request for proposal

Supportingour Community

Granting Process

Annual Endowment Grant Process

Cultivatingopportunities

Mission Statement

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Establishingrelationships

Through its Community and Field of Interest Funds grant program, the Community Foundation of the South Okanagan (CFSO) supports a wide range of programs that will be of benefit to residents in communities throughout the Regional District of Okanagan Similameen. The CFSO is responsive to changing community needs.

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Box 24081 Penticton, BC V2A 8L9Ph: (250) 493-9311 Fax: (250) 493-9311Email: [email protected] www.cfso.net

Annual Endowment Grant Process Outline

Call for applications – November each year

Telephone calls, emails and faxes are received from agencies inquiring about the current FUNDING GUIDELINES – attachment A or to discuss a potential project. Charitable registration numbers are verified or potential sponsor agencies are discussed at this point

Agencies that qualify, and for which there is a source of endowment funding available from the CFSO, receive a copy of the GRANT APPLICATION FORM – attachment B and AGENCY SPONSORSHIP AGREEMENT- attachment C (if applicable)

Grant applications are received, with supporting documentation requested, by January 31st each year

Grant applications are assessed by the Executive Manager (review of financial statements, verification of other funding partners, etc.). The agency may be telephoned or visited to obtain more information about the project

Grants Committee members receive copies of applications with staff assessment report. A meeting of the Grants Committee takes place, usually around the end of February

A Grants Committee Summary Report is prepared and brought before the Board of Directors at the March meeting for ratification and formal approval

Applicants receive either a Regrets Letter – attachment D or an Approval Letter / Condition of Grant Form – attachment E package

Once the signed copy of the Condition of Grant Form has been returned and any ‘release of funds’ terms have been fulfilled, grant funds are sent with a Release of Funds Letter – attachment F. The new Project Report Form – attachment G and a media kit to help agencies with press releases will be included with this package.

To complete the granting cycle, agencies will return their completed copy of Project Report Form, receipt, photos, media coverage and any other publications that recognize the assistance of the CFSO. In some cases, the agency will be visited by the Executive Manager to review the project further.

Note: Once the endowment grants review process is complete, forms will be modified slightly (if required) for the flow through and special event funding grants program

Policy

Through its Community and Field of Interest Funds grants program, the Community Foundation of the South Okanagan (CFSO) supports a wide range of programs that will be of benefit to residents in communities throughout the Regional District of Okanagan-Similkameen. The CFSO is responsive to changing community needs.

Grants may only be awarded to registered charities and qualified donees under the Income Tax Act (i.e. agencies in possession of a registered charitable number from the Canada Revenue Agency, including Municipalities). In exceptional cases, a grant may be made to an agency acting as a sponsor for an organization that is not registered but wishes to carry out a charitable activity.

All applications are considered on merit and in light of funds available for distribution. Each year, the Foundation, based on priorities and funds available, determines the size and range of grants. The final decision on all grants rests with the CFSO Board on the advice of an independent Grants Committee.

Guidelines

Grants from the Community Foundation of the South Okanagan Community and Field of Interest Funds are awarded on an annual basis. The application deadline for 200_ grants is January 31, 200_.

Grants will generally be awarded in April of each year.

Grants applications are encouraged which reflect need in the community, impact a significant number of people, build effective community partnerships, improve organizational effectiveness and plan for continuation of the project beyond initial funding.

The overall objective is to respond to community needs and to help sustain the organizations seeking the assistance of the Foundation. Grants are available for capital projects or programs that have a definite purpose and cover a specific period of time.

Funding Guidelines

2005 COMMUNITY AND FIELD OF INTEREST GRANTS PROGRAM

Grants are NOT made:

Application Procedure:

APPLICATION DEADLINE: January 31, 200_

Contact the Executive Manager at the CFSO office to discuss your proposed project or program

If your project falls within the Foundation’s guidelines, an application form will be forwarded

Additional attachments that are required with the application will include:

- A copy of your most recent audited financial statements - A list of your current Board of Directors - A copy of your most recent annual report and / or information brochure - Two or more quotations for capital projects

Additional information may be requested following the review of the application and the information submitted

Please contact our office as early as possible before the deadline

To support operating expenses of established programs, an agency’s core operations, or capital deficitsFor retroactive funding or for any project expenses to be incurred prior to the Foundation’s decision dateTo support annual fund raising campaigns, form letter requests or telephone campaignsTo establish or add to endowment fundsFor debt retirement, to provide reserves, or for mortgage pay-downsTo fund sabbatical leaves or student exchangesTo support the activities of ethno-cultural organizations that primarily serve their members, or to religious organizations for direct religious activitiesFor term support, sponsorship, conference or travel expensesTo cover salaries, but funding may be applied for to cover contract fees for specific projectsTo fund projects for which the applicant has sufficient resources


Grant Application Form

Please type or print clearly. NOTE: Fax and Email copies of this application form will NOT be accepted for review. Please submit hard copies by post or deliver to the CFSO office at 390 Main Street in Penticton no later than 5:00 pm on January 31, 2006.

Name of Organization: ______________________________________________________

Contact Person: _____________________________ Title: _________________________

Address: ________________________________________________________________

__________________________________________ Postal Code: __________________

Telephone: ________________________ Fax: ______________________________

Email: ____________________________ Web Site: __________________________

Charitable Registration Number (if applicable): ___________________________________As per Canada Revenue Agency requirements, CFSO shall verify all charitable registration numbers

Sponsor Agency for Project (if applicable): __________________________________

Sponsor Agency Registration Number: __________________________________Please complete the attached Sponsor Agency Agreement

PROJECT TITLE: __________________________________________________________

PROJECT SCOPE: _____ Capital Project _____ New Program _____ Service Expansion and/or Improvement

Total Project Cost Amount Requested from CFSO

$ ______________ $ ________________


Project Time Frame: __________________________________________________________

When you expect to start and complete your project? ________________________________

Project Location: ________________________________________________________________________________________________________________________________________

Who will benefit from your project? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Project Description: Whenever possible, identify the volunteer commitment and community support for your project.______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What is the goal or objective of your project? What do you hope to achieve? Be sure to explain how your project will benefit your community or the region.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How will the project be monitored and the results evaluated?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How will this project be funded in the future (if applicable)?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What specific items would be covered by a grant by the CFSO and how will the grant be recognized?

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PROJECT BUDGETPlease give a detailed outline of your project budget. Do not include the overall operational expenses of your organization – only the particulars related to the proposed project. Note – project revenues and expenses should balance.

Project Expenses:Item Amount ______________________________________________ $ _____________________________________________________________ $ _____________________________________________________________ $ _____________________________________________________________ $ _____________________________________________________________ $ _____________________________________________________________ $ _____________________________________________________________ $ _______________Total: $ _______________

Expected Project Revenue:Sources of Revenue Amount Confirmed Unconfirmed

Funding on hand: $ _________ ________ ________ Requested from the CFSO $ _________ ________ ________ ______________________________ $ _________ ________ ________ ______________________________ $ _________ ________ ______________________________________ $ _________ ________ ________ ______________________________ $ _________ ________ ________ ______________________________ $ _________ ________ ______________________________________ $ _________ ________ ________Total: $ _________

AUTHORIZATION:

We certify that the governing body of this organization has authorized this application.

Board Member: ________________________ Senior Staff Person: ____________________

Signature __________________________ Signature: ______________________

Date: __________________________ Date: ______________________Please attach to this application:1. A list of the Board of Directors or members of the governing body for your organization2. One copy of your Agency’s most recent audited financial statements3. Sponsor Agency Agreement Form (if applicable)4. Two quotations for capital projects (if applicable)5. Most recent Annual Report or other documents describing your organization, including principal activities, purpose and other noteworthy information


Application for Agency Sponsorship


The Community Foundation of the South Okanagan (CFSO) provides grants directly to registered charities and qualified donees under the Income Tax Act (i.e., organizations in possession of a registered charitable number from the Canada Revenue Agency, including Municipalities). In exceptional cases, a grant may be made to an agency acting as a sponsor for an organization that is not registered but wishes to carry out a charitable activity.

These are the requirements for such an application to be considered by the CFSO:

The applicant (the “Agent”) must have a direct affiliation (e.g., a shared charitable purpose, membership in an umbrella organization, etc.) with the sponsoring organization (the “Sponsor Agency”).

The following “General Information Regarding the Sponsor Agency” and “Agreement” must be completed.

A letter from the Sponsor Agency signed by its authorized signatory must be submitted indicating: • the nature of the affiliation or relationship with the Agent undertaking the project; • the Sponsor Agency’s organizational mandate; • the Sponsor Agency’s willingness to undertake financial and legal responsibility for the project; • an expression of interest and shared commitment to the project and the achievement of its objectives.

The Sponsor Agency must attach: • Its Board of Director’s (or Municipal Councillors’) names, addresses and telephone numbers

GENERAL INFORMATION REGARDING THE SPONSOR AGENCY

Name of Sponsor Agency ___________________________________________________

Contact Person ___________________________________________________________

Address _________________________________________________________________

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City/Town __________________ Province _______Postal Code ___________________

Telephone No. _______________ Fax No._______________________________________

E-mail ____________________ Website ______________________________________

Registered Charity No. ________ or, Registered Business No. ______________________

Board of Directors’ (or Municipal Councillors’) names, addresses and telephone numbers

List Attached

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AGREEMENT BETWEEN THE SPONSOR AGENCY AND THE APPLICANT/AGENT

This AGREEMENT is made effective this __________day of ____________ , 20______.BETWEEN:_____________________________________________the “Sponsor Agency”)AND: _____________________________________________ (the “Agent”)WHEREAS:

The Sponsor Agency wishes to carry out the project described in the attached application (the “Project”);

The Project is charitable or other activity qualified to receive charitably donated funds from a Community Foundation under the Income Tax Act (Canada);

THEREFORE THE QUALIFIED DONEE AND THE AGENT AGREE AS FOLLOWS:

The Agent will act as agent for the Sponsor Agency for the purpose of establishing, maintaining and completing the Project.

The Project will be completed on or before .

Subject to sufficient funding through grants to proceed with the project, the Sponsor Agency will provide the total sum of $ to the Agent for the purpose of carrying out the Project. Such funds will be advanced to the Agent in installments at such intervals and in such amounts as the Sponsor Agency at its discretion deems necessary for the carrying out of the Project.

The Sponsor Agency may withhold funds or decline to advance further installments if the Agent fails to comply with any of the terms of this Agreement or if the Sponsor Agency is dissatisfied with the progress of the Project.

The Agent will keep the funds that it receives from the Sponsor Agency separate from the Agent’s own assets and will use such funds solely for the Project.

The Agent will report regularly to the Sponsor Agency on the progress of the Project and will permit the Sponsor Agency to inspect the Project at such times as the Sponsor Agency deems appropriate.

The Agent will maintain complete records of the use of the funds it receives from the Sponsor Agency and will provide copies of such records to the Sponsor Agency.

AUTHORIZATION:The “Sponsor Agency” The “Agent”

Per: ___________________________________ Per: ____________________________ Authorized Signatory (Chair/President) Authorized Signatory (Chair/President)

Per: ___________________________________ Per: ____________________________ Authorized Signatory (Senior Staff) Authorized Signatory (Senior Staff)

Date: ________________________________ Date: ________________________

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AGENCY NAME AND ADDRESS

Dear ______________:

Re: Application for Funding – NAME OF PROJECT

This application was submitted to the Foundation’s Grants Committee for consideration as part of the Year _____ grants program. I regret to advise that it was not one of the grants recommended to the Board of Directors.

As is usually the case, the requests for assistance exceeded CFSO resources by a considerable margin and the Committee faced difficult decisions in defining community priorities for the limited funds available and in choosing between many worthwhile endeavours.

We are sorry that you cannot be included in this years’ grants program. We appreciate the time and effort taken to prepare the application and hope that, as our resources grow in future years, we will be able to offer a more positive response.

Yours sincerely,

Deborah O’MaraExecutive Manager


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AGENCY CONTACT AND ADDRESS

Dear _____________:

Re: Application for funding – ‘_______________________’ Project

This application was submitted to the Foundation’s Grants Committee for consideration as part of the 200__ grants program. I am pleased to advise that, after careful deliberation, a grant in the amount of $_________ has been authorized by the CFSO Board of Directors.

I am enclosing the Foundation’s “Condition of Grant” form where you will find information related to the grant. Kindly read it carefully, sign one copy and return it to our office to acknowledge receipt of this letter and indicate your understanding and acceptance of the terms as described.

The Community Foundation of the South Okanagan is pleased to assist with this important project.

Please do not hesitate to contact me if you have any questions about the grant.

Yours truly,

Deborah O’MaraExecutive Manager.

Enclosure


Grant Funding

COMMUNITY FOUNDATION OF THE SOUTH OKANAGANConditions of Grant Form

When all conditions of this grant have been met and one copy of this Agreement, signed by an authorized officer of your organization (the “Agency”), is returned to the Community Foundation of the South Okanagan (the “CFSO”), the funds for your project may be released. The second copy of this Agreement should be retained as a reminder of the conditions.

Please note that the CFSO carefully monitors its Agreements and that compliance will be taken into account when considering future grant requests.

Amount and Purpose of Grant:Up to a maximum of $_______ to ___________________________________ (the “Project”).

Completion Date: _____________________________________

Reporting Requirements for Release of Funds:The Agency will submit copies of relevant invoices, receipts, or other evidence of commencement of the Project to the CFSO on or before the release of funds.

Publicity:The Agency shall make all reasonable efforts to publicize receipt of this grant in appropriate ways. In addition, the Agency shall recognize the CFSO contribution to the Project in the following way: ___________________________________________________________________________

Cancellation:The CFSO reserves the right to withdraw or revise this commitment if the conditions and requirements are not met / complied with.

Schedule of Payments:The CFSO will release the funds according to the following schedule: __________________________________________________________________________

Reporting Requirements for Closure of Grants File:The Agency agrees to complete and submit a CFSO Project Report Form, including a financial summary of the Project.

Confirmation:The Agency confirms that its need for financial support for the Project still exists, that the Agency’s portion of the funds for the project are in place, and that alternate funding for the same purpose has not been received from other sources. The Agency accepts this grant and will adhere to the conditions specified above.

Authorized signature:

________________________________________For: Name of Agency

________________________________________ Position with Agency

________________________________________ Date

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AGENCY CONTACT AND ADDRESS

Dear _________

Re: CFSO 2005Grant: Release of Funds

Organization: NAME OF AGENCY “_____________________” Project Congratulations on being a successful applicant on your proposal to the CFSO. We are pleased to enclose a cheque in the amount of $_____ being payment of the grant authorized with respect to your project noted above. This grant was made possible from income earned on the ____________________ Fund, held in trust by the CFSO.

A Final Report form is included, which we request be completed and returned as soon as possible. Kindly read it carefully and note we will be expecting to hear from you in the next few months. Enclosed also are examples of ways, and contacts you can use, to meet your commitment to publicly acknowledge the Foundation’s support.

This year, we are celebrating 11 years of community service through grants from earnings on our permanent endowment funds. The CFSO is very pleased to have had the opportunity to assist your agency with one of the important projects supported during this period of time.

We offer our good wishes for the continued success of your organization.

Sincerely,

Deborah O’MaraExecutive Manager

EnclosureBox 24081 Penticton, BC V2A 8L9Ph: (250) 493-9311 Fax: (250) 493-9311Email: [email protected] www.cfso.net

Release of Funds

Name of Organization: ____________________________________________________

Contact Person: _____________________________ Title: _______________________

Address: _______________________________________________________________

__________________________________________ Postal Code: _________________

Telephone: ________________________ Fax: _____________________________

Email: _____________________________ Web Site: _________________________

PROJECT SUMMARY

Project Title:

Project Description (From Application):

Project Objectives (From Application):

Final Report Form


Were you able to meet the project’s goals and objectives (does the ‘need’ still exist, in whole or in part)? Explain:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Do you have the plans and resources in place to continue with this project? Explain:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you were to undertake the same project again, what would you do differently?________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What media coverage did the project receive and how was the CFSO recognized for their participation in the project? _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Other Comments:__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


FINANCIAL SUMMARY OF PROJECT

Revenue:

Item Amount Community Foundation of the South Okanagan Grant $ ____________Other Grants $ ____________Organization’s Cash Contribution $ ____________In-Kind Contributions: $ ____________Donations $ ____________Cash Earned by Project (e.g. Ticket Sales, etc.) $ ____________Other $ ____________

Total: $ ____________

Expenses:

Salaries $ ____________ Equipment $ ____________Supplies $ ____________Other (Specify) $ ____________ ___________________________________________________ $ ____________ ___________________________________________________ $ _______________________________________________________________ $ ____________ ___________________________________________________ $ ____________

Total: $ ____________

ATTACHMENT CHECKLIST FOR CLOSURE OF GRANTS FILE

_____ Receipt for grant _____ Copies of any publicity materials, articles, or brochures related to the project_____ Copies of project photographs (digital photos may be sent by email to [email protected])_____ Completed Project Report and Evaluation Form

Completed Project Report and Evaluation Forms, and attachments, may be returned to the Community Foundation of the South Okanagan by:

Mail: P.O. Box 24081, Penticton, BC V2A 8L9Hand Deliver: 390 Main Street, Penticton, BC (TD Canada Trust Building)

request for proposal

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