ANNISTON ANNISTON COMMUNITY COMMUNITY EDUCATION EDUCATION FOUNDATIONFOUNDATION

Small & Program Grant Small & Program Grant Informational SessionInformational Session

May 6, 2013May 6, 2013

WelcomeWelcome

The Anniston Community Education Foundation The Anniston Community Education Foundation (ACEF) is dedicated to helping youth in the (ACEF) is dedicated to helping youth in the targeted communities attend and succeed in targeted communities attend and succeed in the educational arena. The belief thatthe educational arena. The belief that““every every child can and will learn with the proper child can and will learn with the proper educational resourceseducational resources”” is echoed throughout is echoed throughout the Foundationthe Foundation’’s work. Anniston Community s work. Anniston Community Education Foundation facilitates partnerships Education Foundation facilitates partnerships with key stakeholders to increase academic with key stakeholders to increase academic achievement of youth in the targeted achievement of youth in the targeted communities.communities.

Today’s AgendaToday’s AgendaBrief Overview of ACEFBrief Overview of ACEF

◦ Board of DirectorsBoard of Directors◦ HistoryHistory◦ Mission and Vision StatementsMission and Vision Statements

Funding TypesFunding TypesFunding InitiativesFunding InitiativesSmall & Program Grant’s Guidelines OverviewSmall & Program Grant’s Guidelines OverviewAgreementAgreementReporting ProcessReporting ProcessCheck Request ProcessCheck Request ProcessPublicity & Public AwarenessPublicity & Public AwarenessFiling ExtensionsFiling ExtensionsReporting ChangesReporting ChangesReview ProcessReview ProcessQuestions & AnswersQuestions & Answers

Board of DirectorsBoard of Directors

Ms. Cynthia CalixMs. Cynthia Calix, President, President

Mr. Leon Garrett, Mr. Leon Garrett, Vice PresidentVice President

Dr. Barbara B. Boyd, Dr. Barbara B. Boyd, SecretarySecretary

Ms. Shirley CarterMs. Shirley Carter, Treasurer, Treasurer

Mr. David BakerMr. David Baker

Ms. Carol KirkMs. Carol Kirk

Ms. Alma TurnerMs. Alma Turner

Mr. Ernest WashingtonMr. Ernest Washington

Mr. Edward StillMr. Edward Still, Attorney, Attorney

History of ACEFHistory of ACEFAnniston Community Education

Foundation evolved as a result of the Partial Consent Decree (Consent Decree) among the United States Environmental Protection Agency (EPA), Solutia Inc. (Solutia), and Pharmacia Corporation (Pharmacia) entered by the United States District Court for the Northern District of Alabama on August 4, 2003. ACEF is to be funded by Solutia for 12 years.

MISSIONMISSIONThe mission of the Anniston Community The mission of the Anniston Community

Education Foundation is to Education Foundation is to BUILD BUILD a a collaborative network of diverse stakeholders collaborative network of diverse stakeholders to to IMPROVE IMPROVE the quality of education in our the quality of education in our

targeted communities. targeted communities.

VisionVisionOur vision is empowering the youth in the

designated area with need-based Educational Resources.

Funding TypesFunding TypesACEF ScholarshipACEF ScholarshipKevin Thompson ScholarshipKevin Thompson ScholarshipDiscretionary Funds GrantDiscretionary Funds GrantSmall Grant*Small Grant*Program Grant* Program Grant* *Grant will re-open in 2015.*Grant will re-open in 2015.

Funding InitiativesFunding Initiatives

Reading / LiteracyReading / Literacy

Parental EngagementParental Engagement

Math and ScienceMath and Science

Language and HumanitiesLanguage and Humanities

High School Dropout PreventionHigh School Dropout Prevention

Small & Program Grant Small & Program Grant OverviewOverview

All applications must be received in the ACEF office All applications must be received in the ACEF office by 5pm July 16by 5pm July 16thth. For mailed submittals, packages . For mailed submittals, packages must be postmarked by the specified due date. must be postmarked by the specified due date. Late or incomplete applications will not be Late or incomplete applications will not be accepted or reviewed.accepted or reviewed.

Please ensure that you attach the front page of your Please ensure that you attach the front page of your Articles of Incorporation and a copy of your 501 © 3 Articles of Incorporation and a copy of your 501 © 3 award letter. For school applicants, please submit a award letter. For school applicants, please submit a complete IRS Form W-9 and Tax Exemption Letter.complete IRS Form W-9 and Tax Exemption Letter.

Your grant application packet should include:Your grant application packet should include:• Project narrative that clearly explains the purpose, Project narrative that clearly explains the purpose,

goal(s), and objective(s) of the project / eventgoal(s), and objective(s) of the project / event• A sustainability plan for equipment purchases. A sustainability plan for equipment purchases. • Itemized budget and narrative, explicitly outlining Itemized budget and narrative, explicitly outlining

how the funds will be used.how the funds will be used.• Letters of Support for the proposed project / event.Letters of Support for the proposed project / event.

Applicants should address the following Applicants should address the following information in their project narrative:information in their project narrative:

Give a brief history of your organization, describing its purpose Give a brief history of your organization, describing its purpose activities and accomplishmentsactivities and accomplishments

Describe the issue or problem to be addressed with grant Describe the issue or problem to be addressed with grant funds.funds.

What are the goals and activities of the proposed project?What are the goals and activities of the proposed project?

List the steps you will follow to accomplish your objectives List the steps you will follow to accomplish your objectives (plan of action, anticipated timeline or schedule, and staff / (plan of action, anticipated timeline or schedule, and staff / volunteer roles and responsibilities).volunteer roles and responsibilities).

How will you evaluate the proposed activity/program?How will you evaluate the proposed activity/program?

List other prospective funders for the project and the amounts List other prospective funders for the project and the amounts requested.requested.

Project Evaluation documents. (exclude first time applicants)Project Evaluation documents. (exclude first time applicants)

Documented evidence that the outcomes were met or Documented evidence that the outcomes were met or exceeded the project outcomes. (excludes first time applicants)exceeded the project outcomes. (excludes first time applicants)

OverviewOverview

Small Grant Award: $2,001 to $10,000Small Grant Award: $2,001 to $10,000

Program Grant Award: $10,000 to $35,000 Program Grant Award: $10,000 to $35,000 2 2 yearsyears

Grant Cycle: November 1Grant Cycle: November 1stst – October 31 – October 31stst

Length of Small Grant: One (1) year grant awardLength of Small Grant: One (1) year grant award

Length of Program Grant: Two (2) year grant Length of Program Grant: Two (2) year grant award award

Applications Deadlines: Applications Deadlines: July 15July 15thth

Award Installment: Small Grant - Four (4), Award Installment: Small Grant - Four (4), Program Grant Eight - (8)Program Grant Eight - (8)

Must sign an ACEF Collaborative AgreementMust sign an ACEF Collaborative Agreement

Overview Continued…Overview Continued…

Additional Requirements: Additional Requirements: Attend at least 2 workshops on nonprofit Attend at least 2 workshops on nonprofit

management or governance management or governance Subjected to announced and unannounced site visitsSubjected to announced and unannounced site visits Publicly acknowledge ACEF as a funding sourcePublicly acknowledge ACEF as a funding source

Notification of Decision: No later than 90 days from the Notification of Decision: No later than 90 days from the submittal deadline submittal deadline

ACEF will only fund an event/project/program a ACEF will only fund an event/project/program a maximum of two (2) times (retroactive 2005).maximum of two (2) times (retroactive 2005).

The project/event must be within scope of the funding The project/event must be within scope of the funding focus.focus.

The proposal must have an explicit project narrative, The proposal must have an explicit project narrative, evaluation method, and itemized budget.evaluation method, and itemized budget.

For school system applicants, the application must For school system applicants, the application must contain a letter of support from the Superintendent .contain a letter of support from the Superintendent .

Overview ContinuedOverview Continued

Up to 17% of funds may be used towards Up to 17% of funds may be used towards personnel expenses and up to 3% towards personnel expenses and up to 3% towards Incentives.Incentives.

Programs selected for funding must sign a Programs selected for funding must sign a Collaborative Agreement. Collaborative Agreement.

The person who will be responsible for the grant The person who will be responsible for the grant administration (includes program and financial) administration (includes program and financial) must be able to directly oversee the program.must be able to directly oversee the program.

Additional installments will only be awarded Additional installments will only be awarded upon a satisfactory review of the Submitted upon a satisfactory review of the Submitted Reports and all grant obligations have been met. Reports and all grant obligations have been met.

Additional InformationAdditional Information

Nonprofit organizations must attach a letter of Nonprofit organizations must attach a letter of approval, on official letterhead, from the financial approval, on official letterhead, from the financial manager or the immediate supervisor of the manager or the immediate supervisor of the person submitting the grant, if appropriate. person submitting the grant, if appropriate.

School system applicants must attach a letter of School system applicants must attach a letter of approval, on official letterhead, from the school’s approval, on official letterhead, from the school’s principal and the school system’s superintendent.principal and the school system’s superintendent.

Request of organizations working within the school Request of organizations working within the school system must have prior approval from the system must have prior approval from the Superintendent’s office. This approval should come Superintendent’s office. This approval should come in the form of a letter, on letterhead, with the in the form of a letter, on letterhead, with the Superintendent’s signature and should be included Superintendent’s signature and should be included as part of the grant proposal.as part of the grant proposal.

Letters of Letters of SupportSupport (Collaboration) should also be (Collaboration) should also be submitted to verify partnerships.submitted to verify partnerships.

Submit eleven (7) stapled application packets to Anniston Community Education Foundation by the application deadline.

The ACEF Board of Directors make the final award determinations.

All funding decisions are final.

Requirements to ApplyRequirements to Apply

Must be a non-profit with a 501 (c) 3 designationMust be a non-profit with a 501 (c) 3 designation

Must address an educational need or opportunity in Must address an educational need or opportunity in the impacted communitythe impacted community

Implement or manage an educational program or Implement or manage an educational program or activityactivity

Must have specific, measurable goals and Must have specific, measurable goals and objectives set forth in the grant with a mechanism objectives set forth in the grant with a mechanism in place to measure outcomesin place to measure outcomes

Be willing to work collaborativelyBe willing to work collaboratively

ACEF Will Not FundACEF Will Not Fund

IndividualsIndividuals Religious PurposesReligious Purposes National Fundraising DrivesNational Fundraising Drives Conference or Seminar ExpensesConference or Seminar Expenses Tickets for BenefitsTickets for Benefits Political Organizations or Candidates for Public OfficePolitical Organizations or Candidates for Public Office Lobbying ActivitiesLobbying Activities Budget DeficitsBudget Deficits Replacement of Government Funding CutsReplacement of Government Funding Cuts Special Events/Fundraising DinnersSpecial Events/Fundraising Dinners

Grant AgreementGrant AgreementAll grant recipients are required to complete a All grant recipients are required to complete a

grant agreement. Grant agreements must be grant agreement. Grant agreements must be signed before receipt of any grant funds. signed before receipt of any grant funds.

Depending on your type of grant, agreements may Depending on your type of grant, agreements may be in effect for a one or two year period. The be in effect for a one or two year period. The grant year begins November 1grant year begins November 1stst and ends and ends October 31October 31stst..

Recipients are expected to expend all grant funds Recipients are expected to expend all grant funds during the grant year.during the grant year.

Please refer to the grant agreement any time you Please refer to the grant agreement any time you have questions.have questions.

Reporting ProcessReporting Process

Grantees are required to submit Quarterly Progress Grantees are required to submit Quarterly Progress Reports. Late reports will delay your grant Reports. Late reports will delay your grant payment. Any overdue report, more than thirty payment. Any overdue report, more than thirty (30) days late, will automatically result in a (30) days late, will automatically result in a cancellation of the Grant Agreement and cancellation of the Grant Agreement and discontinuation of future payments. discontinuation of future payments.

All reports must be submitted using the Grant All reports must be submitted using the Grant Reporting Forms. Incomplete reports will delay Reporting Forms. Incomplete reports will delay your grant payment. your grant payment.

Grant Reporting Forms are available on the ACEF Grant Reporting Forms are available on the ACEF website.website.

Reports are due February 15Reports are due February 15thth, May 15, May 15thth, August 15, August 15thth, , and November 15and November 15thth. .

Check RequestCheck Request

Check Requests will be used by school-based recipients and should be Check Requests will be used by school-based recipients and should be used to initiate payment of expenses. used to initiate payment of expenses.

Requests require approval of ACEF before a request will be processed Requests require approval of ACEF before a request will be processed and should be submitted by the Designated Grant Administrator. For and should be submitted by the Designated Grant Administrator. For purchases over $500, the check request will require two signatures: purchases over $500, the check request will require two signatures: designated grant administrator and immediate supervisor.designated grant administrator and immediate supervisor.

Any out-of-pocket purchases should have prior approval of ACEF before Any out-of-pocket purchases should have prior approval of ACEF before a reimbursement will be processed. Approval of reimbursements will a reimbursement will be processed. Approval of reimbursements will be handled on a case-by-case basis. be handled on a case-by-case basis.

Allow at least five (5) business days for request to be processed. Allow at least five (5) business days for request to be processed.

All requests are subject to approval of ACEF.All requests are subject to approval of ACEF.

Publicity and Public Awareness Policy Publicity and Public Awareness Policy

ACEF requires Small and Program Grants’ recipients to ACEF requires Small and Program Grants’ recipients to inform the public of the program being supported by the inform the public of the program being supported by the Foundation within the first ninety (90) days of the new Foundation within the first ninety (90) days of the new grant cycle. grant cycle.

Before releasing any public statements, the Foundation Before releasing any public statements, the Foundation must approve the content.must approve the content.

It is the responsibility of grantees to initiate this process.It is the responsibility of grantees to initiate this process.

Failure to submit a public announcement within the first Failure to submit a public announcement within the first ninety (90) days is a violation of the Grant Agreement. ninety (90) days is a violation of the Grant Agreement.

ExtensionsExtensions

The Foundation understands events occur that may The Foundation understands events occur that may prevent deadlines from being met. In such cases, prevent deadlines from being met. In such cases, grantees may request extensions.grantees may request extensions.

All extensions should be submitted in writing All extensions should be submitted in writing fourteen (14) days prior to the deadline. Requests fourteen (14) days prior to the deadline. Requests are subjected to the approval of the Foundation. are subjected to the approval of the Foundation.

Reporting ChangesReporting Changes

Grant funds should be used for the purposes stated in the Grant funds should be used for the purposes stated in the grant request.grant request.

Any deviations must be submitted, in writing with reason, Any deviations must be submitted, in writing with reason, within a fourteen (14) day period prior to the date of within a fourteen (14) day period prior to the date of change. change.

In cases where a fourteen (14) day notice is not In cases where a fourteen (14) day notice is not applicable, the Foundation should be contacted within applicable, the Foundation should be contacted within seven (7) days.seven (7) days.

All budgetary amendments require pre-approval of the All budgetary amendments require pre-approval of the Foundation.Foundation.

Hint: Whenever in doubt, report any and all Hint: Whenever in doubt, report any and all changes to the Foundation. Call ACEF before changes to the Foundation. Call ACEF before making programmatic and budgetary changes. making programmatic and budgetary changes.

Disclaimer:Disclaimer:

The Anniston Community Education The Anniston Community Education Foundation reserves the right to Foundation reserves the right to discontinue, delay, modify, or withhold discontinue, delay, modify, or withhold any payments to be made under this any payments to be made under this grant award or to require a total or grant award or to require a total or partial refund of any grant funds if, in partial refund of any grant funds if, in the Foundationthe Foundation’’s sole discretion, such s sole discretion, such action is necessary, the Grant has not action is necessary, the Grant has not complied with the terms and complied with the terms and conditions of the grant agreement. conditions of the grant agreement.

Grant Review ProcessGrant Review Process

Step 1:Applications submitted

by deadline

Step 2:Executive Director reviews

grant applications for requirements

Step 3:Grant making Committee

reviews / scores applications, containing

requirements.

Grant Review Process

(90 days)

Step 5:Applicants notified

of grant status.

Step 4:Committee makes a

funding recommendation to

the full Board for approval

and umm then

finally

ne

xt

Then

Questions and AnswersQuestions and Answers

Executive Director:

Mr. Kerwin Allen

256.741.1629

kallen_acef@bellsouth.net

Contact InformationAnniston Community Education Foundation

(ACEF) 818 Leighton Avenue, Suite A * P.O. Box 1026 * Anniston, AL 36202

(256) 741.1629/ 741.1630 * (256) 741.1631 Fax * www.annistoncef.org

Administrative Coordinator:

Ms. Nicole Guyton

256.741.1630

nguyton_acef@bellsouth.net