencing

Outfield fencing

Backstop

Dugouts – including benches

Warning track

Field equipment (bases, home plate, pitching rubber, foul poles)

Bullpens –pitcher’s mound and home plate construction

Field lights

Physical address of proposed field(s) (include park or school name, address or intersection, city, state)


FIELD MAINTENANCE PLANComplete this form for all Field Construction, Renovation, Field Lighting and Indoor Facility requests.

Provide information to demonstrate your organization’s ability to properly maintain the proposed field(s) or facility after completion of the proposed project.

Organization(s) responsible for the maintenance of the proposed field(s) or facility.

Amount of the annual field maintenance budget (including the budget for equipment, supplies, materials, staff or hired contractors.)

$

Primary funding source(s) for the annual field maintenance budget.

Number of fields currently used by and maintained by the applicant organization.

List of field maintenance equipment owned by the applicant organization (include power equipment and hand tools.)

Number of paid staff and number of volunteers designated for field maintenance.

Other comments regarding the experience or resources available to demonstrate the applicant organization’s ability to provide proper, on-going field maintenance.

Check (X) each statement that applies to the proposed field(s) or facility and provide the requested information:

The proposed field(s) or facility will be used for only for youth baseball and/or youth softball.

-OR-

Adult leagues or teams (19 and over) will use the proposed field(s) or facility.

Number of days per week:

During these months:

The proposed field(s) or facility will be used for sports or activities other than youth baseball and softball.

Sports and activities:

Number of days per week:

During these months:


CAPACITY & PROGRAM SUSTAINABILITY

Provide information to demonstrate the applicant organization’s ability to manage and report the use of grant funds, complete the proposed project and sustain the program beyond the term of this grant. Include the organization’s previous experience and capacity, such as staff and dollar resources, to manage the activities that will be integral to or result from this grant. Include the number of full-time, part-time and volunteer staff involved in the applicant organization and the proposed project.

For equipment and uniform requests, describe the expected “life” (i.e. years used) of equipment and uniforms and available storage/security.

Describe the applicant organization's plan to promote and market the program to serve additional participants and address opportunities for girls and minorities. Include information regarding collaborations and partnerships related to youth baseball and softball in which applicant organization is currently involved.

COACHES TRAINING

What are your organization’s efforts to provide effective coaches training?

GREEN INITIATIVES

What are your organization’s efforts to reduce the environmental impact of the proposed project and/or program?


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