CRANBROOK AND DISTRICT COMMUNITY FOUNDATION

1. CRANBROOK AND DISTRICT COMMUNITY FOUNDATION

2. 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.

3. 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.

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

5. OUR VISION A safe, healthy, sustainable, and vibrant community

6. 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

7. 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.

8. 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

9. 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.

10. 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.

11. 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

12. BOARD OF DIRECTORS a 15 member Board of Directors from Cranbrook and the surrounding communities representing various fields of expertise

13. FUNDING ELEGIBILITY Subject areas: Arts and Culture Education Health and Physical Activity Social services Environment

14. 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

15. What the Foundation will fund: In general, projects that address: the relief of poverty educational needs social welfare and health issues

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

17. 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

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

19. Before BeginningConsiderations and Helpful Hints

20. 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?

21. 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?

22. 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?

23. 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!

24. 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

25. 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.

26. 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

27. 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

28. 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

29. 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

30. NOW WE ARE READY TO DIVE IN

31. APPLICATION PROCESS Stage 1: Letter of Intent Stage 2: Proposal Stage 3: Evaluation

32. Stage 1: LETTER OF INTENT Maximum of two concise pages, one sided, double spaced and should include:

33. organization’s legal name, address, telephone number, fax number and e-mail address brief introduction to the organization and it’s general background brief description of the project: goals, objectives, strategies

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

35. 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

36. 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

37. 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

38. 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

39. 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?

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

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

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

43. 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

44. 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?

45. 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?

46. what organizations refer to your services and resources? what networking systems does your organization have? do you now, or have you, supported other agency’s projects?

47. 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?

48. 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 ?

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

50. 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

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

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

53. Other sources of revenue including in-kind, donations, memberships

54. 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?

55. 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

56. 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

57. 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 Foundation’s funding mandate? will the changes affect the project outcome? in what way?

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

59. ROUND TABLE DISCUSSIONHANDOUTS Q AND A SESSION