CRANBROOK AND DISTRICT COMMUNITY FOUNDATION

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CRANBROOK AND DISTRICT COMMUNITY FOUNDATION
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WHAT IS A COMMUNITY FOUNDATION?

• A Community Foundation is
• a collection of separate funds
• established by local citizens
• held, in perpetuity,
• to enhance the quality of life in the community.

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• a public charity,
• registered with Revenue Canada
• allows individuals, families, businesses, private
  foundations, and non profit organizations,
  through gifts and bequests, to establish
  permanent endowments under the umbrella of one
  large foundation.

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• The income from these funds can help the
  community respond to
• contemporary issues and concerns
• the emerging needs and opportunities of the
  future.

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OUR VISION

• A safe, healthy, sustainable, and vibrant
  community

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OUR GOALS

• Enhance the social welfare, health and education
  of residents
• Preserve and protect our environment
• Advance the arts, culture and recreation in our
  community

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FOUNDATION HISTORY

• In the fall of 2000, a Kimberley resident
  bequeathed more than 190,000 to the Cranbrook
  United Way on the condition that the funding
  worked in perpetuity to aid social causes within
  the Cranbrook Region.

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• an opportunity was identified to raise funds
  locally and to receive matching grants form both
  the Vancouver Foundation and the Columbia Basin
  Trust
• Began a two-year local fund raising drive

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• Development of interest and raise community
  awareness.
• Initial board members came forward.
• On March 1st, 2003, approximately 75 citizens met
  in Cranbrook to discuss the formation of a
  foundation.

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• Incorporation and registration as a charity
• A member of the Community Foundations of Canada,
  having adopted their code of ethics, to ensure
  open, transparent governance and the professional
  management of funds.

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• September 25, 2004 The first Grants Gala and
  Community Kick Off .
• 5,000 in LEAD funding from the Vancouver
  Foundation
• A "Teen Space" for the public library
• Aid to the community kitchen managed by the
  Cranbrook Women's Resource Society
• The Children's Festival
• New sound and lighting equipment for the
  Cranbrook Community Theatre

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BOARD OF DIRECTORS

• a 15 member Board of Directors from Cranbrook and
  the surrounding communities
• representing various fields of expertise

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FUNDING ELEGIBILITY

• Subject areas
• Arts and Culture
• Education
• Health and Physical Activity
• Social services
• Environment

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To be eligible for funding you must

• provide services which directly benefit the
  citizens of Cranbrook and District
• be a registered charity, or partner with a
  registered charity
• make services available without discrimination
• provide all information requested
• demonstrate fiscal and management responsibility

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What the Foundation will fund

• In general, projects that address
• the relief of poverty
• educational needs
• social welfare and health issues

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• programs for the aged and disabled
• preservation protection of the environment
• enhancement of the arts, culture, heritage
• programs for children and youth

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What the Foundation will not fund

• publication of studies, educational material
• seminars, conferences or workshops
• tours or travels outside the community
• scholarships or fellowships
• activities of religious organizations that serve
  primarily their membership and/or their direct
  religious purposes

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• research
• political organizations
• advertising, marketing, videos
• general endowment or sustaining funds
• core operating costs
• operating or capital deficits
• fund-raising campaigns

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Before BeginningConsiderations and Helpful Hints
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SELL YOUR ORGANIZATION

• What makes you unique?
• How did your board and organization come
  together?
• What are your strengths?
• How did you identify the problem you wish to
  address?

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• Credibility what is your professional standing
  in the community?
• Is the management efficient and well-organized?
• Does the board composition reflect a diversity of
  skills and background?

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• Have enthusiasm, strong belief in your project!
• What is your capability, competence and skill
  level to make your project viable?
• How did you determine community need for the
  proposed project?
• Is there demonstrated support from other
  community organizations?

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• Does your agency meet day-to-day operations?
• Is there a broad base of financial support?
• How effective has your organization been in
  offering programs for the community What is your
  success track record?
• Do your research! Know your project!

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10 TIPS FOR QUALITY FORM PRESENTATION

• Reach both the heart and the head. Be passionate
  to draw in and capture attention but be clear,
  analylitical and functional
• Understand your project! Be bold and clear, never
  tenuous. State what you want and be clear with
  your intent and outcome

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• Use language to invoke feelings paint a picture
  that captures your funders
• Frame for the funders what is most important to
  convey the benefits your project will have for
  the community
• Follow instructions. Complete each section in
  full.

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• Be responsive and proactive. Careful of sounding
  demanding and aggressive. Again, use passionate
  feeling language to make the argument
• Involve the right people and organizations to
  support your project proposal

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• Include the right attachments. Ensure all
  documents requested are included and legible
• Proof read several times! Watch for spelling
  and grammatical errors.
• Have outsiders review the completed application
  form for content and clarity

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COMMON MISTAKES AND PROBLEMS

• incomplete and insufficient information
• lack of clarity, too vague
• unjustified budget expenditures
• lack of passion and/or vision
• unsubstantiated need
• asking for the wrong amount
• duplication of existing project

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• key people not consulted
• lack of long term capacity to sustain
• no connection to target group
• poor track record
• accountability and credibility issues
• wrong strategy to address issue
• questionable impact
• poor timing

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NOW WE ARE READY TO DIVE IN
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APPLICATION PROCESS

• Stage 1 Letter of Intent
• Stage 2 Proposal
• Stage 3 Evaluation

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Stage 1 LETTER OF INTENT

• Maximum of two concise pages, one sided, double
  spaced and should include

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• organizations legal name, address, telephone
  number, fax number and e-mail address
• brief introduction to the organization and its
  general background
• brief description of the project goals,
  objectives, strategies

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• project budget summary
• specific amount requested from Cranbrook and
  District Community Foundation
• name of organization contact person
• project dates
• evaluation and follow-up plans

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Stage 2 Proposal PREPARING FOR THE APPLICATION

• GET FAMILIAR WITH THE FORM
• look it over
• break it down into its specific parts
• get a general understanding of what information
  is required
• get consultation from your colleagues

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Grant Application Form

• Organization Information
• Organization Legal name
• Organization Operating Name (if different)
• Address, phone/fax number, email address
• Contact person and phone number
• Registered charity number/business number
• BC Society number

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• State Project
• state your project idea and why
• is this a new activity or approach
• what has been learned from research and similar
  projects about the problem you wish to address
• prepare a concise, catchy project title to
  reflect idea

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• Project Description
• summarize your project idea
• prepare a well written problem/needs statement
• be brief and concise detailing what your project
  intends
  
  to address and achieve
• introduce data or stats to support your
  intentions

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• Plan of Action
• how is the identified problem or need to be
  addressed?
• methods, strategies and work plans you will use
• how will other community organizations be
  involved?
• who will be doing what?
• what are the project timeframes are they
  realistic?
• what documentation style will you use?

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• Amount Requested
• exact amount you are asking for
• does the amount make sense? Is it inflated or
  inadequate?

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• Attachments Needed for this section
• Total Project Budget
• Financial Statement for Last Year
• Operating Budget for Current Year

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• Mandate and Activities of Applicant Organization
• mission statement
• how is leadership and vision developed?
• what is the organizations professional standing?
• what services are offered?
• who is served?
• current and past projects?
• what will be the project impact?

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• Goals and Objectives of Project
• what will be accomplished with the proposed
  funding?
• be specific about what you want to achieve
• make your goal statement clear and concise
• your objectives should demonstrate how you will
  achieve your goal

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• objectives must be realistic, achievable and
  measurable
• ensure goals objectives relate to the stated
  problem or need
• are staff skilled and capable of reaching
  objectives?

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• Description of Community Involvement and
  Collaboration with other Agencies
• what is your presence and status in the
  community?
• are you seen as providing viable and valuable
  services?
• current and past partnerships?

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• what organizations refer to your services and
  resources?
• what networking systems does your organization
  have?
• do you now, or have you, supported other agencys
  projects?

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• Evaluative Questions if Grant is Approved
• What strengths and abilities are required from
  other organizations?
• What kind of new skill development will be
  needed?
• What kind of supports will you need from the
  community?

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• How will success be measured?
• Is there a procedure designed to measure
  accomplishment of your objectives?
• How will data be collected and measured to show
  success?
• What is your follow-up plan for the future ?

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• Attachments
• Board of Directors
• Chairperson/President, phone and fax numbers
• Staff, title, phone and fax numbers
• Authorized Signature, Title and Date

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BUDGET NO NUMBERS WITHOUT STORIES NO STORIES
WITHOUT NUMBERS

• Revenues
• be detailed and concise
• list all revenue supports including in-kind
• list all funding sources
• what is confirmed and from where

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• Expenditures
• what you know, what is confirmed
• what you anticipate
• where and to whom and for what
• be detailed and concise

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• Current operating budget
• be accurate, do not inflate
• use the framework to break it down
• again, be detailed and concise

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• Other sources of revenue
• including in-kind, donations, memberships

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• Funds requested from Foundation
• appropriate categories and explanations
• be detailed and concise
• make sure numbers add and match up
• if program is to be continued past the grant
  period, is there a verifiable plan presented for
  future financial support?

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Stage 3 Evaluation

• upon completion, evaluate the project using your
  evaluation plan
• demonstrate the outcomes
• prepare a written evaluation report for the
  Foundation
• failure to complete the evaluation would exclude
  the applicant from receiving future funds

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RESPONSIBILITIES OF APPLICANTS

• Interim reports
• be clear and concise, factual and illuminating
• use examples, stories stats, data for
  illustration of progress and effectiveness
• offer an opportunity for a site visit if
  appropriate

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• Report any changes from initial proposal
• be clear and exact as to what the changes are
• are the changes minimal or significant?
• do the changes impact the goals and objectives of
  the project?
• do the changes still fit with the Foundations
  funding mandate?
• will the changes affect the project outcome? in
  what way?

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• Accountability
• administrate project funding as per agreement
• keep communication flowing
• be factual and honest
• complete all paperwork requirements in a timely
  fashion

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ROUND TABLE DISCUSSIONHANDOUTS Q AND A SESSION