HomeMy WebLinkAboutNonprofit Grant Application Instructions - FY19Page 1 of 4
APPLICATION INSTRUCTIONS
County of Hawai‘i
Nonprofit Grants Program
* NOTICE! *
You are strongly advised to carefully review the Application Submittal Checklist for FY 2018-19 and
the Application itself. It is your responsibility to be in full compliance. Failure to do so may 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. Only one (1) application will be accepted per program. An agency may submit applications for
multiple programs, however.
2. Agencies administering multiple programs must submit a separate grant application for each
individual program. Service descriptions and budget tables must reflect the full scope of each
program’s operations.
3. Applications must be for projects/programs which occur during the fiscal year of the
grant award, and all awarded funds must be spent within that same Fiscal Year.
4. Awards cannot provide funds for Capital Improvements (Costs of Construction,
materials, insurance or securities).
General Requirements
1. The application, nonprofit grants program submittal checklist, and instructions can be
downloaded from the Finance - Nonprofit Grant Forms on 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. If you
obtain the application form from the County of Hawai‘i website, it will be in PDF format. If
you do not have Adobe Acrobat installed on your computer, please note that the free version
(Adobe Reader) is available at the Adobe site. If you are unable to access PDF documents,
you may pick up an application packet from the Finance Department, which you may manually
complete.
3. Use spell check, edit/proof read and recheck the addition for budget tables. Double check your
work before submitting.
4. The Submittal Checklist must be returned with your application packet.
5. Do NOT place the completed proposal in a binder or folder of any kind.
6. 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.
Exhibit “A” – Application Preparation (#s in this section correspond to the #s in the Application)
** Enter your Agency Name and Program Name to the top of every page. **
1. Prior Year(s) Award(s)
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a. Report previous year(s) nonprofit grant award(s) received
2. Agency Mission Statement
a. A brief narrative describing your Agency’s mission.
3. Program Description
a. Briefly describe the program for which you are seeking funds.
4. Total Budget and Position Count
a. Total Program Budget applies to the program seeking County grant funding.
b. Total Agency Budget applies to the entire agency.
c. Total Program Position Count means number of positions that are in the
program for which you are seeking funds.
d. Total Agency Position Count means positions in the entire agency.
5. Program Funding Sources
a. List all sources of funds that you anticipate will fund your program budget,
including state and/or federal grants, other specific grants, fundraising events, etc.
6. Explain what plans your agency or program has to increase revenues to support this program.
7. Program Objectives Using County Grant Program Funds
a. Summary of the objectives the program is designed to accomplish which are specific
to the use of County grant funds.
8. Program Performance Measures
a. Quantifiable indicators of public and client benefits from your program’s actions,
and/or the number of goods or services your program produces.
9. Program Expenditures
a. If agency costs are attributable to more than one program, please estimate the
amount allocated to the program to which you are seeking funds. For example, if
personnel (Salary and Wage cost) utilized by this program are also used by your
organization in other functions or programs, report only the portion allocated to the
program to which you are seeking funds.
b. For columns 1 and 2 (FY 16-17 Actual & FY 17-18 Total Budget), reflect your
program’s total budget, including all revenue sources.
c. For column 3 (FY 17-18 Grant Request), report only the portion of your budget
for which you expect to be funded by County grant funds.
10. Complete the Organization Conflict Disclosure Form.
a. The “Name” and “Position” section at top refers to the organization’s member
who may have a Conflict of Interest. Leave blank if no member of organization
has a potential Conflict of Interest.
b. Signature of Authorized member of organization. Must be signed regardless of
whether or not a conflict exists. Proof of Authorization (as indicated in bylaws,
resolution, etc.) to sign must be provided.
11. Certification of Understanding
a. Signature required. Proof of Authorization (as indicated in bylaws, resolution, etc.)
to sign must be provided.
12. Exhibit “B” – Council Award Worksheet
a. Complete the applicant section of Table I and Table II in Exhibit “B”. (do not
complete the “Council Award” column). This should be identical to the information
provided in Table I and Table II in Exhibit “A” (Page 3) of the application.
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Submission Format
Please complete, sign, and date the Nonprofit Grants Program Submittal Checklist and include this with
your application packet. The checklist refers to specific requirements that should be accompanied with
supporting documentation. Your application packet should be submitted in the following order:
a. Submittal Checklist
b. One (1) original grant application – completed with appropriate signatures
affixed and dated.
c. Three (3) copies of the signed, completed grant application SINGLE SIDED.
We are requesting hardcopies of the application. The electronic version of your
document should not be submitted to us.
d. Proof of Authorization (as indicated in bylaws, resolution, etc.) which indicates
that the member of your organization whose signature appears within the
application and contract is authorized to do so, is required.
** Note: Only one (1) set of supporting documents needs to be provided. **
e. Annual Financial Statements – Two most recent years required. These statements
must reflect finances within the last three year period. The preparer’s name, title,
address and signature must appear on the financial statements. The Executive
Director or authorized member of the organization – see item “d” above (title
must be indicated, with explanation) must approve and sign those financial
statements that are not prepared by a CPA to certify accuracy. As a minimum, a
comprehensive Profit and Loss statement is required and up to (if available) an
Independently Audited Financial Statement.
Note: if the organization has been incorporated for less than two years, a waiver
may be granted to provide one year’s information.
f. Page 1 and 2 of IRS Form 990. If you file electronically, it is your responsibility to
obtain a print out of these pages. If you file a Form 990N (e-Postcard), you must
provide a receipt of submission.
g. IRS letter verifying agency’s tax-exempt status (IRS 501(c)(3).
h. Articles of Incorporation. This must have a signature of the Executive Director
or highest ranking member of the organization (title must be indicated, with
explanation). This signature may be from the initial documents of
incorporation or by the current Executive in charge if these are not available.
i. By-laws. This must have a signature of the Executive Director or highest
ranking member of the organization (title must be indicated, with explanation).
This signature may be from the initial documents of bylaw adoption or by the
current Executive in charge if these are not available.
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j. Document Page(s) containing nepotism and conflict of interest clauses. If your
NEPOTISM and CONFLICT OF INTEREST clauses do not appear in
your by-laws, but in some other document(s), please identify the document
and submit a copy of the page(s) in which they appear. Highlight the
appropriate clause(s). There must be specific reference indicating that your
organization does not allow Nepotism or Conflicts of Interest as defined below.
*NOTE: the Conflict of Interest form required to be completed in the
application does NOT take the place of the requirement that your
organization have these clauses within the organization’s published rules.
“Nepotism” means appointing persons to positions on the basis of their
blood or marital relationship to the appointing authority, rather than on
merit or ability.
“Conflict of interest” means a substantial probability that action taken by
an individual will result in measurable direct benefits accruing to the
individual as opposed to benefits accruing in general to an industry.
After the January 31st deadline, no modifications or corrections can be made towards your
application. What you submit is what the County Council will receive. Errors, missing
documents and/or other areas of noncompliance may result in the disqualification of your
application. We urge you to review your packet with extreme care. Contact Dawn Manago
Legislative Assistant, at 326-4276 if you have any questions regarding award criteria, the
selection process or application content. Contact Ted Schrey, Budget Specialist, at 961-8489 if
you have any questions regarding the documents required to be submitted with your application
and/or about the application submission process.
Applications will not be reviewed by County personnel receiving your County Nonprofit Grant
submittal. Applicants have full responsibility to ensure that all documents are complete and accurate
prior to submittal.
All documents requiring a current signature must be the ORIGINAL, SIGNED document.
Unsigned documents will be disqualified. Faxed or copied documents will not be accepted as original
documents.
* It is your responsibility to ensure that the application is delivered to the County Finance Office by
the end of business day on or before January 31. Postmark date will not be accepted as proof of on-
time delivery.
County Finance Office Address: 25 Aupuni Street, Suite 2103
Hilo, Hawai‘i 96720