HomeMy WebLinkAboutApplication Instructions APPLICATION INSTRUCTIONS
County of Hawaii
Nonprofit Grants-in-Aid: Waiwai Grant Program
* NOTICE!
You are strongly advised to carefully review these instructions and the Notice to Applicants for FY
2025-26 Nonprofit Grants-in-Aid: Waiwai Grant Program. It is your responsibility to be in full
compliance. Failure to do so will result in the disqualification of your application and/or in penalties
applied to you which may require your organization to return funds awarded and be ineligible for
future County grant awards.
Policies
1. Each organization is permitted to submit a total of two (2) applications.Each application is limited to
a request of up to $50,000.Applications submitted through a nonprofit fiscal sponsor are not counted
towards the sponsoring organization's two limit application limit. An organization may submit
applications for multiple programs/services but NOT for the same program/service serving multiple
communities. For example, ABC Nonprofit runs an after-school program/service in Hilo and Kona as
well as a weekly feeding program/service in Hilo,Puna, and Ka'u.
• ABC Nonprofit will submit one application for the after-school program and note in the application all
communities served by this program (Hilo and Kona).
• ABC Nonprofit will submit a second application for the weekly feeding program and note in the
application all the communities served(Hilo,Puna, and Ka'u).
• ABC Nonprofit could still serve as a fiscal sponsor for another organization's application to provide
programs/services.
2. Any application shall be disqualified i£
a. Travel funding for training/conferences is requested.
b. The total score of the application is less than 70%.
c. Administrative and overhead costs exceed 10% of the total application request. (Administrative
and overhead costs are those expenses incurred by grant recipients or sub-recipients in support
of the day-to-day operations of their organization. These overhead costs are the expenses that
are not directly tied to a specific program purpose.)
3. Organizations applying for multiple programs/services must submit a grant application for each
program/service. Program/service descriptions and budget tables must reflect the full scope of each
program/service's operations.
4. Applications must be for programs/services which occur during the fiscal year of the grant
award, and all awarded funds must be spent within that same Fiscal Year.
5. Awards cannot provide funds for capital improvements (cost of construction, materials,
insurance or securities) on private properties unless otherwise authorized by law.
General Requirements
1. The Grant Application Packet can be found on the Finance -Nonprofit Grant Forms page of the County of
Hawai`i's website:
http://www.hawaiicounty.gov/fn-nonprofit-grant-forms/
2. County Code specifies that you must use the application form provided by the County. The application
must be submitted online. The full list of questions can be found in the next section (Application
Page 1 of 10
Preparation). Use this to prepare your responses and to ensure all supporting documents are gathered before
completing the online application.
3. Use spell check, edit/proofread and recheck all answers and documents. Double check your work before
submitting.
4. Do NOT email the County your completed application form; submit via the link provided in the application.
5. Do NOT enclose or attach any of the following items to the application:
Brochures, flyers,photos, letters of support client testimonies, maps, menus, evaluation tools,
graphs/tables/charts, etc.
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Application Preparation
IMPORTANT NOTICE:
Please ensure that you are providing the correct email address to save your application progress prior to
submittal. Upon saving your application progress (prior to submittal),you will receive an email containing a
link to take you back to your application. Do not lose or delete that email. The link that is provided is specific
to your application and cannot be retrieved or duplicated by our system. If your application is in progress and
your link is lost,you will have to start the application process over.
Items appear in the order they are listed in the Application.
Be sure to submit your responses via the online application which can be accessed at:
http://www.hawaiicounty.gov/ffi-nonprofit-grant-fonns/
501(c)(3) Nonprofit Organization Contact Information
If you are applying with a fiscal sponsor, the information provided in this section should correspond to the
50 1(c)(3)nonprofit organization, as they will be the legal grantee.
1. 50 1(c)(3)Nonprofit Organization Name
• As It Appears on IRS Forms
2. 501(c)(3)Nonprofit Organization Mailing Address
• This is the address that will be utilized for all grant correspondence.
3. 501(c)(3)Nonprofit Organization Physical Address
• If different from above.
4. Name of 501(c)(3)Nonprofit Organization Director
5. Name of Contact Person for Grant Correspondence
• This person will be the primary point of contact for all communication related to this grant proposal and
award. If the application is through a 50 1(c)(3) fiscal sponsor, provide the contact person for the
project/program.
6. Phone Number for Contact Person for Grant Correspondence
• Include area code.
7. Email Address for Contact Person for Grant Correspondence
8. Are you serving as a 50 1(c)(3) fiscal sponsor for this application?
o Yes/No
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Program/Service Information
1. Program/Service Name
2. Number of years the program/service you are applying for has been in operation.
3. If your organization is submitting two Waiwai Grant applications on behalf of its own programs/services,
please rank your proposals in order of priority for funding.
• Applications submitted as a nonprofit fiscal sponsor do not count toward your organization's two-
application limit and do not need to be ranked.
Program/Service Name
Priority#1
Priority#2
4. For the program/service for which you are applying, do you currently have or anticipate having any other
contracts/agreements with any other department of the County of Hawaii during the fiscal year of this grant
cycle (July 1, 2025 - June 30, 2026)?
o Yes/No
5. If you answered "Yes" to the previous question,please tell us with what department and briefly describe the
contract/agreement deliverables.
• To be completed if you answered"Yes"to question number 4.
6. Have you previously applied for and received a County Nonprofit Grant Award within the last 3 years?
o Yes/No
• If"Yes",please list grant awards for the last 3 years.
FY 22-23 FY 23-24 FY 24-25
Program/Service Name
Amount of Grant Award
7. Select all areas of Hawaii Island where the program/service will be administered, delivered, and
implemented.
o Puna, South Hilo,North Hilo, Hamakua,North Kohala, South Kohala,North Kona, South Kona, Ka'u.
• Select all that apply.
8. If multiple boxes were checked in the previous question,please briefly describe your capacity and plan to
outreach to those geographic areas.
9. Identify the age group of the target audience(s) the program/service will serve.
o Infancy (0-3), Play Age (3-5), School Age (6-11), Adolescence (12-17), Young Adulthood(18-39),
Middle Adulthood(40-59), Kupuna(60+).
• Select all that apply.
10. Identify the primary services or activities to be provided.
o Educational concerns,Needs of the poor, Youth, Victims of Crimes,Public health and welfare of the
people and the environment, Culture and the arts, Victims of Health or Social Crises, Aged,
Physical/Emotional Disabilities.
• Select all that apply.
11. Identify the amount of funds you are applying for. Must be equivalent to or less than your estimated
expenditures.
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• In years past, applicants were asked to provide the County with an amount needed to advance their
program or service. The County receives more than 200 applications for grants-in-aid each year,
resulting in nearly every applicant getting a"slice"of what they requested and some not being able to
advance on their proposal. We recognize this grant is a small piece of your larger operation. So,please
identify a realistic amount that accurately reflects your need to carry out your program or service. Be
thoughtful in what you need as the County will make a yes/no determination on the amount you are
applying for.
o $2,500, $5,000, $7,500, $10,000, $15,000, $20,000, $25,000, $30,000, $35,000, $40,000, $45,000,
$50,000.
• The amount selected must be equivalent to or less than your estimated expenditures
Tracking CHANGE and Ripple Effect
Does your program/service advance any of the following?
o Community& Economy Sector, Health&Wellness Sector, Arts & Culture Sector,Natural Environment
Sector, Governments & Civics Sector, Education Sector.
CHANGE Framework Sections: Please select indicators from only ONE sector of the CHANGE framework
that best applies to the program/service you are requesting funds for(Community&Economy, Health&
Wellness, Arts & Culture,Natural Environment, Government& Civics or Education). Do not select indicators
from more than one sector.
Community& Economy Sector
Your program/service works to build a diverse and growing economy that allows people to earn incomes
and build assets while also affording opportunities for quality of life.
o Diversifies economy, Build income, wealth, assets, Increases housing security/affordability, Reduce or
address the cost of living, Builds community network, Increases community safety, Increases
community capacity to adapt and/or be self-sufficient.
• Select all that apply.
Health& Wellness Sector
Your program/service works to provide access to care that improves the quality of life on Hawaii Island
and keeps `ohana safe and thriving.
o Addresses physician shortages, Reduces healthcare costs, Increases access to nutrition,Provides
resources for kupuna care, Addresses childhood poverty,Provides services for at-risk youth, Improves
access to mental healthibehavioral health services.
• Select all that apply.
Arts & Culture Sector
Your program/service cultivates Hawai`i's rich culture and arts, which enriches the social, economic, and
physical elements of community.
o Supports arts education for youth,Promotes Native Hawaiian Culture,Provides access and opportunities
to participate and practice arts and culture, Supports economic opportunities in the arts.
• Select all that apply.
Natural Environment Sector
Your program/service works to protect and preserve our natural resources and to keep Hawaii, Hawaii.
o Builds resilience to climate change,Promotes renewable resources, Reduces dependency on fossil fuels,
Protects water resources, Promotes local food resources and security,Protects biodiversity,Protects
watersheds and important natural environments,Protects reef and ocean health.
• Select all that apply.
Government& Civics Sector
Your program/service works to position Hawaii as a model for local and global civic responsibility and
collaborative policy development.
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o Builds community volunteerism, Helps to develop community leaders, Increases voter participation,
Increases civic engagement,Promotes government transparency, Builds trust in government,Promotes
community investment.
• Select all that apply.
Education Sector
Your program/service works to educate the next generation properly so we can hope to find solutions to our
most persistent and disruptive challenges.
o Reduces truancy, Increase earning potential, Increases high school graduation rate, Increases literacy,
Increases access to STEAM education,Provides workforce development, Improves access to post-
secondary education, Increases quality and access to early childhood education.
• Select all that apply.
Program/Service Details
Please keep in mind that character counts include punctuation and spaces. Note: organizations are required to
have at least one year of experience with the proposed program/service OR can demonstrate sufficient expertise.
1. Provide the nonprofit organization's mission statement.
2. If this application is for a program/service using a nonprofit organization as a fiscal sponsor,provide the
mission statement of the organization carrying out the program/service.
• Only answer if the application is for a program/service being fiscally sponsored by a 501(c)(3)nonprofit
organization.
3. In 500 characters,provide a brief narrative about your organization's experience, knowledge, and capacity
to carry out the proposed program/service.
• The County Code requires the organization implementing the program/service to have at least one year
of experience with the proposed program/service or demonstrate sufficient expertise.
4. In 1,000 characters,briefly describe the program/service you are seeking grant funds for.
Program/Service Objectives & Performance
The next set of questions will provide grant application reviewers a clear sense of what your proposal is
designed to accomplish and what is needed to get there. Please keep in mind that character counts include
punctuation and spaces.
1. In 1,000 characters, explain the community need the program/service intends to fulfill.
• Evidence (data/citations) documenting the need must be provided.
2. In bullet form, describe the ways your program/service advances the CHANGE category you selected?
(500-character limit)
Please refer to the Logic Model Guide below when filling out questions 3-6.
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3. Inputs. In bullet form,what resources will you need to carry out the activities to achieve outputs?
4. Activities. In bullet form,what major things will you do to achieve your indicators?
5. Outputs. In bullet form, what quantifiable results will your activities achieve to meet indicators?
6. Measurable Outcomes. In bullet form, what are the measurable outcomes for the public and participants
based on your activities?
7. In bullet form, describe a sustainability plan to support the proposed program/service beyond the grant
period to include:
a. One or more strategies to be implemented,
b. If any, who the sustainability partner(s)is/are (and their roles/responsibilities),
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c. Any other business planning efforts to be undertaken, and
d. Major challenges and/or barriers you anticipate encountering (or are encountering) and how the
program/service will address those challenges/barriers.
Program/Service Budget
Complete the program/service budget, which clearly identifies how your organization will utilize the grant funds
being sought.
Program/Service Income
• Anticipated Waiwai Grant Award. Estimate the amount of grant funding you expect to receive from the
Waiwai grant.
• Anticipated/Committed Income from the Applicant Organization. Indicate any internal funding your
organization has set aside for the program,both anticipated and already committed.
• Anticipated/Committed Income from Other Sources. List other sources of funding, such as other grants or
donations, specifying whether they are anticipated or already secured.
• Total Cash Income. Sum all anticipated and committed cash income.
• Anticipated/Committed Value of In-kind Contributions. If your organization will receive or receives non-
cash contributions, list their anticipated or committed values.
• Income Total. Provide a grand total of all cash and in-kind contributions.
Program/Service Expenses
For each expense:
• Describe the expense for the program (e.g., I Program Director FTE @ $45,000. 20 Volunteer Training
Manuals - $25/Manual).
• Allowable Grant Expense. Indicate whether each Waiwai Grant expense is allowable under the County
Code and Waiwai Grant guidelines.
• Determine the income source. Specify whether the cost will be covered by the Waiwai Grant or other
funding sources.
• Provide brief justification for the expense. Describe the purpose of each expense and its relevance to the
program (e.g.,Program Director: Ensures effective program management, oversight, and implementation of
services aligned with the grant's goals. Volunteer Training Manuals: Each volunteer will receive a training
manual to ensure they are equipped to support program activities.).
Expense categories:
• Administrative/Overhead Expenses (Administrative expenses are limited to 10% of the total Waiwai
grant request)
• Salary and Wages
• Professional Fees
• Operations
• Supplies and Equipment
• Other
Forms to Review and Sign
When uploading your file,please be sure that all fields are complete and that it is the correct and final document.
1. Review and upload a signed copy of the Certification of Understanding.
• Complete the Agency and Program Name at the top of the form.
• Do not complete one form and use it for multiple applications.
• Ensure that the Program Name on the uploaded document is consistent with the program within the
application.
2. Review and upload a signed copy of the County of Hawaii Disclosure Form.
• Complete the Agency and Program Name at the top of the form.
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• Do not complete one form and use it for multiple applications.
• Ensure that the Program Name on the uploaded document is consistent with the program within the
application.
Required Organizational Documents
When uploading your files,please be sure that it is the correct and final document. All required documents must
be in the current organization name or supporting documents provided with the name change(s) filed with the
Department of Commerce & Consumer Affairs (DCCA).
"Note: Corporate/Board resolutions, minutes, and other documents of this nature submitted as a requirement
must indicate that the policy was adopted at a duly noticed meeting on a specified date and be signed and
certified by an authorized member of the Board.
1. Upload your Proof of Authorization (Bylaws, Resolution, etc.)for binding signature.
• Must be authorized by Board to sign contracts.
2. Upload copies of your Annual Financial Statements for the two most recent years.
• You are required to provide Financial Statements (Comprehensive Profit& Loss Statement, or better,
required; Audited Statements,if available) from the two most recent years.
• They must reflect financial operations within the past three-year period(1/l/2022—12/31/2024).
• The preparer's name, title, address, and signature must appear on the statement.
• If not prepared by a licensed CPA,it must be signed by the Executive Director or authorized member of
your organization (title must be indicated,with an explanation to certify accuracy.
• A waiver may be granted to provide (a minimum of) one year's information if the organization's date of
incorporation is after January 1, 2023.
• Financial statements for both years must fall completely within the three-year period.
• If your organization does not have two years of audited statements that fall within the three-year period,
it is acceptable to submit one year of audited statements and a Comprehensive Profit& Loss Statement
or better for the second year.
• If your organization does not have any audited statements within the three-year period, it is acceptable
to submit a Comprehensive Profit and loss Statement, or better, for both years.
3. Upload a copy of pages 1 and 2 of your most recent IRS Form 990 filing.
• Provide the filing receipt if you filed the electronic(e-Postcard)version (990N).
• Must be for a period ending within the past 24 months (the filing period end date must be after January
31, 2023).
• Copies marked as drafts are not acceptable. Submissions must be copies or confirmation of documents
filed with the IRS
4. Upload a copy of your organization's IRS letter of determination verifying the agency's IRS 501(c)(3) tax-
exempt status.
5. Upload a copy of your Articles of Incorporation.
• This must have the signature of the Executive Director or highest-ranking member of the organization
(title must be indicated,with an explanation to certify validity).
• This signature may be from the initial incorporation documents or by the current Executive in charge if
these are unavailable.
• Include all name change documents filed with the DCCA if applicable.
• Include copies of the Application for Certificate of Authority for Foreign Corporation filed with the
DCCA if applicable (a Foreign Nonprofit Corporation is a corporation not for profit organized under
laws other than Hawaii state laws).
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6. Upload a copy of your organization's current Bylaws.
• This must have the signature of the Executive Director or highest-ranking member of the organization
(title must be indicated,with an explanation to certify validity).
• This signature may be from the initial documents of Bylaw adoption or by the current Executive in
charge if these are unavailable.
7. Upload a copy of your organization's nepotism clauses (either contained in Bylaws or organization
policies).
• The nepotism clause must be a policy prohibiting nepotism. Providing only a definition of"Nepotism"
is not acceptable.
• The document must clearly state where the policy is contained within the organization's policies.
8. Upload a copy of your organization's conflict of interest clauses (either contained in By-laws or
organization policies).
• The Conflict of Interest clause must apply to the Governing Board and any other member in a position
of authority.
• The Conflict of Interest clause must indicate the organization's policy on managing potential conflicts
of interest.Providing only a definition of"conflict of interest"is not acceptable.
• The document must clearly state where the policy is contained within the organization's policies.
Acknowledgements
1. Do you give the County permission to share information contained in your application with other County
Departments and with philanthropic groups, with the goal of increasing possible funding opportunities for
your organization?
o Yes/No
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