Stewardship Toolkit - Grant and Proposal-writing Slide Deck

Grants and Proposal WritingDoug Flanders

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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

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Our Agenda

Effective Proposal Writing Before You Begin Proposal Writing Process Tips on Writing Proposals Information Sources Conclusion

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Grants and Proposal Writing

Background Information to Seeking Grants

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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.

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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 EndeavorsProperty Renovation BursariesMission Support Youth & Young AdultsTransformational Grants Green InitiativesFrench 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/redevelopmentLocal outreach programsOther

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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 gamingTrillium 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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Grants and Proposal Writing

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

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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


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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.


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The Proposal — Key Components

Key components of a proposal

Covering letterExecutive summaryIntroduction of your organizationOutline of opportunity/needProject description — an outline of how you will meet the opportunity/needYour goals and objectives

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The Proposal — Key Components

Key components of a proposal

Anticipated outcomes of your projectYour strategies, methods, and timelinesBudget (high level)Recognition and ongoing donor stewardshipOther information as may be requested

Now, to expand on each key component . . .

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The Proposal — Covering Letter

The covering letterSimilar 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. . . .

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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”.

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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.

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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 . . .

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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 TimelinesOutline 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?

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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?

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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

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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.

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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.

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Doug FlandersDirector, Major and Planned GiftsThe United Church of Canada

[email protected](416) 231-7680, ext. 20271-800-268-3781, ext. 2027

This presentation was made possible throughgenerous gifts for Mission and Service.

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Spiritual

Stewardship Toolkit - Grant and Proposal-writing Slide Deck