Welcome to The Community Fund Grants Application Process

       The Community Fund of Bronxville, Eastchester, Tuckahoe welcomes all inquiries about our grants process. We begin reviewing applications in late winter and make our final allocations in May of each year. Any social service agency or group which provides social service support to residents of the Villages of  Bronxville and Tuckahoe, New York, the Town of Eastchester, New York, and areas located in the 10708 zip code ("the Target Area") may apply for funds.

        Funding is determined by an Evaluation Committee and our Board after review of a number of factors including  community needs, appropriateness of the service for Community Fund funding, the distribution of existing services, standards of performance of the agency, and financial need.

Agency Application Form, (Here).

Please note one-time Discretionary Grant applications are accepted throughout the year. Please review the Guidelines which follow

The Timetable for 2009 Applications is as follows:

 Friday, January 16 (8:30 AM): Annual Agency & Applicant Kick-off Meeting and Coffee, Bronxville Public Library

 Friday, February 4: Grant Applications must be submitted to office by Friday, February 4^th. Please send only one (1) application to The Community Fund office, 15 Park Place, Bronxville, NY 10708 by February 1^st.  Additionally, a copy should be sent to trutherfurd@thecommunityfund.org as an attached document (MS Word or PDF).  This year we will be sending copies to the Evaluation Committee via email.

 February/early March: Applicants meet with Community Fund Evaluation Committee to review process, agency, and proposed application/project.

 Wednesday, April 15, 6:30 PM: Agency Presentation Evening- Agency Applicants make twenty minute presentation to the Evaluation Committee.

 Thursday, May 28: Community Fund Annual Meeting at which time Board votes allocations which commence July 1, through June 30, of the following year.

Inquiries should be addressed to: The Community Fund Office, 15 Park Place, Bronxville, New York 10708; via e-mail: trutherfurd@thecommunityfund.org ; or by phone 337-8808.

APPLICATION POLICIES AND PROCEDURES

THE COMMUNITY FUND OF BRONXVILLE EASTCHESTER TUCKAHOE, INC.

 A. GRANT POLICIES

 The Community Fund of Bronxville Eastchester Tuckahoe, Inc.’s (“The Fund”) mission is to provide funding and support for local agencies and non-profit groups serving the health, education and welfare needs of residents in the Villages of Bronxville and Tuckahoe, New York, the Town of Eastchester, New York, and areas located in the 10708 zip code (“the Target Area”.) Funding is determined based on a number of factors including community needs, distribution of existing services, impact on the community, population served, quality of administration/service, collaboration, and financial condition.

 Also, The Community Fund may take the initiative in seeking out and encouraging an agency or project to apply for funding to meet a community priority.

 There are four categories of grants:

l. Member Agency Grants: Agencies which receive funding for their operating and administrative budget as well as for program support are considered “Community Fund Member Agencies”.  The Member Agencies must meet the criteria for membership defined under “Criteria for Community Fund Agency Membership” and agree to abide by all the regulations of The Fund.  In addition to their regular allocations, Member Agencies may also receive Discretionary Grant funding.  The Fund reserves the right to review this membership annually.

 2. Conditional Member Agency Grants: An organization not currently a Member Agency may apply for Conditional Agency Membership, which request will be reviewed by the Evaluation Committee and ultimately must be approved by the Board.  If approved by the Board, funding may be provided for a minimum of one year and maximum of three years, pending full evaluation of administrative and program effectiveness.  The organization must meet the criteria for membership defined under “Criteria for Community Fund Agency Membership” and agree to abide by all the regulations of The Community Fund.

 3. Discretionary Grants: Discretionary Grants are meant to fund either a specific time-limited project/program or provide seed money for a new initiative, see “Criteria for Discretionary Grant Applications.”  Programs in this category shall generally be funded for one year and a maximum of $10,000. The applicant organization must meet the basic criteria for membership and the following requirements:

1. The target area derives direct identifiable benefits from the organization’s services.
2. The organization’s program is considered to meet a critical local need.
3. The Program has clearly stated goals/objectives achievable within the grant period.

 4. Community Project Grants: Certain Discretionary Grants may qualify to become a Community Project Grant after the first year of funding if determined by The Fund that it (1) meets a broad, on-going local need, and (2) the sponsoring group is not eligible to become a Member Agency.

B. CRITERIA FOR COMMUNITY FUND AGENCY MEMBERSHIP

All Community Fund Member Agencies shall meet the following basic criteria:

1.  Objectives and Program - Services rendered by Member Agencies shall meet critical local needs and shall not duplicate services already being provided by an existing Community Fund Member Agency to the same population. The Member Agency shall give satisfactory evidence of its willingness to cooperate fully with other Agencies performing similar or related functions in The Fund’s Target Area and with other organizations in its specific field. The Member Agency shall have demonstrated by the quality of its program and services that it contributes to the well being of The Fund’s Target Area and warrants support through The Fund.

2.  Incorporation and Tax Exemption - The Member Agency shall be an incorporated, not-for-profit, 501(c)(3) organization exempt from Federal and State income tax and registered as a charitable organization with the New York State Department of State (unless exempted by the Board of The Fund.) The Member Agency shall have a written constitution and/or by-laws that clearly define its mission, its organizational structure and the duties, authority and responsibilities of its governing body.

3.  Administration - The Member Agency shall have a responsible and active governing body soundly constituted of reasonable size and rotation procedures.  This governing body shall hold regular meetings on at least a quarterly basis and shall approve all policy decisions.  The Member Agency shall have demonstrable community support as evidenced by volunteer participation and inter-agency relationships.  The Member Agency shall have qualified professional staff.  Under special circumstances some totally volunteer organizations may be funded.  The Member Agency shall have an effective program for the use of volunteers, and shall maintain complete and accurate administrative and services records and reports.  The Member Agency’s physical plant shall be adequate for the purpose for which the Agency is maintained.  The office hours or hours of service shall be such as to meet the needs of those served by the Member Agency.  The Member Agency shall keep accurate records of all receipts and expenditures.  The Fund may require an annual audited statement, by an independent certified public accountant or other licensed public accountant, with such a record filed with The Fund.

Agencies which are organized primarily for religious or political purposes shall not be eligible for participation. An agency operating under religious auspices must clearly distinguish both in its budget and program between those services of a health and welfare nature and those of a religious character.

4.  Non-Discrimination - The Member Agency shall have a non-discrimination policy consistent with federal and state government relations.  The Member Agency should function without regard to race, color, creed, sex or national origin, and should deliver services on the basis of need.  The Member Agency shall have an Affirmative Action Plan for employment of staff, to the extent required by law.

5.  Financial Condition - An Member Agency shall be in sound financial condition, and any indebtedness shall not be excessive. Fee policies shall be related to the cost of providing agency services as well as to the client’s ability to pay for the services.  Full data on the Agency’s methods of self-support must be supplied by all funded Member Agencies.

 C. CRITERIA FOR DISCRETIONARY GRANT APPLICATIONS

In keeping with its mission to provide funding and support for local agencies and non-profit groups serving the health, education and welfare needs of the Target Area, The Fund will consider specific time-limited projects/programs or new initiatives when funding is available.  The amount of such available funds may change from year to year and will be determined after funding is allocated to Fund Member Agencies and continuing Community Projects. Priority will be given to projects that are deemed to meet critical community needs and for which there is no other source of funding available.  Emphasis will be placed on projects which encourage collaboration across the community.

Discretionary Grant Applications must include:

(1) The New York Area Common Application Form Cover Sheet,

(2) A 1-2 page narrative with financials as appropriate,

(3) Plan/commitment to broadly publicize The Community Fund’s support, &

(4) Agreement to Section V, “Community Fund Agreement” where appropriate.

There are certain guiding principles used to review such applications:

Requests from Government/ Taxing Authorities and Schools

As a rule, The Fund does not fund services that are obligations of the local governments or school systems.  These separately-incorporated taxing authorities have the power to levy taxes on residents to pay for mandated services.  Where a service is not mandated to be provided by a local or other government/taxing authority and where that service is deemed to meet a specific community need that would not be met otherwise, The Fund can consider assistance.  Likewise, where a school functions as a “community center” and provides social services or broad community education, The Fund can consider assistance.

Requests for Religious and/or Political Purposes

The Fund does not provide funds to groups which are organized primarily for religious or political purposes.  An organization operating under religious auspices must clearly distinguish both in its budget and program between those services of a health and welfare nature and those of a religious character.

Requests for Recreational and Cultural Programs

Recreational sports leagues and cultural programs which generate revenue through participation fees charged are considered by The Fund to be self-financing.  To the extent that there are broad community safety concerns related to these activities, The Fund may consider applications for funding to support safety needs, needs such as safety kits, defibrillators, etc.  Specific programs which target a specific social need and “at risk” social group and provide a service unavailable elsewhere in the community may be considered for funding.

Requests for Capital Projects

In general, The Fund does not provide funds for capital projects.  

D. COMMUNITY FUND GRANT APPLICATION PROCESS

Grant Applications must be submitted to office by Friday, February 1^st.  New this year: please send only one (1) application to The Community Fund office, 15 Park Place, Bronxville, NY 10708 by February 1^st.  Additionally, a copy should be sent to trutherfurd@thecommunityfund.org as an attached document (MS Word or PDF).  This year we will be sending copies to the Evaluation Committee via email.

 The office will advise applicants of the need for any further information and if a personal interview is necessary. Applicants will be advised of any funding allocations by letter after the Annual Meeting in May. We require that all groups awarded grants specifically recognize The Fund’s support in all its publicity, printed material, letters and articles/photos in the newspapers, website, etc.

 E. POLICY FOR REVIEWING FINANCIAL POLICIES FOR APPLICANT AGENCIES

 The Community Fund encourages Member Agencies and organizations applying for funding to maintain conservative financial policies. Specifically, as part of our review, we analyze financials for adherence to best practices including the following: 

1. Adequate reserves, i.e. funding sufficient to cover one year’s operating reserves, is considered fiscally responsible.  Best practices encourage using a percentage of excess fund balances (over a one year’s operating costs reserve) to help defray current operating expenses.

2. Balanced budgets, i.e; Does the organization run a surplus or deficit?  Are deficits a recurring problem?  What are ways that deficits have been covered in the past?  What assurance is there that deficits will not recur?  How will they be covered in the future if they recur?

3. Endowment. The policy of The Fund is to provide support to agencies either to enable them to cover their annual operating expenses or the annual costs for a specific program/project.  To the extent that an organization is raising substantial funds beyond a one-year financial reserve, The Fund will critically examine the need for support.

4. Sound administrative and financial procedures, This would include an active Board of Directors, Board Finance Committee, checks and balances on financial staff, at minimum.

5. Evidence of financial and strategic planning. Is the Board reviewing the financials on a regular basis (at minimum yearly)?  What steps have been taken or are being taken to plan for future needs.

6. Strategic collaboration/ mergers with another agency, foundation or other group are encouraged where services can be maintained or increased as a result of the merger and the financial and administrative position can be bolstered.

F. POLICY ON FUND-RAISING “BLACK-OUT PERIOD” FOR MEMBER AGENCIES

To accomplish its mission “to provide funding and support for local agencies serving the health, education and welfare needs of local residents,” The Community Fund requires that its Member Agencies receiving funding during a fiscal year agree not to solicit funds during a closed period in the fall, the “Blackout Period”, except as approved by the Board of Directors.

This requirement enables The Community Fund to raise the maximum amount of funds during that period to provide grants to meet local community needs. This also provides a service to residents in the community, minimizing the number of solicitations they receive during this period and allowing them to make one contribution to impact many needs throughout the community.

In June, each Member Agency receiving a grant allocation is required to sign the following statement for the subsequent fiscal year:

“The Agency agrees not to conduct fund-raising activities during the Fund's closed period (October 1 through December 31 for solicitations; and October 16 through December 31 for events) within the Fund Target Area (i.e. Villages of Bronxville and Tuckahoe, New York, the Town of Eastchester, New York, and areas located in the 10708 zip code), either directly or indirectly, or any solicitation of funds whatsoever without the prior written consent of the Fund's Board of Directors.” 

Prohibited fund-raising activities are any activity that would impinge on The Community Fund’s ability to raise money from residents in the Fund Target Area during the Annual Fall Campaign period. These include: (1) letter solicitations to residents in the Fund Target Area, (2) fund-raising events run by the organization which target residents in the Fund Target Area, and (3) fund-raising events run by third parties that benefit the organization and which target residents in the Fund Target Area.

 Retail store promotions which benefit a Member Agency would be exempt as long as the contribution to the agency is in the form of a percentage (%) of sales or profits from the retailer, not a direct contribution from the purchaser.  Notification of the promotion by the Member Agency to its donor list must be reviewed and approved by the Executive Director of the Community Fund prior to distribution.

Simple informational announcements (i.e. “Save the Date”) which provide notice of events occurring in January or February are generally allowed, but must be reviewed and approved by the Executive Director of The Community Fund prior to distribution.

Where a situation arises which is not covered by the above policy, the Member Agency must contact the Executive Director of The Community Fund.  The Executive Director will review the matter with the appropriate Community Fund Board Members and then notify the agency of the decision in a timely manner.

NEW YORK AREA COMMON APPLICATION FORM- COVER SHEET 

 (Please feel free to make copies of this form or generate this one-page cover sheet on your computer.)

 Date of Application:

 Organization Name (Exact Legal Name):

 Purpose of Funding (one Sentence): 

 Address of Organization:

 Telephone Number:                                                                        Fax:

 E-mail:

 Executive Director:

Contact Person and title (if not Executive Director):

Is Your Organization an IRS501(c)(3):

If no, please explain:

Date of By-laws (Date of Last Amendment):

Grant Request:  $

Check one:     _____ (1) Member Agency Grant

                        _____ (2) Conditional Member Agency Grant (contact office to discuss)

                        _____ (3) Discretionary Grant

                        _____ (4) Community Project Grant (contact office to discuss)

(See “Application Policies and Procedures (A.) Grant Policies” or call the office 337-8808)

Total Organizational Budget (for current year): $                Dates Covered by Budget:

Project Name (if applicable):

Total Project Budget: $                                                          Dates Covered by Budget:

NEW YORK AREA COMMON APPLICATION FORM PROPOSAL FORMAT 

I. PROPOSAL SUMMARY----(one half page maximum)Please summarize in a short paragraph the purpose of your agency.   Briefly explain why your agency is requesting this grant, what outcomes you hope to achieve and how you will spend the funds if a grant in made.

II. NARRATIVE – (Five pages maximum)

A.  Background - Describe the work of your agency, addressing each of the following:

1.      A brief description of its history and mission.

2.      The need or problem that your organization works to address, including the population that your agency serves..

3.      Current programs and accomplishments. Please emphasize the achievements of the recent past

4.      Number of paid full-time staff; number of paid part-time staff; number of volunteers

5.      Population served.

Provide details of people your agency served last year compared to the previous years as follows (year-end is defined according to the year-end in the financial statements):

B.  Funding Request - Please describe the programs for which you seek funding.  Include the

·         A statement of its primary purpose and the need or problem that you are seeking to address.

·         The population that you plan to serve and how this population will benefit from the programs.

·         Strategies that you will employ to implement your programs.

·         Staffing for the project including the names and qualifications of the individuals who will direct the project.

·         Anticipated length of the programs.

·         How the project contributes to your organization’s overall mission

 C.  Revenue Plans

What specific fund-raising activities are planned for your agency for the coming year?

Please describe your fund-raising efforts, targeted groups of givers and relative success:

Type of  Fund-Raising                                    Target Group                          Dollars Raised

 D.  Evaluation - Please explain how you will measure the effectiveness of your activities.  Describe your criteria for a successful program and the results you expect to have achieved by the end of the funding period.

 E.  Planning  

What new program or services do you plan to offer in the next year? 

What resources human, financial, or otherwise will be needed to accomplish these goals? 

Do you foresee a reduction in terms of specific programs?  Why?

 III. Collaborative Efforts (Note this section has been moved from II. Narrative to allow you to better address your efforts)

A. Please explain your organization’s relationships--both formal and informal with other organizations working to meet the same needs or providing similar services.  Please explain how you differ from these other agencies.

 IV.       Financial Reports - Please label all attachments and provide the dates that each document covers. Quarterly reports may be required.

 A. Your two most recent financial statements, audited if available.  This statement should reflect actual expenditures and funds received during your most recent fiscal year.

1.      Aligned side by side on the same page, your operating budgets for the current and most recent fiscal year.

2.      Aligned side by side on the same page, a list of foundation and corporate supporters and other sources of income, with amounts, for your current and most recent fiscal year.

3.      If project funding is requested: a current budget for the project.  List each staff line separately and include % of time spent on project.  Indicate the specific uses of the requested grant, if possible

B.  Other Supporting Materials

1.      List of your Board of Directors, with their affiliations and dates they met during the year.

2.      Copy of your most recent  IRS letter indicating your agency’s tax exempt status, or, if not available, an explanation.

3.      One-paragraph resumes of key staff, including qualifications relevant to the specific request.

4.      Your most recent annual report, if available

5.      No more than three examples of recent articles about, or evaluations of, your organization, if available.

 V.  Community Fund Agreement

Please include the following statements, signed by the Chief Executive Officer or President of the Board of Directors of the Organization

 1.. The Agency agrees not to conduct fund raising activities during the Fund's closed period (October 1 through December 31 for solicitations; and October 16 through December 31 for events) within the Fund Target Area (e.g. Villages of Bronxville and Tuckahoe, New York, the Town of Eastchester, New York, and areas located in the 10708 zip code); either directly or indirectly, without the prior written consent of the Fund's Board of Directors.

2.  The Agency will keep The Community Fund informed of all matters of common concern and the Agency will submit to the Fund such reasonable information concerning finances, programs, proposed budget and other matters related to the agency's business and in such form as the Fund's Board of Directors or its Budget committee may request, including a certified annual audit of all accounts and holdings of the Agency.

3.  The Agency agrees to identify that it is supported by The Community Fund in all its announcements, letterheads, brochures, all public relations and public information materials and news releases and that the Agency will display, at its headquarters and/or at its programs, a sign supplied by The Community Fund, stating that it is a Community Fund Supported Agency or that this is a Community Fund Supported Program.

4. Pursuant to the requirements of Section 174(d) of the Executive Law of New York State, the Agency hereby consents to the Fund's use of its name for the purpose of soliciting contributions.

5. Any allocation balance remaining unexpended or uncommitted in the Agency's account at the end of the Fund's allocation year, which is June 30, 2009, will revert back to the Fund.