Stewardship Toolkit - Grant and Proposal-writing Slide Deck

Grants and Proposal Writing
Doug Flanders
1

Our Agenda
Background Information to Seeking Grants
 CRA Charitable Status (T3010)
 Narrative Budgeting
 United Church Grant Sources
 United Church Foundation Grant Sources
 External Grant Sources—Foundations, Government
2

Our Agenda
Effective Proposal Writing
 Before You Begin
 Proposal Writing Process
 Tips on Writing Proposals
 Information Sources
 Conclusion
3

Background Information to
Seeking Grants
4

Background Information
Before you begin the process of applying for
grants, there is information . . .
 most applications will require
 you can seek out and prepare in advance
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Sources of Grants
Sources of grants:
 Foundations
 Government
 Corporations/Businesses
 Individuals
 Organizations (e.g. unions, service clubs, employee funds)
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Charitable Status
 United Church congregations
 are registered charities with their own charitable number;
 issue charitable tax receipts; BUT
 were not incorporated as not-for-profits; AND
 were not issued letters patent—information funders
often request.
Should a funder need copies of your incorporation # or
letters patent, ask for a letter of standing from the United
Church’s national office.
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Charitable Status
 Congregations must submit annual financial
information return to Canada Revenue Agency
(CRA)—called a T3010 form.
 No return = loss of charitable status.
 All T3010 reports can be viewed on line.
 Reports from foundations provide useful
information for grant seekers—assets, prior gifts,
board members.
8

Narrative Budgeting
 Pro-rates congregation’s operating
expenses and salaries proportionately
over programs, ministries and services.
 Use narrative or ministry based budget
format beyond your congregation.
 Essential for funders who may not know or
understand your organization.
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Narrative Budgeting
 Format emphasizes impact of gifts—not admin
costs, especially for salaries.
 Can always provide detailed budget if needed.
“You do not give money to the church;
you give money through the church to
translate the church’s vision into action”
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United Church Grant Sources
 Sources of United Church related grants:
 The United Church of Canada
 General Council
 Conference
 Presbytery
 Congregation
 The United Church of Canada Foundation
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United Church Grant Sources — UCC
 The United Church of Canada — General Council
 Vision Fund
 Healing Fund
 Justice and Reconciliation Fund
 Learning Fund
 Capital Assistance Fund
 New Ministries Assistance Fund
 Oxford Fund (Music United)
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 The United Church of Canada — Conferences
 Opportunities vary by Conference.
 Check with your Conference office.
 Grants given for such work as:
Internship Placement New Endeavors
Property Renovation Bursaries
Mission Support Youth & Young Adults
Transformational Grants Green Initiatives
French Ministries
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 The United Church of Canada—Presbyteries
 Opportunities vary.
 Check with your Presbytery to explore opportunities
e.g. church extension councils.
 Grants given for such work as:
Church development/redevelopment
Local outreach programs
Other
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 The United Church of Canada — Congregations
 Opportunities vary
 Check with your Presbytery or Conference to
explore what congregations may have
endowment funds, local foundations that
issue grants
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United Church Grant Sources — UCCF
 The United Church of Canada Foundation
 Holds trusts and endowments that support various areas:
 Seeds of Hope
 Leadership, Research and Educational Funds
 Seniors
 Children/Anti-poverty
 Peace and Justice
 Camping
 www.unitedchurchfoundation.ca/grantinformation/
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External Grant Sources
 Federal Government Grants
 Human Resources Skills Development Canada
 New Horizons for Seniors Program
 Canada summer jobs
 Provincial Government Grants
 Grants Ontario
 Seniors work
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 Provincial Foundations
 Trillium Foundation (Ontario)
 Wild Rose Foundation (Alberta)
Some indirectly funded through gaming
Trillium awarded $2.5 million to Ontario United
Churches from 2008 to 2013
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 Local Community Foundations
 Toronto Community Foundation
 Vancouver Community Foundation
 Halifax Community Foundation
 Even smaller locales have established community
based foundations.
 www.cfc-fcc.ca/ Community Foundations of Canada
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 Other foundations
 Approximately 10,000 across Canada
 Congregations may be eligible to apply
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Background Information
With this background information in hand,
you are ready to begin the
grant application process.
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Effective Proposal Writing
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Proposal Writing
What’s a “Proposal”?
A proposal is a formal, written request to individuals and
agencies with money to give away.
The proposal provides background information on your
project or program and outlines reasons why granting you
money would be mutually beneficial.
Consider it your “sales” or “marketing” document.
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Proposal Writing
Granting sources will fund:
 projects, programs
 capital fundraising projects
 endowments
 church programs, but not for religious purposes
 rarely for operational expenses — why?
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Before You Begin
 Grant application process both a science and
an art —
 Systematic, analytic approach
to prepare is the “science”
 Creating proposals, building
relationships is the “art”
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Before You Begin
 Know your cause —
 Do you believe in your cause?
 Understand your project thoroughly.
 Get the details from those in the know.
 Both “Head” talk and “Heart” talk are
important.
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Before You Begin
 Always work from the funder’s point of view — be
donor-centred.
 Does your request for money align with the funder’s
objectives?
 Follow their application process to the letter.
 Use their style, language if feasible.
 Be human—people give to people.
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Before You Begin
 Funders have different needs and so may require different
approaches; BUT
 All proposals have elements in common;
 Information for one proposal may be used for others—
prepare a template and “cherry pick” the content;
 Investment of time upfront = long term benefits
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The Proposal Writing Process
Three overall steps
1. Background Research on Prospective Donors
2. Establishing Contact
3. Writing the Proposal
Key— Know your audience
— Tailor each proposal to the funder
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Background Research
 Do your homework to determine best donor
prospects.
 Free sources of information on granting agencies:
 Canada Revenue Agency (CRA) T3010 reports
 Congregations with projects similar to yours
 Local community foundations
 Social service agency websites
 Members of your congregation (see who knows whom)
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Background Research
 Fee based sources of information on granting
agencies:
 Imagine Canada – Grant Connect
 BIG Online
 Sources accessed through:
 Public library
 Other not-for -profit organizations who might share
 Your own networks
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Background Research
 Match your criteria with those of the granting
agency. What are their:
 Philanthropic interests
 Geographic limitations
 Size of gifts granted
 Timing for granting gifts
 Timing of application process
 Any other restrictions
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Background Research
“The primary question is not the value of what the
organization is proposing (we assume all requests are
worthwhile) but the congruence with our objectives.
“Therefore, you should demonstrate first and foremost
how you share our objectives and how your project will
further these objectives.”
from Ingrid Van Rotterdam
33

Establishing Contact
Ways of establishing contact depends on donor:
 For Individuals:
 Letter or email seeking information or a meeting
 For Institutions or Businesses:
 Letter, email, phone call seeking information or a meeting
 Prepare one-page concept paper or letter of intent
outlining your project
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Letter of Intent
 Sometimes called letter of inquiry or query letter.
 Similar to a covering letter.
 Agency uses letter to screen applications.
 Granting agency will review letter and determine whether
or not to invite an application or full proposal.
 Can save both applicant and grantor time and effort.
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Letter of Intent
 On letterhead, signed by the most appropriate person
 1 to 2 pages, maximum—brief
 Letter:
 introduces your organization
 summarizes project and expected results
 outlines project costs
 states amount requested
36

Letter of Intent
 Begin with statement like:
 “We write to state our intent to apply for a grant of
$XXX from XXX Foundation to support XXX.”
 Conclude with:
 “We welcome your invitation to submit a full
proposal.”
Always respect the potential funder’s wishes and stated needs
regarding contact.
37

The Proposal — Key Components
Key components of a proposal
Covering letter
Executive summary
Introduction of your organization
Outline of opportunity/need
Project description — an outline of how you will meet the
opportunity/need
Your goals and objectives
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The Proposal — Key Components
Key components of a proposal
Anticipated outcomes of your project
Your strategies, methods, and timelines
Budget (high level)
Recognition and ongoing donor stewardship
Other information as may be requested
Now, to expand on each key component . . .
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The Proposal — Covering Letter
The covering letter
Similar content to your letter of inquiry
1 to 2 pages, max — concise
Signed by “best” person— chair of your governing body,
minister, someone who knows the contact
Brief outline of how your project relates to funder’s interests
Impact/outcomes — who benefits?
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The Proposal — Covering Letter
Consider this covering letter format—two columns clearly
matching funder’s criteria with your project’s opportunities.
Funder’s Criteria Our Opportunities
Western Canada focus Project in Saskatoon
Children under 18 For preschoolers
Educational programs Breakfast and learning program
Etc. . . . Etc. . . .
Etc. . . . Etc. . . .
41

The Proposal — Executive Summary
Executive Summary
 Write it last and devote time to it.
 1 to 2 page stand alone overview.
 Summary of issues, approach and impact.
 Stress your credibility, qualifications.
 Show the vision, but base it in reality.
 Include your “ask”.
42

The Proposal — Introducing You
Introduction of your organization
 Who are you?
 What do you do?
 Whom do you serve?
 What have been your successes?
Never assume funder knowledge. They may know
of you but not really know you or understand what you do.
43

The Proposal — Outline of Opportunity
Outline of Opportunity or Need
 How was your need identified?
 Research undertaken to support conclusion?
 Is the issue is solvable?
 Implications if issue not resolved?
 If you have clients, people who use your
services, give them a voice here.
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The Proposal — Project Description
Project Description
 Goals and objectives
 Outcomes
 Human resources required—staff, volunteer
 Strategies, methods and timelines
 How the project will be evaluated
Now for the project description’s components . . .
45

Project Description — Goals and Objectives
 Goals — your vision statements
Broad ideas beginning with phrases like:
 To enhance . . .
 To provide . . .
 To improve . . .
 To advance . . .
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Project Description — Goals and Objectives
 Objectives—how you will accomplish your goals
 Measureable
 Qualitative vs. quantitative
 Clear, distinct beginning with phrases like:
 To increase/decrease . . .
 To reduce/eliminate . . .
 To recruit/update
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Project Description — Outcomes
 The results of an activity
 The impact of a service
 Measurable—How will you know you’ve achieved your goal?
 “Hard” and “soft” benefits
 What’s the return on the funder’s investment —the ROI?
They will want to know.
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Project Description — Human Resources
 Who will be leading the project?
 Why are they uniquely qualified?
 Outline experience, special skills.
 Who will be doing what specifically—staff? volunteers?
 Key contact person
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Project Description—Strategies, Methods and Timelines
Outline your methodology
 How will the project be carried out?
 Any innovative approaches?
Ensure your project’s goals, objectives and strategies/methods
relate to each other.
When will things get done?
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Project Description — Evaluation
 Who will be doing it?
 When?
 What data will be collected and how?
 How will success be measured?
51

The Proposal — Budget
Budget
 Keep it easy to read, clear.
 Align budget breakdown with your project’s outline.
 Include total costs, a contingency amount and your ask.
 Will more financial support be needed? From whom?
 Is the project sustainable financially and otherwise?
52

The Proposal — Budget
Budget
“We want to know the total financial picture of the initiative,
the total anticipated revenues and expenses, including other
funders on board and the plan for achieving funding
goal/needs.”
from Ingrid Van Rotterdam
Funders look for diversity in project funding. Why?
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The Proposal — Recognition
Recognition and Ongoing Donor Stewardship
 How will you recognize your funder?
 What does the funder expect/want?
 How will you keep funder informed of results?
Remember, recognition needs of secular funders may differ
greatly from church custom.
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The Proposal — Other Information
Other information as may be required
 Financial statements
 Names of members of your governing body
 Your charitable registration # from CRA
 Names of staff persons
 Names of others partnering with you
 Quotes, testimonials, letters of support, references
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The Proposal — Content Checklist
A check off list of contents may be helpful.
 Signed and completed application form
 Most recent financial statements
 Minutes of most recent annual meeting
 Names of governing body executive, including positions held and contact information
 Confirmation of charitable registration
 A profile and history of the congregation and its accomplishments
 Mission, vision and values of your congregation
 Fast Facts about your congregation
 Picture of proposed item
 Cover Letter
 Executive summary
56

The Proposal — Tips
 Who should/could write your proposal?
Someone who:
 knows your project well
 is passionate about the project
 has excellent writing skills
 has time to focus
You may hire an outside writer who specializes in writing
proposals. She/he can be informed by those
knowledgeable and passionate about your project.
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 Believe that someone wants to give you money.
 Keep things simple—the content of your proposal far
outweighs the packaging.
 Keep it professional—the proposal represents you.
 Customize your proposal to your donor—the shotgun
application approach will not work.
 Frame your request in positive terms and how your work
will make the difference.
58

 Avoid in-house jargon, colloquialisms. Define all acronyms.
 Try to direct your proposal to a person and not use “To
Whom it May Concern”.
 Enhance with pictures, diagrams, charts to bring project
alive; remember to credit your sources.
 Use the active voice.
 Use spell check plus grammar and style check functions on
your computer—then proof read again.
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 Be concise but not at the expense of essential content.
 Number all pages.
 Place your name and date in the footer.
 Begin early—give yourself lots of time to prepare, to review,
to consult and to redraft.
 Get your proposal in on time.
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 Check the detail carefully.
 Do figures tally?
 Are names spelled correctly?
 Get a second opinion “from away”.
 Can they understand it? (write at the grade 6-7 reading level)
 Is it logical, coherent, easy to read?
 Does it interest them?
 Does it move them?
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 In summary, after reading your proposal can the
funder answer the 5 W’s?
 WHO is the project helping?
 WHAT will the project do to provide this help?
 WHEN will the help be provided?
 WHERE is the project taking place?
 WHY is the project needed and WHY should your
donor be interested?
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The Proposal — Information Sources
 www.charityvillage.com
 www.library.imaginecanada.ca
 www.pfc.ca
 www.foundationcenter.org
 www.trilliumfoundation.org
 www.bigdatabase.ca
 www.iwave.com
 www.cra-arc.gc.ca/ebci/haip/srch/advancedsearch-eng.action
 www.hrsdc.gc.ca/eng/disability_issues/eaf/cfp/index.shtml (Enabling Accessibility Fund)
 www.servicecanada.gc.ca/eng/epb/sid/cia/grants/jcp/desc_jcp.shtml (Job Creation
Partnership)
 www.hrsdc.gc.ca/eng/funding_programs/index.shtml (Summer Jobs Program)
 www.feddevontario.gc.ca/eic/site/723.nsf/eng/h_00826.html (Program to Improve
Facilities and Infrastructure)
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The Proposal — Conclusion
 Savor your successes — they will come!
 If at first you don’t succeed, remember “no” can often
mean “not now”.
 Learn from your experience then try again!
“You miss 100% of
the shots you never take.”
Wayne Gretzky
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With thanks to:
 Ingrid Van Rotterdam
 Rob Lavery
 Lisa Di Veto
Their research and work contributed to the
development of this presentation.
65

Doug Flanders
Director, Major and Planned Gifts
The United Church of Canada
dflander@united-church.ca
(416) 231-7680, ext. 2027
1-800-268-3781, ext. 2027
This presentation was made possible through
generous gifts for Mission and Service.
66

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