Discretionary Fund Grant Guidelines
Application Deadline: February 10, 2012
Grant Notification: May 1, 2012
Grant Range: $1,000 - $5,000
The Discretionary Fund supports the work of nonprofit organizations located within Essex County that work in the broad areas of Arts and Culture, Education, Environment, Health, Social and Community Services and Youth Services. Discretionary Fund Grants are limited to projects which address organizational capacity building.
Geographic Limitations
ECCF awards Discretionary Fund grants to organizations located in and serving citizens of Essex County, Massachusetts.
Program Priorities
The Trustees will award Discretionary Fund grants to assist nonprofits with projects which strengthen the capacity of the organization to perform its work more effectively. ECCF is interested in helping organizations improve their infrastructure so that they can better serve their communities and clients. ECCF will consider projects which address capacity building such as:
- Strengthening Board leadership
- Managing organizational change and growth
- Providing for strategic organizational planning
- Supporting leadership transition
- Strengthening fiscal management
- Improving staff skills or other organizational functions which will improve the organization’s long-term capacity
Funding for equipment is limited to purchases that resolve a specific problem, are part of an overall capacity building project and will strengthen the operation of the organization. Equipment for programmatic purposes will not be granted.
In general, staff salaries will not be eligible for funding unless the salary is directly tied to developing the capacity of the organization. For example, funding for a grant writer will not be considered. However, a proposal which includes the salary of a development specialist to create a long-term fundraising strategy for the organization may be eligible.
ECCF will award one-year grants. Funding is limited and this grant program is highly competitive.
Eligibility
Massachusetts 501(c)3 agencies that serve Essex County citizens with operating budgets of less than $750,000.
ECCF is committed to non-discrimination. We support organizations that use all reasonable efforts to recruit, hire, train, promote and serve persons without regard to race, color, national origin, religion, gender, sexual orientation, marital status, age, disability, or any other characteristic protected by law, except where such status is a bona fide qualification for the service being provided and is related to the organization's mission.
Stand alone programs within umbrella organizations may be eligible for capacity building support if they meet the following criteria:
- The umbrella organization provides the 501(c)3 status but not much more
- The program has a separate budget and must raise its own funds to cover this budget (The umbrella organization may cover a small amount of the administrative costs)
- There is a letter of agreement/understanding between the program and the umbrella organization.
- The program is core to the mission of the umbrella organization and serves a substantial number of the core client population.
Discretionary Fund Grants will not be awarded:
- To individuals
- For costs related to programs/services provided to citizens outside of Essex County
- For sectarian or religious purposes
- For political purposes
- For debt or deficit reduction
- For capital campaigns for buildings, land acquisition or endowment
- To support academic research
- To address funding gaps due to mismanagement or poor planning
- To support work that has already taken place
- For purposes which are generally a public sector responsibility
- For feasibility studies
- To state and local government agencies
Selection Criteria
Projects will be judged on their ability to help the organization improve services, manage positive change, strengthen financial stability and develop potential for other funding sources. As a young community foundation with a modest Discretionary Fund, ECCF seeks grant making opportunities where the investment of up to $5,000 can make a difference. When reviewing Discretionary Fund grant proposals we will look for:
- Organizations that have a sound plan for use of the funds to strengthen their capacity as a nonprofit organization serving Essex County
- Evidence that the funding will help the organization secure future funding, affiliation, stability or other benefit
- The organization and its programs meet a documented need of Essex County residents
- Proposal completeness, clarity and conciseness
Application Deadline
Proposals must be postmarked by the U.S. Postal Service AND received electronically at grantsubmit@eccf.org no later than February 10th.
Application Procedures
Proposals must be submitted in paper AND electronic format.
- Paper format - One printed copy of the cover sheet, proposal narrative and project budget must be mailed. Please do not staple or bind these documents. Please do not send hard copies of attachments. Mail proposals to Essex County Community Foundation, 175 Andover St. Suite 101, Danvers, MA 01923.
- Electronic format - Electronic submissions should include the cover sheet submitted as a word document and the proposal narrative, project budget and any required attachments submitted as one PDF file. Important: Please include the name of your organization in the electronic file name. For example, "XYZ Agency- Cover Sheet". Email proposals to grantsubmit@eccf.org.
Proposal Format
Proposals should include four parts: the Discretionary Fund Cover Sheet, the proposal narrative, project budget and the attachments.
1. DISCRETIONARY FUND COVER SHEET (1-2 pages)
A completed ECCF Discretionary Fund Cover Sheet must be included with all proposals. Download the Cover Sheet. The cover sheet may be copied and saved as your own MS word document.
2. PROPOSAL NARRATIVE (2 pages)
The proposal narrative briefly introduces the organization and explains what the requested funds would enable it to achieve. The narrative should describe:
- The history, mission, programs and constituents of the organization.
- The problem or challenge the grant will address
- The project goals and plan for achieving these goals
- How the funding will strengthen organization’s capacity
- How this project will benefit the organization in the future
- How ECCF funds will be used. Please include information on outside consultants including resumes
- How the project will be evaluated.
3. PROJECT BUDGET
Please include an itemized budget of all project expenses and anticipated revenue including any other committed or potential funding sources. Download the Project Budget Form.
4. ATTACHMENTS
Please include the following attachments with your electronic proposal:
- Most recent year’s audited financial statements. If not available, please submit unaudited statements for the past year
- Itemized organizational expense and income budget for the current year
- List of your Board of Directors, their affiliations and email addresses.
Review Process
ECCF's Grants Management Committee assists the Board of Trustees by reviewing proposals, completing site visits and preparing recommendations. Final funding decisions are made by the Trustees.
A staff person or member of the Grants Management Committee may contact applicants for additional information about a proposal or to arrange a site visit. In completing their review, staff or committee members may also contact other funders, community leaders or local agencies to learn more about the work of the organization applying for funds and to discuss the plans outlined.
Our review process takes up to three months to complete. Proposals that do not meet our deadline or guidelines will be screened out and applicants will receive early notification of their denial. Otherwise all written responses to grant applicants are sent after the ECCF Board of Trustees vote.
Reporting Requirements
Discretionary Fund grant recipients must submit a final report by June 1st of the year following the grant award. Access the Grant Report Form.
For More Information
For more information or to discuss a program idea, please contact:
Julie Bishop
Vice President for Grants and Services
Essex County Community Foundation
175 Andover Street, Suite 101
Danvers, MA 01923
Tel: 978-777-8876 x28
Email: j.bishop@eccf.org
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