Cobb County Nonprofit Grant Instruction Guide FY19-20 Final Page 1

Instruction Guide Cobb County Nonprofit Grant

FY 2019 and FY 2020

RFP Trainings: February 27, 2018 from 1:00 PM -3:00 PM

Location: South Cobb Community Center, 620 Lions Club Drive Mableton, GA 30126 OR

March 1, 2018 from 9:00 AM -11:00 AM Location: The Zone, 32 Fairground St NE, Marietta, GA 30060

Grant Submission Deadline: Friday, April 13 @ 1pm

Cobb County Nonprofit Grant Instruction Guide FY19-20 Final Page 2

Instruction Guide Cobb County Nonprofit Grant

FY 2019 and FY 2020

TABLE OF CONTENTS

Overview - Timeline…………………………………………………………………...... 3 - Process……………………………………………………….…………… 4-6 - Funding Guidelines and Requirements…………………………...………... 7

Application Instructions - Part I: Applicant Information…………………………………………… 8-9 - Part II: Organization Information……………………............................. 9-10 - Part III: Program Information……………………………….................. 10-13

Outcomes/Indicators Information………………….………..... 13-16 - Part IV: Financial Information.………………………………………… 16-17 - Part V: Attachments………………………………... ………………… 17-18

Application Checklist…………………………………………………....... 18 Key Terms Glossary………………………………………………………. 19-20 Appendix A: Organization Rating Criteria Form…………............. 21-23 Appendix B: Program/Project Rating Criteria Form…….………. 24-28 Appendix C: Site Evaluation Rating Form………………….………. 29-31

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OVERVIEW- Timeline

Cobb County Nonprofit Grant FY 2019 and FY 2020

Timeline 2018

January Release Public Notice of RFP Meetings not later than January 27, 2018

February Request for Proposal Meetings February 27 March 1 February Recruit Peer Review Team Members

April 13 Grant Application Deadline – 1 PM

April Peer Review Team Trainings April 25 10-12 The Zone April 26 2-4 The Zone April - May Score Applications and Conduct Site Visits

May 31 Peer Review Teams Scores Due

June Send Scores to Applicants June Peer Evaluation Committee meets to recommend funding

June CC Board of Directors review PEC’s final recommendations for funding

July Applicants notified of recommended grant allocations

June/July Final recommendations are sent to Board of Commissioners July Board of Commissioners approve county budget with funding October Award notice and grant contracts sent by Cobb County to awardees

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OVERVIEW: Process

BACKGROUND Biennially, Cobb County issues a request for proposals and makes grant awards for a variety of human services programs that address important community needs in Cobb County. In an effort to ensure community involvement in the review process, the Cobb County Board of Commissioners empowered the Cobb Collaborative to coordinate a team of community representatives to develop and oversee the nonprofit grant review process. The Board of Commissioners believes that as an organization with representation from a broad range of community agencies and stakeholders, the Collaborative and its membership would provide the forum, expertise and knowledge of our community needs, necessary to ensure the best use of County funds in meeting human service needs. The Cobb Collaborative is an association of local organizations, agencies, businesses and other groups committed to working together to improve the quality of life for residents of Cobb County. The mission of the Cobb Collaborative, Inc. is to convene community stakeholders to facilitate the sharing of ideas, expertise and resources to meet needs and resolve issues in Cobb County. This is accomplished through the coordination of human services and resources. By coordinating their efforts member organizations identify issues of concern to the community, examine those issues, bring relevant information to an open community forum and facilitate joint action by interested parties that will improve the lives of Cobb residents. Member organizations share ideas, expertise and resources to improve systems of operation, increase efficiency, develop new services and improve outcomes for community residents. The Cobb Collaborative developed and implemented a grant review process for the FY 1998-99 grant period, utilizing "peer" review teams comprised of participants from other member agencies, as well as other interested community organizations. The Board of Commissioners has since allocated funds based, in large part, on the recommendations from the Collaborative peer review process. THE GRANT APPLICATION Grant application will be available online beginning March 1, 2018. These applications will be considered for the Cobb County Fiscal Years 2019 and 2020. The Fiscal Year for Cobb County runs from October 1 to September 30. The Cobb County budget is a biennial budget, which means funds are budgeted for a two-year period, but the Commissioners, by law, can only adopt one budget each year. Therefore, only the FY 2019 budget and subsequent grant funding will be adopted the first year. The FY 2019 budget will be the recommended budget until formally adopted in July of 2018. The Grant Application is due April 13, 2018 by 1PM. See Application for instructions on submission. Interested participants are REQUIRED to attend one of the RFP meetings on February 27, 2018 from 9:00 AM to 11:00 AM OR March 1, 2018 from 1:00 PM – 3:00 PM. Representatives from Cobb County Government and the Cobb Collaborative will be present to give a brief overview of the process, review the grant application and address any questions or concerns. Attendance is MANDATORY for the entire RFP presentation in order to apply for this grant. Anyone who has questions regarding the grant process or application should contact Karen Carter, Executive Director of the Cobb Collaborative at kcarter@cobbcollaborative.org. All questions and answers will then be posted to the Cobb Collaborative website at www.cobbcollaborative.org.

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THE GRANT REVIEW In February, the Collaborative will solicit volunteers for the Peer Review Teams. The Peer Review Teams will be comprised of Executive Directors, Development Directors and Program Directors. The Collaborative will conduct Peer Review Team trainings in April. Volunteers will be placed into groups of at least three (3) for each team. The Peer Review Teams will be given copies of the grant applications to review using the Rating Criteria Forms. They will complete the Rating Criteria Forms for each of the assigned grant applications and return them to the Cobb Collaborative. Site Visit Evaluations will be required for all applicants. The Peer Review Teams will conduct site Visits in April and May. GRANT RECOMMENDATIONS The completed Rating Criteria and Site Evaluation Rating Forms are given to the Peer Evaluation Committee (PEC). This Committee is comprised of the team leader from each Peer Review Team and the Grant Process Committee. Based on a combined score from the Rating Criteria Forms and the Site Evaluation Rating Form, the organization is given an overall rating. This rating, along with any positive or negative subjective feedback on the evaluation form(s), is the basis for the grant award recommendations. The recommendations from the Peer Evaluation Committee will be presented to the Cobb Collaborative Board of Directors for review. By majority vote, these recommendations will be sent to the County. The County will review the recommendations and make the final decision regarding all grant funding. All grant funding will be finalized with the FY 2019 budget adoption. Once the budget has been adopted, grant applicants will be sent notification of their grant award or denial of funding. GRANT AWARD In October 2018, all grant recipients will be sent a contract for their FY 2019 grant. All contracts must be signed and returned within 60 days. Failure to do so could result in loss of funding. Grant recipients will be asked to submit a budget for the grant amount they received. To request funds for expenses not outlined in the original application, organizations must submit a Grant Adjustment request to Karen Carter of the Cobb Collaborative at kcarter@cobbcollaborative.org. It will be at the County’s discretion to reimburse for expenses that vary from the original application. The organization will receive a response in writing of the County’s decision to accept expenses detailed in the Grant Adjustment request. The Cobb County representative handling all nonprofit grants is Cathy Brown. Any questions regarding the disbursement of the grant should be directed to Cathy Brown, Catherine.brown@cobbcounty.org or (770) 528-2498. Please note that all final invoices should be received preferably before September 30, 2019 and no later than October 9, 2019. Agencies will forfeit all funds that are not expensed or requested by this date. Any unused funds will not roll forward to the next year.

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GRANT FOLLOW-UP All grant recipients will receive a mid-term report form by September 16, 2019. The report will be due October 16, 2019. This evaluation will be used as a progress report to see how grantees are proceeding in executing their programs and using the grant. Any negative findings indicated in the Mid-Term Report could cause agencies to lose funding for the second year of the biennial budget. A summary of these will be forwarded to the County. All grant recipients will receive a final report form by September 14, 2020. The report will be due October 14, 2020. A summary of these will be forwarded to the County. YEAR TWO Once the budget for FY 2019 has been formally adopted, grant recipients will receive notice of their grant funding amounts. In October 2019, all grant recipients will be sent another contract for their grant for FY 2020. All contracts must be signed and returned within 60 days. Grant Recipients will be asked to submit a budget for the amount of the grant or the amount on the Grant Adjustment request. To request funds for expenses not outlined in the original application, organizations must submit a Grant Adjustment request to Karen Carter of the Cobb Collaborative at kcarter@cobbcollaborative.org. It will be at the County’s discretion to reimburse for expenses that vary from the original application; the organization will receive a response in writing of the County’s decision to accept expenses detailed in the Grant Adjustment request. Please note that all final invoices should be received before September 30, 2020 but no later than October 8, 2020. Agencies will forfeit all funds that are not expensed or requested by this date.

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OVERVIEW: Funding Guidelines and Requirements

- Applicant must turn in completed application and all required attachment materials to the Cobb County Economic Development Division by Friday, April 13, 2018, 1PM deadline.

- Applicant must be a nonprofit organization providing direct services to Cobb County residents meeting a

human services need. Agencies that are solely “pass-throughs” are not eligible to apply for funding.

- Funding requests must fall within one or more of the listed priority areas, (i.e. Homelessness, Family Stability/Poverty, Employment/Workforce Development and Health & Wellness).

- Applicant must have a total combined review score of at least 80 points on a 100-point scale (45 for Program/Project Review, 25 for Organization Review and 30 for Site Visit Evaluation). Minimum combined score may be adjusted based on availability of funds and number of applicants.

- Applications from the same organization, for each priority area, will be rated separately.

- For each priority area for which you are applying, you must complete Part III questions 16-21 on pages 4 and 5 and Part IV: Financial Information on page 6.

- Minimum funding amount that may be requested is $10,000.

- Maximum funding amount requested may not exceed 20 percent of your organization’s Cobb County operating budget.

Questions: - All questions regarding the grant application must be submitted via email to Karen Carter of the Cobb

Collaborative at kcarter@cobbcollaborative.org. The last date questions will be accepted will be Friday, April 6 at 1pm. To assure that all applicants are aware of the same information, answers to any question submitted will be posted on the Cobb Collaborative’s website at www.cobbcollaborative.org.

Application Materials:

- An electronic copy of the application will be available on the Cobb Collaborative website, www.cobbcollaborative.org after the FINAL RFP meeting on March 1, 2018.

- Phone calls regarding the application or process will NOT be accepted.

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PART I: APPLICANT INFORMATION QUESTIONS 1-9 #1: Name of Organization

Provide basic contact information for your organization including name (should be the same as the name listed with the Georgia Secretary of State’s office), address, telephone, fax number and website address, etc.

#2: Cobb County Address

Provide physical Cobb County address, if different from question number 1. #3: Primary Contact Person for Grant Application

Provide contact information for the individual that is responsible for preparing the grant application including name, title, telephone, fax and email.

#4: Financial Contact for Grant Application

Provide the contact information for the appropriate contact within your organization who can best answer financial questions.

#5: Senior Officer (Board Chair, etc.)

Provide contact information including name, title, telephone, fax and email. #6: Applicant’s Fiscal Year (Beginning and End)

Provide the start and end date of your organization’s fiscal year period. For example, (July 1, 2016 to June 30, 2017).

#7: Applicant’s EIN # and DUNS #

Provide your Employer Identification Number (EIN). This is the Federal tax identification number provided to your organization by the IRS regarding your tax exempt status. Provide your Date Universal Numbering System number (DUNS). This is the 9-digit number used to identify a business or organization. DUNS numbers are assigned and maintained by Dun & Bradstreet (D&B) and are used for a variety of purposes, including establishing business credit, applying for government contracting opportunities and giving potential customers a way to view your payment history.

#8: Registration with the Secretary of State

Please indicate if your organization is currently registered with the Secretary of State. #9: Indicate the Priority Area(s) for which Cobb County funds are being requested and the

associated funding category (Homelessness; Family Stability/Poverty; Employment/Workforce Development and Health & Wellness) and the percent (%) of the organization’s Cobb County total operating budget that the requested grant amount represents.

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Please check all that apply to your request. Please find definitions of area choices below.

Organization’s General and Administrative Activities (Operating): Program costs, salaries, utilities, rent, etc.

Maintaining Existing Services: Costs associated with continuing the program without expansion or improvements.

Improvement to Existing Services: Capacity expansion costs such as hiring additional staff, materials, and equipment to grow existing service currently funded through Cobb County Nonprofit Grant Process.

New Services: Costs associated with services not currently funded through Cobb County Nonprofit Grant Process. A program does not have to be NEW, only new to funding through this grant process.

Project Support: Funds for a one-time event (e.g. summer camp, workshop, etc.).

Other (Specify): Cost not listed above, please specify.

Calculate the total maximum grant request by multiplying the organization’s Cobb County operating budget by 20%. If you submit multiple grant applications, this amount should include the total of all funds requested for any and all priority areas. (Calculation example: Your total Cobb County Operating Budget = $50,000; $50,000 x 20% = $10,000 maximum total request.)

**“Total Cobb County Budget” refers to your FY 2019 projected budget. Please note that total budget info is for Cobb County operations only. If your organization operates at a metro level or multi-county level, please refer to Cobb County operations only. **Total grant request may not exceed 20 percent of your organization’s Cobb County operating budget.

PART II: ORGANIZATION INFORMATION QUESTIONS 10-15 #10: What is the mission of your organization? When was it founded? Describe its history and

experience in providing services to Cobb residents (maximum 300 words). Check all districts that your organization serves. ____District 1 _____District 2 ____District 3 ____District 4 #11: Strategic Plan (maximum one page).

a) Does your organization have a board-approved strategic plan? b) Indicate how often the plan is reviewed by the organization. c) Describe how the plan is used by the organization. Summarize how your agency implements,

evaluates and adjusts the plan. d) Describe how this request fits with your strategic plan.

#12: Provide details on your Board of Directors.

a) How many total members are there on your Board of Directors?

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b) How often does the full Board of Directors meet each year? c) How often do your Board Officers meet each year? d) Is there compensation for members of the Board (e.g. salary, stipend, etc.)? Yes or No

If Board members are compensated, please provide details regarding such compensation. e) Name and Title of Board Officer with fiscal oversight responsibility of the organization, (e.g. John

Doe, Treasurer or name with equivalent title). #13: List any conditions or recommendations included in either of the last two audited financial

reports or review or correspondence from the agency’s auditor. If applicable, describe how the organization has addressed conditions and/or recommendations or plans to address them.

#14: Complete the table by:

a) Placing a check mark next to funding resources received in the last two (2) years. (Check all that apply.)

b) Calculating the percentage of the last completed FY budget for each funding source (overall organization).

- Formula: Funding Category Amount divided by (÷) Total Budget Amount = % of funding. - Example: $238,000 (Foundations total) ÷ $1,000,000 (total budget) = 23.8 percent.

LOCAL: Refers to funds received from Local Government (Cobb County, City of Marietta,

City of Powder Springs, etc.). List the name(s) of the local government(s). STATE: Refers to funds received from State of Georgia government channels (e.g. grants,

subsidies, DHR monies, etc.). FEDERAL: Refers to funds received from federal government channels (e.g. grants,

subsidies, CDBG. JAG, etc.). FOUNDATIONS: Refers to funds received from Foundations (e.g. Community Foundation

of Greater Atlanta, Cobb EMC Community Foundation, etc.). CORPORATIONS: Similar to above. List the name(s) of the Corporation (e.g. Coca-Cola,

Home Depot, etc.). INDIVIDUALS (monetary, not in-kind): Refers to total individual donations received for

Cobb County Operations last fiscal year. #15: Did the organization receive grant funding through the Cobb County Nonprofit Grant process

during the last grant cycle?

If your organization did NOT receive funds during the last grant cycle, please select NO. If your organization did receive funds during the last grant cycle, please select YES.

PART III: PROGRAM INFORMATION QUESTIONS 16-21 NOTE: You must complete one set of Part III questions 16-21 for each Priority Area for which you are requesting funding. (Attach additional pages as needed.) Be sure to indicate which program category you are applying for. ____ Homelessness

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____ Family Stability/Poverty ____ Employment/Workforce Development ____ Health and Wellness #16: Describe the need(s) or problem(s) in the Cobb County community to be addressed with the

request for Cobb County funding (maximum 1,000 words).

a) Describe the target population: AGE: Indicate the average age and/or age range of beneficiaries/clients. INCOME: Indicate the average income and/or income range of beneficiaries/clients. If all

clients must meet an income standard for services, please note requirement, (e.g. 130 percent of federal poverty level, etc.).

SPECIAL NEEDS/POPULATIONS: Indicate any specific population with special needs that your organization serves (e.g. people with disabilities, children with learning disabilities, homeless, cancer patients, illiterate, English as a second language, addiction, etc.).

GEOGRAPHIC SERVICE AREA: Indicate your organization’s service area (e.g. Cobb County, specific cities, regions, etc.).

CHARCTERISTICS: Indicate any notable characteristics about those your organization serves not captured above, such as race/ethnicity, educational attainment, etc.

b) Indicate needs to be addressed with Cobb County funds. Provide information on the issue, area, need and/or problem in Cobb County to be addressed with Cobb County funding.

c) Provide statistical data on the need in Cobb County. Indicate statistical data and data sources such as Census, Kids Count, CDC, ARC, etc. If Cobb County data is not available, indicate sources checked and other methods used to verify the need in Cobb County.

d) Indicate those Cobb County departments with which you have collaborated/partnered to deliver your programs and services. (Check all that apply and you may request and include a letter of acknowledgement from that department). This is for informational purposes only.

e) Identify remaining service funding gaps in Cobb County. Identify gaps that exist between offered services and actual estimated need in Cobb County.

#17: Describe in detail the project/program/service to be carried out with the funding being

requested from Cobb County (maximum 1,000 words).

a) Include a description of how this effort will address the need identified in this application. Indicate how the investment of county funds will address specifically identified community needs.

b) State exactly how Cobb County funds will be used. State exactly how requested funds will be spent (such as salary for program director, rent, etc.).

#18: Describe how your organization is uniquely qualified to provide the service.

a) Include qualifications, for instance, describe features of your organization that differentiate it from similar service providers in the community, (e.g. staff experience, unique best practices, etc.).

b) Describe programs of the organization focusing on why your programs/services are essential to strengthening our Cobb community. In addition, indicate why your organization best serves our community in your defined specific focus/needs area.

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c) Tell us about your past program results. How do these results reinforce the claim that your program is qualified to provide the specified services for which you are requesting funds. Use formal, informal, qualitative and quantitative evaluation data to document your success.

d) Number of years your organization has provided the programs/services for which funding is being requested. Tell us the number of years of experience your organization has delivering these services.

#19: Indicate the accessibility of your programs and services to your target population(s). Please

address (a) location, (b) transportation and (c) handicapped accessibility. Provide details regarding how clients can access your services including location, transportation and physical access for the handicapped. a) LOCATION: List where your services are provided (e.g. office location, service centers,

school sites, community centers, local churches, etc.). b) TRANSPORTATION: Describe how clients can access your services, especially those

without a car. Are you near a bus line? Do you provide transportation to your facility? Do you bring services to clients in the community?

c) HANDICAPPED ACCESSIBILITY: Are service locations accessible to those that are disabled (e.g. wheelchair ramps, handicapped-accessible restrooms, etc.)

d) COUNTY DEPARTMENTS: If you have collaborated with any of the listed departments (on either a formal or informal basis), please indicate those here. This is for informational purposes only.

#20: Program Outcome Model: What are the OUTCOMES you plan to achieve? (Outcomes are

measurable changes in a person’s behavior or condition.) Outcomes are not merely the number served or the results of customer service surveys. Answer the Program Outcome Model questions below to describe the expected outcomes and logic behind achieving them. You MUST include at least one of the mandatory outcomes, but no more than three (3), associated with each priority area for which you are applying (i.e., one (1) mandatory outcome and up to three (3) additional outcomes selected by your organization). See Instruction Guide for required outcomes and indicators.

Use the Program Outcome Model to describe expected outcomes. You may include any outcomes you wish (no more than three (3), i.e. one mandatory outcome and up to two additional outcomes selected by your organization); however, your outcome model MUST include at least one of the mandatory outcomes associated with each priority area for which you are applying. See pages 13-16 of this guide for mandatory outcomes and indicators.

Define the outcomes that you plan to achieve. For more information on outcomes, please review definition and example below.

OUTCOMES: The benefits or changes to individuals or populations during or after participating in program activities. Often outcomes indicate a change or improvement in attitude, skills, behavior or condition. Outcomes can be broad or narrow and can also build on one another in logical steps with initial, intermediate and long-term goals. Please note that outcomes are NOT how many people were served or how satisfied those served were with the program.

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Include information on the entire Program Outcome Model: Inputs: Resources needed to make the program work. (Examples: money, staff and staff time,

volunteer and volunteer time, facilities, equipment and supplies, etc.) Activities: What the program does with those resources—the inputs. (Examples: feed the

hungry, shelter homeless families, provide job training, educate the public about signs of child abuse, counsel pregnant women, create mentoring relationships for youth, etc.)

Outputs: Direct products of program activities. (Examples: number of classes taught, number of counseling sessions conducted, number of educational materials distributed, number of hours of service delivered, number of participants served, etc.)

Outcomes: Change that has occurred as a result of program activities. (Examples: new knowledge, increased skills, changed attitudes or values, modified behavior, improved condition, altered status, etc.)

#21: How are you going to measure outcomes for this project? Use Outcome Measurement

Framework questions and give specific examples. For each mandatory outcome, you MUST include at least one of the mandatory indicators. See pages 13-16 of this guide for mandatory outcomes and indicators.

How do you know that you are meeting your defined outcomes? Describe the tools/systems that your organization has in place to measure/track how well you are performing in regard to the outcome goals you set. For each outcome stated in Q #21.d. (the mandatory outcome and the additional 1-3 outcomes chosen by your agency), please include input from the Outcome Measurement Framework in your answer: Outcome: (From Program Outcome Model—must include at least one mandatory outcome,

which is a change that has occurred as a result of program activities.) Examples: new knowledge, increased skills, changed attitudes or values, modified behavior, improved condition, altered status, etc.

Indicator(s): (Evidence that stated outcomes have been attained. At least one mandatory indicator must be listed for each mandatory outcome.) Examples: number and percentage of teen mothers who deliver a baby weighing 5.6 pounds or more at end of pregnancy, number and percentage of teen mothers who deliver babies during or after 3rd trimester, etc.

Measurement Instrument: (From where are you going to get your data and how are you going to collect it?) Examples: review program records, questionnaire, interview, report cards, report from external party such as hospital records or blood test, etc. (NOTE: Measurement instruments should not be attached to the application, but should be available for review at the site visit.)

Target: (Goal for each outcome.) This must be reported in raw numbers AND in percentages. Example: 35 participants (75%) will deliver a healthy baby, 26 students (80%) will increase CRCT test score by 20 points, etc.

MANDATORY OUTCOMES and INDICATORS BY PRIORITY AREA

Homelessness Services provided to help individuals or families through the provision of shelter and/or services/support to obtain/maintain housing and avoid homelessness.

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Outcome: Homelessness avoided and/or housing needs met. Indicators: Each program funded must measure and report on a minimum of one of the indicators listed below:

1. Number of veterans housed. 2. Number of persons who received short term housing. 3. Number of persons who received emergency housing. 4. Number of persons served through Coordinated Entry.

5. Number of persons who obtained/remained stably housed and homelessness avoided.

Family Stability/Poverty Educational services support, school readiness and provide training for parents and caregivers, employment opportunity and training and adult literacy. Services for youth include educational support programs that improve school performance or reduce the incidence of delinquent behavior. Adult educational programs prepare students to attain a GED, improve oral or written English communication skills and improve knowledge of financial literacy. Employment programs provide skills to help individuals overcome barriers to finding and maintaining employment. Outcome 1: Early Learning

Parents and/or caregivers increased knowledge and skills to support early childhood development and school readiness for children birth to 5 years of age.

Indicators: Each program funded must measure and report on a minimum of one of the indicators listed below: 1. Number of children who showed improvement and/or performed on age level in the area of child

development. 2. Number of parents/guardians who demonstrated increased knowledge and skills in child development

issues. 3. Number of parents actively involved in leadership and child care-linked activities.

Outcome 2: Youth Programming Youth have improved school attendance, academic performance, engaged in employment opportunity

and training, and participated in a financial literacy program and/or fewer incidences of delinquent behavior.

Indicators: Each program funded must measure and report on a minimum of one of the indicators listed below:

1. Number of students who have improved attendance or grades. 2. Number of students who are promoted to the next grade level. 3. Number of students who had fewer behavior incidences, (e.g. In/Out of school suspension, etc.). 4. Number of students who completed an employment-training program. 5. Number of students who completed a financial literacy program.

Outcome 3: Adult Education Adults who have improved financial, oral or written literacy. Indicators: Each program funded must measure and report on a minimum of one of the indicators listed below:

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1. Number of adults who demonstrated an improved level of literacy skills. 2. Number of individuals who showed improvement in GED subject matter. 3. Number of students who attained a GED. 4. Number of individuals who showed increased knowledge or skills in financial literacy.

Outcome 4: Employment Adults and/or youth who obtained and maintained employment or internship. Indicators: Each program funded must measure and report on a minimum of one of the indicators listed below:

1. Number of individuals who completed employment training. 2. Number of individuals who obtained part-time employment. 3. Number of individuals who obtained full-time employment. 4. Number of individuals who obtained internships. 5. Number of individuals remaining employed for a minimum of six (6) months.

Outcome 5: Basic human needs are met. Indicator:

1. Number of persons who received food Employment/Workforce Development Services include programs to support veterans in obtaining employment, support individuals in determining their skills for employment, provide training for obtaining employment, offer financial literacy and planning services to help individuals manage their financial resources. Outcome 1: Workforce Development Adults assessed for employability Indicators:

1. Number of individuals who completed assessment of job skills. 2. Number of individuals who completed work plan for job search. 3. Number of individuals who completed employment training. 4. Number of adults who completed financial literacy program.

Outcome 2: Adults obtain and maintain employment. Indicators:

1. Number of adults who obtained part-time and/or full-time employment. 2. Number of adults who remained employed for a minimum of six (6) months.

Outcome 3: Veterans assisted with employment Indicators:

1. Number of veterans who completed employment training. 2. Number of veterans who obtained part-time and/or full-time employment.

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3. Number of veterans who remained employed for a minimum of six (6) months.

Health & Wellness Services provided to help individuals or families through the provision of health services, which improve the physical and mental health status and overall wellness of individuals. Each program funded must measure and report on a minimum of one of the indicators listed below. Outcome 1:

Participants have improved mental health and remain stable Indicators:

1. Number of individuals who attended counseling and/or support groups consistently 2. Number of individuals who remained compliant with case management plan

Outcome 2:

Individuals with the disease of addiction refrain from using alcohol and/or illegal substances Indicator:

1. Number who remained in recovery for specified period of time (3-6-9-12 months) Outcome 3:

Individuals increase their knowledge of substance abuse and its effects Indicators:

1. Number of individuals who attended recovery support meetings on a consistent basis 2. Number of individuals who demonstrated increased awareness of substance abuse and available

resources Outcome 4:

Improved coordination between nonprofits and Accountability Courts (Veterans, Mental Health and Drug)

Indicators:

1. Number of participants jointly served with an accountability court 2. Number of events sponsored to benefit participants of an accountability court program - workshops,

trainings, group meetings, etc. PART IV: FINANCIAL INFORMATION

COBB COUNTY NONPROFIT PROGRAM BUDGET - Please note that Section I: Program Revenue below refers specifically to revenue associated with

Cobb County Program Operations ONLY. - Cobb County Nonprofit Grant funds are to be utilized only for Cobb County Operations.

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SECTION I: PROGRAM REVENUE - Cobb County Nonprofit Grant requested funds should be equal to the requested grant dollar amounts

for Fiscal Year 2019 and Fiscal Year 2020. - Other Revenue Sources should include all funding received to support the program from sources

other than the Cobb County Nonprofit Grant program. - Please list estimated value of In-Kind Donations for Cobb County operations for Fiscal Year 2019

and 2020.

- Total both columns and list totals on “Total Program Revenue” line of revenue sources section for both Fiscal Years 2019 and Fiscal Year 2020.

SECTION II: PROGRAM EXPENDITURES - Utilize this section to break down how Cobb County Nonprofit Requested Grant Funds will be spent

according to defined expenditure categories. - Total all columns and list totals on “Total Cobb County Requested Grant Fund Expenditures”

line of the Cobb County Grant Expenditures section for both Fiscal Years 2019 and Fiscal Year 2020.

DEFINED EXPENDITURE CATEGORIES General/Operating (non-salaries): Day-to-day operating costs of an existing program or

organization. Examples: rent, maintenance, power bills, office supplies, etc. Fundraising (non-salaries): Costs of fundraising activities, marketing and to expand audience

base; costs associated with organized effort by a nonprofit to secure funds on an annual basis; and campaign to raise funds for a variety of long-term purposes such as building construction or acquisition, endowments, land acquisition, etc.

Program Implementation (non-salaries): Cost of developing and/or implementing specific projects or programs, including workshops.

Other Program Implementation Costs: Program Salary: Cost of salary & benefits for full-time, part-time and contractual labor. Administrative Salary: Cost of salary & benefits for full-time, part-time and contractual labor. Fundraising Salary: Cost of salary & benefits for full-time, part-time and contractual labor. Supplies Equipment: Costs of equipment or furnishings. Travel Professional Development/Training: Other (Specify)

PART V: ATTACHMENTS

#22. Please attach the following items. All attachments should be in 8 ½” x 11” format and unbound to

permit copying and filing. The ORIGINAL application plus three (3) copies of the application must be attached. Only one set of attachments must be submitted.

a) List of the Board of Directors and Officers. b) Most recent Board minutes. c) Copy of your IRS verification of nonprofit, tax-exempt status. d) Copy of your most recent registration receipt with the Secretary of State.

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e) Copy of your most recent audited financial statements or review, including a balance sheet showing assets and liabilities.

f) Copy of your organization’s current operating budget. g) Copy of your current organizational by-laws. h) Copy of your articles of incorporation. i) Original, Signed Certificate of Attendance from one of the RFP Training sessions.

Incomplete applications will not be considered for funding.

AUTHORIZED SIGNATURES

- Authorized organization agent should sign and date. Please also print the title and name. - Board chair should sign and date, and print name.

APPLICATION CHECKLIST Please note that all materials must be turned in by 1PM, Friday, April 13, 2018. Return all completed grant materials to:

Cobb County Economic Development Division Attn: Catherine Brown 1150 Powder Springs St, Suite 400 Marietta, GA 30064

Required Items:

Original plus 3 copies of your signed and completed application clipped together. Only one set of attachments must be submitted. (Incomplete applications will not be considered for funding.)

List of the Board of Directors and Officers. Most recent Board minutes.

Copy of your IRS verification of nonprofit, tax-exempt status.

Copy of your most recent registration receipt with the Secretary of State.

Copy of your most recent audited financial statements or review—including a balance sheet showing assets and liabilities.

Copy of your organization’s current operating budget.

Copy of your current organizational by-laws.

Copy of your articles of incorporation.

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Original, Signed Certificate of Attendance from one of the RFP Training sessions.

Questions? All questions regarding the grant process must be submitted in writing by e-mail to kcarter@cobbcollabortive.org. To ensure that all applicants are aware of the same information, answers to any question submitted will be posted to the Cobb Collaborative website at www.cobbcollaborative.org. KEY TERMS GLOSSARY Administrative Support Personnel

Employees who support an agency, but who do not have direct program responsibilities (i.e. clerical staff, bookkeeper, accountant, etc.).

Applicant

New Applicant Applicant that is not currently funded through the Cobb County Nonprofit Grant Process.

Returning Applicant Grantees that are currently funded through the Cobb County Nonprofit Grant Process.

Budget Cobb County Grant Budget

A financial plan of an agency’s estimated expenditures for a given period that will be paid for using Cobb County grant funds. This details how Cobb County grant funds will be utilized.

Cobb County Organization Budget A financial plan of an agency’s estimated expenditures for a given period that will be incurred in their organization’s Cobb County location. This outlines the agency’s budget for funds spent in Cobb County.

Program Budget A financial plan of estimated revenues and expenditures for a particular program of an agency.

Direct Programmatic Funding

Funds used to carry out program activities of an agency, (i.e. counseling, after school care, emergency shelter, ESL classes, etc.).

Direct Service Providers

Employees who support an agency by providing services directly to individuals and/or families in need in Cobb County.

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Evaluation Tool/Instrument (Organization must have these available for review at the site visit.)

Mechanism utilized to gather data or information—used to determine what effects the program had and what it did or did not accomplish.

Financial Statement

A written report that quantitatively describes the financial health of an organization. This includes an income statement and a balance sheet and often also includes a cash flow statement. Financial statements are usually compiled on a quarterly and annual basis.

Fiscal Year The twelve-month grant cycle for which the county is granting funds: Year I: October 1, 2018 through September 30, 2019 and Year II: October 1, 2019 through September 30, 2020.

Human Service

A service that enhances human well-being and helps meet the basic human needs of all people, with particular attention to the needs and empowerment of people who are vulnerable, oppressed, and living in poverty.

In-Kind Donation

Refers to a donation that is not a cash gift, but has a cash value for an organization.

Key Staff Employees essential to the operation of the agency or program for which funds are being requested

Leveraging Enhancement of an organization’s mission, program services or resources by collaborating and

working together with other human service agencies. Outcome (measurable)

A measurable and documented change in a person’s behavior or community condition. (It is not how many people were served or how satisfied they were with the service.)

Outside Evaluations

Includes any evaluations of the local organization for the Cobb County service area. (Examples: certifications, professional organization certification, best practice honors, etc.)

Oversight Watchful care or participatory management of an agency by the Board of Directors.

Salaried Executive

A paid administrator, director, CEO, manager, etc. of an agency. Strategic Plan

A proposal of an agency’s long-term goals and the best approaches for achieving those goals.

Cobb County Nonprofit Grant Instruction Guide FY19-20 Final Page 21

Appendix A: Organization Rating Criteria Form

Organization Rating Criteria Form Cobb County Nonprofit Grant

FY 2019 and FY 2020 Completed form due May 31, 2018

Organization: _________________________________________________ Total Organization Points Awarded: ___________/25

1. Organization has a plan for continued operations, i.e. strategic plan, program development plan, etc. (Q#11)

5 pts: Organization has a board approved strategic/program development plan that is regularly

reviewed and clearly used by its staff.

3 pts: Organization has a strategic/program development plan, but it is not regularly reviewed and/or it is not clear how the organization’s staff uses this plan.

0 pts: Organization does not have a strategic/program development plan.

Notes (List any observations, explanations for point deductions, etc.):

2. Applicant has a Board of Directors that provides financial oversight and meets at least quarterly. (Q#12)

YES (5 pts): Board of Directors meets at least quarterly and a description of governance and financial oversight is provided.

NO (0 pts): Board of Directors does not meet at least quarterly and/or oversight is not demonstrated.

Notes (List any observations, explanations for point deductions, etc.):

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3. Has the organization received conditions or recommendations in their last two audited financial reports or reviews? (Q#13) 5 pts: No conditions or recommendations have been received or all have been addressed. 3 pts: Conditions or recommendations have not been addressed, but a plan is in place.

0 pts: Conditions or recommendations have not been addressed and no viable plan exists.

Notes (List any observations, explanations for point deductions, etc.)

4. Has the organization received funding from other sources within the last two years, (i.e. local, state,

federal, foundations, corporations, individuals or other)? (Q#14)

Yes (5 pts)

No (0 pts)

Notes (List any observations, explanations for point deductions, etc.):

5. Review of Financial Statements and Cobb County Grant Budget, (Part IV: Financial Information).

5 pts: All requested financial documentation is present with no recommendations or conditions by

the auditor. If any recommendations or conditions are present, they have been addressed. All budgets are completed accurately and demonstrate accurate financial management including explanations of variances.

3 pts: All requested financial documentation and budget is present, but organization has not

addressed recommendations, conditions or variances within the application; however, recommendations, conditions or variances were addressed during the site visit to the satisfaction of the site team.

0 pts: Financial documentation and/or budgets are incomplete or inaccurate.

Notes (List any observations, explanations for point deductions, etc.):

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Review Team # _____________

Review Team Members Rating Score Certification of complete scoring. (1) ________________________________ ______________ ______________ (2) ________________________________ ______________ ______________ (3) ________________________________ ______________ ______________

_________________________________________ Team Captain Name _________________________________________ ____________________ Team Captain Signature Date PLEASE WRITE THE TOTAL POINTS AWARDED FOR THE APPLICATION ON THE TOP OF THE FIRST PAGE OF THIS CRITERIA FORM AND COMPLETE SUMMARY. Notes: Attach any notes or clarifications below or on additional pages, if needed. Rating forms will not be considered complete if points are deducted without a written explanation.

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Appendix B: Program/Project Rating Criteria Form

Program/Project Rating Criteria Form Cobb County Nonprofit Grant

FY 2019 and FY 2020 Completed form due May 31, 2018

Organization: _________________________________________________

Total Program/Project Points Awarded: ___________/45 Priority Areas: (Q#9)

___ Homelessness ___ Family Stability/Poverty

___ Education/Employment

___ Health & Wellness Please be complete in answering all questions and providing requested information. Due to time constraints, we must rate applications on the information that is submitted in the application. We will not be able to request additional information for the rating process. Each Priority Area will involve a separate review form and will be scored independently from any other application by the same organization for a different Priority Area (Q#9). In regard to scoring, team consensus should be sought; however, if consensus cannot be met, a two of three majority rules.

THRESHOLD CRITERIA Check Y or N

Y N Will the project meet one of the 4 priority area needs? (Q#9) Y N Will all the requested funds serve individuals in Cobb County? (Q#16) Y N Application is complete with all required attachments? (Will be determined by

Cobb County Nonprofit Grant Process Committee.) Y N Applicant attended the RFP training and submitted an original Certificate of Attendance

(Attachment i) If the answer to ANY of the above questions is No (“N”), the proposed project is not eligible under the Cobb County’s Nonprofit Grant program and will not be reviewed.

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1. Applicant clearly identifies the need(s) or problem(s) and the target population (beneficiaries) to be

addressed with the request for Cobb County funding and the needs to be met with funding. Statistics are provided which include current applicable services; gaps in service with references from data sources, such as U.S. Census, Kids Count etc.; and service area location within the county, current demographics such as age, income, gender, race etc. are included. (Q#16) *** Please note that the points listed below are not a scale, instead points are given for each completed portion of the answer. It is possible for an applicant to have a maximum score of 10 points.

3 pts. Applicant clearly and completely describes their target population (including age, income, special needs, geographic service area and any other special characteristics).

3 pts. Applicant clearly and completely indicates the needs to be addressed with Cobb County

funds.

2 pts. Applicant provides statistical data on need in Cobb County.

1 pt. Applicant identifies other organizations that are working to meet the same need in Cobb County.

1pt. Applicant identifies remaining service gaps.

Notes (List any observations, explanations for point deductions, etc.):

2. Project Description (Q#17 & Budget Form)

Detailed description included of the project/program/service to be carried out with Cobb County

funds. Narrative includes a description of how this effort will address the identified need. Narrative states exactly how Cobb County funds will be used.

5 pts: Describes project in detail, includes how effort will address need from Q#16, and states clearly how Cobb County funds will be used. (Completely answers all 3 bullet points).

3 pts: Only two of three bullets are addressed.

1 pt: Only one of three bullets is addressed.

Notes (List any observations, explanations for point deductions, etc.):

Cobb County Nonprofit Grant Instruction Guide FY19-20 Final Page 26

3. The applicant describes how their organization is uniquely qualified to provide the service. (Q#18)

5 pts: Detailed description is included that lists:

i. qualifications, ii. programs of the organization, iii. past program results and iv. number of years the organization has provided the service.

4 pts: Description included, but only three (3) of four (4) criteria are addressed.

3 pts: Description included but only two (2) of four (4) criteria are addressed.

0 pts: No description given and/or only one (or less) of three criteria is included.

Notes (List any observations, explanations for point deductions, etc.):

4. The proposed activities or services are accessible to (i.e. on a bus line, near shopping, near public

agencies such as the Health Department and DFCS offices, etc.) or transportation is provided for the target population and the venue is handicapped accessible, where appropriate). (Q#19) 1 pt: Yes

0 pts: No Notes (List any observations, explanations for point deductions, etc.):

5. Applicant identifies at least one of the mandatory outcomes and indicators by priority area. (Q#20 and

Q#21, see Instruction Guide.)

5 pts: Yes

0 pts: No Notes (List any observations, explanations for point deductions, etc.):

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6. Applicant lists at least one of the mandatory outcomes described in the Application Guide on pages 13 -15 and no more than three (3) total program specific outcomes they plan to achieve. Outcomes are a measurable change in a person’s behavior or condition. Program Outcome Model provides measurement structure. (Q#20) *** Please note that the points listed below are not a scale, instead points are given for each completed portion of the answer. It is possible for an applicant to have a maximum score of 10 points.

2 pt: Inputs: Description of what resources are needed to make the program work is complete.

2 pt: Activities: Description of what the program will do with inputs is complete.

2 pt: Outputs: Description of the direct products of program activities is complete.

4 pts: Outcomes: Description of the change that has occurred as a result of these activities describes a change in behavior or condition and is specific, measurable, attainable, realistic and time bound.

Notes (List any observations, explanations for point deductions, etc.):

7. Applicant has an Evaluation Tool that measures the success of their program and aligns with their Program Outcome Model. Outcome Measurement Framework Chart provides specific examples. (Q# 20 & 21) *** Please note that the points listed below are not a scale, instead points are given for each completed portion of the answer. It is possible for an applicant to have a maximum score of 9 points.

3 pts: Indicator(s): A clear description of the data the program will collect as evidence that the

outcome has been attained is included.

3 pts: Measurement Instruments: A clear description of where programs will get data; how they will collect it; what instruments will be used for data collection; and the evaluation tool(s) is included in the answer.

3 pts: Target: A clear description of the goal for each outcome is included. This should be specific and quantifiable and provided in both raw numbers AND percentages.

Notes (List any observations, explanations for point deductions, etc.):

Cobb County Nonprofit Grant Instruction Guide FY19-20 Final Page 28

Review Team # _____________

Review Team Members Rating Score Certification of complete scoring.

(1) ________________________________ ______________ ______________ (2) ________________________________ ______________ ______________ (3) ________________________________ ______________ ______________

_________________________________________ Team Captain Name _________________________________________ ____________________ Team Captain Signature Date

PLEASE WRITE THE TOTAL POINTS AWARDED FOR THE APPLICATION ON THE TOP OF THE FIRST PAGE OF THIS CRITERIA FORM AND COMPLETE SUMMARY. Notes: Attach any notes or clarifications below or on additional pages, if needed. Rating forms will not be considered complete if points are deducted without a written explanation.

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Appendix C: Site Evaluation Rating Form

Site Evaluation Rating Form Cobb County Nonprofit Grant

FY 2019 and FY 2020 Completed form due May 31, 2018

Date of Visit: ___________________________________________________________________ Organization: ____________________________________________________________ Head of Organization: __________________________________________________________ Address: ______________________________________________________________________ Phone: ___________________________________ Fax: ________________________________ Email: ________________________________________________________________________ Name(s) of Organization’s Interviewee(s):__________________________________________ ______________________________________________________________________________

Total Site Evaluation Points Awarded: _______/30

Review Team # _____________ Review Team Members: Rating Score: Certification that

scoring is complete (1) ____________________________________ ______________ ______________ (2) ____________________________________ ______________ ______________ (3) ____________________________________ ______________ ______________ _________________________________________ Team Captain Name _________________________________________ ____________________ Team Captain Signature Date

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Notes: Attach any notes or clarifications below or on additional pages, if needed. Rating forms will not be considered complete if points are deducted without a written explanation.

1. The organization has demonstrated that there is a physical Cobb County location where they provide services/programs/projects AND/OR that they can provide verification that the clients they serve outside of Cobb County are Cobb County residents.

YES (5 Points) NO (0 Points) ____________________________

Notes (List any observations, explanations for point deductions, etc.)

2. The organization has demonstrated that the grant funds will only be used to provide services/programs

for Cobb County residents.

YES (5 Points) NO (0 Points) ____________________________

Notes (List any observations, explanations for point deductions, etc.)

3. The organization clearly communicates how they are going to provide services/programs with requested

grant funds.

YES (5 Points) NO (0 Points) ___________________________

Notes (List any observations, explanations for point deductions, etc.)

4. The organization clearly communicates how they are going to track their outcomes/indicators AND the evaluation tool was made available for review.

YES (5 Points) NO (0 Points) ____________________________

Notes (List any observations, explanations for point deductions, etc.)

5. Does the organization have a policy regarding protection of confidential client information?

YES (5 Points) NO (0 Points) ____________________________

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Notes (List any observations, explanations for point deductions, etc.)

6. Does the Board of Directors routinely receive and review copies of the organization’s financial statements?

YES (5 Points) NO (0 Points) ____________________________

Notes (List any observations, explanations for point deductions, etc.)

SUBJECTIVE NARRATIVE

7. What is the site evaluation team’s overall impression of the facility? (Address issues such as the

professionalism of staff-to-staff and staff-to-client interactions, facility appearance and appropriateness for type of services provided, receptiveness to site evaluation team, etc.)

8. Provide two examples of the strengths of the organization’s leaders with specific attention to one or more of the following areas: extensive and varied experience in nonprofit management, innovative thinking, or comprehensive knowledge of the field.

_________________________________________________________________________________

9. Has the organization experienced or is it anticipating the loss of any key staff or funding support? How will the organization address these losses?

_________________________________________________________________________________

10. Additional notes and observations (concerns, impressions, etc.)

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__________________________________________________________________________________

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