City of St. Petersburg Mini-Grant Guidelines FY 2008 Guidelines Page – 1
Social Action Funding
2007 – 2008
City of St. Petersburg
Social Action Funding Mini-Grant
Guidelines & Application
Addendum to the
2007-2008 Social Action Funding Guidelines
for the City of St. Petersburg and Pinellas County
Table of Contents
Application Review Process Calendar...... Guidelines Page (G -) 1
Purpose & Committee Review...... G - 2
Eligibility Requirements...... G - 3
Funding Policies, Exclusions & Fatal Criteria...... G - 3
Application Instructions...... G - 3 - 6
Sample Outcome Objectives Matrix...... G - 7
Proposal Rating Form / Appendix A...... G - 8
Rating Form & Staff Review / Appendix B...... G - 9
Glossary (not attached)...... Appendix C
Mini-Grant Application...... Application Pages 1 - 6
City of St. Petersburg Mini-Grant Guidelines FY 2008 Guidelines Page – 1
Social Action Funding
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APPLICATION REVIEW PROCESS – 2008 CALENDAR
Friday, May 18Bidders Workshop
9:00 a.m.LOCATION:St. Petersburg College EpiCenter
13805 58th Street N., Largo
Thursday, June 7, 9 a.m.Technical Assistance Grant Workshop
Wednesday, June 13, 1:30 p.m.LOCATION:South Cross Bayou Reclamation Facility
7401 54th Avenue N., St. Petersburg
Friday, June 22APPLICATION DEADLINE – 4 P.M.
BY 4 p.m.Applications must be received at:
LOCATION:Pinellas County Human and Human Services*
2189 Cleveland Street, Suite 266
Clearwater, FL
JulyStaff Review
Review of applications for eligibility requirements
Social Action Funding CommitteeMini-GrantApplication Review
Wednesday, Aug. 8Applicant presentations and committee review
8 a.m. – 5 p.m.LOCATION: City Hall (Room to be determined)
To be determinedSocial Action Committee Mini-Grant Funding Deliberations
LOCATION:City Hall (Room to be determined)
Thursday, Oct. 4 & 5Contract Signing
(tentative)LOCATION:Juvenile Welfare Board
6698 68th Avenue N., Pinellas Park
Wednesday, Oct. 31Fiscal Workshop
(tentative)LOCATION:TBA
*For a map and directions to the St. Petersburg College EpiCenter, go to:
PURPOSE
The purpose of the City’s Social Action Funding Mini-Grant is to provide access and opportunity to community and faith-based organizations with annual operating budgets under $200,000. Mini-Grant funds are intended to provide financial support for social service programs that enhance the quality of life and positively impact residents of St. Petersburg.
Legal reference is found in City Council Resolution No. 2004-747. Full copies of the Resolution may be obtained from Rhonda Abbott, City staff.
The City’s Mini-Grant is a component of the City’s Social Action Funding. Agencies applying for a City of St. Petersburg Social Action Funding Mini-Grant will be required to adhere to all referenced elements and guidelines stated in the 2007-2008 Social Action Funding Guidelines for the City of St. Petersburg and Pinellas County, including: Application Review Process, Committee Review, Eligibility, Funding Policies, Exclusions, Fatal Criteria, andGlossary. Please refer to these guidelines for additional instructions not contained in this addendum. Any variations from these guidelines are noted within this addendum.
To obtain a copy of the 2007-2008 Social Action Funding or Mini-Grant Guidelines and Applications, go to the City of St. Petersburg website at to download a copy, or contact:
Rhonda Abbott
Manager of Social Services Planning
City of St. Petersburg
phone: 727-893-7627
fax: 727-893-7719
COMMITTEE REVIEW
The Committee Review for the City of St. Petersburg Mini-Grant will follow all guidelines outlined in the 2007-2008 Social Action Funding Guidelines for the City of St. Petersburg and Pinellas County, with the exception of the variations notes herein:
The City Social Action Funding Committee will determine award allocations (deliberations) for Mini-Grants prior to deliberations for the general Social Action Funding.
Mini-Grant deliberations will take place one week to ten days prior to presentations for general Social Action Funding.
ELIGIBILITY REQUIREMENTS
In addition to the Eligibility Requirements identified in the 2007-2008 Social Action Funding Guidelines for the City of St. Petersburg and Pinellas County, organizations applying for the City Mini-Grant shall:
Have agency budgets equal to or less than $200,000.
Agency’s prior year operating budget must be $200,000 or less.
FUNDING POLICIES, EXCLUSIONS & FATAL CRITERIA
In addition to the Funding Policies and Exclusions identified in the 2007-2008 Social Action Funding Guidelines for the City of St. Petersburg and Pinellas County, the following policies shall apply:
The maximum grant award available for a City Mini-Grant is up to, but not to exceed $5,000.
Agencies may apply for only one Mini-Grant award. Awards for multiple programs will not be considered.
Agencies MAY NOT apply for both types of City Grants. Agencies may only apply for a City Mini-Grant OR a regular City Social Action Grant.
APPLICATION INSTRUCTIONS
To insure accurate submission of applications, please read and follow these instructions carefully.
SUBMISSION INSTRUCTIONS
Deadline:Submit all copies by 4 p.m. on Friday, June 22. Applications will not be received after that date.
# of Copies:Submit one (1) signed original plus 10 copies of the completed application.
Location:Deliver applications to:
City of St. Petersburg – City Hall*
175 5th Avenue N.; Attention Rhonda Abbott
Please do not wait until the last minute, in case corrections need to be made. After the deadline, applications stand and no corrections can be made.
FOR QUESTIONS: Contact Rhonda Abbott, City of St. Petersburg, at 727-893-7627:
ALL APPLICATIONS SHOULD BE LEGIBLE. Type should be no smaller than standard 10 point font (equivalent to type used in this sentence). Margins should be ½ inch. Do not condense line spacing.
GENERAL APPLICATION GUIDELINES
Please review the Eligibility Requirements and Funding Policies to insure that your application meets the criteria set forth. No index dividers or covers are necessary. No handouts are to be included.
Do not change page numbers. If additional sheets are necessary for any section, use the corresponding page number, adding letters for each consecutive page (3A, 3B, etc.).
Leave nothing blank. If an item does not apply, write or type "NA."
PAGE-BY-PAGE GUIDELINES AND REQUIRED ATTACHMENTS
Page 1: Agency Information and Funding Requests
Provide complete and accurate contact information for your agency and programs.
If funded, legal agreements will be executed using this information.
Page 2: Certificate of Review
From this page forward, please include your “Agency Name” at the top of every page.
The applicant must receive approval for their proposal from their board of directors at a board meeting.
This form should include original signatures of the agency director and board chair in blue ink. (Original signatures must be included on the original application being submitted.)
ATTACH a current copy of the agency’s IRS 501(c) (3) designation letter.
(THIS ATTACHMENT is only required to be submitted with the original application.)
Page 3: Board of Directors
Refer to Rating Form (Appendix A) box 1. Address related items contained in that box.
Identify the minimum and maximum number of board members required in your by-laws.
Describe how your board is representative of the agency’s consumers; e.g. “Sue Marshall is formerly homeless.” or “Multiple members of our board are living with a persistent mental illness or have a family member living with a mental illness.” If this question does not “fit” your agency or if you are unable to provide this information, please explain why.
Page 4: Agency, Program and Budget Narratives
Do not to exceed ONE (1) page.
AGENCY CAPACITY & TARGET POPULATION
Refer to Rating Form (Appendix A) box 1. Address all related items contained in that box.
Utilize this space to provide a general introduction and overview of your agency.
If you do not maintain waiting lists, please explain why.
ATTACH an agency organizational chart that includes the proposed program.
(Include agency organizational chart in the original and all copies being submitted.)
PROGRAM NARRATIVE
Refer to Rating Form (Appendix A)boxes 2 and 3. Address all related items contained in these boxes.
Refer to the Glossary (Appendix C) for the definition of “Sole Source.” Please follow this definition and identify whether your agency or program is a “sole source.”
ATTACH a program organizational chart. (Include a chart in the original and every copy submitted.) The chart should show staff relationships within the program (both paid and volunteer) and show lines of authority. If your program is the same as your agency organizational chart, please indicate this in your narrative; e.g. “Our program organizational chart is the same as agency organizational chart.”
PROGRAM BUDGET NARRATIVE:
At the bottom, please provide a brief explanation of the funding request. Clearly explain how much you are requesting; how the funds will be used; and identify if this is a match requirement and describe the need for and use of match.
Refer to the Glossary (Appendix C) for a definition and examples of “Match.”
Page 5: Program Outcome Objectives Matrix
Refer to Rating Form (Appendix A) box 3. Address related items contained in this box.
Provide detailed and measurable outcomes, for which you will be able to document your progress and achievements during the course of the year, if funded.
Refer to the example on page 7 of these guidelines.
Page 6: Budgets – Agency, Program and Funding Request
Refer to Rating Form (Appendix A) box 4. Address all related items contained in that box.
Also refer to the Glossary (Appendix C) for definitions of budget line items.
Identify your agency’s fiscal year at the top of each column; e.g. 10/06 – 9/07.
Do not leave any lines blank; if not applicable, show “0” (zero).
If you are requesting match funding, provide a breakout of detailed line item expenditures. (Do not request one lump sum under a line item of “match” or “other.”)
ATTACH copies of job descriptions, if the funding request will be used for salaries. (Include in the original and every copy submitted.)
ATTACH copies of utility bills for the previous year; a computer listing from the utility company is acceptable. This only pertains to funding requests for “Utilities.” (Include only in the original application.)
Capital Requests: (if applicable)
Describe the staff capability for utilization of highly technical equipment (if applicable).
ATTACH (3) cost estimates for capital request. (Include only in the original application.)
REVIEW OF REQUIRED ATTACHMENTS
Your application should include the following ATTACHMENTS:
Page 2-A:A current copy of the agency’s IRS 501(c) (3) designation letter
(Include only with original application.)
Page 4-A:An agency organizational chart that includes the proposed program (Include in the original and every application copy submitted.)
Page 4-B:A program organizational chart (Include in the original and every application copy submitted.)
Page 6-A:(only if applicable) Job descriptions for every position for which you are requesting funding (Include in the original and every application copy submitted.)
Page 6-B:(only if applicable) Utility bills for the previous 12 months if you are requesting City funding for utilities (Include only with original application.)
Page 6-C:(only if applicable) Three(3) cost estimates for capital requests. (Include only with original application.)
If it’s not listed above, PLEASE don’t attach it. We would greatly appreciate it.
PROGRAM OUTCOME OBJECTIVES MATRIX:
Refer to application guidelines page 6 and rating form (Appendix A) box 3.
Program Goal(s): Maintain the stamina of Social Action Funding (SAF) contract managers
and support staff through the provision of physical and mental health support services.
ObjectivesInclude qualitative and/or quantitative objectives as appropriate to your program. /
Outcome Indicators
How will we know when objective is achieved? / Status of
Last Year’s Objectives
Only list those that are comparable to this year.
All objectives are for FY 2007:
1.Weekly physical support services will be provided to help keep our SAF contract staff sustained. Estimated physical support services will include:
provision of weekly Starbuck’s goodies (52); and
provision of other surprises as needed, based on assessment data (approximately 20).
2.Monthly support groups will be provided.
3.Contract staff will report a 50% increase in stamina levels over the course of the year.
4.Seven (7) SAF support staff will be served in FY 2008. / 1.Documentation of physical support services will be maintained in the client files and database – Tampa Bay Information Network (TBIN).
2.Documentation of monthly support groups will be maintained in the client files and in TBIN.
3.Clients will report a 50% increase in stamina as a result of interventions, as reported in client surveys and needs assessment data.
4.Documentation of service will be maintained in client files and TBIN. / 1We achieved our objective of providing physical support services last year: 28 Starbuck’s treats and 10 other surprises.
2.Not applicable in 2007.
3.Clients reported a 20% increase in stamina. (This exceeded our objective to increase by 15 %.)
4.We served 5 SAF contract staff last year, under achieving our objective to serve 7 staff.
Appendix A Mini-Grant / Board Member:
Social Action Funding Mini-Grant Proposal Rating Form
AGENCY ______ / PROGRAM ______
1. Agency Capacity/Target Population / (30 points possible)
Agency demonstrates capacity to effectively operate proposed programs (p. 4)
The agency collaborates with others in terms of meeting client needs (p. 4)
Client/community needs are well assessed, e.g. surveys, waiting lists (p. 4)
The target population is clearly identified (p. 4)
Staff and/or board membership reflects population served (pp. 3 & 4)
Subtotal
2. Service Strategies / (20 points possible)
Program is a "sole source" (p. 4)
"Needs" and service strategies are clearly described (p. 4)
Methodology for service delivery is efficient and effective (p. 4)
Degree which volunteers are effectively utilized in the program (p. 4)
Subtotal
3. Goals/Program Objectives / (20 points possible)
Objectives support the agency's mission (p. 5)
The number to be served by the program is appropriate (p. 5)
Achievement levels from last year are good [if applicable] (p. 5)
Outcome indicators are detailed with specific time frames (p. 5)
Measurement tools are clearly described (p. 5)
The program has a positive impact, overall (pp. 4 & 5)
Subtotal
4. Budget / (25 points possible)
Agency budget is balanced and able to support the program (p. 6)
Program budget is balanced and costs are justifiable (p. 6)
Funding request is reasonable and reflective of actual need (pp. 4 & 6)
Subtotal
5. Match / (5 points possible)
Proposal request is based on the need to obtain match (p. 4)
Subtotal
COMMENTS REQUIRED ON BACK / TOTAL POINTS
Appendix B Mini-Grant / Board Member:______
AGENCY ______ / PROGRAM ______
Y/N / COMMENTS - FOR STAFF USE
ATTACHMENTS
501(c)(3)
Agency Organizational Chart
Program Organizational Chart
Required Job Descriptions
Utility Bills - 12 months
Cost Estimates
Agency Budget (balanced)
Program Budget (balanced)
Match Ratio_____:_____
Attended Bidders Workshop
Attended T.A. Workshop(s)
Contract Compliance - Currently funded agencies, only
Valid Insurance
Documentation of Match
Fiscal Reports
Program Reports
Audit/990
Other
COMMENTS - FOR STAFF USE
COMMENTS - FOR BOARD USE
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City of St. Petersburg Mini-Grant Guidelines FY 2008 Guidelines Page – 1
Social Action Funding
FY 2007-2008 Social Action Funding Mini-GrantApplication
Service Period: October 1, 2007 - September 30, 2008
Agency Information:
Legal Name of Organization:
Complete Mailing Address:
Program Name:
Executive Director/CEO:
Email: Phone:
Contact Person for this Application:
Title: Phone:
Email: Fax:
Federal Tax Identification Number:
Service Area: County______City (ies) of
Number to be served: Pinellas County: St. Petersburg:
Total agency budget applied to Pinellas County $ *
*Must be $200,000 or less to qualify for the Mini-Grant
Funding Request: / St. PetersburgTotal Funds Received in FY 2007 / $
Total Funds Requested for FY 2008 / $
If also requesting County Social Action funding,
please indicate County funding request: / Pinellas County
$
Purpose of Funding Request: ( seven words or fewer, please)
.
**Sole Source: Is program a “Sole Source” in Pinellas County? No Yes to be approved by staff
**Match: Is funding being used as Match? No YesMatch Ratio:_____:_____
**See the Glossary for definitions and examples of Sole Source and Match.
Received in funder’s office by: Date:
City of St. Petersburg Mini-Grant Guidelines FY 2008 Guidelines Page – 1
Social Action Funding
CERTIFICATE OF REVIEW
To comply with application requirements of the City of St. Petersburg and Pinellas County Human Services Department, ______certifies:
(legal agency name)
1)That the agency is a governmental agency or a not-for-profit corporation registered with the Office of the Secretary of the State of Florida, holds a valid IRS certificate (501-C-3) and maintains articles of incorporation, agency by-laws, all legally required licenses, and financial statements and that these are available for inspection by the above mentioned funders’ monitoring staff;
2) That the agency will negotiate, if deemed necessary by the aforementioned funders, the reasonable refinement of service levels, objectives, methodology, procedures, and budget;
3) That all agency decisions regarding recruitment, hiring, promotions, and other terms and conditions of employment will be made without regard to consideration of race, color, religion, gender, national origin, citizenship, age, disability, marital status, or other factors which cannot be lawfully used as the basis for an employment decision;
4)That the agency will abide by the General Conditions for all the aforementioned funders’ supported agencies;
5)That no substantive changes will be made to the approved program service methodology without the approval of the aforementioned funders;
6)That the agency board of directors has approved this proposal at a meeting held on
______.
7)That the budget that is submitted for this funding process is a reasonable estimate of the anticipated revenues and expenditures for the activities proposed; and