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SPEAR Program Proposal Information
Guide Book
2003 Copyright © Sigma Public Education and Research (SPEAR) Foundation. 2003 All Rights Reserved. No part of this document may be reproduced without written consent from the author. SPEAR, 313 Casa Del Norte Drive, North Las Vegas, NV 89031-2893, (702) 392-8588, [email protected]
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Sigma Public Education and Research
(SPEAR) Foundation MISSION To promote social, civic, cultural, economic, and education progress for vulnerable or at-risk families and communities. The mission is fulfilled through community services, public education, advocacy, and social science research. HISTORY SPEAR was founded in 1993 as a component of Sigma Gamma Rho Sorority, Incorporated. In 1995, SPEAR received its 501(c)3 status and became an autonomous body, with Sigma Gamma Rho affiliation. The headquarters is based in Chicago, with program offices in Kansas City, MO, Las Vegas, NV, Los Angeles, CA, Miami, FL, and Washington, D.C. GOALS SPEAR’s goals emphasize the development of public education and advocacy programs that will reduce poverty, and improve the quality of life for minorities, women, and children. The Foundation focuses on social science research and the direct correlation between the escalation of poverty, illiteracy, moral/value and family disintegration. The SPEAR Foundation’s overall goals are listed below: • Empower minorities and women with tools and skills to become economically
self-sufficient • Develop programmatic activities that focus on family preservation • Develop health initiatives that increases the awareness of minorities and
women • Develop education initiatives that empower impoverished women to become
effective advocates for themselves, their children and their community.
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Table of Contents
Grant Writing - A Process
Grant Writing - An Investment
The Inquiry Letter
The Cover Letter
Title Page
Table of Contents
Executive Summary
Needs Statement
Goals & Objectives
Project Management
Bibliography
Résumés
Letters of Support
Budget
Financial Statement
Timetable
Continuity
Evaluation
Funding Criteria
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Grant Writing Grant Writing Grant Writing Grant Writing ---- A ProcessA ProcessA ProcessA Process
Grant writing is a process; not just a single document called a proposal. It is a
process of planning, researching, networking, and cultivation of prospective
individual, foundation and corporate donors. This process involves a synergy
between the nonprofit and the prospective donor. It is a match between those
who are seeking money and those who are giving money away. This match
requires a coincidence of interest, and that requires the requesting organization
to plan, research and network to cultivate prospective donors.
You must see your relationship with a prospective donor as a budding
partnership. You may have ideas and the ability to solve problems, but no
dollars with which to implement them. Individual donors, foundations and
corporations have the financial resources needed to underwrite
projects/programs. Bring these two together effectively, and the result is a
synergy. That is the business of grant writing.
Grant writing is a step-by-step process. It takes time and persistence to
succeed. After you have written a proposal, it could take a year to receive the
funds needed to implement your project or program. And, even a perfectly
written proposal may be turned down, no matter the merits of its purpose.
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Grant Writing Grant Writing Grant Writing Grant Writing ---- An InvestmentAn InvestmentAn InvestmentAn Investment
Grant writing is an investment of time and energy leading to a future reward.
Your goal should be to create a group of individual, foundation and corporate
donors who give small gifts on a steady basis - and a few which give large,
intermittent, grants. By tenaciously implementing the grant writing process every
year, you can hold on to most of your small donors and find a balance with the
inconsistent giving of large donors.
The grant writing process is not a rigid formula, neither are the components that
make up a proposal a closed system. Both require knowledge of the prospective
donor being addressed so that they can be adapted to fit the criteria of that donor
- each must be adapted to fit the needs of each situation.
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The Inquiry Letter should contain the following: • Geographic area served • Organization's purpose • Needs statement • How it will be addressed • Anticipated outcomes • Project/program evaluation • Estimated costs:
• Overall cost • Amount assumed by the requesting organization • Amount requested from the prospective donor
• Name of the primary contact person
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Sample Inquiry Letter: Mr. John Englehart Program Director The Washington Electric Foundation 234 44th Street New York, New York 10002 December 22, 1999 Dear Mr. Englehart, The Lexington Street YWCA in Albany, New York, would like to inquire if The Washington Electric Foundation might be interested in helping us with a very special project: Safe Haven for Families At Risk, a program providing day care shelter for homeless mothers and children. Safe Haven for Families At Risk gives homeless women and children a safe environment and food in the daytime when the city's homeless shelters are closed. We provide counseling and support, and have a job placement service. We would like to know if The Safe Haven for Families At Risk program fits within the priorities and interests of The Washington Electric Foundation. It is similar in both organization and purpose to programs that you have funded in the past, and we hope you will be interested. You may reach me, or the program's contact person, Linda Adessio, at (518) 983-4120. You may also leave a message at Safe Haven for Families At Risk (518) 983-6301. One of us will promptly return your call. Sincerely, Susan Shepard, M. S.W. Executive Director
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The Title Page tells the following: Title of Project., Name of organization submitting the proposal., Date of Submission, Name of Contact Person, Telephone number, Name of Person/Organization to whom it is being submitted, Amount requested, Name, title and signature of person in your organization authorized to sign legal documents. Sample Title Page:
Safe Haven for Families At Risk
a proposal
by The Lexington Street Y.W.C.A. January 18, 2000
Linda Adessio, Contact Person
(518) 222-6756
submitted to
The Washington Electric Foundation
$37,020 Requested
by_____________________
Susan Shepard, M.S.W. Executive Director
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The Cover Letter should include the following: • Name (contact person) • Title • Name (organization) • Address • Date • Salutation • Introduction • Purpose of project/program • Relationship to donor's interests • Amount requested • Motivating statement • Contact information • Statement of appreciation • Farewell • Name (author) • Title
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Sample Cover Letter: Mr. John Englehart Program Director The Washington Electric Foundation 234 44th Street New York, New York 10002 January 4, 2000 Dear Mr. Englehart, I am Susan Shepard, Executive Director of the Lexington Street YWCA in Albany, New York. I am writing to ask The Washington Electric Foundation to help us with a very special project, Safe Haven for Families At Risk, which fits the interests of your foundation by providing day care shelter for homeless mothers and children. Safe Haven for Families At Risk provides homeless women and children with a safe environment and food in the daytime when the city's homeless shelters are closed. We provide counseling and support, and have a job placement service. The Safe Haven for Families At Risk program fits within the demonstrated interests that The Washington Electric Foundation has had for the homeless. It is similar in both organization and purpose to programs that you have funded in the past. We know that you are especially mindful of programs which affect the communities in which your employees reside. The Washington Electric Foundation's gift win let the employees of your parent company know that they and you are active and involved members of their community. We are requesting a $37,020 grant from The Washington Electric Foundation to meet our operational costs. You may reach me, or the program's contact person, Linda Adessio, at (518) 983-4120. You may also leave a message at Safe Haven for Families At Risk (518) 983-6301. One of us will promptly return your call. Our staff will be happy to work closely with you in order to make your participation in Safe Haven for Families At Risk a reality. Thank you for your time and consideration. Sincerely, Susan Shepard, M. S.W. Executive Director
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Table of Contents The Table of Contents should be set up in the following format: A) Table of Contents B) Executive Summary Q Needs Statement D) Goals & Objectives E) Project Management
1) Administration
2) Staffing F) Timetable G) Continuity H) Evaluation Method
1) Budget J) Addenda
1) Résumés'
2) Letters of Support
3) Determination Letter
4) Financial Statement K) Bibliography
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Executive Summary The Executive Summary should contain the following: • Name of project/program • Name of sponsoring agency • Contact person • Telephone/FAX • Amount requested. • Total of overall budget • Brief description of project/ program • Anticipated Result • Motivational Statement, Statement of appreciation.
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Sample Executive Summary: Program Title: Safe Haven for Families At Risk Sponsoring Agency: Lexington Street YWCA 230 Lexington St. Albany, New York 12204 Contact: Susan Shepard, M.S.W. Executive Director Phone: (518) 983-4120 (518) 983-6301 Grant Request: $37,020 Lexington Street YWCA Annual Budget: $527,000 The goal of Safe Haven for Families At Risk is to meet the essential needs of homeless mothers with preschool children during the day when most shelters are closed. It is designed provide a chemically free, safe, sanitary and secure environment, provide nutritional needs, day care, job counseling and placement. With a service support group, this program can be integrated into some of the existing services offered by the Lexington Street YWCA for working poor families; day care, after school program, job counseling and placement, and a thrift shop. This much needed program, with some additional staffing and material support can reach from 20 to 30 families lacking any kind of service in this area (Please go to Support Letters in Addenda.) We need the participation of the Washington Electric Company to enable Safe Haven for Families At Risk to change the lives of homeless women and children in Albany. This partnership will demonstrate to all that the Washington Electric Company cares and strives to improve the quality of life in the communities in which its employees reside. Thank you for your time and interest.
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Needs Statement The Needs Statement should contain the following: A) General Statement of need. B) Supporting statement. C) Concluding statement. Sample Needs Statement: Currently there are between 20 to 30 families (mothers with school age children) who are forced onto the streets when homeless shelters close for the day. Overcrowded shelters (especially in Winter) must houseclean, with limited or no program space and staff, have no program for daytime activities. The situation gets worse during the winter months when local stores, the public library and vacant buildings are used as shelter. Not only are the normal day to day activities of these families disrupted, but the coping behaviors of loitering and (even temporary) abandonment of children (leaving them without supervision) lead to problems with the community generally and the law specifically. Some mothers are chemically dependent, unemployed, and overwhelmed. Lacking daytime shelter can be a thoroughly brutalizing experience for both mothers and children. A lack of community resources creates a cycle of chemical and welfare dependency. Without intervention, both the women and their children are at risk for self-destructive and anti-social behaviors that lower the quality of life for all.
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Goals & Objectives A) Goals B) Objectives C) Tasks Sample Goals & Objectives: Goal - Women resolving their personal problems, including substance abuse and addiction, obtaining temporary or long term employment, and providing for the needs of their children. Objectives - A suitable facility with secure entrances and emergency exits - A supervised, adequate, and secure play area for children to play - A drug-screening and counseling program - A job-placement and counseling service - A nutritional program Tasks - Hire an Executive Director - Hire a Program Coordinator - Provide Health Insurance - Hire Consultants - Manage the facility - Manage a drug-screening and counseling program - Manage a job-placement and counseling service - Manage an after school program - Manage a nutritional program
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Project Management—Administration
Project Management staffing includes: A) Staff responsibilities. 1) Financial management. 2) Project/program outcomes. 3) Program evaluation. 4) Reporting to donors. B) The Board of Directors. C) Organizational chart. Sample Project Management Staffing: Staff responsibilities The Executive Director the Lexington Street Y.W.C.A. is responsible for the financial management of the program. The responsibility for program outcomes is shared by:
• Safe Haven for Families At Risk Program Coordinator (please see Staffing or job description)
• Drug Counselor (please see Staffing or job description) • Job-placement Specialist (please see Staffing or job description)
Program evaluation is the responsibility of the Program Coordinator from data collected and evaluated by the Drug Counselor and Job-placement Specialist consultants. The Executive Director the Lexington Street Y.W.C.A. is responsible for reporting to donors. The Board of Directors of the Lexington Street Y.W.C.A Deborah Brown Anthony Battaglia Ruth Fineman Geraldine Fitzgerald Irene Maniates Paul Ostianko Organizational chart
Board of Directors I
Executive Director I
Program Coordinator
Consultant Volunteers I I Drug Counselor Day Care I I Job-placement Specialist Kitchen
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Project Management--Staffing
Staffing consists of :
A) Paid Staff
a) Title
b) Job description.
c) Experience
d) Level of expertise.
e) Educational background.
f) Time
Sample Job Descriptions:
Title: Program Coordinator
Job Description: Responsible for program, staff and volunteer management. Experience: Previous experience as a program director. Level of expertise: Successful previous track record in management. Educational background: BA in counseling or the equivalent. 1/2 Time
Title: Drug Counselor
Job Description: Responsible for clinical care and evaluation of clients. Experience: Previous drug counselor clinical experience and statistical analysis. Level of expertise: Prior employment as a Chemical Dependency Counselor (C.D.C.) Educational background: Registered Nurse (R.N.) Part Time
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Budget:
A) Personal Cost
1) Staff Salaries a) Benefits
2) Consultants a) Consultant A b) Consultant B
3) Sub-Total Personnel Costs
B) Non-personnel Costs 1)Faculty
a) Rent b) Utilities c) Telephone d) Printing
2) Programs a) Program A
(1) Telephone b) Program B
1) Telephone 2) Expense c) Program C 1) Expense 3)Sub-Total Non-Personnel Costs
C) Sub-Total D) Contributions E) Total to be Funded
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Budget Sample Personnel Costs Executive Director (donated by YWCA) ($6,000) Program Coordinator 12,500 (1/2 time) Health Insurance 700 Consultants Chemical Dependency Counselor (R.N.) 8,500 ($40/hr.) Licensed Clinical Social Worker (L.C.S.W.) 8,500 ($40/hr.) Sub-Total Personnel Costs $35,500 Non-personnel Costs Safe Haven Facility Rent - donated by YWCA (6,000) Utilities 620 Telephone 500 Printing 400 Drug-Screening and Counseling Program Telephone 500 Job-Placement and Counseling Service Telephone 500 Revolving Job Search Fund 900 After School Program Volunteer Training Supplies 500 Nutritional Program Equipment (refrigerator and oven) 500 Meals (two snacks and lunch/client) 2,400 Sub-Total Non-Personnel Costs $13,520 Sub-Total: $49,020 YWCA Contributions (12,000) Total to be Funded $37,020
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Sources 1) Books
Double space all entries and list in alphabetical order by authors last name. Generally, an entry has three main divisions--author, title, and publication information--each followed by a period and two spaces.
a) one author
Frye, Northrup. Anatomy of Criticism: Four Essays. Princeton: Princeton UP, 1957.
b) two or three authors
Gesell, Arnold, and Frances L. 11g. Child Development: An Introduction to the Study of Human Growth. New York: Macmillan, 1960.
c) corporate author
United States Capitol Society. We, the People: The Story of the United States Capitol. Washington, D.C.: National Geographic Soc., 1964.
2) Newspapers, Magazines, Journals, and Other Sources
a) a journal or magazine
Deluch, Max. "Mind from Matter. " American Scholar 47 (1978): 339-53.
b) an article in a newspaper
Strout, Richard L. "Another Bicentennial. "Christian Science Monitor 10 Nov. 1978: 27.
c) a government publication
United States Capitol Society. We, the People: The Story of the United States Capitol. Washington, D.C.: National Geographic Soc., 1964.
3) Electronic Sources
a) e-mail
Danford, Tom. "Monday Greetings." E-mail to Terry Craig. 13 Sept. 1993. Shaumann, Thomas Michael. "Re: Technical German." 5 Aug. 1994. Online posting. Newsgroup comp.edu.languages. natural. natural. Usenet. 7 Sept. 1994.
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Résumés Functional Résumé Susan Shepard, M. S.W. 1900 Furrow St. Albany, New York 12200 (518) 922-6741 Education: University of Minnesota, M.S.W., 1966 Colorado State University, B.A., 1964 Work Experience: Lexington Street Y.W.C.A., Exec. Director, 1989-2000
The Stamford Y.W.C.A., Program Director, 1972-1982 The Rochester Y.W.C.A., Associate Director, 1982-1989 References available upon request.
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Sample Letter of Support
Susan Shepard, M.S.W. Executive Director
Lexington Street YWCA
230 Lexington St. Albany, New York 12200
Dear Susan, We are more than pleased to support and recommend YWCA's The Safe Haven for Families At Risk; a program that offers us auxiliary services for homeless women and children.
No one has been happy with the plight of homeless mothers and children without a place to seek refuge during the daytime when we must close. As you know, we must use this time for housekeeping. With the demands that an overcrowded facility makes on our staff and volunteers, our shelter must shut down between 8:30 A.M. and 5:30 P.M.
We realize this is a hardship. But, we have limited resources to meet overwhelming needs - especially in the winter.
We encourage donors to contribute generously to your much needed program's operation Respectfully yours, Judy Trumbell
Chairman
Coalition of Homeless Shelters
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Financial Statement
The Lexington Street YWCA 230 Lexington St. Albany, New York 12200 Revenue and Expenses: Fiscal Year Ending Dec. 31, 1999 Contributions $878,629
Government Grants 899,556
Program Services 925,892
Investments 28,617
Special Events 0
Sales 25,164
Other 47,398
Program Services 2,684,715
Administration 183,015
Other 69,410
Total Expenditures $2,937,140
Total Revenue $2,805,256
NET GAIN/LOSS $-131,884
Balance Sheet: Fiscal Year Ending Dec. 31, 1999
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Timetable consists of : A) Staffing
1) Name of Objective or Task A
a) Start date. b) End date.
2) Name of Objective or Task B a) Start date. b) End date.
3) Name of Objective or Task C a) Start date. b) End date.
B) Program 1) Name of Objective or Task A a) Start date. b) End date. 2) Name of Objective or Task B a) Start date. b) End date. 3) Name of Objective or Task C a) Start date. b) End date. C) Reporting 1) Mid-year report to donors. a) Date 2) Annual report to donors. a) Date Sample Timetable Excerpt: Staffing
January Recruit and hire a Project Coordinator Design and implement a license able facility.
Design and implement a nutritional program. Train volunteer kitchen workers.
February
Design and implement a supervised, adequate, and secure play area for children. Train volunteer day-care workers.
Design and implement a drug-screening and counseling program. Recruit and hire a Chemical Dependency Counselor (R.N.) consultant.
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Continuity includes: A) Statement of Intent to continue. B) Statement of community support. C) Statement of pledged future funding. 1) Reference to funding letters. D) Reference to future funding efforts. Sample Continuity: In its second year, The Safe Haven for Families At Risk program will serve between 25 to 35 families (mothers with school age children) who are forced onto the streets when homeless shelters close for the day. We believe that recognition of The Safe Haven for Families At Risk program lead to continuing funding in the future and that amount of money donated will continue to match the amount needed to care for Albany's homeless women and children. We hope to integrate the program into a standing services of the Lexington Street YMCA. We have submitted a funding proposal for $10,000 to the Albany Department of Social Services which has been approved for our second year of operation (Please go to Addenda: Letter of Support). Once we have established a track record, we anticipate being able to raise funds from a broad cross section of the community, as well as from additional regional and national sources.
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Evaluation Evauation consists of A) Statistical basis of evaluation. B) Method of data collection. C) Evaluation method. D) Publication of results. Sample Evaluation: As a result of Safe Haven for Families At Risk we anticipate a 50% increase in school attendance, a 60% reduction in chemical dependency, an increase in employment of 75%, and an 80% increase in obtaining permanent shelter among our clients. The Albany Department of Social Welfare maintains demographics in following areas on the homeless population within the city: -School attendance (children ages 5 -18) - Chemical Dependency (homeless women) - Employment (homeless women) - Permanent Shelter (homeless families) Safe Haven for Families At Risk will maintaindetailed records on each family served. We anticipate a 30% annual drop-out rate. In an effort to assist the program, The Homeless Shelter Coalition (overnight shelters) has agreed to permit extended stays up to six to nine months for families with children actively participating in Safe Haven for Families At Risk. The resulting data will be evaluated by our staff Chemical Dependency Counselor (R.N.) and Licensed Clinical Social Worker (L.C.S.W.) under the supervision of the Program Coordinator. We will publish our statistical analysis using these criteria twice annually. A report will be sent to each donor (if requested) and to the Albany Department of Social Welfare.
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Funding Criteria
SPEAR provides technical assistance, funding research, acts as a fiscal agent
performing all fiduciary responsibilities, grant management and administration
for its network of sister agencies. This simply means that when Spear sponsors
an agency to apply for funding, SPEAR applies on behalf of that agency. The
agency itself will prepare the initial documents and submit the documents and
the name of a designated contact that is knowledgeable about the project to
SPEAR. Upon receipt of the proposal package, the proposal will be edited and
submitted to the appropriate funding sources. Please read and follow the
guidelines included in this package for preparing your grant proposals. Use 12-
point font and try to keep your proposal at 10 pages or less. After completing
your Proposal, please email it to the following address:
SPEAR Foundation 313 Casa Del Norte Drive
North Las Vegas, NV 89031-2893 telephone: 702-649-6022
FAX: 702-649-6065 email [email protected]
