Discretionary Fund Grant Guidelines

Application Deadline: Postmarked by January 15
Grant Notification:  April 15
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 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 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, is part of an overall capacity building project and will strengthen the operation of the organization.  Equipment for programmatic purposes will not be granted.  

Staff salaries in general will not be eligible for funding unless the salary is directly tied to developing the capacity of the organization.  For example, funding for a development staff person to write new grants would 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 $500,000.

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. Usually, the fundraising for the umbrella organization and the stand alone program are separate.(The umbrella organization may cover a small amount of some 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 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.
The following purposes are not a priority for support and thus generally discretionary grants are not awarded:

•  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
•  For travel out of the region
•  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 citizens.
  • Proposal completeness, clarity and conciseness.

Application Deadline

Proposals must be postmarked by the U.S. Postal Service no later than January 15th.

Application Procedure

ECCF reviews Discretionary Fund grant proposals annually.  Proposals must be submitted in paper and electronic format.
  • Paper format - One printed copy of proposals should include all required attachments.  Please do not staple or bind proposals.  Mail proposals to Essex County Community Foundation, 15 Cherry St., Danvers, MA 01923.
  • Electronic format - Electronic submissions should include the Discretionary Fund Cover Sheet, proposal  narrative, and project budget.  Important:  Please include in the names of electronic files the name of your organization.  For example, the XYZ Agency Cover Sheet.  Email proposals to j.bishop@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. For a copy of the cover sheet form, click here.  The cover sheet may be copied into your own word document.  (Please include the numbers and headings from the ECCF cover form on your cover form.)  Click here to download cover sheet.

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 indicate any other committed or potential funding sources.

4. ATTACHMENTS

Please include the following attachments with your paper proposal:
  •     Copy of your IRS determination letter confirming 501(c)(3) status.
  •     Most recent year’s audited financial statements.   If not available, please submit  unaudited statements for the past two years.
  •     Provide an itemized organizational expense and income budget for the current year.
  •     List of your Board of Directors and their affiliations.

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 organizations applying for funds and to discuss the plans outlined. Copies of proposals submitted to the ECCF may be shared with others during and subsequent to the review process.

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.

ECCF receives more proposals than can be supported and must award grants to a limited number of organizations from among many worthwhile and well-presented requests. The ECCF Grants Manager is willing to speak with applicants who are not funded and may be able to comment on the response to a proposal, recommend ways to improve future submissions or suggest other funding sources.

Reporting Requirements

Discretionary Fund grant recipients must submit a final report by May 31st of the year following the grant award., whichever comes earlier. Click here to download the Grant Report Form.

For More Information

For more information or to discuss a program idea, please contact:
Julie Bishop
Grants and Nonprofit Services Manager
Essex County Community Foundation
15 Cherry Street
Danvers, MA 01923
Tel: 978-777-8876 x28
Email: j.bishop@eccf.org
Website:  www.eccf.org
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